AASLF Performance Work Statement Notice.pdf

Performance Work Statement (PWS)

Headquarters, 82ND AIRBORNE DIVISION

FORT LIBERTY, NORTH CAROLINA 28310

All American Senior Leader Forum

21 – 23 January 2025

1. GENERAL.

1.1. SCOPE OF WORK. The 82nd Airborne Division Commander desires to conduct a Senior Leader Forum in a location that is greater than 25 miles but within 70 miles of Fort Liberty, NC from 21 January to 23 January 2025. This requirement will be a series of workshops, breakout sessions, and lectures that focus on the discussion, evaluation, and refinement of the Division’s efficiency in data literacy. The Division has a requirement for 110 hotel rooms, six (6) x meals for up to 140 participants (two breakfast, two lunch, and two dinner for each person), one (1) large conference/ball room that accommodates 200 participants for meals and guest speakers, six (6) breakout conference spaces that can accommodate 20-30 participants each, robust A/V package (monitors and printers, with public address systems) support in each breakout and main conference spaces, and an open area suitable to conduct a physical training event for 140 participants in order to support conference events.

1.2. PERFORMANCE LOCATION. The 82nd Airborne Division requires an offsite venue located greater than 25 miles but within 70 miles from Fort Liberty, NC. Requested venue is the Rizzo Center in Chapel Hill. The intent is to gain a captive audience, efficient knowledge transfer and sharing on data literacy, train service members, and share information. The appropriate method is a training venue that is geographically separate from Fort Liberty, NC and is free from other competing requirements.

1.3. PERIOD OF PERFORMANCE. The period of performance is 21 - 23 January 2025.

Check-in date for venue/lodging is 21 January 2025. Check-out date for venue/lodging is 23 January 2025.

2. REQUIREMENTS.

The contractor shall furnish lodging accommodations on a rental basis in support of the 82nd Airborne Division’s efficiency in data literacy refinement. The government will only pay for rooms and meals actually used. All rooms and meals must be at or around the government per diem rate as posted https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2025&state=&city=&zip=27517.

Additionally, the contractor shall provide the following special requests:

https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2025&state=&city=&zip=27517 https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2025&state=&city=&zip=27517 https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2025&state=&city=&zip=27517

2.1. Sleeping room requirements (Single Occupancy):

21 January – 110 Rooms for Attendees 22 January – 110 Rooms for Attendees 23 January – None-Checkout date

2.2. Meal requirements.

21 January – 140 Dinner meals requirement for Attendees 22 January – 140 Breakfast, Lunch, and Dinner meals requirement for Attendees 23 January – 140 Breakfast and Lunch meals requirement for Attendees

2.3 One (1) meeting room for Operation Center – large enough for five (5) people with a long table(s), chairs, electrical outlets, internet access, full communications suite and storage space. The room will be needed from 1700 Tuesday, 21 January 2025 until 1300 Thursday, 23 January 2025.

2.4. One (1) large meeting room (over 3,000 sqft) for training and briefing up to 200 attendees. Classroom style with tables and chairs for 200 attendees, complete with A/V package detailed below. The room will be needed from 1700 Tuesday, 21 January 2025 until 1300 Thursday, 23 January 2025.

2.5. Six (6) breakout rooms for training and briefing up to 40 attendees during breakout sessions. Classroom style with tables and chairs for 40 attendees, complete with A/V package detailed below. The room will be needed from 0800 Wednesday, 22 January 2025 until Thursday, 1200 23 January 2025.

2.6. Audio Visual – one (1) screen, one (1) projector and one (1) microphone/speaker (sound system) will be needed from 1700 Tuesday, 21 January 2025 until 1300 Thursday, 23 January 2025 in the main conference room.

2.7. Audio Visual – one (1) screen, one (1) projector and one (1) microphone/speaker (sound system) will be needed from 0800, 22 January 2025 until 1300 Thursday, 23 January 2025 in each of the six (6) breakout rooms.

2.8. Dining area with A/V and sound system capability, large enough to seat up to 200 personnel for all six funded meals.

2.9. Reception area with lounge and bar area large enough to accommodate 150 personnel for the no host ice breaker between the hours of 1900-2200, Tuesday, 21 January 2025.

2.9.1. Onsite restaurant/venue for breakfast, lunch and dinner meals

2.9.2. Water and other refreshments (soft drinks, juices, etc.) available in or near all meeting rooms

2.9.3. Parking available for conference attendees and at no additional cost

2.10. GUEST ROOMS. The contractor shall provide 110 non-smoking rooms for 2 nights.

3. DEFINITIONS.

3.1. CONTRACTING OFFICER. A person with the authority to enter into, administer, or terminate contracts for the United States Government; and can make related determinations and findings.

3.2. DESIGNATED GOVERNMENT POC. The individual(s) designated in writing to the contractor as being authorized to assign lodging, place calls, and make advance reservations for lodging.

