Yellow_Ribbon_April_2018_Posting_DOC.pdf

**COMPLETION OF THIS FORM IS MANDATORY. IF NOT ATTACHED PROPOSAL WILL

BE CONSIDERED NON-RESPONSIVE.**

LOUISIANA AIR NATIONAL GUARD

159TH FIGHTER WING

NAS JRB NEW ORLEANS LOUISIANA 70143-0027

W912NR-19-Q-5007

Company Name:

Point of Contact:

Signature:

Phone:

Fax:

Email Address:

*Cage Code (current & active):

*DUNS Number (current & active):

*TAX ID (if applicable):

SAMPLE MENU ATTACHED YES NO

PAST PREFORMANCE INFORMATION: THREE REQUIRED

Similar work performed at local/state/federal level

(1)

Contract and Title:

Work Performed:

Reference POC

Name :

Telephone:

(2)

Work Preformed:

**COMPLETION OF THIS FORM IS MANDATORY. IF NOT ATTACHED PROPOSAL WILL

BE CONSIDERED NON-RESPONSIVE.**

(3)

Work Preformed:

CLIN 0001 Lodging 12 April 2019 Price $_______________ CLIN 0002 Audio/Visual 13 April 2019 Price $_______________ CLIN 0003 Hotel Parking 13 April 2019 Price $_______________ CLIN 0004 Lodging13 April 2019 Price $_______________ CLIN 0005 Breakfast 13 April 2019 Price $_______________ CLIN 0006 Lunch 13 April 2019 Price $_______________ CLIN 0007 General Session/Breakout Rooms Price $_______________ April 12 and 13, 2019

Green Initiatives Program

Vendor must have a Green Initiatives program in place and include this information with their proposal. Third party vendors must demonstrate Green

Initiatives within your own company as well as the location submitted. Vendor must include use of reusable tableware/utensils/napkins whenever practical.

Any disposable tableware used should include a minimum 72% bio-based content.

Vendors offering items with recycled content are preferred in accordance with

Executive Order 13514. List all item characteristics and company initiatives supporting environmental protection programs. All responsible quotes will provide answers to the following questions.

ltem(s) made out of recycled content? What percentage?

Water efficient item (if applicable)?

Bio based or Bio preferred item?

Non-Toxic?

Non-Ozone depleting?

Environmentally Preferable Products?

Environmentally Friendly?

Does the vendor Recycle?

Does the company use post-consumer recycled paper?

Does the company print on both sides?

Does the company have a water conservation program?

Does the company use energy efficient light bulbs?

Are the electrical/electronic products Energy Star rated?

Is the company LEED certified (Leadership in Energy and Environmental

Design)?

Does the company promote energy conservation? (ex. Turning computers off at night, turning off lights when no one is in the room, etc)

Is the company 14001Environmental Management Standards Certified?

PERFORMANCE WORK STATEMENT (PWS)

FOR

Louisiana Air National Guard (LA ANG) Yellow Ribbon Reintegration

Program

Lodging, Meals and Conference Facilities for Yellow Ribbon Post

Deployment Event

AT

New Orleans, LA

Prepared By:

Yellow Ribbon Reintegration Program

15 January 2019

CHANTEL L.R. JOLLY, SMSgt, LA ANG Yellow Ribbon Resource Advisor

KATHERINE A. KRAIL, Maj, LA ANG

Commander, 159FSS

Yellow Ribbon PWS v2 | 1

PERFORMANCE WORK STATEMENT (PWS)

LAANG Yellow Ribbon Reintegration Program

Lodging, Meals and Conference Facilities Yellow

Ribbon Pre/ Post Deployment Event New Orleans, LA

13 April, 2019

PART I: GENERAL INFORMATION.

