W912PQ-17-Q-0030_Yellow_Ribbon.pdf

SEE ADDENDUM

(No Collect Calls)

W912PQ-17-Q-0030 16-Aug-2017

b. TELEPHONE NUMBER

518-786-4740

8. OFFER DUE DATE/LOCAL TIME

01:00 PM 23 Aug 2017

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA X ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

W912PQ9. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

MELISSA SANTORO

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

1 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.X

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

0011032540

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED ORX

SMALL BUSINESS

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

W912PQ - USP&FO-NY

ATTN: MNPF-PC

330 OLD NISKAYUNA ROAD

LATHAM NY 12110-3514

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE W56PPG 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

W8BN NYARNG ELE JFHQ FWD 174

W8BN NYARNG ELE JFHQ FWD 174

OPERATION ENDURING FREEDOM

APO AE 09355

TEL: 914-788-7319 FAX:

(518) 786-4985FAX:

TEL: (518) 786-4740 SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$32,500,000

NAICS:

721110

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF91

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

Section SF 30 - BLOCK 14 CONTINUATION PAGE

PWS

PERFORMANCE WORK STATEMENT (PWS)

Outline of requirements needed to conduct a YRRP event.

Part 1: General Information

1. General: This is a non-personnel services contract to provide support for the 369th SB Post Deployment Yellow Ribbon Event on 16-17 September 2017, planned for the New York City 5th Ave Armory area. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Prime Contractor who, in turn is responsible to the Government.

1.1 Scope: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform 369th SB Post Deployment Yellow Ribbon Event as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the terms, conditions and standards in this contract.

1.2 Background: The Yellow Ribbon event is a requirement of Department of Defense Instruction 1342.28, which establishes the Yellow Ribbon Reintegration Program. The Yellow Ribbon Program consists of four events: 1st event occurs prior to deployment, 2nd event occurs during deployment, 3rd and 4th events occur post-deployment.

1.3 Period of Performance (PoP): The Period of Performance shall be 1600 15 September 2017 -1600 17 September 2017

1.4 General Information:

1.4.1 Quality Control: Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.212-4, Contractor Terms and Conditions – Commercial

Items). A formal Quality Control Plan (QCP) is not required for this commercial service. However, the contractor shall maintain an inspection system commensurate with commercial practices to ensure the Contractor only tenders for acceptance those items or services that conform to the requirements of this contract. A copy of the contractor’s quality control plan shall be provided to the Contracting Officer upon request after contract award.

1.4.2 Quality Assurance: The government will evaluate the contractor’s performance under this contract in accordance with the Performance Requirements Summary (PRS).

The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. Non-conforming services shall be re-performed at no increase in contract price. If non-conforming services are recurring, cannot be re-performed, or the services fail to achieve the Performance Requirements Summary (PRS), the Government may reject the nonconforming service(s) and document the contractor’s performance record accordingly. The Government may also issue a Contract Discrepancy Report (CDR) in which the contractor shall be required to respond with the development of a corrective action plan (CAP) which identifies the root cause, corrective action (CA) for the root cause, CA for the specific nonconformance, and the date the CAs shall be complete. The Government may also reduce the payment to the contractor IAW the PRS, or reduce payment to reflect the value of the services performed, or may perform the services and charge the Contractor for any related cost incurred and/or may terminate this contract for cause.

1.4.3 Hours of Operation: The contractor is responsible for conducting business 24 hours daily through arrival of the advance party until conclusion of the event on the last day, or unless unforeseen holdover attendees with air travel arrangements for the morning following the event conclusion. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS at the contractor’s place of business, with exception of severe weather and/or government shutdown/closures. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.4.4 Place and Performance of Services: The Period of Performance shall be 1600 15 September 2017 -1600 17 September 2017. The contractor shall provide services between the hours of 1600 15 September 2017 and 1600 17 September 2017 Performance shall be at :" a hotel type setting with space for 600 guests and 10 conference rooms The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.5 Protection of Personally Identifiable Information (PII): The contractor shall protect all Personally Identifiable Information (PII) encountered in the performance of services in accordance with DFARS 224.103 and DoDD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

1.4.6 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. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. 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 Objectives: Provision for 600 attendees lodging and meeting space to accommodate the combined 30/60 day Post Deployment Yellow Ribbon Event, to ensure adequate space for learning and to meet the needs of the 369th SB unit. Hotel rooming, meeting space rooms, and space for community partners, shuttle service and serve 600 meals. To ensure there is a conducive learning environment/atmosphere at the event venue to support 369th SB Post Deployment Yellow Ribbon Event presentations and training and to provide those government personnel and their families attending the event with quality accommodations and identified support services.