3.3 LODGING FACILITY. A hotel, motel, or inn which provides sleeping accommodations to the traveling public.

4. CONTRACTOR FURNISHED ITEMS.

The contractor shall furnish the following:

4.1 A total of 110 rooms for the duration of the contract.

4.2 Wireless Internet services in all rooms

4.3 Rooms shall be non-smoking and have adequate heating and cooling capabilities.

4.4 Meals.

4.5 Parking available for conference attendees and at no additional cost.

4.6 A/V packages and support.

5. SPECIFIC TASKS (SERVICES).

The contractor shall provide the following services:

5.1 VENUE/HOTEL (LODGING).

5.1.1. Venue/Hotel (Lodging): Venue must be located greater than 25 miles and within 70 miles of Fort Liberty, NC. The venue must, at a minimum, meet DoD Lodging Adequacy standards, approved December 18, 2020 and found at https://www.travel.dod.mil/Programs/Lodging/DoD-Lodging/. Must accommodate late checkout times. Must be FEMA certified. Cost of lodging provided shall be consistent with per diem rates for designated area, per diem thresholds found at:

https://www.gsa.gov/travel/planbook/per-diem- rates/per-diem-rates-lookup.

https://usg01.safelinks.protection.office365.us/?url=https%3A%2F%2Fwww.travel.dod.mil%2FPrograms%2FLodging%2FDoD-Lodging%2F&data=05%7C02%7Cphilhwa.kim.mil%40army.mil%7C1c5f081e60e44146a0a308dce2537c15%7Cfae6d70f954b481192b60530d6f84c43%7C0%7C0%7C638634095389821496%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=FfRDXfX29dY9mEOyArPtpaQ2W7KDo8wxUkb%2BXEpn2OM%3D&reserved=0 https://usg01.safelinks.protection.office365.us/?url=https%3A%2F%2Fwww.gsa.gov%2Ftravel%2Fplanbook%2F&data=05%7C02%7Cphilhwa.kim.mil%40army.mil%7C1c5f081e60e44146a0a308dce2537c15%7Cfae6d70f954b481192b60530d6f84c43%7C0%7C0%7C638634095389828656%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=aFDtrLYc4WrQQRG0DwDhlg4ly4tQ%2B1XGZvh84QUkskI%3D&reserved=0

5.1.2. Quality Room Standards: The rooms must be occupied by one (1) Service Member or one (1) Service Member and his/her spouse. Single rooms shall be provided to all attendees unless the attendees specifically request a double occupancy room for a guest. Additional costs for guest(s) will not be charged to the government and will be the responsibility of the attendee.

Rooms should be king or queen beds, individual/private sleeping rooms with private toilet and shower/tub facilities, hot and cold running water, and clean linen on daily basis, working electricity, mini-refrigerator, color television with cable, wireless internet, clock and telephone. The room should be appropriately furnished. All attendees will be placed on the same floor, if possible. The U.S.

Government is responsible for the contractual payments indicated in the schedule. The lodging rate for this event will not exceed the Government Lodging rate specified for the location of the hotel.

5.1.3. ASSIGNMENT OF QUARTERS/ROOMS. Government personnel should not be billeted under this contract arrangement without presenting proper authorization to the contractor. The contractor must be adequately manned to provide a 24 hour check in and checkout service, 7 days a week.

5.2 MEALS

5.2.1. Menu selections or substitutes should be coordinated with the designated Government representative. Setup should be completed by the scheduled time and promptly removed at the direction of the designated Government Representative. Detailed schedule will be discussed with the Government Representative upon award of contract.

5.2.2. Each Breakfast meal should be composed of no less than three protein sources (eggs, ham, bacon, steak, etc), three carbohydrate sources (cereal, oatmeal, toast, bagels, etc) and two fat sources (almonds, walnuts, etc) with no less than three drink items (coffee, juice, milk, water, etc).

5.2.3. Each Lunch and dinner meal should be composed of no less than three protein sources (ham, turkey, fish, beef, etc), no less than three carbohydrate sources (bread, rice, noodles, steamed vegetables, etc) and no less than two fat sources (almonds, walnuts, etc) and no less than three drink items (coffee, water, soft drinks, juices, etc).

5.2.4. Contractor must have the ability to adapt to vegetarian, ethnic, and medical considerations (gluten free, etc), as required.

5.2.5. Total: 6 meals for 140 people.

5.3. BUSINESS CENTER. The venue shall provide access to the business center for all participants. Access includes copies, fax, and internet capabilities charged to the individual (in the case that is not included in the lodging package).

5.4. COMMON USE AREAS. The contractor shall keep all hallways, corridors, grounds and other adjacent areas under the contractor’s control in a clean, neat, and safe condition.

5.5. INFORMATION SERVICES. The contractor shall provide information on bus schedules, taxis and other local transportation, dining facilities and locations, and commercial telephone directory services.