1. Introduction/ Description Services. The LA ANG will conduct a Yellow Ribbon Pre and Post Deployment Event Located in the downtown city center (within zip codes, 70001, 70002, 70003, 70004, 70005, 70006, 70009, 70010, 70011, 70033, 70055, 70060, 70062, 70063, 70064, 70065, 70097, 70112, 70116, or 70130) of New Orleans, LA area on April 13. 2019. The Yellow Ribbon

Reintegration Office is seeking a premium FEMA registered facility to accommodate lodging, training, breakout, and dining accommodations to include catering for a total of 300 attendees, their spouses, (DEERS dependent) and family members along with support staff for a Yellow Ribbon Pre/Post Deployment Event 13 April, 2019. The Yellow Ribbon Specialist holding these events is not authorized to change the terms and conditions of the resulting contract.

1.1 Background. The Yellow Ribbon Reintegration Program (YRRP) provides information and activities that are offered at key stages and throughout the deployment cycle: Pre-Deployment, During Deployment (for families supporters), and

Post Deployment. YRRP offers information on benefits such as health care, education, financial, and legal counseling.

YRRP works with a network of key organizations, including Military OneSource, Employer Support for the Guard and

Reserve, Small Business Administration, the Department of Labor, and Veterans’ Affairs. This collaboration provides informative and interactive seminars and resources relevant to members of the National Guard and Reserve community.

1.2 Objectives. The mission of the YRRP is to promote the well-being of National Guard and Reserve Service members and their families by connecting them with the resources throughout and beyond the deployment cycle. Through

YRRP, service members and those who support them have access to programs, services, resources and referrals to minimize stress and maximize resiliency during all phases of deployment and reintegration.

1.3 Scope. The major goal of this project is to develop a family friendly environment for facilitation of the required objectives of the Yellow Ribbon Reintegration Program. We are seeking a facility to allow this event to provide interactive sessions for the attendees as well as the one-on-one opportunity to connect with community partners and resource providers manning exhibit displays. Specific objectives include: Providing a venue to accommodate (a) Contracted sleeping rooms for approximately 100 attendees, as well as 4 block sleeping rooms which will be guest pay, see detailed breakdown in paragraph 5.1.3.; (b) meeting rooms to include a general session ballroom to hold approximately 350 attendees; (c)

Breakout rooms to accommodate eight (8) simultaneous breakout sessions with seating for at least 30 attendees each; (d)

Resource Fair space to accommodate approximately 20 vendors to set up a display table each; (e) Event Registration space to accommodate the registration of attendees on Saturday morning April 13, 2019; (f) Childcare and Youth activities rooms, (1 each) to accommodate two age groups; (g) Two (2) Counseling room to accommodate private sessions for one-on-one counseling; (h) Command Post room to accommodate YRRP event staff of approximately 10 people with computers, scanners and printers; (i) meal service for attendees and staff (approximately 350) to include breakfast and lunch on Saturday, April 13, 2019.. Refreshments and Snack Service for Saturday, April 13th; (j) Audio visual needs to accommodate the event, see details in paragraph 5.3.

1.4 Period of Performance. The period of performance shall be 12 April 2019 through 13 April 2019..

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1.5 Point of Contact (POC). The POC will be identified by separate letter. The POC monitors all technical aspects of the contract and assists in contract administration.

1.6 Hours of Operation. The LAANG YRRP Symposium schedule:

• Friday, April 12, 2019 - 10:00am to 8:00pm (Staff arrival, set-up and check-in)

• Saturday, April 13, 2019 – 6:00am to 7:00pm (Registration & Symposium & Breakdown)

1.7 Type of Contract. This will be a Firm Fixed Price contract.

1.8 Security Requirements. Not applicable.

1.9 Special Qualifications and Certifications: The contractor is responsible for ensuring all food preparations are conducted by employees who possess a current food handling certification during the LAANG YRRP Symposium. Contractor shall be compliant with the American Disabilities Act as defined by law. Contractor shall be a three diamond facility or better as defined by American Automobile Association (AAA). The hotel must be a FEMA registered facility in accordance with http://apps.usfa.fema.gov/hotel/.

1.10 Post Award Meeting/Periodic Status Meetings. After award the contractor, contracting officer and POC will have meeting to clarify SOW and contract requirements such as deliverable products, and delivery schedules, special contract clauses, quality control/assurance procedures, invoicing and billing procedures, local regulations or access requirements, and/or environmental, safety and health requirements. Periodic update/status meetings to review contractor performance may be scheduled.

