A01_PWS_Yellow_Ribbon_Event-JAN_2018_Final.pdf

Performance of Work Statement (PWS) for

Massachusetts (MA) Air National Guard (ANG) 102nd Intelligence Wing Yellow Ribbon Event

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General: Provide a Yellow Ribbon Pre-Deployment/Deployment event for the 102nd Intelligence Wing service members and their families.

Background: The mission of the Yellow Ribbon Reintegration Program is a proactive approach to ensure that service members, their families, and designated individuals are providing optimum level of support before, during, and after deployment. This is a federally mandated program and requires that all National Guardsmen participate in the Yellow Ribbon Program. Generally, these events are held as Pre-Deployment and Post-Deployment events.

Objectives: Provision for two hundred (200) service members and their families with lodging and meeting space to accommodate all the Yellow Ribbon events and activities. Lodging, meeting spaces, child care rooms, private counseling rooms, a registration desk, and a locked (private) support staff space near the meeting spaces is required. This ensures that there is a conductive learning environment/atmosphere for the entire event to support Yellow Ribbon presentations and training, as well as to provide those government personnel and their families attending the event with quality accommodations and the identified support services and resources.

I. SCOPE OF WORK. The contractor shall, except as specified in this PWS as government furnished, provide Conference Space, Audio/Visual Requirements, Subsistence, Miscellaneous Event Administrative Costs, and Lodging with an anticipated participation of two hundred (200) service members and their families of the MA ANG as well as ten (10) staff as defined in this PWS.

1. Period of Performance (PoP) for event:

a. Saturday, 20 January 2018 @ 5am - 5pm

2. Place & Time of Performance: All conference space must be available for exclusive use on the PoP date identified above in paragraph I(1) from 5am - 5pm through qualified establishments located within a 50 mile radius of Joint Base Cape Cod, Massachusetts. Lodging requirements must be at the same location as meeting conference requirements. Establishments who do not provide a proposal based on receipt and review of this PWS shall be deemed non-responsive.

II. CONTRACTOR PERFORMANCE REQUIREMENTS.

1. CLIN 0001 CONFERENCE SPACE REQUIREMENTS: Contractor shall provide the following Conference Space Requirements exclusively for each Yellow Ribbon Event identified above in paragraph I(1) to accommodate up to two hundred (200) service members and their families:

a. One (1) Ballroom style room (General Session and Lunch Buffet) able to accommodate Two hundred (200) service members and their families. Set up

Final_27-Oct-17 2 round/banquet style for eight (8) to (10) people per round table with skirting and tablecloths and cushioned chairs on date of event. This area shall include water and coffee stations with condiments on the day of the event starting at 7am and be replenished as necessary.

b. Four (4) Conference/Briefing rooms (Breakout Sessions) to accommodate forty

(40) to fifty (50) service members and their families. Set up in classroom style with suitable tables for the size and dimension of the room with skirting and tablecloths and cushioned chairs on date of event. This area shall include water and coffee stations with condiments on the day of the event starting at 7am and be replenished as necessary. Each table to have note pads, pens, and tissues available at the start of each breakout.

c. One (1) large room (or area near the Conference/Briefing rooms) set up as a “Registration Desk/Area” for Yellow Ribbon Support Staff and “Information Fair” for Resource Providers and Exhibitors to accommodate for up to two hundred (200) service members and their families as well as Yellow Ribbon Support Staff and Resource Providers/Exhibitors at any one time. This area shall include water and coffee stations with condiments on the day of the event starting at 5am and be replenished as necessary.

i. The “Registration Desk/Area” shall be able to accommodate seven (7) to ten (10) people and shall be set up with two (2) tables with skirting and tablecloths on the day of the event for additional services being provided at the time of general registration. Trashcans, cushioned chairs, and rope stanchions shall also be provided. The Yellow Ribbon Support Specialist will provide all other equipment and supplies for the registration area.

ii. The “Information Fair” shall be set up with fifteen (15) six-foot (6ft) long rectangular tables (skinnies) with skirting and tablecloths to include a minimum of two (2) cushioned chairs at each table on day of the event.

d. Three (3) “Child Care” rooms able to accommodate Ten (10) children per room for the following age groups: (0-5, 6-12, 13 and up). Rooms must be located within easy access distance to restrooms for child care supervision/escort. Set up with round tables and cushioned chairs to accommodate number of children and supervisors/escorts. Each room shall have a Television (minimum 40”) with a DVD player. Rooms to be utilized for activities related to each group; specific numbers within each age group shall be coordinated prior to event by Yellow Ribbon Support Specialist and hotel event coordinator. Additionally, there shall be two (2) tables with skirting and tablecloths set up outside of each room to accommodate registration, pick up and drop off throughout the day.

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e. One (1) “Private Consultation” type room able to accommodate six (6) to eight (8) people. Set up should be in a private setting, comfortable set-up with table and five

(5) chairs and/or couch or similar set up. (Internet access connection is needed in room; wireless preferred).

f. One (1) “Office / Command Center (for Support Staff)” room set up conference style to be used as a secure command center for the duration of the event and shall be located at or near the “Registration Desk/Area”. This room shall be available for the arrival of Yellow Ribbon Support Staff on stated date at 5am and be used exclusively by the Yellow Ribbon Support Staff. This room shall have the following: no more than (1) entrance, house phone, external line connectivity, WiFi high speed internet connections enabled for the entire duration of the event, multiple outlets, and power strips/extension cords as needed so that power is accessible at the conference table for laptops, printers, etc. The room shall also be a secure storage space with three (3) keys provided to the Yellow Ribbon Support Specialist during the pre-event meeting and walk-through of all event spaces at 5am on the day of event. This area shall include water and coffee stations with condiments on the day of the event starting at 5am and be replenished as necessary.

g. Additional Conference Space Requirements:

i. In addition to the pre-event meeting and walk-through to allow for non-cost changes as necessary identified in paragraph II(1)(f), the Contractor shall allow conference pre-event set up at least twelve (12) hours before the event.

ii. Rooms shall be adjoining or in close proximity to each other to allow for an uninterrupted transition between activities. Price for rooms shall be inclusive of all applicable service charges.

iii. Adequate trash receptacles to accommodate number of persons estimated for each type of room required.

2. CLIN 0002 AUDIO/VISUAL REQUIREMENTS: Contractor shall provide the following audio/visual equipment and accessories:

a. Podiums: Five (5) podiums, one (1) for Ballroom (General Session) and Four (4) for Conference/Briefing rooms (Breakout Sessions).

b. Microphones: One (1) attached to each podium mentioned above in paragraph

II(2)(i).

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c. Projection Screens: One (1) Large Projection Screen for Ballroom (General Session) and Four (4) Small Projection Screens one for each Conference/Briefing room (Breakout Sessions).

d. Projection Systems: One (1) for Ballroom (General Session) and Four (4) Conference/Briefing room (Breakout Sessions), including all required cords necessary for proper sustained functioning.

e. Individual House Sound: One (1) for Ballroom (General Session) and Four (4)

Conference/Briefing room (Breakout Sessions) for presentations.

f. Wi-Fi enabled in all locations.

g. Capability of playing / steaming video presentations in all locations.

h. Mousses, slide pointer / clickers, power strips, and extension cords in the One (1) for Ballroom (General Session) and Four (4) Conference/Briefing room (Breakout Sessions).

3. CLIN 0003 SUBSISTANCE REQUIREMENTS: Contractor shall provide the following meals and service:

a. Morning/Afternoon Snack and Lunch Requirements:

i. Morning Snack shall be provided on day of the event at 10:15am and consist of the following:

1. For Adults:

i. Choice of assorted juices, soda three different (3) types, and coffee with condiments.

ii. Choice of assorted fresh fruit, pastries, bagels, muffins, and yogurts.

2. For Children:

i. Beverage of both water and juice.

ii. Crackers, and assorted fruit and vegetables. (NON-PEANUT)

ii. Lunch Buffet Style to accommodate two hundred (200) people shall be served on day of the event from 12:00pm to 1:00pm and consist of the following:

1. Choice of two (2) meat options; minimum serving of 4 oz.

2. Choice of two (2) starches; minimum serving 4 oz.

3. Choice of two (2) vegetables; minimum serving of 4 oz.

4. Garden salad with at least three (3) choices of salad dressing

5. Choice of at two (2) desserts

6. Choice of rolls or bread with butter

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7. Choices of beverages shall be provided. Beverage portions shall be at least ten (10) oz. beverages shall be offered in the following varieties:

i. Three (3) types of soda

ii. Hot tea and iced tea

iii. Coffee

iv. 2% milk and half & half

v. Sugar, sugar substitute, honey, and other assorted condiments shall be served as well.

iii. Children’s Lunch:

1. Children will eat lunch with their families as identified above in paragraph II(3)(ii).

iv. Afternoon Snack shall be provided on day of the event at 2:15pm and consist of the following:

1. For Adults:

i. Choice of soda three (3) types or juices.

ii. Choice of assorted cookies, chips, popcorn, and fruit.

2. For Children:

i. Beverage of both water and juice.

ii. Crackers, and assorted fruit & vegetables. (NON-PEANUT)

v. The Contractor shall provide Morning Snack and Afternoon Snack assorted in the Support Staff Office/Command Center the day of the event day.

b. The Contractor shall provide a separate dining area for Yellow Ribbon Support

Staff and exhibitors/vendors.

c. Price of all meals inclusive of all service fees shall not exceed the Difference of the Local Government Per Diem rate and the Proportional Meal rate per the event location. Price shall be inclusive of all applicable service charges. Gratuities are not authorized. FY 2018 Per Diem Rates for Massachusetts Meals and Incidental Expenses (M&IE) Breakdown is located at https://www.gsa.gov/travel/plan-book/per-diem-rates/meals-and-incidental-expenses-mie-breakdown

i. For example: Falmouth (City Limits of Falmouth) M&IE for Lunch Meals of $16.00 and Hyannis (Barnstable less city of Falmouth) M&IE Lunch Meals of $16.00. As a reminder, we are tax exempt and ST-2 as well as ST-5 shall be provided.

d. Menus shall be determined 7 days prior to event. Final (guaranteed) meal count shall be determined within seventy-two (72) hours of event by Yellow Ribbon

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Support Specialist and hotel event coordinator. Menus agreed upon shall not exceed the proposed pricing.

e. Contractor shall furnish all food items, cooked, and delivered to the areas and designated times as identified by catering manager and government event point of contact in accordance with this PWS.

f. Contractor shall provide full service catering to include setting up, plates, napkins, silverware, glasses/cups, equipment to keep food hot/cold, clean up of meal, and removal of all trash.

4. CLIN 0004 MISCELLANEOUS EVENT ADMINISTRATIVE COSTS.

a. Any additional event costs otherwise not identified in the above CLINS for event space, AV, and any other requirements. Contractor shall identify/describe the associated cost.

b. Any daily parking fee shall be waived for attendees, exhibitors/vendors, and staff.

Overnight parking shall be inclusive in overnight hotel room rates. Otherwise, the parking fee shall be waived.

5. CLIN 0005 LODGING: Contractor shall reserve forty (40) guest sleeping rooms for service members and their families, as well as staff with accommodations of double occupancy, individual/private sleeping room with a toilet and shower/tub facilities, crib, etc.

a. Pricing: Lodging shall not exceed the per diem rate for the location of the hotel and applicable time of year. FY 2018 Per Diem Rates for Massachusetts is located at https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-lookup/?action=perdiems_report&state=MA&fiscal_year=2018&zip=&city=. As a reminder, we are tax exempt, an ST-2 as well as ST-5 can be provided.

i. For example: Falmouth (City Limits of Falmouth) max lodging rate of $129.00 and Hyannis (Barnstable less city of Falmouth) max lodging rate of $126.00.

b. Reservations: Guests will make reservations directly with the hotel reservation system, either by phone call or on-line link, under a group reservation code.

c. The deadline for reserving rooms under the reservation code is seventy two (72) hours prior to the scheduled arrival date. Any rooms not reserved by this deadline will be released from the group reservation code and made available for sale to the general public.

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d. Cancellation of a reservation must be made forty eight (48) hours prior to the scheduled arrival date. The Contractor shall attempt to “sell” any rooms that are canceled within 48 hours of scheduled arrival date. If rooms reserved under the block cannot be “sold”, the Contractor may invoice for those rooms.

e. All rooms must have basic amenities (not all inclusive): iron, ironing board, hair dryer, telephone, television, WiFi, and, if possible, small refrigerator.

f. All incidental expenses such as room service, long distance telephone calls, movie/game rentals, restaurant invoices, etc. are the sole responsibility of the individual attendee and shall be billed to the individual using their own personal credit card. The government shall not be responsible for additional room charges/incidentals.

III. ADDITIONAL INFORMATION:

1. No contractual changes can be made without the acknowledgement of a Contracting

Officer.

2. Contractor shall provide a single point of contact or hotel event coordinator prior to event for obtaining menus, finalizing meal counts, etc. In addition, the single point of contact or hotel event coordinator shall also be made available during the day of the event. This individual shall have the authority to bind the contractor should changes be required by the contracting officer. Changes involving any change in cost can only be made by the Contracting Officer.

3. Event location shall not be undergoing renovations during conference dates.

4. Contractor agrees to allow the government to provide child care services for the service members and their families by separate government means in the designated child care areas in order to attend briefings/sessions during the event.

5. Contractors facilities must meet minimum standards for federal (FEMA-approved as found on website http://www.usfa.dhs.gov/applications/hotel/), state (Massachusetts) and local governments as well as industry standards for health, safety, and welfare occupants.

Government officials will personally visit establishments being considered for contract.

6. Per Diem rates shall be made available to service members and their families if they choose to stay additional days other than the night before the PoP date identified in paragraph I(1). Any additional days and all incidental expenses are the sole responsibility of the service member and shall be billed to that individual using their own personal credit card.

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7. Security: The Contractor shall ensure hotel security to facilitate a safe, secure environment for the entire event, from the start of the event until all service members and their families, Yellow Ribbon Support Staff, and exhibitors/vendors have departed the hotel premises. The Massachusetts Air National Guard reserves the right to hire (separate from this requirement) two (2) armed police officers to provide security coverage during the event and to ensure the safety of all participants if circumstances present it.

8. Payment Requirements:

a. In accordance with FAR 52.212-1(k), prospective awardees shall have an active Cage Code prior to award of a government contract. In accordance with FAR 52.212-3, prospective awardees shall have completed the Online Representations and Certifications. To register for a Cage Code or to complete Online Representations and Certifications, go to the System for Award Management (SAM) at https://www.sam.gov/portal/public/SAM/.

b. The Contractor obtaining contract award must register with the Wide Area Work Flow (WAWF) located at https://wawf.eb.mil/. Contractors are required to create and submit invoices electronically through WAWF and receive payment via electronic funds transfer (EFT) for supplies or services rendered. WAWF is a secure Web-based system for electronic invoicing, receipt and acceptance. The WAWF application enables electronic form submission of invoices, government inspection, and acceptance documents in order to support DoD’s goal of moving to a paperless acquisition process.

c. The Contractor must not be debarred, suspended, proposed for debarment, excluded or disqualified under the non-procurement common rule, or otherwise declared ineligible from receiving Federal contracts, certain subcontracts, and certain Federal assistance and benefits. The Government will not issue an award to any business identified as debarred, or otherwise disqualified as identified above

d. The Contractor shall provide the required cancellation date to the government before penalties apply.