1.5.1 Provide hotel rooming for up to 120 attendees and staff.

1.5.2 Provide a dining area for participants and unit staff.

1.5.3 Serve lunch and dinner meals during full event days, and breakfast on the day of departure.

1.5.4 Provide a separate General Session meeting room for the event. Room will hold up to 575 personnel theater style seating.

1.5.5 Provide a breakout session room with seating for 600 personnel in rounds of 8 or 10.

1.5.6 Audio Visual Services Provide sound patch for in house speaker system.

1.5.7 Provide space near the session rooms for Vet Center and Department of Labor.

Each space will consist of 12 enclosed 4’x4’ pipe and drape booth with 1 small table and 3 chairs. House music played in the room.

1.5.8 Provide a room with space for up to 35 tables for community partners

1.6 Scope: The Government is anticipating 600 attendees for this event. Attendees will arrive on 16 September 2017 after allowed check-in time and register at the event location that day. Advance party members will arrive on 15 September 2017 with the remaining staff arriving on Saturday, 16 September 2017. Everyone will depart on 17 September 2017.

1.6.1 The Hotel shall offer the following: lighted parking lot, small gift shop, an exercise room, full-service restaurant or food court, elevators for access to other than the ground floor, valet laundry, vending, and ice machines. Restricted Access afterhours, such as key cards are used as a security measure to enter the hotel. As a minimum, individual lodging rooms shall be equipped with the following: television, telephone, internet access, small refrigerator, and microwave. The event venue shall have meeting space for multiple simultaneous briefings, a staff operations center, and counseling rooms.

The event venue shall have sufficient seating to meet the requirements for the anticipated attendance plus normal occupation within reasonable proximity to the meeting spaces. The event venue shall have easy and inexpensive public transportation, or their own shuttle service to and from the airport. The Contractor shall provide an on-site representative from the time the advance party arrives on Friday 15 September 2017 conclusion of the event until the advance party leaves on Sunday 17 September 2017, and departure of the Government’s event staff.

1.6.2 From 1700 on 15 September 2017 through 1400 on 17 September 2017, a conference room will be established with internet connectivity for up to 20 staff members. A Yellow Ribbon registration desk shall be setup to accept registration from event participants on Saturday 16 September 2017, beginning at 0730 and concluding at 1700, preferably in the lobby of the lodging facility or in proximity to the lodging facility’s registration desk. A meeting room to accommodate a training session for 10 presenters/counselors shall be needed from 0730 to 1700 on 15-17 September 2017.

The first formal program event will begin at 06000 on 16 September 2017. The program(s) will start at 0930 and end NLT 1700. The programs will consist of one general sessions for all attendees as well as 1 breakout room. The Vet Center and DOL will conduct screenings for all Service Members in a separate meeting room. There will also be a child and youth program provided on from 06000 to 1700 on 16 September 2017 and from 06000 to 1200 on 17 September 2017. The last event day shall be 17 September 2017. It will also consist of a general session that will begin at 0900 and end at 1200. It will also include one breakout session that will begin at 1000, and end by 1130. Event participants will commence travel home the afternoon of 17 September 2017. Lodging shall be provided under government contract for attendees and staff will self-pay. Space for up to 35 Community Partners to be located in an area adjacent to the General Sessions room. The following meals shall be required; Saturday; 16 September 2017 – a continental breakfast, lunch, and dinner, Sunday 17 September 2017 –breakfast. The dining area shall be in the breakout room.

Period of Performance: The period of performance is from 15-17 September 2017.

Location: 50 mile radius from the 369th SB Armory 2366 5th Ave, New York, NY 10037.

1.6.4 Type of Contract: This is a Firm Fixed Price FFP (to be determined by the contracting office).

1.6.5 Security Requirements: The contractor shall provide room lockout keys for all contracted rooms and spaces.

1.6.6 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5, Post Award Orientation. The Contracting Officer or COR may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer or COR 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 not take any action as a result of these meetings without written authorization from the Contracting Officer. The contractor shall provide the Contracting Officer a written notification if there is an additional price or cost associated with any proposed change or action related to the contract. Upon Contracting Officer notification, appropriate action shall be taken to resolve outstanding issues as soon as possible. These meetings shall be at no additional cost to the Government and the use of conference calls is acceptable methods to conduct these meetings.

1.6.7 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the resulting order, direct action that changes the negotiated price of the contract (either increase or decrease) or changes delivery dates.

1.6.8 Key Personnel: The following Government personnel are considered key personnel by the government: SFC Kevin Brunick/ Logistics NCO, SFC Maurice Cousineau/ Operations NCO. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.6.9 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor and subcontractor employees’ performance.

1.6.10 Organizational Conflict of Interest: The Contractor shall notify the Contracting Officer 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 Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan shall be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect 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.

Part 2: Definitions & Acronyms

2. Definitions and Acronyms:

2.1 DEFINITIONS:

2.1.1 CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2 CONTRACTOR. A supplier or Contractor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1.3 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.

2.1.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall 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.

2.1.5 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6 DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.7 GOVERNMENT-Furnished Property (GFP) or Government Property (GP).

Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8 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 Key Personnel listed in 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.

2.1.9 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.10 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11 QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.12 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.13 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privacy of contract with the subcontractor.

2.1.14 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.2 ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AOR Area of Responsibility AR Army Regulation

BASOPS Base Operations

CAP Corrective Action Plan

CDR Contract Discrepancy Report

CFR Code of Federal Regulations

CMR Contract Manpower Reporting

CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf

DA Department of the Army

DD150 Department of Defense Form 150 (Receiving Report) DD154 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense

FAR Federal Acquisition Regulation

FSC Federal Service Code

FY Fiscal Year

GFP Government Furnished Property

HIPAA Health Insurance Portability and Accountability Act of 1996 IAW In accordance with KO Contracting Officer

MFLC Military Family Life Consultant

NLT No later than

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii) OFT Operations, Functional, Training ODC Other Direct Costs

PDHRA Post Deployment Health Reassessment

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QC Quality Control

QCP Quality Control Plan

RSC Regional Support Command

TE Technical Exhibit

UIC Unit Identification Code

Part 3: Government Furnished Property (GFP), Equipment, and Services

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: The Government will not provide any services, facilities, or utilities, equipment or material to the contractor to assist the contractor with the requirements of this PWS.

Part 4: Contractor Furnished Items and Services

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 Section 3 of this PWS.

Part 5: Specific Tasks

5. SPECIFIC TASKS:

5.1 Basic Services. The contractor shall provide services to support 369th SB Post Deployment Yellow Ribbon Event that include services here, such as: lodging, meeting space, meals, audio/visual, additional support items identified in annex e and parking.

The Government will not be responsible for room service charges, long distance phone calls, movie rental charges, internet service charges, laundry, or other incidental room charges. Any such charges shall require the occupants to provide their personal credit cards to secure payment for those charges. The Government shall provide a total room count by 13 September 2017 and will cancel NLT 14 September 2017. The Government shall only pay for rooms used.

5.1.1 The Contractor shall provide lodging for Staff and Attendees for this 369th SB Post Deployment Yellow Ribbon Event. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria

5.1.1.1 The contractor shall provide rooms for attendees. 20 estimated attendees will need lodging for 15-17 September 2017. 80 estimated attendees will need lodging for 16-17 September 2017 Attendee rooms paid under contract.

5.1.1.2 The contractor shall provide rooms for staff 20 estimated staff members will need lodging for 15-17 September 2017. Staff rooms will be self-pay.

5.1.2.1 The contractor shall Provide a General Session room capable of holding 575 attendees theater style seating from 1600 Friday 15 September 2017, to 1400 Sunday 17 September 2017,. This General Session room shall be available for setup NLT 1600 Friday 15 September 2017. This room shall contain a stage or platform (risers) with one table and 3 chairs for audiovisual equipment

5.1.2.2 The contractor shall Provide a breakout room capable of holding 600 people in rounds of 10 rounds from 0730 Saturday 16 September 2017 to 1400 Sunday 17 September 2017 for a breakout session.

