3. PWS Chaplain Event.docx

PERFORMANCE WORK STATEMENT (PWS)

Command Sponsored Chaplain Led Event Training

1ABCT, 1AD

Part 1 General Information

1. GENERAL:

1st Armored Brigade Combat Team (1ABCT) is seeking a contract for an upcoming Chaplain led Leader’s and Family teambuilding-oriented event. This service contract will include 35 Guest Rooms, an event space, childcare, two (2) breakfasts, one (1) lunch, two (2) dinners, and parking. 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 Background: 1st Armored Brigade Combat Team believes in mission readiness. This mission readiness includes building cohesive teams including healthy and thriving families that can meet the challenges presented by a high operations tempo, upcoming National Training Center rotation, a future EUCOM rotation, and demands of the 1ABCT mission. This event supports this mission and ensures the strengthening and readiness of family wellness inside of the 1ABCT staff. This event should take place between one hundred (100) to one hundred and forty (140) miles from Ft. Bliss and will consist of a two (2) night hotel stay, a room where breakout sessions will be conducted, and meals for those attending. A room for childcare along with properly certified childcare professionals needs to be available, and parking needs to be available for all attendees.

1.2 Scope: Contractor shall provide 35 guest rooms for two nights (07 FEB & 08 FEB, checkout on 09 FEB ) to accommodate up to 70 personnel, spouses, and an additional 25 children, for 95 personnel total; 70 parking spaces for attendees vehicles; A breakout room to host the chaplain led event with audio-visual support; a childcare room to facilitate 25 children (ages 0-12) with properly licensed childcare professionals available on 07 February from 6:00 pm-8:00 pm, and on 08 February from 9:00 am-3:00 pm and 5:00 pm-9:00 pm; A dinner meal for 07 February , Breakfast, Lunch, and Dinner for 08 February , And breakfast for 09 February . The period of performance is 07-09 February 2025. Hotel stay consists of a two night stay on 07-08 FEB 25 with checkout on 09 February. This event will span from Friday evening from 5:00 pm to 8:00 pm, until Sunday at 12:00 pm. Registration will be conducted through Government Personnel and forwarded to the hotel.

1.4 Period of Performance:

The period of performance will be from 07 to 09 February 2025.

The Government also reserves the right to adjust the Period of Performance (POP) dates due to mission requirements. In the event changes occur, the Contracting Officer (KO) will notify the Contractor at least 14 days prior to shift the 3 day event accordingly.

1.5 General Information

1.5.1Quality Control: The contractor shall 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/she assures themselves that their work complies with the requirement of the contract.

1.5.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. A COR (Contracting Officer Representative) who will evaluate and inspect the quality of each item listed on this contract.

1.5.3 Recognized Holidays: The contractor shall be required to perform services on holidays as long as rail load operations are ongoing. If the railyard is closed due to federal holidays, the contractor will not be responsible for working that day.

Independence Day 4 July

1.5.4 Hours of Operation: The contractor is responsible for conducting business 24/7 in order to meet the requirements for this event. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.5.4.1 Event Schedule:

Friday 07 February 2025:

Saturday 08 February 2025:

9:00 AM-11:30 AM

Session 1

Sunday 09 February 2025:

8:00 AM-9:00 AM

Breakfast

1.5.5 Place of Performance: Facility must accommodate all requirements and be located one hundred to one hundred and forty (100-140) miles from Fort Bliss Texas (FBTX)

1.5.6 Type of Contract: The government will award a Firm-Fixed Price contract.

1.5.7 Security Requirements: N/A

1.5.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. Minutes shall be taken by the contractor. These meetings shall be at no additional cost to the government.

1.5.8 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.5.9 Key Personnel: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 0700 hrs – 2000 hrs, Monday thru Friday.

1.5.10 Identification of Contractor Employees: All contract 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 in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

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. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

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

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

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

2.1.12. 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 qualified childcare workers to work in the desginated childcare room. They should be allowed to bring in any equipment to facilitate their childcare services. Government will also provide all speakers and guests for the breakout session.

3.2 Facilities : The Government will not provide any facilities to the contractor.

3.3 Utilities: N/A

3.4 Equipment: The government will not provide any audio-visual equipment for the breakout room.

3.5 Materials: N/A

Part 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: Everything included in this paragraph and its subparagraphs is basic to the contract and should be included in the overhead of the Contractor.

4.1.1. The Contractor shall provide all labor, supervision, transportation, vehicles, supplies, equipment, materials, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Materials. The Contractor shall provide materials to meet the performance of this contract.

4.3. Equipment. The Contractor shall provide equipment to meet the performance of this contract.

4.4. Responsibilities of the Contractor.

4.4.1. The Contractor shall provide a safe working environment for key consultants and all persons in his/her employ as prescribed by 29 CFR 1910 “Occupational Health and Safety”. The Contractor shall be responsible for all damages to persons and property that occur in connection with the work and service under this contract, without recourse again the government.

4.4.2. The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any Federal, 50 State, and municipal laws, codes, and regulations applicable to the performance of the work. The Contractor agrees to comply with federal, state, and local public health regulations.

Part 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Specific Tasks: Contractor shall provide 35 guest rooms for two nights (07 FEB & 08 FEB, checkout on 09 FEB ) to accommodate up to 70 personnel, spouses, and an additional 25 children, for 95 personnel total; 70 parking spaces for attendees vehicles; A breakout room to host the chaplain led event with audio-visual support; a childcare room to facilitate 25 children (ages 0-12) with properly licensed childcare professionals available on 07 February from 6:00 pm-8:00 pm, and on 08 February from 9:00 am-3:00 pm and 5:00 pm-9:00 pm; A dinner meal for 07 February , Breakfast, Lunch, and Dinner for 08 February , And breakfast for 09 February . The period of performance is 07-09 February 2025. Hotel will meet Federal Emergency Management Agency and Fire Safety Act requirements.

