Yellow Ribbon May 21 PWS.pdf

PERFORMANCE WORK STATEMENT (PWS) FOR

Yellow Ribbon Event, Reno, Nevada 21st May, 2022

PART I: GENERAL INFORMATION

1. Introduction

The Nevada National Guard has a requirement for conference room meeting space and banquet meals to facilitate a Yellow Ribbon Event, on Saturday, May 21st, 2022. The facility will accommodate a dining and training space for approximately 93 Nevada National Guard Service

Members, Spouse/Significant Other, and their dependent children and youth, ages 0-18.

1.1 Scope

The contractor shall provide adequate conference space, plated breakfast, plated lunch, tables and chairs, A/V support equipment, restrooms, and parking necessary to meet criteria defined in this

Performance Work Statement (PWS) to hold a Yellow Ribbon Event.

1.2 Background

Authorized by the National Defense Authorization Act of 2008, the Department of Defense (DoD)

Yellow Ribbon Reintegration Program (YRRP) will provide National Guard and Reserve Members and their Families with information, services, referral and proactive outreach opportunities throughout the entire deployment cycle: Pre-Deployment, Deployment, Demobilization and Post-

Deployment-Reconstitution. It is the intent of the National Guard Bureau to establish a DoD YRRP that provides a continuum of support and high standard of care for the Army and Air National

Guard members and their Families.

1.3 Period of Performance (PoP)

The Yellow Ribbon Event shall take place on Saturday, May 21st, 2022.

1.4 Place of Performance

Performance shall be at a venue with a Three-Diamond AAA Rating minimum within a 30 mile radius of the Reno Nevada area.

1.5 Hours of Operation

The contractor shall provide a ballroom/training space from approximately 7:00 am to 6:00 pm

Pacific Time on Saturday, May 21st, 2022.

PART II: GENERAL REQUIREMENTS

2. This section describes general requirements for the Yellow Ribbon Event, Reno.

2.1 The Contractor shall ensure compliance of the following during the event:

2.1.1 The Contractor must provide an on-site representative at the venue during the event (event coordinator). Venue staff shall either carry proper identification or wear clothing with venue logo which identifies them as staff for the venue at all times during the event.

PWS

SUBJECT: Yellow Ribbon Event, Reno NV Saturday, May 21st, 2022

2.1.2 All contractor food service employees must have the required training and food handler’s permits in accordance with location regulations, on file and available for review during the event.

2.1.3 Contractor shall have clear standard emergency evacuation notices posted in all conference rooms.

2.1.4 Contractor shall provide a facility site map/layout that includes floor plans of conference room(s).

2.1.5 Contractor shall provide access to facility for support staff during the week prior to the event for a walk through. This will be to plan/coordinate outside resources (pop-up tables, extension cords, etc.) that the support staff plans to bring.

PART III: PERFORMANCE REQUIREMENTS

3. Specific Tasks and Work Requirements

The contractor shall perform the following tasks to deliver the required services. The contractor shall meet these specifications to demonstrate its technical, operational, and administrative expertise in support of the Nevada National Guard Yellow Ribbon Reintegration Program objectives.

3.1 Event Setting

3.1.1 Contractor shall provide conference space that is conducive to safety, learning and adheres to the current state of Nevada and CDC COVID-19 health guidelines.

3.1.2 Venue location shall be within a 30 mile radius of Reno area and meet a minimum of a

Three-Diamond AAA rating.

3.1.3 Onsite parking for all Event attendees and support staff, shall be provided.

3.1.4 Location shall be approximately 10 miles from a hospital or emergency room.

3.1.5 The contractor shall provide all conference/training area locations. All costs or fees required to access conference/training locations shall be included in the purchase price.

3.1.6 A deposit for the conference room and meals cannot be required.

3.2 Conference/Meeting Services: These requirements are for the duration of the Event.

3.2.1 Three (3) conference rooms. One main conference space to accommodate up to 93 guests to be used for general training sessions and meals. Two break out rooms to accommodate up to 54 guests to be used for training sessions.

3.2.2 Conference room space must be size appropriate for personnel to maintain social distance between tables, and to move around freely from the tables and chairs.

3.2.3 Set-up round tables with chairs of 6 per table in each conference room.

3.2.4 A/V Equipment

3.2.4.1 All three conference rooms must be equipped with a podium, mic, speakers, projector and screen; additionally, each room must include a 25 ft extension cord, grounded power strip, Wi-Fi accessibility, and HDMI cable.

3.2.5 The contractor shall provide beverage service to the conference space, to include ice water, and coffee throughout the event.

3.3 Meals

The Contractor with NV ARNG cannot charge an explicit or implicit Food and Beverage Minimum charge for the event.

3.3.1 Buffet style or plated breakfast and lunch shall be provided by the contractor on Saturday, May 21st, 2022 in accordance to the current state of Nevada and CDC COVID-19 guidelines.

3.3.2 A full breakfast to include: Eggs; multiple meat selections; pancakes, waffles or biscuits;

fruit selections; cereal; selection of beverages to include coffee, tea, hot and iced water, juice, milk, etc.

3.3.2 A lunch meal to include: choice of 3 main entrée selections; 2 side dishes (potato or rice and vegetable), choice of salads with selection of dressings and condiments; breads; selection of beverages to include coffee, tea, hot and iced water, juice, etc. The main entrée selection(s) will be selected by the Government prior to the event.

3.3.3 Meal options must be available for vegan, gluten and dairy-free.

3.3.4 Contractor shall ensure that there is enough food for 93 guests during each meal on each day of the event, which includes adults, children, and youth.

