10th 3rd Quarter Confernce events PWS(1).docx

PERFORMANCE WORK STATEMENT (PWS)

Preservation of the Force and Family Retreats 3rd Quarter Conference Weekend retreat 10th Special Forces Group (Airborne) Part 1

General Information

1. General: This is a non-personnel services contract to provide event coordination. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, materials, supervision, and other items and non-personal services necessary to perform event coordination as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2 Background: The 10th Special Forces Group (Airborne) provides training to Soldiers, including single Soldiers, married couples, and Army Families. Training includes Soldier and Family Ministry Program, designed to assist commanders in building and strengthening the structure of 10th SFG (A) Families and Service Members throughout the Army/Soldier lifecycle, and enable Service Member and Family resilience and readiness. Soldier and Family Ministry Program (SFMP) is an extension of the Preservation of the Force and Family (POTFF) initiative of the United States Special Operations Command (USSOCOM) to aid in the readiness and resiliency of the uniformed Service Member (Force) and dependents (Family). SFMP and POTFF events are not intended for contractors as participants, thought contractors may attend events to provide instruction and coaching. SFMP events are commander-requested, POTFF Team-led, and Army-resourced. Event planning, coordination, and logistical support services are needed to provide training events for authorized attendees.

1.3 Objectives: (4 Different Events)

The basic service objectives for 14-16 May, 3-10BN are:

· Hotel/Guest service (2 nights) for 30 rooms: (25 Service Members/ 25 Spouses with 30 children and 5 POTFF team members)

· Meal services

· Non-alcoholic beverage services

· Main conference room with AV support (1)

· Childcare training rooms (2)

· Childcare service (up to 30 children of varying ages)

The basic service objectives for 21-23 May, GSB are:

· Hotel/Guest service (2 nights) for 30 rooms: (25 Service Members/ 25 Spouses with 30 children and 5 POTFF team members)

· Meal services

· Non-alcoholic beverage services

· Main conference room with AV support (1)

· Childcare training rooms (2)

The basic service objectives for 16-18 July, 2-10 BN are:

· Hotel/Guest service (2 nights) for 30 rooms: (25 Service Members/ 25 Spouses with 30 children and 5 POTFF team members)

· Meal services

· Non-alcoholic beverage services

· Main conference room with AV support (1)

· Childcare training rooms (2)

The basic service objectives for 23-25 July HHC 10th SFG are:

· Hotel/Guest service (2 nights) for 30 rooms: (25 Service Members/ 25 Spouses with 30 children and 5 POTFF team members)

· Meal services

· Non-alcoholic beverage services

· Main conference room with AV support (1)

· Childcare training rooms (2)

1.4 Scope: Event coordination services are required for four separate periods of performance: 14-16 May, 16-18 July, 16-18 July and 23-25 July (Friday-Sunday). Both events are requested to be within the areas of Breckenridge, Keystone or Vail, Colorado.

1.5 General Information

1.5.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.5.2 Hours of Operation: The Government shall be able to contact the vendor during regular business hours leading up to and throughout the period of performance.

1.5.3 Place of Performance: This event is requested to be within the areas of Breckenridge, Keystone or Vail, Colorado. These areas are approximately 2 hours away from Fort Carson which allows service members and their families to disconnect and focus on themselves, while not being overly difficult to travel to with family members, including small children. Further, these areas are a tourist destination with multiple outdoor activities that furthers the goal of the training event to build strong family bonds. These areas are attractive destinations which will help encourage max participation.

1.5.4 Special Qualifications:

Childcare services: The event coordinator shall ensure all childcare employees are capable and certified/licensed in accordance with all state and local laws including all required background investigations during the entire period of performance. Additionally, childcare providers must be screened in accordance with DoDI 1402.5, Background Checks on Individuals in DoD Child Care Services Program, 14 July 2016 and Army Directive 2014 23, Conduct of Screening and Background Checks for Individuals Who Have Regular Contact with Children in Army Programs, 10 September 2014.

COVID mitigations will be adhered for all childcare services. The childcare space must ensure there is space for the social distancing and the childcare providers must maintain appropriate adult to child ratio. Childcare providers are required to wear an appropriate face mask. The childcare room will require additional sanitation and cleaning before, during, and after the childcare times.

The event coordinator must be able to produce clear verifiable documentation of certifications/licensure and background clearance at any time.

1.5.5 Key Personnel: The Contractor shall provide a primary point of contact who will be responsible for the performance of work. The name of this person and an alternate who has full authority to act on behalf of the agency shall be designated in writing to the contracting officer upon contract receipt. These individuals shall be available during business hours up to and throughout the period of performance. (They do not have to be physically present at the event but must be available by phone).

PART 2

DEFINITIONS & ACRONYMS

2. 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 CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6 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 Key Personnel listed in 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.

2.1.7 QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.8 QUALITY CONTROL. All necessary measures taken by the Contractor to assure 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 sub-contractor.

2.1.10 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.11 WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide all transportation to and from this event. The Government will provide all training, instructors, and materials.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Facility: The Contractor shall ensure that the location is able to meet all of the needs laid forth is this PWS. The guest rooms shall be neat and clean with fresh linens and free of any rodents, pests or mold.

