YRE PWS .docx

PERFORMANCE WORK STATEMENT (PWS)

1-163rd C-RAM Yellow Ribbon Reintegration Program (YRRP) Training Events

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Services, as defined in this PWS.

1.1.1 Objectives: Provisions and meeting space for Attendees and Staff. Meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for supporting staff and service of two (2) meals. To ensure there is a conducive learning environment/atmosphere at the event venue to support YRRP Training Event presentations and training, and to provide those government personnel and their Families attending the event with quality accommodations and identified support services.

1.2 Background: The YRRP event is a requirement of Department of Defense Instruction 1342.28, which establishes the Yellow Ribbon Program. The Yellow Ribbon Program consists of four events: 1st event occurs prior to deployment, 2nd event occurs during deployment, 3rd event occurs approximately 90 days post-deployment and the 4th event occurs approximately 180 days post-deployment.

1.3 Period of Performance (POP): The POP shall be from Friday 3rd November 2023 to Sunday 5th November 2023.

1.4. General Information:

1.4.1. Place and Performance of Services: The YRRP Training Event venue must be within a 20-mile radius of 3300 E Division St, Evansville, IN 47715, but not located within tolls. The preferred location shall be Evansville, Indiana.

1.4.2. Two Yellow Ribbon registration desks shall be setup to accept registration from event participants on Saturday and Sunday, beginning at 0830 preferably near the general session rooms. The first formal program event shall begin at 0900 on Saturday. The programs shall start at 0800 and end NLT 1800 on Sunday. There will also be a child programs provided all day Saturday and Sunday for children ages 0-5. The contractor shall always 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.

1.4.2.1. The Government does not permit the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

1.4.2. Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall not perform services on these days:

New Year’s Day: January 1st Martin Luther King, Jr.’s Birthday President’s Day Memorial Day Juneteenth Independence Day: July 4th Labor Day Columbus Day Veteran’s Day: November 11th Thanksgiving Day Christmas Day: December 25th

1.4.3. Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.3.1. Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (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 policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.4. 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.

1.4.5. Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5. The KO, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO 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 resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.6. Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the KO to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.7. Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.7.1 The contractor shall retrieve all identification media (including vehicle passes) from its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) to the KO within 14 days of an employee’s departure.

1.4.8. 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.

1.4.9. 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:

YRRP Yellow Ribbon Reintegration Program

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract: N/A.

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.

5.0 Requirements: The contractor shall:

5.1 Basic Services: The contractor shall provide services to support YRRP training event that include lodging, meals, and parking for the events. The Government will provide a total meal count by noon on Thursday 19 October 2023, before the start date on Saturday 04 and Sunday 05 November 2023. The government shall have the option to cancel meals by noon on Wednesday 25 October 2023. The attendance for the YRRP event is 537 total personnel and shall consist of the following:

- 500 Attendees: 260 Service Members and 240 Family Members

- 37 Staff: 30 Supporting Staff and 7 Advance Staff

5.1.2 Meeting Rooms: The contractor shall provide 1 General Session rooms, 2 Counseling Rooms, 1 Registration Areas, 2 Childcare Rooms, 1 Dining Room, 1 Storage Room, and space for 30 vendors with 6 ft tables.

5.1.2.1 The contractor shall provide one (1) General Session Rooms one capable of holding 520 personnel for both Saturday and Sunday 04 to 05 November 2023. The General Session Rooms must contain an elevated stage with a podium and equipped with two (2) wireless and/or local area network (LAN) internet access for computer laptop connectivity to the room projector screens and sound system. Refreshments such as water, coffee, iced tea and lemonade shall be provided to attendees throughout the duration of the event. Additionally, the General Session Room must have access ability to a common area that can hold sixty-five (65) round tables skirted/dressed with eight (8) chairs each. Lastly, the General Session Rooms must have one (1) American Flag with pole and stand from Saturday 04 November 2023 at 0700 to Sunday 05 November 2023 at 1800.