PART II

DEFINITIONS AND ACRONYMS

2. Definitions & Acronyms.

2.1 Definitions.

2.1.1 Childcare Freedom. The LAANG YRRP will provide certified staff, service and curriculum as allowed by the DoD YRRP.

2.1.2 A/V Freedom. The LAANG YRRP will be permitted to connect its audio visual equipment to the contractor’s electrical outlets, house sound and A/V connections within the facility and for the duration of the event with no additional cost to the government for use of contractor’s electrical power service (if applicable).

2.2 Acronyms.

A/V Audio-Visual

DoD Department of Defense

LAANG Louisiana Air National Guard

M&IE Meals and Incidental Expenses

POC Point of Contact

PWS Performance Work Statement

YRRP Yellow Ribbon Reintegration Program

PART III

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. Government Furnished Items & Support

3.1 Support. Not applicable.

3.2 Facilities. Not applicable.

3.4 Equipment. Non-network laptops and printers

http://apps.usfa.fema.gov/hotel/

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3.5 Materials. Not applicable.

PART IV

CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES.

4. Contractor Furnished Items and Responsibilities.

4.1 General. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under PART III of this PWS.

4.2 Secret Facility Clearance. Not applicable.

4.3 Materials. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract as listed in Part V of this PWS.

4.4 Equipment. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract as listed in Part V of this PWS.

PART V SPECIFIC

TASKS

5. Specific Tasks and Work Requirements.

5.1 LODGING / SLEEPING ROOMS.

5.1.1 Will consist of Contracted Rooms (master billed) and Room Blocks (guest/self-pay).

5.1.1.1 The lodging rate for this event will not exceed the U.S. Government Daily Lodging Per Diem rate for the area where contract is awarded: https://www.perdiem101.com/conus/2019/orleans-louisiana . The maximum lodging per diem rate for New Orleans, Louisiana is $150.00

5.1.1.2 Rooms should be tax free.

5.1.1.3 Rooms must be double occupancy, individual/private sleeping rooms with toilet and shower/tub facilities, with 2 double beds, 2 queen beds, 1 double bed and 1 queen bed, 1 king bed or any combination thereof. Additional accommodations (suites) may be requested by families with more than 4 members or for family members that require special physical needs. Requests for adjoining rooms will be granted at the availability of the facility.

5.1.1.4 Preference for all lodging rooms to be located near meeting space.

5.1.1.5 Preference that all lodging rooms include complimentary Wi Fi.

5.1.1.6 Preference that all hotel parking for guests and staff be complimentary.

5.1.1.7 Lodging offered at an overflow location must be within close proximity of the host event location, i.e. walking distance or short drive with free parking. It is desired to award lodging rooms to one vendor. If all lodging cannot be accommodated at host location, it is the

Louisiana Air National Guard’s desire that the one vendor sub- contract to equal quality locations.

5.1.2 Contracted Rooms / Master Billed Account:

5.1.2.1 Hundred (100) rooms Friday night, April 12, 2019

5.1.2.2 Fifty (50) rooms Saturday night, April 13, 2019

5.1.2.3 The rooms will be occupied by one service member and/or their authorized guest(s).

5.1.2.4 Government will provide a rooming list with the names of the authorized room guest.

5.1.2.5 A credit card for will be required upon check-in to cover any expenses incurred during guest stay.

5.1.3 Room Blocks (guest pay): Individual reserves and pays the invoice. (Self-Pay)

5.1.3.1 Ten ( 10) rooms Friday night, April 12, 2019

5.1.3.2 five (5) room Saturday night, April 13, 2019

5.1.3.3 The military service member who reserves a room for the event will be responsible for all expenses utilizing the Government Travel Card (GTC), provided during check-in.

https://www.perdiem101.com/conus/2019/orleans-louisiana https://www.perdiem101.com/conus/2019/orleans-louisiana

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5.1.3.4 All non-military event staff will contact the hotel directly for room reservations using the designated reservation code established by the hotel (i.e., “Yellow Ribbon”). Reservations can be made either by phone or online. The capability to make online reservations shall be provided by the contract

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5.1.3.5 The deadline for reserving rooms under the reservation code issued is 8:00pm, April 6, 2019.

Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public.

5.1.4 The Yellow Ribbon Specialist will identify individuals on the guest list whose rooms will be procured under the proposed contract. All other rooms and services shall be the responsibility of the individual

(“self -pay”) and the government will not be held liable.

5.1.5 The US Government will not pay for telephone calls, mini-bar, room service, in room internet (if not provided at no cost), parking, room service, movie/game rentals, restaurant invoices, gift shop purchases, damages, hotel charges and etc. other than those specifically provided for in this contract. Charges not covered by the US Government should be resolved between the guests and the hotel. Incidentals will be paid by the member who booked the room and shall be billed to the individual’s personal credit card account which was provided during check-in.

5.1.6 The US Government will only pay for rooms and services actually used and any applicable penalties due to late cancellations. Attendees will be provided a 72 hour cancellation policy or better. In case of unforeseen mission requirements or confirmed emergency, members under this room block and reservation code will not be held liable for failure to cancel and will not be charged first night’s stay.

A letter signed by the appropriate Official must be submitted in this case.

5.1.7 Check-in/out. The Yellow Ribbon Specialist will contact the hotel directly and provide the hotel with a list of names for all Airmen and family members for each room reservation using the designated reservation code established by the hotel and provided to the requestor of these services. The deadline for providing the list of names for room reservations to the hotel by the government POC will be no later than one week prior to the event start date. Any rooms not reserved as required by the list provided in the LA ANG Post

Yellow Ribbon Event room block by this deadline (one week prior to the event) shall be released from the block and made available for sale to the general public. In some cases participants may show up earlier than the regular check-in time. The hotel should accommodate early arrivals, if there is availability of rooms. The hotel should also accommodate guests with late departures to check out later than the regular time when possible. The hotel should provide a secure storage area for personal luggage when neither early check-in nor late check-out is possible. Check-out time for all attendees will be designated to be at

1100 hrs.

5.1.8 Extended Stays. Conference guests wishing to extend their stay in the hotel must check- out within the designated time on the specified end date. Guests who wish to extend their stay at the hotel may do so at the hotel’s discretion and the guests’ financial resources.

5.1.9 Announcement boards. The hotel should provide appropriate announcement boards at each hotel entrance and the main conference room welcoming and directing conference participants. The Yellow Ribbon

Specialist will provide the exact wording of the announcement to the hotel.

5.2 MEETING SPACE:

5.2.1 All Meeting Space shall be located on the same floor or on two floors that are directly above/below each other and are located within close proximity ofeach other.

5.2.2 Command Post. Event Command Post and Legal Office. Space should be located near ballroom/general session and registration. Set in executive conference style, with power, power strips and or multiple outlets for computer stations. Wireless and LAN internet capabilities are required. This space must be able to be locked and secured at the discretion of the YRRP event coordinator. Room will be used:

Friday, April 12, 2019 at 8:00 am through 5:00pm; Saturday, April 13, 2019, 6:00am through 6:00pm.

5.2.3 General Session Conference Room. Room/ballroom with room to accommodate approximately 300 attendees, set in half-rounds of 8 or 10, comfortably accommodate catered meal service and all day water service. At the head of the room, medium sized risers or fixed state/lectern or podium centered, wireless microphones, projection screens, AV/carts/tables, A/V connections to

Yellow Ribbon PWS v2 | 6 in-house sound and projector (if built in), and wireless internet service. Room will be used: Saturday, April 13, 2019 from 6:00am - 5:30pm.

5.2.4 Resource Fair Space. Large open hallway/common area or separate room adjacent to or close proximity to General Session Space is required as outlined below. Twenty (20) skirted rectangular tables

(preferably 6’) set with 2 chairs each, to be used vendor style. Standard wall outlets must be accessible for use. Tables are used by our Community Partners providing information on services and benefits to our service members and their families. The 20 tables will be in use only on Saturday, April 13, 2019 from 6:00am to 5:00 pm.

