Performance_Work_Statement_(PWS)_-_SDNG_YRRP_Event.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR LOGISTICAL, VENUE, CATERING, AND AUDIO-VISUAL SUPPORT SERVICES

SOUTH DAKOTA ARMY NATIONAL GUARD (SDNG) 665TH MAINTENANCE COMPANY DEMOBILIZATION YELLOW RIBBON REINTEGRATION EVENT

1.0 GENERAL INFORMATION

1.1 Scope

This is a non-personal services contract under which the Contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary except as explicitly specified in Section 3.0 as Government-Furnished Services/Property to deliver comprehensive venue space, lodging coordination, audio-visual (A/V) support, catering, and youth program support for the South Dakota Army National Guard (SDNG) 665th Maintenance Company Demobilization Yellow Ribbon Reintegration Program (YRRP) event.

1.2 Objectives

The Contractor shall secure an integrated, professional, and acoustically isolated learning environment/atmosphere at a qualified venue in Sioux Falls, SD. The contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon presentations and training and shall provide Government personnel and their Families that attend the event with quality accommodation and identified support services. This environment must support simultaneous adult and youth-focused training tracks, facilitate resource coordination, and provide quality food and beverage services to military personnel and their families.

1.3 Period of Performance (PoP)

The Period of Performance shall be from 6 November 2026 through 8 November 2026.

Day 0 (Friday, 6 November 2026): Venue and A/V setup window begins at 1400 CST. Technical gating check and dry-run with hotel staff and the Government Point of Contact (GOV POC) shall be successfully completed NLT 1600 CST.

Day 1 (Saturday, 7 November 2026): Venue, catering, registration, and youth spaces must be fully set up and operational by 0600 CST. Event execution is from 0700 to 1700 CST.

Day 2 (Sunday, 8 November 2026): Venue, catering, and youth spaces operational by 0600 CST. Event execution is from 0700 to 1700 CST.

1.4.1 Telework

Teleworking is not authorized. The training needs of the SDNG YRRP can only be met by in-person, on-site services.

1.4.2 Private Venue Regulations

The Contractor's employees, subcontractors, and agents shall familiarize themselves with and strictly obey all fire, traffic, safety, and security regulations of the privately owned venue contracted for use under this agreement.

1.4.3 Recognized Holidays

Services shall not be performed on recognized federal holidays. If a federal holiday falls within the execution window, the Contractor shall coordinate with the Contracting Officer (KO) and the GOV POC; however, the scheduled dates of November 6–8, 2026, do not conflict with recognized federal holidays.

1.4.4 Quality Control (QC)

The Contractor shall develop, implement, and maintain an effective written Quality Control Plan (QCP) to ensure all services are performed in accordance with this PWS. The QCP shall establish procedures to identify, prevent, and ensure the non-recurrence of defective services.

The final QCP shall be submitted as a formal deliverable to the GOV POC for review and written acceptance by the KO NLT 10 calendar days after contract award (CDRL A001).

No changes to the accepted QCP shall be implemented without prior written approval from the KO.

1.4.5 Quality Assurance (QA)

The Government will evaluate the Contractor's performance under this contract in accordance with the Government's Quality Assurance Surveillance Plan (QASP). The QASP establishes standard surveillance frequencies, acceptable quality levels (AQLs), and documented inspection methods to ensure the Contractor meets all outcome-based performance metrics.

1.4.6 Antiterrorism and Operations Security (AT/OPSEC)

The Contractor shall protect all Controlled Unclassified Information (CUI), including but not limited to event schedules, military unit designations, estimated or actual attendee counts, and names of military personnel or family members. The GOV POC will brief the Contractor on the specific security parameters, why the information must be protected, and the methods required to safeguard it.

1.4.7 Physical Security

The Contractor shall safeguard all Government-Furnished Information (GFI) and any Government-owned property utilized on-site during the event. At the close of each work period (Friday and Saturday evenings), all training rooms, exhibition spaces, and catering equipment shall be physically locked and secured.

1.4.8 Contract Manager (CM)

The Contractor shall designate an on-site Contract Manager (CM) (and an alternate to act in the CM's absence) who shall possess full authority to act on all operational and contract-related matters.

The CM's name, phone number, and email address shall be submitted in writing to the KO and GOV POC upon award.

