Performance Workstatement - 665th Yellow Ribbon.docx

PERFORMANCE WORK STATEMENT (PWS)

for Training Services 665 Maint Co Demobilization Yellow Ribbon Reintegration Event

General: This is a non-personal services contract to provide support for a Yellow Ribbon Reintegration Program (YRRP) event to be held Saturday, 7 November & Sunday, 8 November 2026.

Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Services, as defined in this PWS.

Objectives: The contractor must provide for the requested meeting space and associated requirements, meals for a two-day training event for the 665 Maint Demobilization Yellow Ribbon Reintegration Event. It is the responsibility of the contractor to ensure all requested requirements are met or exceeded. 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 shall be performed by the contractor with monitoring by the Yellow Ribbon Coordinator POC.

Performance on 6 November 2026 will include access NLT 2:00pm CST for the ability to set-up and conduct audio-visual check with hotel staff NLT 4:00pm CST. On Saturday & Sunday, 7-8 November 2026 the event will start at 7:00am CST with the event/ presentation starting at 8:00am to 5:00pm CST. Meeting space for adults and youth program need to be available and set up by 6:00am. Morning break 8:00am to 9:00am, Lunch 11:30am to 12:30pm, Afternoon break 2:00pm to 3:00pm.

Performance on 7-8 September 2026 will include access by 7:00am set up for meeting rooms, vendor spaces, audio/visual (A/V) equipment and food/beverages will be secured by the contractor with monitoring by the Yellow Ribbon POC.

Background: The South Dakota Army National Guard will host a Yellow Ribbon Reintegration Event. The event is for Soldiers and their Families deploying and returning from deployments. This will be a two-day event with youth services. The goal is to prepare service and Family Members for mobilization, to sustain Family during mobilization and to reintegrate Service Members with their Families, communities, and employers when they return. The selected venue will provide the meeting, vendor, and youth spaces, audio/visual (A/V) equipment and food/beverages for the event listed in this solicitation.

Reserved

Period of Performance (PoP): The Period of Performance shall be 6-8 November 2026 6 November 2026

Ability to start set-up at 2:00pm and do audio/visual check NLT 4:00pm CST

7 November 2026

8 November 2026

General Information:

Place and Performance of Services: This Yellow Ribbon Event will be held in Sioux Falls, SD. The contractor shall provide services between the hours of 7:00 a.m. – 5:00 p.m. on Saturday & Sunday, 7 & 8 November 2026. The contractor shall, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.

1.4.1.1 Telework: Teleworking is not authorized. The training needs of the SDNG Yellow Ribbon Program can only be met by in-person training sessions.

1.4.1.2 Reserved.

1.4.1.3 The contractor’s employees shall become familiar with and obey the regulations of the privately owned venue that is being contracted for use by the SDNG; this includes fire, traffic, safety and security regulations while on the installation.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall not perform services on these days: Services will not be performed during any holiday.

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is how it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Government Point of Contact (GOV POC) NLT 10 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.4 Quality Assurance (QA): The Government POC will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Antiterrorism/Operations Security (AT/OPSEC) - The contractor will protect controlled unclassified information (i.e.. Meeting times, number of personnel, etc.) pertaining to daily operations. The GOV POC will brief the vendor on what information needs to be protected, why it needs to be protected, and how to protect it.

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.7 Reserved

1.4.8 Reserved.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the Contracting Officer (KO). The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the Government (GOV) POC to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Reserved.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Contractor Travel: All travel, lodging, meals and other transportation will not be separately priced and not to be billed to the government. Any contractor travel, lodging or meals are the responsibility of the contractor.

1.4.13 Reserved

Definitions and Acronyms:

Definitions:

Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Defective Service: A service output that does not meet the standard of performance associated with the PWS.

Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

Physical Security: Actions that prevent the loss or damage of Government property.

Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

Subcontractor: One that enters a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Acronyms:

Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): No Government Furnished Property will be provided.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The contractor will be required to provide all written materials needed to adequately provide their training/youth services. The contractor will be required to contact the venue location and coordinate all equipment they need to facilitate their training requirements.

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall provide services to support the Yellow Ribbon event, blocked lodging, meeting spaces, youth spaces, meals, audio/visual and additional support items. The government shall provide a final count for attendance and food services seven (7) days prior to the event start date. This section will outline the specific requirements to for the 7 & 8 November 2026 event that is outlined in paragraph 1.1.1 - 1.1.4.

5.1 Venue must have the ability to set aside a block of sleeping rooms, at the government rate. Payment or cost of these are not part of the contract. The rooms will be self-pay, and the attendees will make their own reservations. A hotel room block for 20 rooms is required for the nights of 6 & 7 November 2026 at the current per diem rate.

5.1.1. Meeting Room: Large room for general assembly to accommodate 340 people, round tables, and chairs for seating to include access to enough chairs for youth to join adults for buffet lunch.

1 stage or raised platform 1 podium with microphone stand 1 wireless microphone and 2 hand microphones for questions with house sound system Ability to connect to hotel Wi-Fi on government laptop 2-3 large projector screens 2-3 projectors and small tables for projectors or A/V carts 1 small presenters table by podium with water pitcher and glasses American and State Flag to be set up on each side of podium Trash cans, food tray stands, pens and paper will be in the room 1 water/beverage and snack stations with hand sanitizer at back of room 1 double sided buffet lines at back of room (adult lunch to be served buffet style and eaten in general assembly room)

5.1.2 Smaller Break-out Sessions Rooms: Four smaller rooms to accommodate up to 50 people, round tables and chairs for seating.