5.1.2.3 Contractor shall provide space near the session rooms for Vet Center and Department of Labor. Each space will consist of 12 enclosed 4’x4’ pipe and drape booth with 1 small table and 3 chairs. House music played in the room. Set up NTL 1600 Friday 15 September 2017 remaining in place until 1600 Saturday 16 September 2017.

5.1.2.4 The contractor shall provide a Community Partners room with space for up to 35 6’ or 8’tables with 2 chairs per table. Room needs to be set up NTL 1600 Friday 15 September 2017 remaining in place until 1600 Saturday 16 September 2017.

5.1.2.5 The contractor shall provide a work room capable of holding 10 persons set conference style set up NTL 1600 Friday 15 September 2017 remaining in place until 1400 Sunday 17 September 2017.

5.1.2.6 The contractor shall provide one room to be used for Support Staff. Provide 4 chairs and two 6’ tables or similar set up NTL 1600 Friday 15 September 2017 remaining in place until 1600 Sunday 16 September 2017.

5.1.2.7 The contractor shall provide a sufficient number of pads and pens for eight (8) to ten (10) individuals on every attendee breakout session table for both Saturday and Sunday mornings (depending on table size). The room shall contain water stations and/or pitchers filled with water, and glasses/cups for the each room’s seating from (8:00 until 4:00 PM each day Saturday, and 8:30 to 11:00 a.m. Sunday. Shall provide Event Agendas for break times to refresh rooms).

5.1.2.8 Contractor shall Provide 4 rooms to be used for child and youth activities.

Rooms shall have tables and chairs to accommodate childcare and youth. All 4 rooms should be within close proximity of each other, restrooms and the main conference space. The 4 rooms shall have 15 feet per child/youth except for the infant rooms must have 35 feet per infant to accommodate cribs. There should be enough room space to accommodate maximum of 2 (ratio) group per breakout room, ratio grouping cannot exceed maximum group ratio child/youth numbers.

5.1.2.9 Contractor shall provide a Dining Area to seat 600 Attendees and Staff members for (Saturday continental breakfast, lunch and dinner and Sunday breakfast).

Dining area should be in the break out room (5.1.2.2).

5.1.3 Audio Visual: Contractor shall provide audio patch for in house speakers

5.1.3.1 The contractor shall Provide one (1) high speed wireless internet access point for up to (5 connections) in the Staff Administration Center from the 0730 Saturday 16 September 2017 of the event through 1400 Sunday 17 September 2017.

5.1.3.2 The contractor shall Provide one (1) high speed internet access point for up to (10 connections) in the Community Partner room from the 0730 Saturday 16 September 2017 of the event through 1600 Saturday 16 September 2017.

5.1.3.3 The contractor shall provide four (4) wireless high speed internet access points for Saturday for Sign-In (Registration) area location: Location to be determined after award. Generally located in/near the Hotel Lobby from 0730 Saturday 16 September

2017 of the event through 1400 Saturday 16 September 2017 for Registration and Help/Travel Desk.

5.1.3.4 The contractor shall Provide two television sets (preferably 42” or larger) with DVD player, one in each of the two designated children activity rooms from 0730 Saturday 16 September 2017 of the event through 1400 Sunday 17 September 2017 for ages 5-12 & 13-17.

5.1.4 NEX A: Child and Youth Rooming Requirements

5.1.5 NEX B: Catering

5.1.6 NEX C: Additional Support Items

5.1.7 NEX D: Parking, Transportation and Shuttle Service

ANNEX A

Child and Youth Requirements

5.1.4.26 Child and Youth Requirements:

5.1.4.26.5 The venue shall provide the following:

All rooms shall have telephone available for use All rooms shall have a snack prep area All rooms shall have drinking water and small cups accessible at all time.