5.2. Basic Services: The hotel shall accommodate check in of guests by name according to the roster provided by government. The government will compile a roster of attendees and send them to hotel management to ensure a smooth check in process. Any change to this roster will come from the COR assigned to this contract. Attendees shall not be required to pay out of pocket fees that are included in this event, except for the mandatory refundable security deposit fee. Attendees shall be required to put a credit card on file that the refundable security deposit shall be charged to. The government will not pay for any room service ordered by the guests. The government will not pay for any damage to attendees guest rooms or other costs caused by attendees. The hotel shall inform attendees that any damage, room service, or other amenities are not included and the attendees will have to pay out of pocket for any such service. The hotel is responsible for ensuring that the credit card on file for attendees is a valid form of payment. For the breakout rooms for the sessions and childcare, the government will not pay a security deposit. Any damage will be billed to the government after the fact and included in the final payment from the government.

5.3. Hotel Guest Room Requirement: Hotel rooms shall come with all standard included amenities Rooms with Dual Queen bed and king size beds shall be made available to attendees. Room preferences will be specified in the roster submitted. The hotel shall work to accommodate guest preferences as much as possible. The government will not pay for room upgrades. The hotel shall not solicit room upgrades unless they are complimentary and at no additional cost to the attendee or government. Any requests for room upgrades will come at the expense of the attendee and charged to their credit card on file. Room upgrades shall cost the difference between the standard room rate as listed on the website and the cost of the upgraded room. Shall the hotel run out of basic economy rooms, the hotel will accommodate guests in the next available upgraded room at no additional cost to the government or attendee. Shall a certain number of upgraded rooms be made available for the event, the hotel shall notify the COR to determine which attendees receive such upgrades.

5.4. Parking Requirement: Each room will be granted 1x parking pass/parking space good from 07-09 February . The government will not pay for valet parking. Any parking passes not issued shall not be included in the final cost to the government.

5.5. Meal Requirement: Meals will consist of a dinner meal for 07 February , Breakfast, Lunch and Dinner for 08 February , and breakfast for 09 February and be able to feed 95 adults. All meals will be prepared in house. Meals may be served in the breakout room, a designated dining area on the premises, or meal vouchers for a restaurant on site. For non-voucher meals, Breakfast shall consist of eggs, two protein (bacon / sausage), fruit, yogurt, oatmeal or grits, and a starch to include potatoes / hashbrowns and or biscuits and gravy. Preferred lunch meal is a Mexican meal such as Taco bar. Dinner meal for 80 adults will consist of at least two choices of Protein, grain, starch, vegetable, salad, dessert, and beverages. Hotel shall provide the COR with the menu for the event 15 days prior to ensure it is sufficient.

5.6. Beverage Station Requirement: Beverage station shall include coffee, an assortment of tea and ice water will be provided during meeting sessions in the training room. Beverage station will be setup in the morning prior to the breakout session beginning.

5.6. Breakout Room Requirement: The vendor shall provide one conference space for training purposes that can accommodate up to 80 people comfortably. The conference room may double as the dining area. This conference space shall be without any barriers that should obstruct the view of the presentation of the conference facilitator or any other program presenter. Barriers include, but are not limited to pillars, walls, screens, plants, and decor. A multi-tiered room is permissible if no barriers obstruct the view. All meeting space and childcare space shall be in the same building.

5.7. Childcare Requirement: The vendor shall provide a youth breakout room with enough space to accommodate provided child-care workers to run an efficient and safe program for 25 children ranging in ages from 0-12 years old. Room shall include four tables with 30 chairs; and additional 20 chairs available if needed. A room divider is highly recommended to segregate infants and toddlers from older children. Room shall be able to accommodate audio and video capabilities to play movies. A registration table and chair shall be located outside of the activities room. A minimum of four (4) properly trained childcare providers with necessary equipment are required to be available from 6:00 pm-8:00 pm on Friday 07 February and from 9:00 am-3:00 pm as well as 5:00 pm-9:00 pm on Saturday 08 February.

5.8. Equipment Requirement: Conference room shall include 10 tables and 85 chairs with Podium, microphone, table for projector, and screen (minimum size 6’X6’). Childcare room shall include audio and video capabilities to play movies.

5.8.2. Equipment Condition: Each item of equipment or property furnished under this contract shall be in safe operational condition and shall comply with the Federal Safety Standards, the American National Standards and State Safety Regulations applicable to this equipment or property. The equipment shall also have its’ service logs and calibration test to indicate it has passed inspection. If the Contracting Officer or their representative determines that any item of equipment or property furnished is not suitable for performance under this contract, the Contracting Officer shall promptly inform the contractor in writing.

5.8.3 Period of Performance: The Government reserves the right to adjust POP dates due to mission requirements. In the event changes occur, the Contracting Officer (KO) will notify the Contractor within 14 days prior to the planned start date to make adjustments accordingly. The Government shall not be charged for adjusting POP dates due to mission changes as long as changed are conveyed at least 14 days prior to original execution date.

5.9. Claims: If a claim is submitted the hotel must provide proof of the damage. Without this the claim is subject to be denied. The hotel must notify the government of any charges to hotel security deposits.

Part 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS:

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

Part 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Technical Exhibit 1 – Performance Requirements Summary

7.2. Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

(This is the maximum error rate. It could possibly be “Zero deviation from standard”) Incentive/Disincentive

PWS Para 5.8. Equipment Requirement: Conference room shall include 10 tables and 85 chairs with Podium, table for projector, and screen (minimum size 6’X6’). Childcare room shall include x4 tables and 30 chairs as well as the capability to play movies.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE