FY24 YRT4 1083 POST _PWS Meeting Space_V2.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

1083rd POST Mobilization Reintegration Training Shreveport, LA

1.0 General: This is a non-personal service(s) contract under which the personnel rendering the service(s) are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

1.1 Description of Services/Introduction: This is a non-personal service(s) contract to provide catered lunch meals, refreshments, and meeting space.

1.2 Background: In accordance with DoDI 1342.28 all DoD components are required to host a Reintegration Yellow Ribbon Training Event at a convenient location for the Service Members and their Designated Individuals (DI’s). Yellow Ribbon training events include a variety of instruction briefs, and resources that focus on supporting a successful reintegration from deployment for both SM’s and their DI’s.

1.3 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 catering services, as defined in this PWS.

1.4 Objectives: The Louisiana National Guard (LANG) Yellow Ribbon Reintegration Program (YRRP), is seeking a facility to provide conference space, parking, catering, and dining accommodations for approximately 340 participants (i.e. service members, family members, children, family readiness volunteers, and event staff) on Saturday, 27 July 2024 – Sunday, 28 July 2024 in Shreveport, LA 71101. This Performance Work Statement (PWS) is for informational gathering purposes only. LANG Contracting Office will conduct the formal solicitation for a facility that can meet the requirements set forth in this PWS at the best value for the government. Final selection will be made by LANG Contracting Office.

1.5 General Information:

1.5.1 Place and Performance of Services: The contractor shall provide services between the hours of 0900-1800 CST on Saturday, 27 July 2024 through 0630-1800 CST on Sunday, 28 July 2024 except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be in Shreveport, LA 71101. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS.

1.5.1.1 Telework: The Government does not permit the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

1.5.1.2 Reserved

1.5.1.3 Reserved

1.5.2 Reserved

1.5.3 Reserved

1.5.4 Quality Assurance (QA): The Government 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).

1.5.5 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.5.5.1 Reserved

1.5.5.2 Reserved

1.5.5.3 Reserved

1.5.5.4 Reserved

1.5.5.5 Reserved

1.5.5.6 Reserved

1.5.5.6.1 Reserved

1.5.5.6.2 Reserved

1.5.5.6.3 Reserved

1.5.5.6.4 Reserved

1.5.5.6.5 Reserved

1.5.5.7 Reserved

1.5.5.8 Reserved

1.5.5.9 Reserved

1.5.5.10 Reserved

1.5.5.11 Reserved

1.5.5.12 Reserved

1.5.5.13 Reserved

1.5.5.14 Reserved

1.5.6 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.

1.5.6.1 Reserved

1.5.6.1.1 The contractor shall immediately report any occurrences of lost or duplicated keys/key cards to the COR.

1.5.7 Reserved

1.5.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.5.9 Contracting Officer’s Representative (COR): Refer to Part 2 of this PWS for the definition of a COR. As determined by the Contracting Officer, a COR will be appointed and identified by letter of designation, a copy of which will be provided to the Contractor by the Contracting Officer. The designation letter states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government. If the work is not written in the contract, the COR is not authorized to request new work. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, specifications, monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies, coordinate availability of Government property, and coordinate site entry of Contractor personnel.

1.5.10 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 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 COR 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.

1.5.11 Reserved

1.5.12 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.

1.5.13 Reserved

1.5.14 Reserved

1.5.15 Reserved

1.5.16 Reserved

1.5.17 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.5.18 Reserved

PART 2

DEFINITIONS & ACRONYMS

2.0 Definitions and Acronyms:

2.1 Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field. (List definitions used in the PWS and what they represent. At a minimum, insert the definitions provided below.)

2.1.1 Contracting Officer – means a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.2 Contracting Officer's Representative (COR) – As defined in DFARS 202.101, means an individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions. DoD Instruction (DoDI) 5000.72, Part II Definitions states the following when defining a COR: “Defined in subpart 202.101 of Reference (f). Any individual delegated responsibilities pursuant to subpart 1.602-2 of Reference (e), regardless of local terminology, must be certified in accordance with this instruction. For example, local terminology can be COR, Contracting Officer’s technical representative, technical point of contact, technical representative, alternate COR, administrative COR, assistant COR, line item manager, task order manager, quality assurance personnel, quality assurance evaluator, or COR management.” In addition, Army Regulation 70-13, Chapter 2, paragraph 2-2g, states, in part, the following when providing other surveillance support personnel to assist the COR when needed, “…These other surveillance support personnel may serve as on-site representatives of the COR in performance of actual contract surveillance if they meet all COR requirements and have been appointed by the Contracting Officer as alternate CORs.”

2.1.3 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.

2.1.4 Day – means, unless otherwise specified, a calendar day.

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

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

2.1.7 Government-furnished Property – As reflected in FAR 52.245-1, Government-furnished Property “means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

2.1.8 Government Property - means all property owned or leased by the Government. Government property includes both Government-furnished and Contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

2.1.9 Property Administrator - means an authorized representative of the Contracting Officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a Contractor.