All rooms shall have a hands-free, covered trash can available for use All Infant, Pre-Toddler, Toddler and Pre-school rooms shall have carpeted floors All Infant, Pre-Toddler and Toddler rooms shall have

Refrigerator and Microwave located in snack prep area All Infant and Pre-Toddler rooms shall have Portable Cribs in a designated area that can be supervised at all times within sight/sound

All Infant and Pre-Toddler rooms shall have cribs based on number of registered children identified that meet the standards described on the US Consumer Product Safety Commission on Crib Information. See http://www.cpsc.gov/info/cribs/indes/html for the standards

All Infant, Pre-Toddler, Toddler rooms shall have a diaper changing area with trash can with lid for soiled diapers to be disposed of in sanitary manner o Diaper changing can be set up 6 feet away from where children will eat snacks or food prep area

All Toddler and Pre-school rooms shall have space designated for napping that can be supervised at times within sight/sound

All bathrooms be used by children shall have two (2) step stools to assist children with hand washing

All Pre-School, School-Age and Youth rooms shall have a large screen TV and VCR/DVR player

5.1.4.26.6 The contractor shall provide 4 rooms, with enough rooms to support child care by ratio age groupings and square feet per child/youth. Space shall allow for separation for a quiet room for infants to sleep, a room for 0-5 year olds, a room for 6-12 year olds and a room for 13-18 years olds for safety and appropriate programming.

5.1.4.26.7 The contractor shall ensure space must allow for separation of age groups for safety and in a positive way at drop-off.

Provide basic care such as diapering, toileting, feeding, first-aid, hand washing supervision and accountability of children

Implement activity plans and adhere to program schedule

Set up, provide and clean up AM/PM snack daily Follow activity plan and lead activities Actively interact with children, facilitate activities and engage in play Strictly follow child guidance policy which uses positive discipline strategies:

o Do not use any type of physical discipline toward any child at anytime o Do not use timeouts o Do not withhold water, sleep, play or use of bathroom from children at anytime Use materials to offer developmentally appropriate and engaging activities

a) All rooms shall meet State and Local fire codes.

b) All rooms shall have a minimum of two exits from each room

c) All rooms shall meets ADA requirements

All rooms shall meet health and safety guidelines and measures

d) All large furniture in room shall be secure or removed. Furniture and fixtures shall be in working order.

e) All windows or doors to balconies shall be securely shut and locked.

f) All rooms’ electrical plugs shall be covered

All room furniture/fixtures/carpets shall be clean. All sleeping areas designated for infants must be adequate to ensure infants are placed on their backs to sleep. Sleeping areas for infants will not have surfaces that conform to the face, including a soft pillow, soft mattress, comforter, or stuffed toy

Broken toys/games/dolls have been removed All toys/games/dolls/puzzles are cleaned and sanitized All rooms shall be free from lead paint and asbestos Ensure personal belongings are stored in a secure place and inaccessible by children Provided staff shall not use their cell phone at any time while caring for children Provided staff shall not take photographs or video of children in care for personal use

5.1.4.27.8 The contractor shall provide each room with a refrigerator, hands free trash can, with lid for infant room for sanitary disposal of soiled diapers, and drinking water to be continuously available.

5.1.4.27.9 The contractor shall provide the room for [child/infant/toddler] care shall have cribs that meet the standards described on the US Consumer Product Safety Commission on crib information. Ref: provide all equipment required to care for 0-17 age group, including cribs (See http://www.cpsc.gov/info/cribs/indes/html for the standards

5.1.4.28 Children shall be picked up and signed out by parents/legal guardian attending the event for meals.

5.1.4.28.1 Contractor shall plan and purchased snacks for am/pm. Contractor shall provide child friendly snacks and shall take into consideration any food allergies identified by a child’s parent/guardian and take all necessary precautions to prevent that child from being served, coming into contact with, or otherwise ingesting those foods in which he/she has allergies to. Known food allergies shall be identified along with the final head count of children requiring childcare to the maximum extent possible and collected on the child’s registration form submitted by parent or guardian.

5.1.4.28.2 Care Provider shall ensure:

Avoid all food that is commonly a choking or allergy hazard such as, but not limited to:

Choking Hazards Common Allergens Grapes

Hot dogs

Apples (for infants and toddlers)

Raw carrots (for infants and toddlers) Popcorn

Peanuts/Peanut butter/Nuts Wheat

Strawberries Eggs

Dairy products

Snacks ideas for children eating table food (be sure portion and bite sizes are age-

Goldfish crackers/String cheese Vanilla wafers

Juice/milk/water

Apple slices and cheese Juice/milk

Cheese sticks/crackers Juice/milk

Ritz crackers/Tuna Juice/milk

Blueberry muffins Apple juice/milk

Oranges/Oatmeal cookies Juice/milk

Cornbread

Chips/crackers and salsa/bean dip

Juice/milk

Soft pretzels and cheese dip Juice/milk

Breakfast ideas for children eating table food (be sure portion and bite sizes are age-

Pancakes and applesauce Juice/milk

Cheerios and bananas Juice/milk

Oatmeal and raisins Juice/milk

Muffins and sliced fruit Juice/milk

Bagels and cream cheese, apples

Juice/milk

English muffins and jam, peach slices Juice/milk

French toast sticks and cantaloupe cubes

Juice/milk

Waffles and pears Juice/milk

Breakfast pizza and pineapple

Lunch/Dinner ideas for children eating table food (be sure portion and bite sizes are age-

Tuna sandwiches, veggies and dip, apple slices Juice/milk

Ham and cheese sandwiches, applesauce, veggies and dip

Juice/milk

Soft tacos (meat, cheese, sour cream, lettuce, diced tomatoes, soft tortillas)

Corn, pears Juice/milk

Hamburgers with buns Pickles

Baked beans Applesauce Juice/milk

Chicken salad Peas

Bananas Juice/milk

Chicken drumettes Green beans Mixed fruit

Chicken nuggets Mashed sweet potatoes

Green beans Cantaloupe cubes/slices

Juice/milk

Tomato or vegetable soup and breadsticks

Orange slices Juice/milk

Meatballs (cut up as needed) Mashed white potatoes

Cooked carrots Pineapple Juice/milk

Quesadillas Salsa Beans

Lettuce salad Pears

Juice/milk

Meat or cheese ravioli Corn

Seedless watermelon Juice/milk

Sliced ham or turkey Baked potatoes

Broccoli Cheese

Mandarin oranges

ANNEX B

Catering

5.1.5 Food and Beverage. The contractor shall provide meals commencing with 600 meals (continental breakfast (300 attendee’s, lunch for 600, and dinner for 600) on Saturday, the first full event day on 16 September, 2017. Sunday, the day of departure, only a breakfast meal shall be provided. Food and beverage charges are based upon a total of 600 servings per meal. Self-serve beverage stations are preferred at each meal.

Local government per diem rates for food shall apply. The contractor shall identify the notification time frame for meal cancellation. The cancellation time frame should be consistent with commercial practice. The contractor must be in compliance with all applicable Army regulations regarding food and beverage services.

5.1.5.1 Breakfast. A continental breakfast shall be available from 0730 to 0900 on Saturday, 16 September 2017 for 600 attendees. Hot food buffet shall be available from 0730 to 0845 on the following day(s): Sunday 17 September 2017 for 300 attendees.

The buffet shall include such items as: pancakes, bacon, sausage, eggs, ham, assorted fresh fruit, pastries and cereal. Drinks shall consist of: coffee, milk, and juice. Self-serve beverage stations are preferred.

5.1.5.2 Lunch. Hot food buffet shall be available from 1200 to 1300 on Saturday 16 September 2017. Buffet(s) shall include such items as: garden salad with assorted toppings and dressings, meat selections, vegetables, and starch selection. Drinks shall consist of coffee, milk, tea and juice for 600 adult lunches. Provide small plates for children with child-friendly food choices such as macaroni and cheese, chicken nuggets, and Sloppy Joe sandwiches available for at least 60 kids. The total lunch meal charges shall be the sum of adult and children meals. Self-serve beverage stands are preferred.

5.1.5.3 Dinner. Attendees will have the option of signing for a meal voucher to be utilized in your restaurant. The voucher will be for $28.00. The Soldier will be responsible for covering anything above $28.00 to include gratuity. The Family Programs Office will provide the vouchers and send them to your POC for approval by your hotel.

5.1.5.4 A final Banquet Event Order (BEO) shall be submitted to the Family Programs POC 10 of days prior the event.

ANNEX C

Additional Support Items

5.1.6Additional Support Items: The following items are required to support the event:

5.1.6.1 The contractor shall provide 4 tables with skirts and chairs in the registration area (Hotel Lobby on Friday) for attendee event registration and in-processing.

5.1.6.2 The contractor shall be prepared to support up to 35 community member representatives with tables, chairs, power, etc. The specific arrangements shall be between the contractor and individual community members. The Government shall not be invoiced for any cost associated with this effort to include any loss or damage to the contractor’s property.

5.1.6.3 The contractor shall provide a dedicated Audio/Visual person on-site to be available to assist during both event days from NTL 1600 Friday 15 September 2017 remaining in place until 1600 Sunday 17 September 2017.

5.1.6.4 The contractor shall provide a meeting space with 12 booths constructed of pipe and drape from 0930 to 1700 on Saturday, 16 September 2017. House music shall be played at a low level.

ANNEX D

Parking, Transportation and Shuttle Service

5.1.7.1 Parking or Transportation: The contractor shall provide 300 parking spaces from 0600-1700 16-17 September, 2017 in an adjacent parking ramp or lot to accommodate the vehicles for government employees attending this event.

PWS Par

5.1.

5.1.1

5.1.1

5.1.1

5.1.1

5.1.2 ragraph

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1.1

1.2

1.3

1.4

2.1

Task

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MNFP personn rooms at check

MNFP personn facilities prior to facilities during eillance By Whom nel will inspect o granting of nel will receive attendees ction Review nel will inspect k in nel will inspect o the event nel will inspect g the event nel will inspect o the event nel will inspect g the event nel will inspect o the event nel will inspect g the event for setup NLT 1600 Friday 15 September 2017. This room shall contain a stage or platform (risers) with one table and 3 chairs for audiovisual equipment stage or platform (risers) with one table and 3 chairs for audiovisual equipment

5.1.2.2 The contractor shall

Provide a breakout room capable of holding 600 people in rounds of 10 rounds from 0730 Saturday 16 September 2017 to 1400 Sunday 17 September 2017 for a breakout session

Room capable of holding 600 people in rounds of 10 rounds from 0730 Saturday 16 September 2017 to 1400 Sunday 17 September 2017 for a breakout session

Room must accommodate stated number of personnel within local codes

MNFP personnel will inspect facilities prior to the event facilities during the event

5.1.2.3 The contractor shall

Provide space near the session rooms for Vet Center and Department of Labor.

Each space will consist of 12 enclosed 4’x4’ pipe and drape booth with 1 small table and 3 chairs. House music played in the room.

Set up NTL 1600 Friday 15 September 2017 remaining in place until 1600 Saturday 16 September 2017

Each space will consist of 12 enclosed 4’x4’ pipe and drape booth with 1 small table and 3 chairs.

House music played in the room. Set up NTL 1600 Friday 15 September 2017 remaining in place until 1600 Saturday 16 September 2017

Room must accommodate stated number of personnel within local codes

MNFP personnel will inspect facilities during the event

5.1.2.4 The contractor shall

provide a Community Partners room

Space for up to 35 6’ or 8’tables with 2 chairs per table. Room needs to be set up NTL 1600 Friday 15 September 2017 remaining in place until 1600 Saturday 16 September 2017.

Room must accommodate stated number of personnel within local codes

5.1.2.5 The contractor shall

provide a work room

Capable of holding 10 persons set conference style set up NTL 1600 Friday 15 September 2017 remaining in place until 1400 Sunday 17 September 2017.

Room must accommodate stated number of personnel within local codes

5.1.2.6 The contractor shall

provide one room to be used for Support Staff

Provide 4 chairs and two 6’ tables or similar set up NTL 1600 Friday 15 September 2017 remaining in place until 1600 Saturday 16 September 2017

Room must accommodate stated number of personnel within local codes

5.1.2.7 The contractor shall

provide a sufficient number of pads and pens The room shall contain water stations

For eight (8) to ten (10) individuals on every attendee session table for both Saturday and Sunday mornings (depending on table size) pitchers filled with water, and glasses/cups for the each room’s seating from (8:00 until 4:00 PM each day Saturday, and 8:30 to 11:00 a.m. Sunday.

Shall provide Event Agendas for break times to refresh rooms).

Enough pens, pads and water must be available so that government personnel are not required to provide during sessions

MNFP personnel will receive feedback from attendees during After Action Review

5.1.2.8 The contractor shall

Provide 4 rooms to be used for child and youth activities

Rooms shall have tables and chairs to accommodate childcare and youth. All 4 rooms should be within close proximity of each other, restrooms and the main conference space. The 4 rooms shall have 15 feet per child/youth except for the infant rooms must have 35 feet per infant to accommodate cribs.

There should be enough room space to accommodate maximum of 2 (ratio) group per breakout room, ratio grouping cannot exceed maximum group ratio child/youth numbers.

Room must accommodate stated number of personnel within local codes

5.1.2.9 The contractor shall

provide a Dining area

To seat 600 Attendees and Staff members for (Saturday continental breakfast, lunch and dinner and Sunday breakfast). Dining area should be in the break out room (5.1.2.2).

Room must accommodate stated number of personnel within local codes during After Action Review

5.1.3 Contractor shall

provide audio patch for in house speakers

Patch will connect government audio visual equipment to the house sound system

Patch must operate during audiovisual presentations during After Action Review

5.1.3.1 The contractor0 shall

Provide one (5) high speed wireless internet access point

For up to (5 connections) in the Staff Administration Center from the 0730 Saturday 16 September 2017 of the event through 1400 Sunday 17 September 2017.

Access to the internet must be free of interruption in excess of 5 min during these time periods

MNFP personnel will inspect internet connection during the event

5.1.3.2 The contractor shall

Provide one (10) high speed wireless internet access point

For up to (10 connections) in the Community Partner room from the 0730 Saturday 16 September 2017 of the event through 1600 Saturday 16 September 2017.

Access to the internet must be free of interruption in excess of 5 min during these time periods

MNFP personnel will inspect internet connection during the event

5.1.3.3 The contractor shall

provide four (4) wireless high speed internet access points

For Saturday for Sign-In (Registration) area location: Location to be determined after award.

Generally located in/near the Hotel Lobby from 0730 Saturday 16 September 2017 of the event through 1400 Saturday 16 September 2017 for Registration and Help/Travel Desk.

Access to the internet must be free of interruption in excess of 5 min during these time periods

MNFP personnel will inspect internet connection during the event

5.1.3.4 The contractor shall

Provide two television sets

Preferably 42” or larger TV with DVD player, one in each of the two designated children activity rooms from 0730 Saturday 16 September 2017 of the event through 1400 Sunday 17 September 2017 for ages 5-12 & 13-17.

Two TVs must be provided during the requested times

TVs during the event during After Action Review

5.1.5 The contractor shall

provide meals

600 meals (Continental breakfast, lunch, and dinner) on Saturday, the first full event day on 16 September 2017.

Sunday, the day of departure, only a breakfast meal shall be provided. Food and beverage charges are based upon a total of 600 servings per meal. Self-serve beverage stations are preferred at each meal. Local government per diem rates for food shall apply. The contractor shall identify the notification time frame for meal cancellation. The cancellation time frame should be consistent with commercial practice.

The contractor must be in compliance with all applicable Army regulations regarding food and beverage services.

Meals must be served to those attending and must meet Army regulations regarding food and beverage services.

MNFP personnel will inspect food and beverages during the meal during After Action Review

5.1.5.1 Prepare and serve

breakfast

Continental breakfast shall be available 0730 to 0930 Saturday, 16 September 2017. Hot food buffet shall be available from 0730 to 0845 on the following day(s): Sunday 17 September 2017. The buffet shall include such items as: pancakes, bacon, sausage, eggs, ham, assorted fresh fruit, pastries and cereal.

Drinks shall consist of:

coffee, milk, and juice.

Self-serve beverage stations are preferred.

Meals must be served to those attending and must meet Army regulations regarding food and beverage services.

MNFP personnel will inspect during After Action Review

5.1.5.2 Prepare and serve

lunch

Hot food buffet shall be available from 1200 to 1300 on Saturday 16 September 2017.

Buffet(s) shall include such items as: garden salad with assorted toppings and dressings, meat selections, vegetables, and starch selection. Drinks shall consist of coffee, milk, tea and juice for 540 adult lunches.