YRT1 POST 1023rd_PWS_26 OCT 21 V7docx.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Post Deployment Yellow Ribbon Reintegration Training

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 Conference, catering, and lodging Services, as defined in this PWS.

1.1.1 Objectives The Louisiana National Guard (LANG) Yellow Ribbon Reintegration Program (YRRP), is seeking a facility to provide 160 sleeping rooms, and conference space, parking, catering, and dining accommodations for approximately 480 participants (i.e. service members, family members, children, family readiness volunteers, and event staff) on Friday 12 November – Sunday 14 November 2021 in the Alexandria, LA area. This Performance Work Statement (PWS) is for informational gathering purposes only. LANG Contracting Office will conduct the formal solicitation for a facility that can meet the requirements set forth in this PWS at the best value for the government. Final selection will be made by LANG Contracting Office.

1.2 Background: In accordance with DoDI 1342.28 all DD components are required to host a Post Deployment Yellow Ribbon Training Event at a convenient location for the Service Members and their Designated Individuals (DI’s). Yellow Ribbon training events include a variety of instruction briefs, and resources that focus on supporting a successful reintegration from deployment for both SM’s and their DI’s.

1.3 Period of Performance (PoP): The Period of Performance shall be three working days 0800 CST Friday, 12 November 2021 – 1700 CST Sunday, 14 November 2021.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 0700-1800 on Friday- Sunday, 12-14 November 2021 except on recognized US holidays. 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.

1.4.1.1 Telework: 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.

1.4.1.2 Reserved

1.4.1.3 Reserved

1.4.2 Reserved

1.4.3 Reserved

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

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 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, COR 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.

1.4.9 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 COR, 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.

1.4.10 Identification of Contractor Employees: Contracted personnel are not required to obtain and wear badges, wear specific uniforms, etc., in the performance of this contract.

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.

1.4.15 Reserved

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:

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:

3.1 Reserved

3.2 Reserved

3.3 Reserved

3.4 Reserved

3.5 Reserved

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.

4.2 Reserved

4.3 Reserved

5.0 Requirements:

5.1. Shall ensure the hotel lodging, meeting space, and provided meals meet the stated general and detailed requirements in this PWS for the hosting of a Yellow Ribbon Reintegration Event.

5.1.1 Hotel must guarantee the government per diem rate for the local area on all lodging and meals found at www.gsa.gov

5.1.2 Hotel and meeting space must have access to self-parking options at no charge.

5.1.3 Require dining area space to hold 41 rounds of ten (10) and hold a total of 410 people for Yellow Ribbon Reintegration Training (YRRT).

5.1.4 Require six to eight (6-8) separate meeting spaces to be use as training breakouts. Space must be able to hold a minimum of 50 people in theater or banquet style.

5.1.5 Require six to eight (6-8) separate meeting spaces to be use as training breakouts. Space must be able to hold a minimum of 50 people in theater or banquet style.

5.1.6 Allow “AV Freedom” if elected permitting the LANG YRRP to utilize its own technicians, and a combination of its own, and contracted, AV equipment to include but not limit sound, power, projection, screens, laptops and internet connections (routers, LAN, wireless).

5.1.7 The contractor agrees to allow the government to provide child care activities/services via separate contract operating on the facility premises also referenced to as “Childcare Freedom”.

5.1.8 Hotel must allow a 12:00pm checkout.

5.2 Lodging requirements:

5.2.1 A total of 160 sleeping rooms each night Friday November 12, 2021, and Saturday 13 November 2021.

5.2.2 Rooms must be double occupancy, individual/private sleeping rooms with toilet and shower/tub facilities, with any combination of two (2) double beds, two (2) queen beds, and/or one (1) queen/king bed. Additional accommodations for attendee families with more than four (4) members or for family members that have higher physical needs may be requested two (2) weeks prior to and during August 6-8, 2021. (i.e. child cribs, pull out sleeper sofa)

5.2.3 All rooms will be reserved ahead of time by room list and/or reservation code. All rooms will be arranged via a room list provided by the YRRT event planner and paid for via the “LANG YRRP Master Account”.

5.2.4 Contractor shall be provided lodging confirmation numbers for all rooms included on room list no later than (NLT) five (5) days prior to the event with a follow-up verification of all confirmed rooms NLT 1:00pm two (2) days prior to first day of check in.

5.2.5 The deadline for providing a final rooming list and/or reserving rooms under the reservation code will be NLT four (4) days prior to the event or 4:00pm, 09 November, 2021. Any rooms not reserved in the LANG YRRP room block by this deadline shall be released from the block and made available for sale to the general public without penalty or charge to the “LANG YRRP Master Account”.