5.2.5 Event Registration Space. Location near the General Session entry area, easily accessible to symposium participants upon arrival. 4-6 skirted/dressed rectangular tables, preferably 6’, with two chairs per table.

Will be used as Event Information Desk for duration of the event. Registration/Information area will be used: Saturday, April 13, 2019, from 6:00am – 5:00pm.

5.2.6 Breakout Session Rooms (in addition to General Session Room). Six (6) rooms to accommodate at least 25-30 people in each room set in half rounds of 8 or 10 or set i5n classroom style (rows of tables with chairs on back side), with water service. Use of venue A/V, lectern/podium, projector, screen, in-house sound and wireless microphone. General Session room can act as breakout rooms All 6 breakout rooms will be used Saturday, April 13, 6:00am

– 5:00pm.

5.2.7 Childcare Activity Room. One (1) room to accommodate up to 10 children and 5 adults. The childcare room will host childcare for children ages 0-5. Room must be an enclosed and indoor room that must comfortably accommodate toddler play, 2 small playpens, sleeping mats, and tables with seating for activities and meals, with water service. Childcare Activity room will be used: Saturday, April 13, 6:00 a.m. to 5:00 p.m. Childcare

Freedom is defined as: YRRP will provide a certified child care service and curriculum as allowed by the DoD YRRP.

5.1.1 Youth Activity Rooms. One (1) room to accommodate up to 20 children. Youth activities room will host activities and curriculum for children aged 6-17. Room must be enclosed, indoor, to comfortably accommodate movement and classroom activities, with water service. Room set up with tables set in “U” shape with chairs around the outside, with an additional table set up in the front/top of “U” for activity facilitator. Childcare Freedom is defined as: YRRP will provide a certified child care service and curriculum as allowed by the DoD YRRP. Youth Activity rooms will be used: Saturday, April 13, 2019, 6:00 a.m. to 5:00 p.m.

5.1.2 Counseling Rooms. Two (2) private rooms, guest room or similar sized space for Counselors, Chaplain, Legal and

Financial Counselors to share and conduct private, one-on-one/family sessions. Seating for 2-4 personnel, set in office or lounge style, with water service. Counseling rooms will need to be available for use: Saturday, April 13, 2019 from 8:00 a.m. to 5:00 p.m.

6.2 AUDIOVISUAL EQUIPMENT.

6.2.1 Podium, wireless microphones, screens, stage, AV/carts/tables, A/V connections to in-house sound and projector (if built in), technical support for AV equipment and wireless internet service. Costs quoted will determine our decision to rent equipment or provide our own. This need is for the General Session and Breakout Session rooms only.

6.2.2 Should we provide our own equipment the Government requests AV Freedom and will be permitted to connect its equipment to the contractor’s electrical outlets, house sound and AV connections within the facility and for the duration of the event with no additional cost to the government for use of contractor’s electrical power service.

6.2.3 The hotel is responsible for ensuring all equipment is operable at all times.

6.2.4 The hotel shall provide grounded electrical connections with extension cords and surge protectors to support office equipment.

6.2.5 The rooms must be locked to prevent unauthorized access. Only the designated Yellow Ribbon Specialist or assigned staff member will be authorized to receive keys to the conference rooms.

6.3 MEALS

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6.3.1 Contractor shall provide (1 breakfast, 1 lunch) to accommodate approximately 325 people at the breakfast meal and lunch on Saturday. Breakfast and Lunch menus are negotiable and must remain at or under the per diem cost allotted for meals for the venue area according to the U.S. General Services Administration website: Fiscal Year 2019 Per

Diem Rates for Louisiana are listed in the following web link: http://www.gsa.gov/portal/category/100120 and the M&I/E breakdown http://www.gsa.gov/portal/content/101518. This rate is $15.00 per person for breakfast and $16.00 per person for lunch for New Orleans, Louisiana. Meals may be procured using any variation of cost agreed upon so long as the totaling is no more than maximum allowable adult rate for these three meals combined.

6.3.1.1 The government shall provide contractor with a final count of persons (adults and children) to be served meals one week prior to the event date (Friday, April 13, 2019). The government will not be responsible for any cost above those calculated based on the final counts provided.