The CM shall coordinate directly with the GOV POC to resolve operational issues and receive technical guidance.

The CM shall ensure that no contractor or subcontractor employee performs work outside the contract's scope without an official bilateral modification executed by the KO. Any out-of-scope work performed by the Contractor shall be at the Contractor's sole financial expense.

1.4.9 Combating Trafficking in Persons

The United States Government has a zero-tolerance policy regarding trafficking in persons. In accordance with FAR Clause 22.1703, the Contractor, subcontractor employees, and agents shall not engage in severe forms of trafficking in persons, procure commercial sex acts, or use forced labor during the period of performance of this contract. The Contractor shall immediately notify its employees of this policy and implement appropriate disciplinary actions for any violations.

1.4.10 Contractor Travel, Lodging, and Meals

All Contractor travel, lodging, meal expenses, and transport costs for staff shall be the sole responsibility of the Contractor. These expenses shall not be separately priced, nor shall they be billed to the Government under any circumstances.

2.0 DEFINITIONS AND ACRONYMS

2.1 Definitions

Contractor: The prime vendor awarded the contract to provide the services, spaces, and materials defined in this PWS.

Contract Manager (CM): The Contractor’s on-site representative who has authority to manage daily operations and make decisions on behalf of the Contractor.

Defective Service: A service output that fails to meet the objective performance standards or AQLs defined in the PWS and Technical Exhibit 1.

Deliverable: A tangible, physical, or digital item that must be delivered to the Government (e.g., reports, certifications, plans).

Government Point of Contact (GOV POC): The designated regional representative responsible for coordinating technical details, conducting QA surveillance, and serving as the primary liaison between the unit and the Contractor's CM.

Key Personnel: Contractor staff evaluated during source selection whose presence on-site is vital to successful contract execution (specifically the CM/Floor Manager).

Quality Assurance Surveillance Plan (QASP): The Government’s written framework used to monitor, evaluate, and document the Contractor’s performance.

Quality Control Plan (QCP): The Contractor's internal systematic plan to self-inspect, correct, and guarantee performance compliance.

2.2 Acronyms

AFARS: Army Federal Acquisition Regulation Supplement AQL: Acceptable Quality Level AT/OPSEC: Antiterrorism / Operational Security CDRL: Contract Data Requirements List CNGBI: Chief of the National Guard Bureau Instruction CST: Central Standard Time DFARS: Defense Federal Acquisition Regulation Supplement DoDI: Department of Defense Instruction FAR: Federal Acquisition Regulation GFI: Government-Furnished Information HVAC: Heating, Ventilation, and Air Conditioning KO: Contracting Officer PBSA: Performance-Based Service Acquisition PRS: Performance Requirements Summary PWS: Performance Work Statement SDNG: South Dakota National Guard YRRP: Yellow Ribbon Reintegration Program

3.0 GOVERNMENT-FURNISHED PROPERTY, MATERIAL, EQUIPMENT, AND SERVICES (GFP/M/E/S)

No Government-Furnished Property, materials, equipment, or services shall be provided to the Contractor under this contract. The Government will only provide the final attendee counts NLT seven (7) calendar days prior to the start of the event.

4.0 CONTRACTOR-FURNISHED PROPERTY, MATERIALS, AND EQUIPMENT (CFP/M/E)

4.1 General

Except for the attendee count information provided by the Government, the Contractor shall furnish all equipment, tools, writing materials, registration supplies, signage, administrative tools, and personnel required to perform all tasks under this PWS.

4.2 Venue Coordination

The Contractor shall serve as the sole interface to coordinate with the venue facility's management and staff. The Contractor is responsible for securing all necessary equipment, ensuring setup matches the specified floor plans, and resolving any administrative, logistical, or technical issues directly with the venue staff.

5.0 SPECIFIC REQUIREMENTS

The Contractor shall secure, coordinate, and execute all meeting spaces, sleeping room blocks, youth program environments, catering, audio-visual technical services, and administrative support as specified below.

5.1 Venue Sleeping Room Block

The Contractor shall secure a dedicated block of sleeping rooms at the venue or immediately adjacent hotel facility.

Block Allocation: A minimum of 20 double-occupancy sleeping rooms shall be reserved for the nights of 6 November 2026 and 7 November 2026.

Pricing Rate: Rooms shall be made available at the prevailing federal joint travel regulation (GSA per diem) rate or lower.

Payment Terms: Sleeping rooms are self-pay by the individual attendees. The Government shall not be billed for any room charges, taxes, resort fees, incidentals, or unused rooms in the block.

Unused Room Release: Unused rooms in the block shall be released back to the venue's general inventory in accordance with standard hotel group reservation policies, without penalty to the Government.

5.2 General Session Meeting Room

The Contractor shall provide a single, professional General Session assembly room conforming to the following standards:

Capacity: Physically configured to comfortably accommodate 340 adult attendees.

Seating Configuration: Round banquet tables with high-quality chairs. The physical spacing must allow for the addition of 65 youth chairs during the buffet lunch on Saturday and Sunday.

Stage and Presentation Setup:

One (1) raised presentation platform/stage with a central podium.

One (1) presenter table placed adjacent to the podium, stocked with a fresh water pitcher and glasses.

Two (2) formal flags (one United States Flag and one South Dakota State Flag) placed on stable stands flanking the stage.

Audio-Visual (A/V) Infrastructure:

One (1) podium-mounted microphone and stand.

One (1) wireless lapel/lavalier microphone.

Two (2) hand-held wireless microphones with stands for audience questions.

A house sound system balanced to ensure clear audio coverage across all 340 seats.

A minimum of two (2) large, high-definition projector screens (minimum 10-foot diagonal) positioned for unobstructed lines of sight.

Two (2) matching high-lumen projectors with associated A/V carts and connection interfaces.

Logistical & Utility Support:

Commercial, high-speed Wi-Fi connectivity capable of supporting secure military VPN access on government laptops with a minimum throughput of 50 Mbps symmetrical.

Two (2) double-sided buffet lines placed at the rear of the room to support efficient lunch service.

One (1) continuous beverage and snack station set up at the back of the room.

Trash receptacles, food tray stands, writing pens, and note paper distributed across all tables.

Hand sanitizer stations placed at all food, beverage, and entry points.

5.3 Breakout Rooms

The Contractor shall provide four (4) smaller breakout session rooms conforming to the following standards:

Capacity: Physically configured to accommodate 50 adult attendees per room.

Seating Configuration: Round tables and chairs.

Presentation Setup: One (1) podium, one (1) presenter table, water pitcher, and glasses.

A/V Infrastructure: One (1) wireless or hand-held microphone connected to a dedicated sound system, one (1) high-definition projector, one (1) projector screen, and associated cabling/carts.

Connectivity: Seamless, high-speed Wi-Fi access matching the standards in Section 5.2.

Acoustic Isolation: All breakout rooms must feature solid, floor-to-ceiling walls. Temporary dividers, "pipe and drape" partitions, or thin sliding panels are strictly prohibited to prevent acoustic bleed between sessions.

5.4 Vendor and Registration Area

The Contractor shall provide an exhibition and registration workspace located immediately adjacent to the General Session room:

Vendor Space: Fifteen (15) standard 6-foot or 8-foot display tables arranged to facilitate comfortable flow and interaction for 340 attendees during breaks.

Registration Desk: Two (2) matching 6-foot or 8-foot tables positioned at the main entrance of the venue space to handle registration and travel vouchers.

Fittings: All seventeen (17) tables must be fitted with professional tablecloths and matching floor-length skirting. Each table shall include two (2) chairs and direct access to trash receptacles.

5.5 Youth Services Room

The Contractor shall provide a large, safe, and engaging youth room to accommodate up to 65 youth (ages 6 to 17 years):

Registration: One (1) 6-foot or 8-foot table with two (2) chairs positioned directly outside the room's main entrance. High-speed Wi-Fi access must be provided.

Space Configuration: Distinct areas configured with round tables and chairs for youth activities and meals, balanced with open space for physical games.

Child Safety & Regulatory Compliance:

The youth program and facilities shall be managed in strict accordance with DoDI 6060.02, Child Development Programs.

All Contractor personnel, subcontractors, and volunteers assigned to the youth room must have successfully cleared a background check in compliance with DoDI 1402.05, Background Check on Individuals in Department of Defense Child Development and Youth Programs. Verification of compliance must be submitted to the GOV POC on Day 0.