5.2.6 A cancellation policy of 72 hours or more will be provided to avoid any penalty or fee. In case of unforeseen mission requirements or an emergency, members under this room block and reservation code will not be held liable for failure to cancel and will not be charged first night’s stay. A letter signed by the COR must be submitted in this case.

5.2.7 LANG RIO will request an additional rooming block of up to 20 rooms that will be paid for by individual party at time of booking/check in; i.e. full-time RIO staff, presenters, contract staff, and/or vendors. These rooms are not part of the above contracted rooms, and should NOT be counted in the total. To make a reservation, said individuals should have the option to book accommodations individually under their own name along with “LANG YRRP Self-Pay”.

5.2.8 Persons with a room reserved/paid for via the “LANG YRRP” Master Account should have the option, but not be required to, provide a credit card upon check in if they wish to have charging privileges associated with their hotel room. If no card is presented, the room will be blocked to all charges.

5.3 Meeting Space:

5.3.1 Meeting space requirements will be broken down by event, and where applicable, into two sections; the Adult Training and the Child Care requirements. Both section requirements are to be viewed separately. All event space is required to be located together in the same area or within reasonable/safe walking distance from event location and lodging. All requested meeting space should be available beginning 12:00pm Friday, 12 November, 2021- 4:00pm Sunday, 14 November, 2021. Event staff will be on site 12:00pm Friday, 12 November, 2021, to begin setting up event.

5.3.2 Conference space must accommodate 410 attendees comfortably

5.3.3 Medium sized risers or fixed stage w/lectern or podium centered in room

5.3.4 Sound board link into either house sound or PA.

5.3.5 Depending on space, up to two (2) screens, two (2) projectors, and two (2) wireless hand held mics.

5.3.6 Wireless routers or access to in house Wi-Fi.

5.3.7 Requesting AV freedom to use YRRP staff to operate AV booth, with house AV staff on standby.

5.4 DINING ROOM Requirements: (May be combined with General Session if space requires)

5.4.1 Dining space to accommodate approximately 480 attendees in 48 rounds of ten seated comfortably.

5.5 FOOD & BEVERAGE Requirements:

5.5.1 Saturday, 12 November, 2021; Breakfast menu negotiable; i.e., eggs, breakfast meat(s), fruits, Danish, etc., but not continental. Must include orange/apple juice, caffeinated and decaffeinated coffee, tea, water, and milk and must fall within per diem rates.

5.5.2 Saturday, 12 November, 2021; Lunch menu negotiable and options must be provided to YRRP for review prior to selection. - (NO hotdogs or sandwiches as a main course). 2 proteins, 2 starches, and 2 vegetable options at a minimum, and must fall within per diem rates. Must include tea, water, sodas, caffeinated and decaffeinated coffee, hot tea.

5.5.3 Saturday, 12 November, 2021; Lunch: A child friendly option must be served separately, but concurrently in the Child Care rooms. Child Care menus must be free of nuts, hot dogs and any other allergy prone food items and should be at a reduced rate due to reduced portion size and options.

a) Food and Beverage, Child Lunch, 12 November, 2021

i) Quantity: 20

5.5.4 Sunday, 13 November, 2021; Breakfast menu negotiable; i.e., eggs, breakfast meat(s), fruits, danish, etc., but not continental. Must include orange/apple juice, caffeinated and decaffeinated coffee, tea, water, and milk and must fall within per diem rates.

5.5.5 Sunday, 13 November, 2021; Lunch menu negotiable and options must be provided to YRRP for review prior to selection. - (NO hotdogs or sandwiches as a main course). 2 proteins, 2 starches, and 2 vegetable options at a minimum, and must fall within per diem rates. Must include tea, water, sodas, caffeinated and decaffeinated coffee, hot tea.

5.5.6 Sunday, 13 November, 2021; Lunch: A child friendly option must be served separately, but concurrently in the Child Care rooms. Child Care menus must be free of nuts, hot dogs and any other allergy prone food items and should be at a reduced rate due to reduced portion size and options.

a) Food and Beverage, Child Lunch, 13 November, 2021

i) Quantity: 20

5.5.7 All meals must be prepared and delivered on prior to the scheduled meal times designated by the COR.

5.5.7 REFRESHMENTS/BREAKS:

5.5.7.1 The LANG YRRP can only provide snacks/breaks per policy regulations. However, if said items are part of a conference package or provided by an outside vendor, it is requested the contractor provide traditional break menu items to accommodate approximately 480 people.

