A2-16_SOW_139th_23_Feb_19_YR_Event.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Conference Services

1.0 General:

1.1 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.

1.2 Background:

The Air National Guard will conduct a Yellow Ribbon Reintegration Program (YRRP) event on Saturday, February 23, 2019. The YR Program Coordinator is seeking a facility for conference accomodations.

1.3 Period of Performance (PoP): 22 Feb- 24 Feb 2019

1.4 General Information:

1.4.1 Quality Control (QC): NA

1.4.2 Quality Assurance (QA): NA

1.4.3 Recognized Holidays: NA

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Independence Day: July 4th

1.4.3.6 Labor Day

1.4.3.7 Columbus Day

1.4.3.8 Veteran’s Day: November 11th

1.4.3.9 Thanksgiving Day

1.4.3.10 Christmas Day: December 25th

1.4.4 Place and Performance of Services: Contractor facility

1.4.4 Place and Performance of Services: NA

1.4.4.1 Telework: NA

1.4.4.2 Unscheduled gate closures by the Security Police NA

1.4.4.3 The contractor’s employees shall become familiar with and obey the regulations of the installation NA

1.4.5 Security Requirements. NA

1.4.5.1 For contractors requiring Common Access Card (CAC): NA

1.4.5.1.1 HSPD-12 Background Investigation Requirements : NA

1.4.5.1.2 Trusted Associate Sponsorship System (TASS): NA

1.4.5.1.3 At the RAPIDS station, NA

1.4.5.1.4 The contractor shall return issued CACs NA

1.4.5.1.5 The contractor shall manage requests for new or renewal CAC NA

1.4.5.1.6 The contractor shall obtain an Army Knowledge Online (AKO) NA.

1.4.5.2 For contractors that do not require a CAC). NA

1.4.5.3 Communications Security/Information Technology (COMSEC/IT) Security. NA

1.4.5.4 Use of Government Information Systems (IS) NA

1.4.5.4.1 Comply with the command's Acceptable Use Policy (AUP) NA

1.4.5.4.2 Complete initial and/or annual Information Assurance (IA) training NA

1.4.5.4.3 Mark and safeguard files NA

1.4.5.4.4 Protect IS and IS peripherals NA

1.4.5.4.5 Practice safe network and Internet operating principles NA

1.4.5.5 Protection of Personally Identifiable Information (PII). NA

1.4.5.6 AT Level 1 Awareness Training (AT): All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete Level 1 AT within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the COR(if no COR is assigned, delete to the COR and replace with to the KO) within 15 calendar days after completion of training. Level 1 AT is available at http://jko.jten.mil/courses/atl1/launch.html .

1.4.5.7 Information Assurance (IA)/Information Technology (IT) Training: (Add only if contractor employees will require access to a DoD network) All contractor employees and associated subcontractor employees shall complete the DoD IA Awareness Training before issuance of network access and annually thereafter. All contractor employees performing services involving IA/IT functions shall comply with DoD and Army workforce training requirements in DoDD 8140.01, DoD 8570.01-M and AR 25-2 within six months of the start of contract performance. In accordance with DoD 8570.01-M, DFARS 252.239.7001 and AR 25-2, contractor employees performing Information Assurance Technical (IAT) functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M shall be completed upon contract award.

1.4.5.8 Information Awareness: (Add only if applicable for contractor employees require access to Government information systems) All contractor employees with access to a government information system shall be registered in the Army Training Certification Tracking System (ATCTS) (https://atc.us.army.mil/iastar/index.php) at commencement of services, and shall successfully complete the DoD Information Assurance awareness training prior to access to the IS and then annually thereafter. (https://ia.signal.army.mil/DoDIAA/).

1.4.5.9 iWATCH Training: N/A

1.4.5.10 OPSEC Training: In accordance with AR 530-1, Operations Security, new contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor shall submit certificates of completion for each contractor employee to the COR (if no COR is assigned, delete to the COR and replace with to the KO) within 15 calendar days after completion of training. Level 1 OPSEC training is available at http://cdsetrain.dtic.mil/opsec/.

1.4.5.11 OPSEC SOP/Plan. (Add only if applicable) The contractor shall develop an OPSEC Standard Operating Procedure (SOP)/Plan and provide it to the COR within 90 calendar days of contract award (Add as a deliverable to TE2), to be reviewed and approved by the responsible Government OPSEC officer, per AR 530-1, Operations Security. This SOP/Plan shall include a process to identify the government's critical information, why it needs to be protected, where it is located, who is responsible for it, and how to protect it. The contractor shall implement OPSEC measures as required by the Government. In addition, the contractor shall identify an individual who will be an OPSEC Coordinator. The contractor shall ensure this individual becomes OPSEC Level II certified within 90 days of appointment as OPSEC coordinator in accordance with AR 530-1. Contractor shall provide a copy of the certification to the COR NLT 15 days after completion.