The Contractor shall maintain child-to-staff ratios as mandated by DoDI 6060.02.

Amenities: Continuous water and refreshment stations, disposable cups, hand sanitizer, kleenex, and trash receptacles. All meal services for youth shall be served directly in this room.

5.6 Catering and Food Requirements

The Contractor shall provide high-quality food, beverage, and snack services. The estimated headcount is 275 adults and 65 youth for both Saturday, 7 November and Sunday, 8 November 2026.

5.6.1 All-Day Beverage Service (Saturday & Sunday, 0700–1700 CST) Continuous refreshment of regular coffee, decaffeinated coffee, hot tea, iced tea, and ice water. Stations must be placed in the General Session, Breakout, and Youth Rooms.

5.6.2 Saturday, 7 November 2026 Catering Schedule

Morning Break (0800 CST):

Adults: Light breakfast refreshments (including pastries, yogurts, and fruit juices).

Youth: Youth-appropriate light breakfast refreshments and juices.

Lunch Service (1130 CST):

Adults (Served Buffet Style in General Session Room): Taco Bar containing soft and hard taco shells, tortilla chips, seasoned ground beef, diced chicken, shredded lettuce, chopped tomatoes, black olives, nacho cheese, sour cream, guacamole, tossed side salad with assorted dressings, lemonade, and water.

Youth (Served in Youth Room): Child-appropriate portions of the adult buffet, priced at the specified youth rate.

Afternoon Break (1400 CST):

Adults: Assorted gourmet dessert bars and cookies (strictly nut-free and raisin-free).

Youth: Sugar and chocolate chip cookies served with fresh milk and ice water.

5.6.3 Sunday, 8 November 2026 Catering Schedule

Morning Break (0800 CST):

Adults: Fresh light breakfast refreshments and juices.

Youth: Youth-appropriate light breakfast refreshments and juices.

Lunch Service (1130 CST):

Adults (Served Buffet Style in General Session Room): Pasta Bar featuring multiple pasta types, marinara and alfredo sauces, grilled chicken breast, meatballs, warm garlic bread, tossed side salad with assorted dressings, lemonade, and water.

Youth (Served in Youth Room): Child-appropriate portions of the pasta buffet, priced at the specified youth rate.

Afternoon Break (1400 CST):

Adults: Assorted nut-free and raisin-free cookies and dessert bars.

Youth: Fresh cookies served with milk and ice water.

5.6.4 Dietary and Headcount Adjustments

Gluten-Free & Special Dietary Profiles: The Contractor shall provide high-quality, equivalent gluten-free, dairy-free, and vegetarian alternative meals for all break and lunch services. These alternatives must be clearly labeled and readily available.

Bilateral Headcount Protection Clause: The GOV POC will provide the Contractor with the final guaranteed headcount for adults and youth exactly seven (7) calendar days prior to the event (NLT 31 October 2026). The contract invoice shall be bilaterally adjusted downward to reflect this final headcount, and the Contractor shall only bill for the confirmed quantity.

5.7 Additional Operational Requirements

Facility Site Walkthrough: The Contractor shall schedule and conduct a physical walkthrough of the venue with the GOV POC within 15 calendar days post-award.

Acoustic Isolation Policy: The General Session, Breakout, and Youth Rooms shall be positioned away from high-traffic public areas, indoor swimming pools, and noisy restaurant entrances.

Staff Availability: The Contractor's designated on-site Floor Manager shall be physically present on the property and contactable via cell phone at all times starting at 1400 CST on Friday, 6 November through 1700 CST on Sunday, 8 November 2026.

Attendee Parking: The Contractor shall secure sufficient, free, and unrestricted parking at the venue for all event attendees, guest speakers, and resource vendors throughout the three-day window.

6.0 APPLICABLE PUBLICATIONS

The Contractor shall comply with all mandatory guidance and regulations specified in the table below:

7.0 TECHNICAL EXHIBIT 1: PERFORMANCE REQUIREMENTS SUMMARY (PRS)

8.0 TECHNICAL EXHIBIT 2: DELIVERABLES SCHEDULE (CDRLs)

The Contractor shall submit the deliverables outlined in the schedule below in accordance with the specified timelines. All reviews and approvals shall be tracked through the GOV POC.