6.3.1.2 The meal rate for this event will not exceed the daily Government Daily Per Diem Rate for the Louisiana Region where the contract is awarded. U.S. General Services Administration Fiscal Year 2018 Per Diem Rates for

Louisiana http://www.gsa.gov/portal/category/100120 and the M&I/E breakdown http://www.gsa.gov/portal/content/101518

6.3.1.3 The hotel will account for meals served to Participants by providing a consumption list (head count) at the end of each business day to the Yellow Ribbon Specialist with an invoice showing actual charges for each meal. The hotel may be required to submit receipts and other billing information per the Contracting Officer’s request.

6.3.1.4 Individuals designated as “self-pay” are responsible for paying for their individual meals.

6.3.2 The voucher or sign-in system shall apply to authorized personnel; unauthorized charges shall be billed directly to the user.

6.3.2.1 Breakfast. Hot breakfast meals must contain at minimum, but are not limited to: one breakfast meat, eggs, whole grains, fruit, coffee, tea & water and applicablecondiments.

6.3.2.2 Breakfast meals served 7:00 a.m. – 8:30 a.m. on Saturday, April 13, 2019.

6.3.3 The voucher or sign-in system shall apply to authorized personnel, unauthorized charges shall be billed directly to the user.

6.3.4 Lunch. Hot lunch meals must contain at minimum but are not limited to: two meat/protein options, two whole grain options, two vegetable options, one dessert option, tea & water and applicable condiments.

6.3.4.1 Meals must be buffet style.

6.3.4.2 Child friendly lunches to be served in the Childcare and Youth Activity rooms.

6.3.4.3 Lunch meal served 12:00 noon – 1:30 p.m. on Saturday, April 13, 2019.

6.4 REFRESHMENTS.

6.4.1 Refreshment and snacks to accommodate approximately 325 people.

6.4.2 Service provided on Saturday mid-morning and Saturday mid-afternoon. Exact serving times to be coordinated with on-site POC.

6.4.3 Refreshments and snacks are to be served in the area of the Meeting Space.

6.4.4 Child friendly refreshments and snacks are to be served in the Childcare area and the Youth Activities areas.

6.4.5 The government shall provide contractor with a final count of persons (adults and children) to be served refreshments and snacks one week prior to the event date.

6.4.6 Water and coffee served throughout the event on , April 13, 2019

6.4.7 9:30 - 10:30 A.M.--water, coffee, tea, and snack

1:30 - 3:00 P.M. -- water, coffee, tea, and sodas, and snack

5.1.5.1 Estimated Number of Contracted Meals up to 325 participants. All other participants are responsible for their own meals.

http://www.gsa.gov/portal/category/100120and http://www.gsa.gov/portal/content/101518 http://www.gsa.gov/portal/category/100120 http://www.gsa.gov/portal/content/101518

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Table 5. CONTRACTED MEALS

DATE BREAKFAST LUNCH/Adult LUNCH/Children TOTAL

April 13, 2019 300 /25 300/25 25 300/25

TOTAL 300/25 300/25 25 300/25

**NOTE: The U.S. Government is not responsible for paying for Alcoholic beverages.

5.1.5.2 Menu selections or substitutions should be coordinated with the Yellow Ribbon Specialist. Setup should be completed by the scheduled time and promptly removed at the direction of the Yellow Ribbon Specialist.

5.1.5.3 The government shall provide contractor with a final count of personnel to be served IF ORDERED no later than one week prior to the event date. The government will not be responsible for any cost above the final count provided and food items, per that headcount, will be left out and available to our attendees until consumed or the Yellow Ribbon Specialist directs/agrees to discontinue service. Prepackaged, canned, bottled, and nonperishable leftovers will be provided to the

Yellow Ribbon Specialist on site.

6.5 OTHER.

6.5.1 Contractor shall provide or agrees to the following miscellaneous items for duration of conference:

6.5.1.1 Directional signage as follows: easels or other highly visible navigation to registration, general meeting space, breakouts and childcare locations, signage listing breakout sessions by name on or near the doors of each breakout room. All signs, placards, door cards and so forth that identify our group should be labeled “LAANG YRRP” or

“Yellow Ribbon.”