2.1.10 High Level Objective (HLO) – means a key overarching result-based objective for a project necessary to achieve the project’s vision. HLOs are similar to Level 2 in a Work Breakdown Structure. Each HLO may contain several statements to flesh out the areas necessary to meet the objective.

2.1.11 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.

2.1.12 Physical Security: That part of security concerned with physical measures designed to safeguard personnel; to prevent unauthorized access to equipment, installations, material, and documents; and to safeguard against espionage, sabotage, damage, and theft.

2.1.13 Quality Assurance: The various functions, including, inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

2.1.14 Quality Assurance Surveillance Plan (QASP): The key Government-developed surveillance process document and is applied to Performance-Based Service Contracting (PBSC). The QASP is used for managing Contractor performance assessment by ensuring that systematic quality assurance methods validate that Contractor quality control efforts are timely, effective, and are delivering the results specified in the contract or task order. The QASP directly corresponds to the performance objectives and standards (i.e., quality, quantity, timeliness) specified in the Performance Work Statement (PWS). It provides specific details on how the Government will survey, observe, test, sample, evaluate, and document Contractor performance results to determine if the Contractor has met the required standards for each objective in the PWS. The QASP, with very few if any exceptions, is an internal to Government document.

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

2.1.16 Statement – Means the specific results-based activities required to satisfy HLOs. A statement contains a result, the context of the statement, and the required action(s). Statements focus on “what” is to be accomplished; however they are not prescriptive in describing “how” the outcome is to be achieved. Each HLO may have several statements to flesh out the areas necessary to meet the objective. Statements are similar to Level 3 in a Work Breakdown Structure.

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

2.2 Acronyms: Although not inclusive of every term used within this PWS, or that may be included in an acquisition, the following provides a list of acronyms commonly used in the acquisition field.

PART 3

GOVERNMENT PROPERTY (GP) AND SERVICES

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): None

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

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.

4.2 Reserved

4.3 Reserved

PART 5

SPECIFIC TASKS

5.0 Requirements: Contractor shall ensure meeting space, dining space, and the provided food and beverage meet the stated general and detailed requirements in this PWS for the hosting of a Yellow Ribbon Reintegration Event.

5.1 General Requirements:

5.1.1 All event space and parking are required to be located together within the 71101-zip code and collocated with hotel lodging options within walking distance of meeting space.

5.1.2 All requested meeting space shall be available beginning 0900-1800 CST on Saturday, 27 July 2024 through 0630-1800 CST Sunday, 28 July 2024. Event staff will be on site 0900 CST, 27 July 2024, to begin setting up event.

5.1.3 Require tables, and stages include tablecloths, skirting, and pipe and drape upon request.

5.1.4 Require a self-parking option, preferably connected to the meeting space, to be available to accommodate the group size.

5.1.5 Require dining area space to hold 34 rounds of ten (10) and hold a total of 340 people seated comfortably banquet style for Yellow Ribbon Reintegration Training (YRRT).

5.1.6 General Session area to hold 34 rounds of ten (10) and hold a total of 340 people seated comfortably banquet. General session meeting space may be joined with dining space if required.

5.1.7 Require a lobby area or meeting room that can hold a minimum 30 exhibitor tables.

5.1.8 Require the ability to exercise AV Freedom through out the venue space,

5.1.9 Require eight (8) separate meeting spaces to be used as training breakouts. Space must be able to hold a minimum of 50 people in theater, banquet, or classroom style.

5.1.10 Require wireless internet access to be available throughout the building.

5.1.11 The contractor agrees to allow the LANG YRRP (referenced above as “AV Freedom”) the ability to utilize its own technicians, and a combination of its own, and contracted, AV equipment to include but not limit sound, power, projection, screens, laptops and internet connections (routers, LAN, wireless).

5.1.12 Must not be a casino.

5.2 Food & Beverage Requirements: All meals provided shall be delivered as stated and shall not exceed the daily meal rate for the local area found at www.gsa.gov.

5.2.1 Sunday, 28 July, 2024; Lunch menu negotiable and options must be provided to YRRP for review prior to selection. - (NO hotdogs or sandwiches as a main course). 2 proteins, 2 starches, and 2 vegetable options at a minimum, and must fall within per diem rates. Must include tea, water, sodas, caffeinated and decaffeinated coffee, hot tea.

5.2.2 Sunday, 28 July, 2024; Refreshments menu negotiable and options must be provided to YRRP for review prior to selection. Cost must not exceed $4 per person. Must include beverage of tea, water, sodas, caffeinated and decaffeinated coffee, hot tea.