1 podium with microphone stand 1 wireless microphone or 1 hand microphones for questions with house sound system per Ability to connect to hotel Wi-Fi on government laptop 1 projector screen per room 1 projector and small table for projectors or A/V carts per room 1 small presenters table by podium with water pitcher and glasses

5.1.3 Vendor Room: Large room for vendor booths by general session for resource tables and people to comfortably visit booths during breaks.

15 - six/eight-foot tables for vendor/resource booths.

2 - six/eight-foot table for registration and travel vouchers All tables will include tablecloths with skirting; 2 chairs at each table; trashcan accessible.

5.1.4 Youth Room: Large room for staff and 65 youth ages 6-17.

1 - six/eight-foot table with 2 chairs for registration outside the room.

Wi-Fi code will be provided.

Lunch for the youth will be served in this room (see menu). Plates, cups, utensils, and napkins will be provided for lunch and snacks.

Round tables with chairs to accommodate youth activities and meals.

Open space for seating and activity area.

Water station with cups, trash can, hand sanitizer, and Kleenex in the room.

5.1.5 FOOD: 275 Adults, 65 Youth on 7 Nov 2026.

All day beverage service - Coffee (regular and decaf) tea (hot and iced) and water will be refreshed through the end of the day on Saturday & Sunday.

Saturday @ 8:00am CST Adult morning break time – Breakfast light refreshments.

Youth morning break time 8:00 am – Breakfast light refreshments Saturday @ 11:30am CST Adult Lunch time – Day one meal: Taco Bar; tortilla chips, hard and soft shells, ground beef and diced chicken, chopped tomato, shredded lettuce, black olives, nacho cheese, sour cream, guacamole; tossed salad with assorted dressings, lemonade, and water.

Youth Lunch time 11:30am – youth price for adult buffet.

Adult Break time 2:00pm – variety of cut bars and cookies (no raisin or nuts).

Youth Break time 2:00pm – sugar and chocolate chip cookies with milk and water.

Gluten free options for food and snacks must be available.

The Yellow Ribbon POC will provide the contractor with the final number of adults & youth 7 days prior to the event. Provisions should exist to decrease the amount of food and beverages needed and invoice for the final number.

5.1.6 FOOD: 275 Adults, 65 Youth on 8 Nov 2026.

All day beverage service - Coffee (regular and decaf) tea (hot and iced) and water will be refreshed through the end of the day on Saturday & Sunday.

Sunday @ 8:00am CST Adult morning break time – Breakfast light refreshments.

Youth morning break time 8:00 am – Breakfast light refreshments Sunday @ 11:30am CST Adult Lunch time – Day two meal: Pasta meal with fresh bread; tossed salad with assorted dressings, lemonade, and water.

Youth Lunch time 11:30am – youth price for adult buffet.

Adult Break time 2:00pm – variety of cut bars and cookies (no raisin or nuts).

Youth Break time 2:00pm – sugar and chocolate chip cookies with milk and water.

Gluten free options for food and snacks must be available.

The Yellow Ribbon POC will provide the contractor with the final number of adults & youth 7 days prior to the event. Provisions should exist to decrease the amount of food and beverages needed and invoice for the final number.

5.1.7 ADDITIONAL REQUIREMENTS:

Site visit of contracted spaces to be scheduled with Yellow Ribbon POC.

Meeting and vendor spaces to be located away from pool and restaurant areas.

Each meeting room must have solid walls (no pipe and drape).

Access to hotel staff throughout event. Must provide floor manager’s cell phone number to Yellow Ribbon POC prior to event.

All contracted spaces must be set up and available by 4 p.m. on Friday, November 6th, 2026, through Sunday, November 8th, 5:00p.m.

A/V sound check will be conducted with venue staff and the Yellow Ribbon POC at 4:00 p.m. Friday, November 6th, 2026.

Offer sufficient, free parking to all attendees and vendors throughout event.

All attendee numbers are estimates and final numbers will be provided within 7 days of event. Food service invoices will be adjusted to reflect final numbers.

5.2 Reserved.

5.3 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

CONTRACTOR’s SDS & QASP

The Contractor Service Delivery Schedule identifies the major tasks or deliverables the contractor will be providing or accomplishing during the contract period. The schedule identifies the task standards, the acceptable level of quality and the primary method the Government will use to assess the contractor’s performance.

Performance Objective (Deliverable/Tasks)

Quality Level Surveillance Method / By Whom

-Contractor will ensure they provided all additional requests: tables, a/v, water stations, acceptable atmosphere, adequate space, solid walls

-set-up, a/v sound checks and day of accessibility was on time

-parking was free and sufficient

-venue staff was on hand and accessible before and during the event

95% of time

95% of time -Observed/

GOV POC

-Observed/

GOV POC

-Observed/

GOV POC

-Observed/

GOV POC

-Observed/

GOV POC

MEALS - CONTRACTOR’s SERVICE DELIVERY SCHEDULE

-Portions are sufficient size

-Maintains cleanliness of serving equipment

- Contractor personnel wear proper serving attire