6.5.1.2 The contractor agrees to allow the government Childcare Freedom, to provide child care activities/services via separate contract operating on the facility premises.

6.5.1.3 The contractor agrees to allow the government A/V Freedom, the ability to utilize our own technicians, own A/V equipment, to include sound, power, projection, screens, laptops and internet connections (routers, LAN, wireless).

6.5.1.4 Contractor shall provide U.S. and State of Louisiana Flags, ceremonial flag poles and flag bases, placing them in the main general session room on or next to medium risers/fixed stage. The American flag must fly at equal or greater height of the Louisiana flag and be placed on the right side of a speaker who would be standing at the podium facing the audience. The State of Louisiana flag should be posted on the speakers left.

6.5.1.5 Contactor shall provide a detailed copy of their floor plan.

6.5.1.6 Hotel Representative. The hotel shall provide a liaison list no later than one week prior to the event. The hotel representative (HR) must be vested with the authority to resolve issues involving event execution and payments as they arise. The HR shall be available through the duration of the event. The hotel will provide a list of on-call points-of-contact who have the authority to resolve issues affecting their particular areas of support, (for example:

room maintenance, security, banquets, payment, etc). The HR should remain the same person until the end of the event.

6.5.1.7 The hotel representative is responsible for coordinating set-up with the Yellow Ribbon Specialist.

6.5.1.7.1 The setup includes a typical conference set-up, which includes but is not limited to:

• Tables w/tablecloths,

• Padded chairs,

• Podiums and

• Other miscellaneous equipment. (See attached proposed roomlayout).

• Tripod--capable of holding a 1-meter by 1-meter sign at doorentrance

6.5.1.7.1.1 Podium, microphone, screen(s), stage, AV/booth, A/V connections to house sound and projector (if built into the ballroom), technical support for AV equipment and wireless internet service. Costs quoted will determine our decision to rent equipment or provide our own. This need is for the General Session and Breakout Session rooms only.

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6.5.1.7.1.2 Screens, sound hook up and wireless internet usage in breakout rooms and must be large enough to accommodate the audience in full. Two screens, one on either side of stage in main ballroom/conference space is acceptable.

6.5.1.7.1.3 Contractor will provide setup and LCD projectors, or equivalent projectors for presentations.

Government will provide laptop computers to be used in the conference room and breakout rooms.

6.5.1.7.1.4 The hotel shall provide access to the business center for all exercise participants. Access includes

Copies, fax, and Internet capability charged to the individual (in the case that it is not included in the lodging package).

5.6. VEHICLES.

5.6.1 The hotel should provide at a minimum 300 “self-park” spaces, April 13, 2019 for local participants not residing in the hotel.

Vehicle storage is considered to be included in room price. Participants using the “self-parking” service will be validated by the Yellow Ribbon Specialist

5.7 CONTRACTING OFFICER.

5.7.1 The contractor will only take direction from the Contracting Officer. The limitations of the designated work are contained within this Performance Work Statement. The contractor will not receive payment for purchases outside of the contract terms.

5.7.2 The Yellow Ribbon Reintegration Support Specialist (YRSS)is not a government employee and has no legal authority to obligate any federal. state, and local government/military entity to perform any action or payment.

5.8 CHANGES TO CONTRACT.

5.8.1 The only person authorized to make changes to the contract is the Contracting Officer. Failure to clear changes with the

Contracting Officer IN ADVANCE of providing service may result in non-payment to the Contractor. Accordingly, the Contracting Officer SHALL be notified prior to any additional services/performances necessitating contract modification (that is, those resulting in changes in cost to the

Government)

5.9 INVOICES.

5.9.1 All invoices submitted for payment shall be submitted in English, and shall be billed in US Dollars. Invoice must have all required information as described by the Contracting Officer. Lodging, service charges, taxes, etc. must be itemized separately on the invoices. Vendor will send the invoice statements to Yellow Ribbon Specialist contact and contracting office. All payments of invoices should be submitted through Work Area Work Flow (WAWF), website: https://wawf.eb.mil/

END OF PWS