5.2.3 All meals must be prepared and delivered on time or prior to the scheduled meal times designated by the COR.

5.3 Coordination Requirements:

5.3.1 Contractor shall provide the following information in their initial proposal to for adequate assessment and selection for award and validate all information within three business days of contract award:

5.3.2 Printed and digital layouts of the identifying space available, entry points, exit points, air walls, in house audio visual equipment, walk ways, concessions.

5.3.3 Breakdown of each meeting space square footage and seating capacity in theater, banquet, and classroom.

5.3.4 Parking diagrams identifying the number of spaces available, entry points, and exit points.

5.3.5 An inventory list of all available equipment to be utilized throughout the event with dimensions to include: chairs, square tables, round tables, stages, stairs, projectors, projector screens, monitors, various microphones, podiums, tablecloths, and skirting.

5.3.6 Contractor shall coordinate a minimum of two (2), up to five (5) in person meetings with meeting space staff to answer questions, discuss strategy, capabilities, and update operational information.

5.4 Other Requirements:

5.4.1 Signage and or corded off walking lanes, aiding attendees navigating towards registration and general meeting space and identifying signage listing breakout sessions on the doors of each breakout room. Signage should be labeled “LANG YRRP” supplemented with directional arrows, directions to meeting space, and/or title of session being offered.

5.4.2 In addition to provided signage, contractor agrees to allow signage freedom to LANG YRRP for use of additional signage.

PART 6

APPLICABLE PUBLICATIONS

The following publications, manuals, regulations, etc. are mentioned in this PWS and are listed below.

Publication (Chapter/Page)

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/travelreg.cfm

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b) 01/23/2014 (Change 1: 07/28/2020) http://www.esd.whs.mil/Directives/issuances/dodm

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9) August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf

https://www.esd.whs.mil/Directives/issuances/dodm/

DoDI 5200.46 DoD Investigative and Adjudicative Guidance for Issuing the Common Access Card (CAC) 09/09/14 (Change 1: 05/04/2018) https://www.esd.whs.mil/Directives/issuances/dodi/

Homeland Security Presidential Directive (HSPD)-12 Policy for a Common Identification Standard for Federal Employees and Contractors 08/27/2004 https://www.dhs.gov/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and Civil Liberties Programs 01/29/2019 https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of Defense Privacy Program 05/14/2007 https://www.esd.whs.mil/Directives/issuances/dodm/

DoDD 8140.01 Cyberspace Workforce Management

10/05/2020 https://www.esd.whs.mil/Directives/issuances/dodd/

DoD 8570.01-M Information Assurance Workforce Improvement Program 12/19/2005 (Change 4: 11/10/2015) https://www.esd.whs.mil/Directives/issuances/dodm/

DoD 5220.22-M National Industrial Security Program Operating Manual (NISPOM) 02/28/2006 (Change 2: 05/18/2016) https://www.esd.whs.mil/Directives/issuances/dodm/

Army Directive 2014-05 Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors 03/07/2014 https://armypubs.army.mil/ProductMaps/PubForm/ArmyDir.aspx

AR 25-2

Information Assurance 04/04/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 530-1

Operations Security 09/26/2014 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 525-13

Antiterrorism 12/09/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 381-12

Threat Awareness and Reporting Program (TARP) (Section II, ¶ 2-4.b) 06/01/2016 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

DD 1172-2

Application for Identification Card/DEERS Enrollment

I-9 Employment Eligibility Verification 10/21/2019 https://www.uscis.gov/sites/default/files/files/form/i-9.pdf

DD 441

Department of Defense Security Agreement Feb 2020 http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm

DD 250

Material Inspection and Receiving Report

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

5.1.2 Meeting Space availability

5.1.2 All requested meeting space shall be available beginning 0900-1800 CST on Saturday, 27 May 2024 through 0630-1800 CST Sunday, 28 May 2024. Event staff will be on site 0900 CST, 27 May 2024, to begin setting up event.

COR/ YR Staff

5.1.5-5.1.6 Dining Space & General Session to hold 495 people in rounds of ten

COR/YR Staff

5.2-5.2.2 Catering

COR/YR Staff

5.2.1 Food & Beverage Requirements Adult buffet will include a hot buffet meal with a minimum of one salad (minimum of two dressings), main entrée (minimum of two options), two additional side items (one vegetable, one starch, starch item can be used in main entrée if pasta type dish), bread/rolls, a dessert, a beverage service of lemonade, iced tea, and water. Adult buffet will not serve ‘fast food’ items (i.e., Hot dogs, chicken nuggets, hamburgers, etc.) nor will it serve ‘cold items’ (i.e. Cold cuts, subs, sandwiches.)

5.2.2

Refreshments 495 people Sunday, 28 July, 2024; Refreshments menu negotiable and options must be provided to YRRP for review prior to selection. Cost must not exceed $4 per person. Must include beverage of tea, water, sodas, caffeinated and decaffeinated coffee, hot tea.

Ver. January 2023