5.1.2.2 The contractor shall provide three (3) Counseling Rooms, ideally must be in close proximity to General Session; these rooms are used for counseling. The room will consist of the following items per-room per-day; three (3) comfortable/lounge chairs, one (1) table, skirted/dressed, two (2) boxes of tissues, sufficient lighting, and appropriate décor, one (1) pitcher of water with cups (to be refreshed as needed) from Saturday 04 November 2023 at 0800 to Sunday 05 November 2023 at 1800. For the safety of the counselor the counseling rooms must not be a lodging room with a bed visible nor have a door that automatically locks once closed.

5.1.2.3 The contractor shall provide one (1) Admin/Storage Room to support the Yellow Ribbon Training Event staff and/or store sensitive items. Room must accommodate equipment and must be able to be locked; ideally room should be on same floor or adjacent to General Session. Room needs to be available for set-up NLT 1000 on Friday 03 November 2023 until Sunday 05 November 2023 at 1800.

5.1.2.4 The contractor shall provide one (1) Registration Area. The contractor will provide water stations and cups in area, to be refreshed as needed. The Registration area will consist of the following items, sufficient lighting, two (2), six-foot tables skirted/dressed with two (2) chairs per table and pens. Required from Friday 04 November 2023 from 0700 until Sunday 05 November 2023 at 1800.

5.1.2.5 The contractor shall provide 2 rooms to be used for child and youth activities. Rooms will have tables and chairs to accommodate childcare and youth. These rooms should be within close proximity of each other, restrooms and the main conference space. There should be enough room space to accommodate thirty (30) children, ages 0-5 and thirty (30) youth, ages 6-17 and staff. Required Saturday 04 November 2023 from 0800-1800 and Sunday 05 November 2023 from 0700-1600.

5.1.2.6 Dining Rooms. The contractor shall provide one (1) room capable of holding 500 personnel (Staff and Attendees) for lunch on Saturday 04 November 2023 and Sunday 05 November 2023, round style seating to accommodate. All meals will be served in 3 buffet lines, with double-sided access, for a total of 6 access lines. Buffet lines must be able to accommodate a large group in a timely manner. This room can be the same as the general session room as long as space allows for 3 buffet lines.

5.1.3 Catering: See Annex B for Specific Requirements.

5.1.4 Lodging: The contractor shall provide services to support Yellow Ribbon Program (YRRP) Training Event that include lodging for each required guest. 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 will require the occupants to provide their personal credit cards to secure payment for those charges. The Government shall provide a total room count by noon on Thursday 26 October 2023 and will have the option to cancel rooms up until this date. The Government will only pay for rooms used.

5.1.4.1 Lodging per event: The Contractor shall provide lodging for Staff and Attendees for this Yellow Ribbon Reintegration Program (YRRP) Training Event. At a minimum, the lodging establishment will meet International Hospitality Association (IHA) Three Star rating criteria. The total estimated rooms for attendees, staff and presenters is broken down as follows:

5.1.4.2 The contractor shall provide for Friday through Saturday (2 nights) 85 Rooms (72 Singles, 13 Doubles and 5 Doubles with extra sleeping area or conjoining doubles) and For Saturday night one (1 night) an additional 60 rooms (46 Singles, 36 Doubles, and 2 Doubles with extra sleeping area or conjoining doubles).

5.1.4.3 The contractor shall provide rooming list with confirmation numbers by noon on Thursday, 02 November 2023.

5.1.4.4 The contractor shall provide parking Saturday and Sunday for all guests. This parking is for the participants’ entire stay and not simply for one trip to/from the hotel.

5.1.5 Audio Visual: Contractor shall provide audio visual equipment for General Session Rooms and Breakout Rooms to include screens, handheld wireless and lavaliere microphones (mics), and laptop audio connections. The contractor shall provide a dedicated Audio/Visual person on-site to be available to assist Yellow Ribbon Reintegration Program (YRRP) Training Event from Saturday 04 November 2023 at 0800. until Sunday 05 November 2023 at 1630.

5.1.5 1 General Session Rooms A/V Needs:

4 large screens (all audience must be able to see clearly) 4 projectors HDMI connector for laptop Audio port for laptop connection 2 wireless microphones (1 can be lavaliere) Hard Line (Ethernet Cable)

5.1.6 Parking: The contractor shall provide parking for no less than 150 vehicles for the duration of the event from Saturday 04 November at 6:00 a.m. until Sunday 05 November 2023 6:00 p.m.

6. Childcare Requirements:

6.1 Description of Services: The contractor will provide all personnel, equipment, and supplies to supervise and care for children ages 0-5. The children in attendance for the YRRP event is 60 Children on Saturday 04 November and Sunday 05 November 2023. The exact kids’ age breakdown will be provided no later than Thursday 02 November 2023.

Age 0-5: 30 Age 6-17: 30

6.2. Child and Youth Requirements:

6.3. The venue will provide the following:

· All rooms will always have drinking water and small cups accessible.

· All rooms will have a hands-free, covered trash can available for use.

· All rooms will have a refrigeration unit easily accessible.

6.4. The contractor shall provide adequately trained personnel for estimated children requiring care and youth supervision. Government must have the capability to add or subtract children 72 hours prior to the Event. Government will pay for the “minimum final number” of children which will be established 72 hours prior to the Yellow Ribbon Reintegration Program (YRRP) Training Event. The Government will pay for the “minimum final number” even if fewer children actually attend. Government will provide an update of the children registrations two weeks prior to the event until the final update 72 hours prior to the Yellow Ribbon Program (YRP) Training Event.

6.5. The childcare provider will have these minimum Qualifications:

state and national license training requirements for the state in which the services are performed.

6.6. Key Personnel: The following Government personnel are considered key personnel by the government: CPT Martinez, Zachary and MSG Brown, Steven, Yellow Ribbon Coordinator. The contractor will provide a contract manager who will be responsible for the performance of the work. The name of this person and an alternate who will act for the contractor when the manager is absent will be designated in writing to the contracting officer. The contract manager and alternate will have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

7. Registration, Health and Safety

7.1. Contractor shall ensure staff is available Saturday 04 November 2023 from 0700 CST to Sunday 05 November 2023 1800 EST. The contractor will ensure staff is prepared for registration, (forms to include documenting medical conditions, dietary restrictions, special needs, parental contact information, etc). For the safety of the children, a numbered bracelet or nametag should be issued to the child at the time of check in. This information will be obtained from parent or legal guardian at time of pre- registration or initial drop off. Childcare contractor will include safety and child accountability procedures (copy of documentation to be provided with proposal). Children will be accounted for at all times.

7.2. All children in care will have a registration form on file with the contractor that includes parents’/legal guardian emergency contact information and child’s allergies or other serious medical conditions. Contractor will implement a sign-in/sign-out procedure. Each child will be signed in/signed-out of childcare rooms by the child’s parent or legal guardian. The parent or guardian must sign-in his/her child upon arrival and sign his/her child out for meals and upon departure at the end of the day. Childcare providers will document time of departure and time of return when taking children to the restroom.

7.3. Have a first-aid kit readily accessible.

7.4. The Contractor will immediately inform the parent(s)/guardian(s) of the child(ren) and Key Personnel, listed in section 6.6 Key Personnel, upon injury or illness of the identified child(ren).

7.5. The Contractor will ensure the staff has examined all toys to ensure they are age appropriate and safe. Toys will be free of straps and small pieces that could cause strangulation and/or chocking hazards (i.e. toy guitar straps, small game board pieces, etc.). The Key Personnel listed in section 6.6. Key Personnel will inspect the toys upon arrival of the contracted childcare. Toys deeming to pose safety issues will be removed from the area of small children and returned to the childcare staff at the end of the event.

7.6. Contractor shall practice universal health precautions: disposable latex or non- porous vinyl gloves are worn when in contact with blood, including blood in feces, and articles contaminated with blood are carefully disposed of, or cleaned and disposed of, or cleaned and disinfected, or wrapped in plastic and sent home with parents.

7.7. The Contractor shall perform general clean-up and pack-up procedures. The room/rooms and equipment will be cleaned at the end of each day in readiness for the next day, to the standards required by the state and federal regulations for childcare facilities. The contractor will ensure that at completion of the event, the room/rooms are left in the same condition as they were accepted from the venue staff.

7.8. Contractor shall not give any medications including over-the-counter medication; all medication must be administered by parents. Parents will keep medication with them away from the childcare area. Parents are responsible for medication administration to include rescue medication.

Annex A

8. Child and Youth Rooming Requirements:

8.1 The contractor shall provide 2 rooms, with enough rooms to support childcare by ratio age groupings and square feet per child/youth. Space will allow for separation of children ages 0-5 and youth 6-17 for safety and appropriate programming.

8.1.1. The contractor shall ensure the childcare rooms meet the following:

8.1.1.1. All rooms will meet fire code.

8.1.1.2. Designated evacuation location(s) will be identified for childcare.

8.1.1.3. All rooms will meet Americans with Disabilities Act (ADA) Requirements.

8.1.2. All Rooms will be free from health and safety hazards.

8.1.2.1. All cords will not (e.g., electrical, window blinds) be hanging within a child’s reach.

8.1.2.2. All furniture in room will be secure or removed. Furniture and fixtures will be in good repair.

8.1.2.3. All windows or doors to balconies will be securely shut and locked.

8.1.2.4. All rooms’ furniture/fixtures/carpets will be clean and sanitized.

8.1.2.5. All rooms will be free from lead paint and asbestos.

8.2. All childcare/youth rooms will be within close proximity of each other (same floor when possible) but all will be on adjoining floors (e.g. 6th and 7th floors) IAW AR 608-10, with access points that can be controlled. Recommend a minimum of two exits from each room be available. Restrooms need to be in close proximity to the childcare/youth rooms.

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

8.2.2. To provide medication or respond to calls from caregivers all rooms need to be within reasonable distance to Yellow Ribbon training event space.

8.2.3. Rooms will allow the separation of infant/pre-toddler and youth for safety.

8.2.4. All bathrooms and hand washing sinks are easily accessible from childcare rooms.

8.2.5. The contractor shall ensure Space is available for Childcare registration and childcare daily sign in/out of children.

8.2.6. The venue will provide the following:

8.2.6.1. All rooms will have drinking water and small cups accessible at all times.

8.2.6.2. All rooms will have a hands-free, covered trashcan available for use.

8.2.6.3. All Toddler and Pre-school rooms will have enough space for childcare providers to designated for napping that can be supervised at all times and are within sight/sound.

8.2.6.4. A refrigerator will be provided and in working order in one of the childcare rooms for the 0-5 children caregivers to use.

Annex B

9. Food and Beverage: The contractor shall provide one (1) lunch meal on Saturday 04 November 2023 (520 Personnel) and Sunday 05 November 2023 (520 Personnel) for a total of two (2) meals. Food and beverage charges are based upon a total 520 (60 of which are kids) servings per meal on Saturday and 520 (60 of which are kids) servings on Sunday at or below the per diem rate for meals. Self-serve beverage stations are preferred at each meal. Local government per diem rates for food will apply and can be found at http://www.gsa.gov/portal/content/101518. 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.

9.1. Lunch. Hot food buffet will be available from 1200 to 1300 on Saturday 04 November 2023 (520) and Sunday 05 November (520). Buffet(s) will include such items as: garden salad with assorted toppings and dressings, at least 2 options of meat selections, vegetables, and at least 2 starch selections. Drinks will consist of coffee, milk, tea, juice and lemonade, for 520 adult lunches on Saturday 04 November 2023 and 520 on Sunday 05 November 2023. Grilled cheese, chicken nuggets, and sloppy joe sandwiches available for at least 60 kids on Saturday 04 November 2023 and 60 kids on Sunday 05 November 2023. The total lunch meal charges will be the sum of adult and children’s meals. Self-serve beverage stands are preferred.

9.2. Contractor shall provide a draft menu to the YRRP contact for approval, for all meals, NLT 12:00 p.m. Friday, 03 November 2023. Contractor shall accommodate special dietary requests for all meals, i.e., vegetarian and gluten free meals upon request.

9.3. A final Banquet Event Order (BEO) will be submitted to the KO seven (7) calendar days prior the event for each event.