1.4.5.12 Eagle Eyes Program. All general contractors will be briefed on the AFOSI Eagle Eyes program at the Pre Con meeting. This program stresses the "See Something, Say Something" concept. Point of contact information is provided at the meeting.

1.4.5.13 Threat Awareness and Reporting Program (TARP). NA

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.

1.4.6.1 Key Control. NA

1.4.6.1.1 In the event keys NA

1.4.6.1.2 The contactor shall prohibit the use of the Government issued keys. NA

1.4.6.2 Lock Combinations NA

1.4.7 Special Qualifications: NA

1.4.8 Post Award Conference/Periodic Progress Meetings: NA

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 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 KO 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 Identification of Contractor Employees: NA

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 NA

1.4.13 Data Rights NA

1.4.14 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.

1.4.15 Phase In / Phase Out Periods NA

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 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.

2.1.2 Contracting Officer (KO): A person with 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.

2.1.3 Contracting Officer Representative (COR): An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment will be in writing and will state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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

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

2.1.6 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.

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

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

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

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

2.1.11 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:

ADOS Active Duty Operational Support

DFARS Defense Federal Acquisition Regulation Supplement DI Designated Individual

YRRP Yellow Ribbon Reintegration Program YRSS Yellow Ribbon Support Specialist

3.0 Government Furnished Property, Material, Equipment and Services NA

3.1 Property: NA

3.2 Materials: NA

3.3 Equipment: NA

3.4 Services: NA

3.5 Utilities: NA

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 Secret Facility Clearance: NA

5.0 Requirements: The contractor shall:

5.1 Lodging:

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

5.1.1 Contracted Rooms / Master Billed Account

· One Hundred eighty (180) rooms Friday night, February 22nd, 2019

· Ten (10) rooms Saturday night, February 23nd, 2019.

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

All reservations will be covered under the contract agreement; Attendees, Families, Spouses, Designated Individuals (DI), and ADOS Staff.

5.1.2 Room Blocks (guest pay)

· Twenty (20) rooms Friday night, February 22nd 2019

· Ten (10) rooms Saturday 23rd, 2019

· Individual reserves and pays the invoice; Reservations for Yellow Ribbon Support Specialist (YRSS) coming in to help assist with the event will be made through Corporate via ADC Management by Antonia Chavez | Accounts Receivables Clerk | Phone: 720-884-8055 ext. 09545| Fax: 720-884-8920.

· The deadline for reserving rooms under the reservation code issued is 8:00pm, February 17th, 2019 Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public.

5.1.3 Cancellations

· Attendees will be provided a 24 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 stay. A letter signed by the appropriate Wing Commander or an Official Order must be submitted in this case.

5.1.4 Rate

· 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: http://www.gsa.gov/portal/category/100120 . The maximum lodging per diem rate for Kansas City is $125.00.

· 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.

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

· Preference that all lodging rooms include complimentary Wi-Fi.

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

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

5.2 Meeting Spaces

5.2.1 Resource Fair and Event Registration Tables

Vendor Arrival Date and Time –Saturday, February 23rd, 2019 0700-1600

· Hall, entry, pre-function or separate room adjacent to breakout sessions.

· Three (3) draped tables for registration

· Thirty (30) draped and dressed rectangular table’s info fair or expo setup.

· Two (2) chairs should be provided per table.

· Hotel provides refreshment station- water, tea,& coffee

· Internet connection/ Wi-Fi available

· One large trash can for each room

5.2.2 General Session or Theater -Saturday, February 23rd, 2019 0700-1700 Banquet style seating to accommodate approximately 550 attendees If applicable this room can serve for both individual breakout rooms (partitions closed) and reopened for meals and general sessions: Open 7:30-11:00, Close 11-noon, Open noon-1:00, Close 1:00-3:45, Open 3:45-4:30. Each breakout room would require AV as below.

· Podium: Lectern or podium centered

· Hotel Provided AV: Projector, screen, microphone, and house sound connections, if available

· Hotel provides refreshment station

· Internet connection/ Wi-Fi available

· One large trash can for each room

5.2.3 Nine (9) Breakout Session Rooms Saturday, February 23rd, 2019 0700-1700 Accommodate approximately 50 attendees each.

· Theatre style seating

· Podium: Available for speaker

· Hotel Provided AV: Projector, screen, microphone, and house sound connections, if available

· Internet connection/ Wi-Fi available

· One large trash can for each room

5.2.4 Two (2) Breakout Session Room (Area) Saturday, February 23rd, 2019 0700-1700 Accommodate approximately 30-40 attendees each.

· Empty space for I Rest, yoga, and TRE

· Provide 40 bath sized towels for TRE

· Internet connection/ Wi-Fi available

5.2.5 Meeting Room – Saturday, February 23rd, 2019 0600-1700

Meeting Style Setup Command Center

· Located close to the Breakout Sessions

· Hotel provides refreshment station-water

· Internet connection/ Wi-Fi available

· One large trash can for each room

5.2.6 Two (2) Meeting Room – Saturday, February 23rd, 2019 0700-1700

· Accommodate 1 each approximately Twenty five (25) 10-17 Youth Program and Thirty (30) 6-9yo Youth Program and ideally be 900-1000 sq. ft.

· Tables and chairs to accommodate 12

· Hotel provides refreshment station- water

· Internet connection/ Wi-Fi available

· One large trash can for each room

5.2.7 Meeting Room – Saturday, February 23rd, 2019 0700-1700

Room needs to be located on same floor as breakout sessions and ideally be 900-1000 sq. ft.

· Accommodate approximately 30 children, ages 0-5 years.

· AV: Childcare room will need to have a TV and DVD player

· Two (2) rectangular tables and 1 round with 6 (six) chairs

· Hotel will provide small refrigerator for infant and toddlers needs

· Hotel provides refreshment station-water

· Internet connection/ Wi-Fi available

· One large trash can for each room

Miscellaneous Space Requirements – Saturday, February 23rd, 2019 0700-1700 Two (2) small meeting room/boardroom/executive suite for Mental Health, Chaplain and Financial counselors to conduct one on one and family sessions.

Tables Setting: Executive Conference style with chairs or couch and chair arrangements.

5.3 Meals and Refreshments

Food accommodation for approximately 550 adults and 60 child/youth. Breakfast and lunch will be within the established government per diem rate per meal.

5.3.1 Breakfast on Saturday, February 23rd, 2019 , will be set up and ready to serve NLT 0715 and will continue from 0730-0830.

Breakfast will need to be hot buffet style and will be selected from the catering menu.

Coffee will be provided with breakfast starting at 0700 and served throughout the event, until 3:00 p.m.

5.3.2 Lunch on, Saturday, February 23rd, 2019 will be provided for approximately Five hundred fifty (550) set up and ready to serve NLT 11:45a.m.Four (4) buffet lines in or near the dining area. Hot Lunch must contain at least 2 meats (1-pork or beef and 1-chicken), 2 starches, vegetables, bread, and dessert.

5.3.3 Child friendly lunch for approximately sixty (60) will need to be served in close proximity to those meeting rooms at 11:30 a.m.

5.3.4 Snack and Refreshments for all on Saturday February 23rd, 2019, will be provided at 2:00 p.m.

5.4 Other

· Parking All types of parking, if not free, will be paid through the contract in one lump sum for those utilizing lodging and those arriving the day of the event.

· It is required that all meeting space be within the first two levels of the hotel or conference center. Hotel signage for meeting rooms should be labeled “Missouri ANG YRRP”.

· The YRRP/Government will supply the computers to all meeting/breakout sessions and is 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.

5.5 Contractor Manpower Reporting Application (CMRA):

5..5.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site.

5..5.2 The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2019. Contractors may direct questions to the help desk at http://www.ecmra.mil.

6.0 Applicable Publications: Publications applicable to this PWS are listed below: NA

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

(The contractor service requirements [Paragraph 5 of PWS] are summarized into performance objectives that relate directly to mission essential tasks. The performance threshold briefly describes the minimum acceptable levels of services required for each task. Tasks listed in the PRS shall be limited to tasks critical to successful contractor performance. DO NOT list every task in Paragraph 5 of the PWS. Be careful setting the standard/AQL of 100% or zero defects. This requires the Government to do 100% inspection as a surveillance method which is administratively burdensome and often unnecessary. This standard should only be used for areas related to security, safety/life support, force protection or other critical issues. If used, include those items in the QASP, para 4.3. Whenever possible, use of an AQL as shown in 5.1 below is preferred, as it is more accurate to track. Using a % as in 5.2 below, requires the COR to know total occurrences to determine if the % is reached. I.e. display case windows are cleaned daily (250 days) resulting in 39 times the standard cannot be met before performance is not acceptable.)

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

See examples below:

5.1 Assess and Track Behavioral Health Status

5.2 Clean Display Case Windows

TECHNICAL EXHIBIT 2

Deliverables Schedule

(Deliverables must be identified in the PWS and then summarized here. See examples below)

1.4.5.10 OPSEC

Training Certificates

Ver. May 2018