3.3.5 All standard serving dishes, plates/glasses, utensils and linens provided.

3.3.6 Beverage service (see 3.2.5) will be available for the duration of the Event.

3.4 Room Block

3.4.1 Seven (7) rooms with double queen size beds will be made available for guests to reserve lodging at a special government rate for the event. The government will not guarantee a minimum room block. Recommended change: Courtesy block seven (7) hotel room(s), with no financial obligation under this purchase order. Rooms will be held at a minimum of 30 days prior to the event. The individual travelers are required to contact the venue to reserve a room(s) and provide their own form of payment. Travelers are responsible for the room charge and any additional incurred expenses, including but not limited incidental charges, internet access, room service, gaming, spa use, etc. YRRP is not responsible for traveler costs incurred.

3.4.2 Lodging shall not exceed the Government Service Administration per diem rate and include the overnight parking and other required fees if applicable. Day parking on May 21st, 2022, to attend the event shall be included in the inclusive event pricing under this purchase order, not charged to the individual traveler.

3.4.3 Contractor will provide luggage storage services to travelers checking out Saturday, May 21st, 2022, while attending the event.

3.4.4 The night of stay will be Friday, May 20th, 2022.

PART IV: SPECIAL REQUIREMENTS

4. This section describes general requirements for the Yellow Ribbon Event, Reno.

4.1. Food Handlers Permit. At a minimum, all food servers and kitchen staff must possess and maintain a current food handler’s permit, in accordance with their local regulations. Copies of these permits must be onsite and available for review during the duration of the Event.

4.2 Food Service License. At a minimum, the contractor will hold and maintain a valid food service license, in accordance with their local regulations. Copies of these licenses must be onsite and available for review during the duration of the Event.

4.3 Business license. At a minimum, the contractor will hold and maintain a valid business and operator’s license, in accordance with their local regulations. A copy of this license/s must be onsite and available for review during the duration of the Event.

4.4 Compliance. The contractor shall comply with all federal, state and local laws, codes and regulations applicable to his/her performance under this contract and shall be solely responsible for all costs associated with said compliance. Any and all licenses associated with the Contractor and the location must be available for the duration of the event and provided upon request of the

Contracting Officer Representative.

4.5 Location shall be approximately 10 miles from a hospital or emergency room.

4.6 Meal Rates. The rate shall be tax exempt.

PART V: SAFETY AND SECURITY

5. This section describes the security and safety for the Yellow Ribbon Event. The following sub-section provide details of various considerations for this event.

5.1 Safety

Contractor Compliance: The contractor and its subcontractors shall comply with Public Law 91-596

(Occupational Safety and Health Act (OSHA)). This requirement shall be incorporated into the contractor’s safety and health program. The Department of Defense (DOD) participates in the

OSHA Voluntary Protection Program (VPP).

PART VI: QUALITY

6. Quality Assurance Surveillance Plan (QASP)

The Government shall monitor the Contractor’s performance under this Purchase Order in accordance with the Government’s QASP for Acceptable Quality Level for performance (see

Appendix 1).

PART VII: DELIVERABLES

Identifier Name Description

1.3 Period of Performance Provide performance date to coincide with the required date of Saturday, May 21st , 2022 and time of 7:00am-6:00pm.

1.4 Place of Performance Provide google map or similar to show that location is within the greater Reno area.

2.1.1 Staff identification plan Provide information on how contractor’s staff will be readily identified at the Event.

2.1.2 Employee permits All food servers to have a food handler’s permit on file and available for review during Event.

2.1.3 Emergency Evacuation

procedures

All rooms to have Emergency Evacuation

Procedures posted.

2.1.4 Facility site map Provide a facility site map.

2.1.5 Facility Walkthrough Provide support staff an opportunity to walkthrough and identify the areas to be used.

3.1.2 Location Provide a google map identifying location.

3.1.3 Parking Provide parking for all Event attendees and

support staff.

3.2 Meeting room description Provide a site map/floor plan of the proposed conference room, set-up, and dimensions.

3.2.5 A/V Equipment Provide a list of A/V equipment available during the Event.

3.3 Meals Provide a plated breakfast and lunch menu which

indicates substitutions for food allergies and food limitations.

3.4 Room Block Provide availability of rooms for guests to book lodging for the night prior to the event.

4.1

4.2

4.3

4.4

Permits and licenses Copies of permits and licenses must be onsite and available for review during the Event.

4.5 Hospital/emergency room

location

Provide a google map of the hotel proximity to a hospital and/or emergency room.

Appendix 1

Performance Requirements Summary

This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance

Statements

Standards /

Acceptable Quality

Levels (AQLs)

Inspections Ratings

1.3 Period of Performance

May 21st, 2022

AQL: 100%

How: Provided in proposal

Who: On-site government representative

1.4 Location of venue

within greater Las

Vegas Area

AQL: 100% Who: On-site

2.1.1 Staff Identification Plan

2.1.3 Emergency Evacuation

Plan

2.1.4 Facility Site Map

3.1.3 Parking

How: Inspected by

YRRP

3.2.3 Meeting room site map

3.2.5 A/V Equipment

3.3 Meal Plan with allergy

and food limitations

Substitutions

AQL: 100% Who: On-site government representative

4.1

4.2

Permits & Licenses How: Inspected by

4.3

4.4

AQL: 100%

Who: On-site government representative

4.5 Proximity to Hospital

or Emergency Room