5.5.7.2 Event planner or LANG YRRP representative shall provide contractor with a final count of personnel to be served refreshment breaks, along with event agenda for times of service, no later than two (2) weeks prior to the event date. The LANG YRRP, Government, or any of its affiliates, will not be responsible for any cost associated with refreshments.

5.6 Other Requirements:

5.6.1 Parking shall be provided free of charge with in and out privileges, or in the alternative, an acceptable alternative agreed upon between the contractor and LANG YRRP. If off-site parking is provided, additional security/patrol of the parking area shall be provided by the contractor.

5.6.2 Signage and or corded off walking lanes, aiding attendees navigating towards registration and general meeting space and identifying signage listing breakout sessions on the doors of each breakout room. Signage should be labeled “LANG YRRP” supplemented with directional arrows, directions to meeting space, and/or title of session being offered.

5.6.3 In addition to provided signage, contractor agrees to allow signage freedom to LANG YRRP for use of additional signage.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/travelreg.cfm

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b) 01/23/2014 (Change 1: 07/28/2020) http://www.esd.whs.mil/Directives/issuances/dodm

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9) August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf

https://www.esd.whs.mil/Directives/issuances/dodm/

DoDI 5200.46 DoD Investigative and Adjudicative Guidance for Issuing the Common Access Card (CAC) 09/09/14 (Change 1: 05/04/2018) https://www.esd.whs.mil/Directives/issuances/dodi/

Homeland Security Presidential Directive (HSPD)-12 Policy for a Common Identification Standard for Federal Employees and Contractors 08/27/2004 https://www.dhs.gov/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and Civil Liberties Programs 01/29/2019 https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of Defense Privacy Program 05/14/2007 https://www.esd.whs.mil/Directives/issuances/dodm/

DoDD 8140.01 Cyberspace Workforce Management

10/05/2020 https://www.esd.whs.mil/Directives/issuances/dodd/

DoD 8570.01-M Information Assurance Workforce Improvement Program 12/19/2005 (Change 4: 11/10/2015) https://www.esd.whs.mil/Directives/issuances/dodm/

DoD 5220.22-M National Industrial Security Program Operating Manual (NISPOM) 02/28/2006 (Change 2: 05/18/2016) https://www.esd.whs.mil/Directives/issuances/dodm/

Army Directive 2014-05 Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors 03/07/2014 https://armypubs.army.mil/ProductMaps/PubForm/ArmyDir.aspx

AR 25-2

Information Assurance 04/04/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 530-1

Operations Security 09/26/2014 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 525-13

Antiterrorism 12/09/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 381-12

Threat Awareness and Reporting Program (TARP) (Section II, ¶ 2-4.b) 06/01/2016 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AFI 10-245

Antiterrorism 03/28/2013 (Certified current 03/30/2017) https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=-1&modID=449&tabID=131

AFI 31-101

Security Forces Standards and Procedures 08/18/2020 https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=-1&modID=449&tabID=131

AFMAN 31-113

Security Forces Standards and Procedures 03/05/2013 Change 1:

12/02/2015 https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=-1&modID=449&tabID=131

AFPD 17-1

Information Dominance Governance and Management 04/12/2016 https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=-1&modID=449&tabID=131

AFMAN 17-1301

Computer Security (COMPUSEC) 02/12/2020 https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=-1&modID=449&tabID=131

AFI 10-701

Operations Security 7/24/2019 (Change 1:

06/09/2020) https://www.e-publishing.af.mil/Product-Index/#/?view=pubs&orgID=10141&catID=1&series=-1&modID=449&tabID=131

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

DD 1172-2

Application for Identification Card/DEERS Enrollment

I-9 Employment Eligibility Verification 10/21/2019 https://www.uscis.gov/sites/default/files/files/form/i-9.pdf

DD 441

Department of Defense Security Agreement Feb 2020 http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm

DD 250

Material Inspection and Receiving Report

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).

5.1.1 Pricing within government perdiem rates Hotel must guarantee the government per diem rate for the local area on all lodging and meals found at www.gsa.gov

KO& YR Staff

5.1.3 Dining Space to hold 480 people in rounds of ten

COR/YR Staff

5.1.4-5.1.5 6-8 Breakout rooms capable of various seating

COR/YR Staff

5.2.1-5.2.2 160 Lodging Rooms

COR/YR Staff

COR

TECHNICAL EXHIBIT 2

Deliverables Schedule

Ver. June 2021