5.6. PARKING. Parking for up to 120 vehicles will be available at no additional cost.

5.7. SECURITY. Hotel must provide onsite security and in and around parking lot areas.

Hotel must allow government force protection team’s access and placement, as required.

5.8. 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 required per event. The hotel staff will be required to sanitize the conference space before and after each day of training. The estimated number of participants will be provided by the Government no later than 30 days prior to the event.

The main conference room shall have A/V equipment, including a podium.

6. FORCE PROTECTION.

Soldiers will be lodged in rooms in the inner part of the hotel and not toward the lobby area when available. Additionally, hotel doors will open to the interior of the building.

7. MISCELLENOUS NOTES.

7.1. Alcohol. Government personnel will be responsible for paying for any alcohol and other associated fees on an individual basis. The contractor shall not receive reimbursement for any alcohol or bartender services.

7.2. Flowers/Fruit Baskets/Welcome Baskets. The contractor shall not arrange for or receive reimbursement for any flowers/fruit baskets/welcome baskets if requested by government personnel.

7.3. Entertainment/Decorations. The contractor shall not arrange for or receive reimbursement for any entertainment expenses, to include disc jockey services, motivational speakers, music or bands, balloons, and decorations.

7.4. The government will not be responsible for any miscellaneous charges incurred by attendees. Miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, etc.) are not covered by the contract and will be charged to and paid by the individual. The contractor shall provide information to the COR on services available under the contract.

7.5. Services may be required on other days than scheduled due to emergency situations such as canceled airline flights or inclement weather. The government will normally provide advance notice to the contractor for required services. Failure by the government to provide such advance notice will not be grounds for a claim for additional compensation by the contractor. Unscheduled services shall be at the same price as scheduled services.

7.6. The contractor shall not subcontract to any other establishment, or any other location not specified in the contract without prior written approval of the Contracting Officer. Establishments proposed for subcontracting shall meet all of the terms, conditions and specifications of services in the contract.

7.7. Payment will be made for the actual number of rooms ordered, unless a room is canceled prior to 6:00 PM, local time, on the day of scheduled arrival. Personnel over the number projected will be provided services at the same price as those projected.

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.

Statements Standards/AQLs Inspection

Method Incentive/ Remedy

The Contractor shall obtain training rooms

(PWS 2.3-

2.5)

a) meets use and occupancy codes for event size and requirements

AQL: 100%

b) ensure meeting space includes all setup and tear down/cleanup as applicable

What:

Meeting space How: Visual Who: Event Leader Standard(s):

Inspection applies to all standards

Performance reported in PIEE as less than Satisfactory

The Contractor shall obtain Audio Visual Support for events

(PWS 2.7-

2.8)

a) ensure audiovisual equipment and support as needed for event AQL: 97% compliance

b) ensure all audiovisual equipment is functionional during scheduled meeting times with no more than 30 minutes down time per event

What:

Audiovisual Support How:

Customer feedback Frequency:

Each event Who: Event Leader Standard(s):

Inspection applies to all standards

Performance reported in PIEE as less than Satisfactory

The Contractor shall obtain food for events.

(PWS 5.2)

a)comply with all Federal, State, and local safety and food preparation and handling standards.

AQL: 100% compliance.

b)Cost of meals will not exceed rates published in the GSA schedule per each meal provided without prior approval by the KO.

AQL: 100% compliance.

What:

Contractor’s Inspection Records How:

Inspection Frequency:

Periodic Who: COR Standard(s):

a What:

Contractor Invoices How:

Inspection Frequency:

Each Event Who:COR or designee.

Standard(s):

b

Contractor is responsible for any food costs that exceed the standard unless given prior authorization by the COR.

Performance reported in PIEE as less than Satisfactory

The Contractor shall obtain lodging for events.

(PWS 5.1)

a)Lodging per room will not exceed the applicable per diem rates determined by the Federal Acquisition Regulation (FAR) 31.205-46 (Travel Costs) without prior approval from the COR.

AQL: 100% compliance.

b) The venue must, at a minimum, meet DoD Lodging Adequacy standards, approved December 18, 2020 and found at

What:

lodging How:

Customer feedback Frequency:

Each event

Contractor is responsible for any lodging costs that exceed the standard unless given https://www.travel.dod.mil/Programs/Lodging/DoD- Lodging/. Must accommodate late checkout times.

Must be FEMA certified. Must possess an American Automobile Association (AAA) 3 Diamond Rating, Forbes 3 Star Rating, or equivalent recognized hotel industry quality standard AQL: 100% compliance.

c)Lodging rooms must be accessed through interior doors.

AQL: 100% compliance.

Who: Event Leader Standard(s):

b, c What:

lodging cost How:

Inspection of invoices Frequency:

Each event Who: COR prior authorization by the KO.

Performance reported in PIEE as less than Satisfactory https://www.travel.dod.mil/Programs/Lodging/DoD-Lodging/ https://www.travel.dod.mil/Programs/Lodging/DoD-Lodging/