PWS 5-6 Dec Yellow Ribbon.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

Yellow Ribbon Event Space and Catering 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 Event Space, Catering, Guest Speaker and Child Care Services, as defined in this PWS.

1.2 Background: Regulation and Policy require Yellow Ribbon event for all deploying units. The 181 Infantry BN will deploy in FY24 therefore requiring an event. The event must meet the size of the deploying group and family.

1.3 Two separate all day events.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide Event Space, Catering, and Child Care services between the hours of 0700-1700 (estimated) on Tuesday December 5, 2023 and Wednesday December 6, 2023. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS.

1.4.2 Recognized Holidays: RESERVED

1.4.3 Quality Assurance (QA): RESERVED

1.4.4. RESERVED

1.4.5. RESERVED

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.

1.4.7. RESERVED

1.4.8. RESERVED

1.4.9. RESERVED

1.4.10. RESERVED

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. RESERVED

1.4.13. RESERVED

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.

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

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

2.1.4 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.

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

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

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

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

2.1.9 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:

AEI Army Enterprise Infostructure AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CM Contract Manager COR Contracting Officer Representative DA Department of the Army DD254 Department of Defense Contract Security Classification Specification DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DSCA Defense Counterintelligence and Security Agency FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance IS Information System(s) KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement

QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SCR Service Contract Reporting SSN Social Security Number TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

Not Applicable.

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 and detailed in Paragraph 5.

5.0 Requirements: The contractor shall:

5.1 Provide Meeting Space:

5.1.1 All required meeting space must be provided at one location, located no more than 30 miles from Mansfield, MA. Space must be considered official meeting rooms and not open to the public. Meeting spaces shall NOT contain pillar(s) and/or structural objects which may obstruct an attendee's view.

5.1.2. Meeting Spaces shall contain screen(s) shall be large enough and properly positioned to ensure all attendees can easily view presentations.

5.2 General Session

5.2.1. Vendor shall provide One (1) Large space set up theatre style to accommodate up to 325 people for whole group presentations set up on December 5th and December 6th, 2023.

5.2.2 Guest speaker - Vendor shall facilitate payment for guest speaker Sporty King from The Top Line LLC.

5.3 The following equipment/services shall be provided and set-up for government use in the Space.

5.3.1. Podium

5.3.2. Hand-held microphone

5.3.3. Audio Sound System

5.3.4. Screen

5.3.5. Projector

5.3.7. Cart to hold government-provided equipment.

5.3.8. Wi-Fi internet service for presenters

5.3.9. Audio/Visual technology on-site personnel to assist in set-up or as needed throughout the event.

5.4 Breakout Sessions

5.4.1 Vendor shall provide Four (4) additional Rooms set up classroom (preferably) or theatre style to accommodate a variety of size groups ranging from 50-150 people each for meeting sessions and lunch.

5.4.2. The following equipment/services shall be provided and set-up for government use in the space and Two (2) of the Four (4) additional Rooms with an option to have availability to all break out rooms: A/V set-up for presentations.

5.5 Resource Provider Areas

5.5.1. Vendor shall provide an area to accommodate partners and at least seventy-five (75) additional people.

5.5.2. Within the Resource Provider Areas, the vendor shall setup with twenty (30) six (6) foot tables.

5.5.2.1. Tables shall be placed near walls with 2 chairs behind tables.

5.5.2.2. Shall be available for government use same hours as other space.

5.6. Counseling Room

5.6.1. Vendor shall provide one room, with one table and six chairs.

5.6.2. A box of tissues shall be made available in each of the rooms.

5.7 Childcare Room

5.7.1. Vendor shall provide one childcare room to accommodate up to 20 children, ages 0-5.

5.7.2. Each room is required to have a minimum size of 20 sq. feet per child.

5.7.3. Shall be set with tables (round or rectangle) with chairs to accommodate up to 30 children ages 0-5.

5.8 Youth Room

5.8.1. Shall accommodate up to 30 youth, ages 6-17.

5.8.2. Shall provide a minimum of 20 sq. feet per child.

5.8.3. Shall be set with tables (round or rectangle) with chairs to accommodate up to 30 children ages 5-15.

5.9 Required Availability of Rooms: All rooms shall be available from 0600 to 1800 to allow for set-up and tear down.

Provide Child Care Services:

5.10.1 The Contractor shall provide childcare services for up to 20 children (between 0-5 years of age) each day.

5.10.2 A room will be provided on site where the Child Care service will take place (pending vendor selection).

5.10.3 The Contractor shall ensure that sufficient Child Care that adheres to all State and Federal Laws occurs throughout the entire event.

5.10.4 The Contractor shall provide sufficient activities for up to 20 children for the duration of the event each day.

5.11 Catering:

5.11.1. The contractor shall provide a coffee/water/ beverage station in the space to be set up for the entire day. Food shall present a reasonable variety. Religious and allergy options shall be available. COR will coordinate with vendor within one week of event.

5.11.2. The contractor shall provide lunch for approximately 325 adults and 20 children.

5.11.3. The contractor is responsible for all set up and clean up related to the required meals.

5.11.4. The government will provide a final meal count 72 hours prior to the event.

5.11.5. The contractor shall not impose a penalty upon the government for food not consumed by attendees, provided the government gives proper personnel count to the contractor.

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).

Performance

Objective Performance Standard Acceptable Quality

Levels (AQL) Surveillance Method / By

Whom

5.1 Meeting

Space Audio Visual capabilities provide an obstruction free presentation

90% of attending audience approval

Customer Complaints / COR

5.2 Guest

Speaker

Speaker will be paid by Vendor

100% Speaker will acknowledge payment

5.3 Equipment IT Systems working order Maximum of 15%

downtime of provided

A/V systems

Spot Inspection / COR

5.1 Meeting

Space

Consistent Cleaning 85% of time rooms are clean of trash

Inspection / COR

5.11 Catering Food Sanitation: Food is

prepared to health code requirements to prevent food borne illnesses.

95% Food borne illnesses will not be tolerated

Customer Complaints / COR

5.11 Catering The contractor shall provide a

reasonable variety of lunches and snacks

75% Customer Approval

Customer Complaints / COR

5.11 Catering Religious and Allergy Meal

Alternatives

Meets the standard 100% of pre-coordinated meal alternatives and 90% of unforeseen meal alternatives

Inspection / COR

5.10 Child Care

Services

Children are safely taken care of during the event, the care meets state and federal regulations, 100% of Children safely taken care of with 0 Safety regulations broken

Customer Complaints and Spot Inspections / COR

5.10 Activities Children are entertained and

all children are being watched

Minimum of 70% of Children are engaged consistently and 0% of

Children are left unattended

Spot Inspection / COR