Venue/Hotel: Venue is requested to be within the areas of Breckenridge, Keystone or Vail, Colorado. The location must provide refined, stylish, upscale décor with extensive amenities and a high degree of hospitality and attention to detail.

Main conference/training room: The main training room shall be neat and clean and meet the required state and local laws for safety standards according to the number of occupants for three days (Friday – Sunday). The main conference room shall have AV equipment including a podium.

The estimated number of participants for May 14-16 is 85 adults.

The estimated number of participants for May 21-23 is 85 adults.

The estimated number of participants for July 16-18 is 85 adults.

The estimated number of participants for July 23-25 is 85 adults.

Childcare training rooms: The training rooms shall meet all safety requirements to accommodate children of various ages. Childcare rooms shall have a Television, DVD player with access to power/electrical outlets. The rooms should have the ability to serve meals as the children will be eating with the childcare providers throughout the training times.

Equipment: All AV equipment shall be in good working condition with staff available to assist should any issues arise.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Period of Performance: There are four separate events: 14-16 May, 16-18 July, 16-18 July and 23-25 July. For each event, guests will arrive Friday afternoon and depart Sunday around noon.

5.2 Hotel Rooms:

For May 14-16 2021 – The venue shall be able to provide a total of 30 rooms: (25 Service Members/25 Spouses with 30 children and 5 POTFF team members) for 2 nights. Thirty (30) of these rooms should be able to accommodate families.

For May 21-23 2021 – The venue shall be able to provide a total of 30 rooms: (25 Service Members/25 Spouses with 30 children and 5 POTFF team members) for 2 nights. Thirty (30) of these rooms should be able to accommodate families.

For July 16-18 2021 – The venue shall be able to provide a total of 30 rooms: (25 Service Members/25 Spouses with 30 children and 5 POTFF team members) for 2 nights. Thirty (30) of these rooms should be able to accommodate families.

For July 23-25 2021 – The venue shall be able to provide a total of 30 rooms: (25 Service Members/25 Spouses with 30 children and 5 POTFF team members) for 2 nights. Thirty (30) of these rooms should be able to accommodate families.

5.3 Meal Service: Meal services should be multi-course buffet style and able to accommodate individuals with specific dietary requirements. These meals will need to be served in an environment which is conducive to family training and not located in an open cafeteria style environment.

Meals will be served according to the following schedule:

For May 14-16: Anticipated meals for 52 Adults and 30 Children For May 21-23: Anticipated meals for 52 Adults and 30 Children For July 16-18: Anticipated meals for 52 Adults and 30 Children For July 23-25: Anticipated meals for 52 Adults and 30 Children

Friday, 14 May, 21 May, 16 July & 23 July 2021 1 – Dinner meal and beverage service *Catered banquet style (Children will eat with the childcare providers in the childcare rooms)

Saturday, 15 May, 22 May, 17 July & 24 July 2021 1 – Hot breakfast meal and beverage service *Catered banquet style

1 – Lunch meal and beverage service *Catered banquet style (Children will eat with the childcare providers in the childcare rooms)

1 – Dinner meal and beverage service *Catered banquet style (Children will eat with the childcare providers in the childcare rooms)

Sunday, 16 May, 23 May, 18 July & 25 July 2021 1 – Hot breakfast meal and beverage service *Catered banquet style

5.4 Main conference/training room with AV support: The main conference room shall have the following accommodations for both events:

1 – Podium with Microphone (Friday-Sunday) 1 – Audio/Visual/Sound System that can accommodate a laptop (Friday-Sunday) 1 – LCD Projector and Screen (Friday-Sunday) 1 – AC Electrical Power Strips (Friday-Sunday) 1 – WiFi capability (Friday-Sunday)

* A staff member who is familiar with these systems shall be available for any issues related to AV support.

5.5 Childcare training rooms (2): The ven ue shall be able to accommodate up to 30 children of various ages according to all local and state safety regulations for the following dates and times:

-Friday, Friday, 14 May, 21 May, 16 July & 23 July 2021– 4:30 pm – 9:00 pm -Saturday, 15 May, 22 May, 17 July & 24 July 2021– 8:30 am to 12:00 pm and 5:00 pm to 11:00 pm -Sunday, 16 May, 23 May, 18 July & 25 July 2021– 8:00 am to 11:30 am

The Childcare rooms shall have a Television, DVD player with access to power/electrical outlets.

5.6 Childcare services: Childcare services for up to 30 children of various ages shall be provided in accordance with all requirements in section 1.5.4 - Special Qualifications and section 5.5 - Childcare training rooms during the following dates and times:

-Friday, Friday, 14 May, 21 May, 16 July & 23 July 2021– 4:30 pm – 9:00 pm -Saturday, 15 May, 22 May, 17 July & 24 July 2021– 8:30 am to 12:00 pm and 5:00 pm to 11:00 pm -Sunday, 16 May, 23 May, 18 July & 25 July 2021– 8:00 am to 11:30 am

5.7 Contractor Manpower Reporting (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.