Attachment 0001 Draft PWS W15QKN24Q0033.docx

Draft PERFORMANCE WORK STATEMENT (PWS)

Military Intelligence Readiness Command (MIRC) Senior Leader Forum (SLF) Service Support Date: 04 April 2024

Part 1

General Information

1. General: This is a non-personal services contract to provide room renovation and network expansion. 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 a conference space that support 200 attendees, 125 hotel rooms, morning and afternoon snack during each day of the conference, parking for no hotel guest attendees, Audio Visual support for conference, and servers to support evening no host social event. All technical requirements must be met as defined in this Performance Work Statement (PWS) 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 MIRC is the Army Reserve’s Functional Intelligence command. The MIRC is responsible for transforming, enhancing, and growing in capacity and capability to conduct force readiness training missions and live production operations to directly support theater and regionally aligned assets. The MIRC hosts an annually SLF to identify challenges, demonstrate modernization ways ahead, and set the path forward for the upcoming training year.

1.3. Objectives: The contractor shall provide

1.3.1. Conference space for 200 attendees with three break out rooms for smaller group discussions.

1.3.2. Supporting A/V equipment with technical support to manage a hybrid conference environment.

1.3.3. No More than 125 hotel rooms for conference attendees.

1.3.4. Morning and afternoon snack

1.3.5. Parking for non-guest attendees not to exceed 50 parking spaces.

1.3.6. Server Support for Evening No Host Social event with pay as you go menu.

1.4. Scope: The MIRC requires a conference space that support 200 attendees, 125 hotel rooms, morning and afternoon snack during each day of the conference, parking for no hotel guest attendees, Audio Visual support for conference, and servers to support evening no host social event.

1.5. Period of Performance: 5-9 September 2024

1.6. General Information

1.6.1. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must 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 the minimum acceptable defect rate(s).

1.6.2. Recognized Holidays: Offices are closed on holidays. The contractor is not required to perform services on recognized holidays.

Memorial Day Juneteenth Thanksgiving Day Christmas Day

Independence Day

1.6.3. Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800 and 1700 on 5 and 7 September. On 6 September the hours will be from 0800 to 2000. On 8 September the hours will be 0800-1400.

After hours work shall be performed as necessary to accomplish maintenance and emergency service on equipment installed under this PWS. All after-hours work and schedule deviations shall be coordinated in advance with the COR.

1.6.4. Place of Performance: The tasks under this contract shall be performed within 1 mile of the Pentagon.

1.6.5. Type of Contract: The government will award a firm fixed price (FFP).

1.6.6. Environmental and Safety.

1.6.6.1. Environmental Compliance. The contractor shall comply with all federal, state, local and installation environmental laws, rules and plans. Contractor work performed on military owned or leased real property shall meet the strictest requirement in effect, federal, state or local for environmental compliance unless otherwise explicitly stated by the Contracting Officer.

1.6.6.2. Environmental Protection Requirements. Provide and maintain strict compliance with all federal, state, county and local environmental protection requirements including but not limited to, water, air, soil, and noise pollution during the life of this contract.

1.6.6.3. Recycling. Waste materials not suitable for reuse, but having value as being recyclable, shall be made available for recycling in accordance with Local Law Title 22a – Environmental Protection. Local Law 22a-241b-2, Items to be recycled. The contractor is to provide on-site instruction of appropriate separation, handling, recycling, salvage, re-use and return methods to be used by all parties at the appropriate stages of the project. The contractor is further encouraged to minimize solid waste generation throughout the duration of the project.

1.6.6.4. Occupational Safety and Health Act (OSHA). The Contractor comply with latest version of OSHA Handbook Rules and Regulations and provide signs, barriers, and barricades to provide a safe working area. Requirements of OSHA, latest edition and U.S. Army Corps of Engineers "Safety and Health Requirements Manual", latest edition, shall be strictly enforced and adhered to at all times at the job site. The Contractor shall also adhere to the safety requirements of the General Contractor and Corps of Engineers field personnel.

1.6.7. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work 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 Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer 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 Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect 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.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. ACCEPTANCE. The act of an authorized representative of the Government by which the Government, for itself or as agent of another, assumes ownership of existing identified supplies tendered or approves specific services rendered as partial or complete performance of the contract.

2.1.2. 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.

2.1.3. 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.

2.1.4. 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.

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

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

2.1.7. 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.

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

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

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

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

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

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

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

2.1.15. WARRANTY. A promise or affirmation given by a contractor to the Government regarding the nature, usefulness, or condition of the supplies or performance of services furnished under the contract.

2.2. ACRONYMS:

AR

ANSI

Army Regulation American National Standards Institute

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services. Not Used.

3.2. Equipment. The government will furnish laptops with access to the hybrid conference environment.

3.3. Rosters: The government will furnish the initial hotel guest roster not to exceed 125 personnel NLT 21 days prior to the conference start.

3.3.1. The government shall submit a final roster NLT 72 hours prior to the start of the conference.

3.3.2. The government will provide a complete attendee roster NLT 72 hours prior to the start of the conference.

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. Materials: The Contractor shall furnish all materials, supplies, and equipment necessary to meet the requirements under this PWS.

4.3. Equipment: The Contractor shall provide own equipment or procure necessary specialty equipment to accomplish tasks under this PWS.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. Basic Services: The Contractor shall provide conference services that support the technical specifications and Government standards outlined in the scope of work.

5.1.1. Replacements and Substitutes. Contractor shall not make any replacements or substitution of materials of lesser value without the express written consent of the government. Contractor shall only upgrade materials when no additional charges apply or when such upgrades have been approved in writing by the Contracting Officer.

5.1.2. Technical Acceptance. Contractor shall furnish all labor, material, equipment and incidentals necessary to accomplish the requirements of this scope. The Government will not accept nonconforming materials and equipment supplied by the Contractor in all respects to contract requirements. The Contractor shall have an opportunity to correct or replace nonconforming supplies or services when this can be accomplished within the required delivery schedule. Correction or replacement must with no additional cost to the Government.

5.2. Conference Space: The contractor shall provide an indoor conference space for 200 attendees with three breaks out rooms for smaller group discussions for 5-10 personnel.

5.2.1. The contractor shall organize the conference space in a classroom format with tables and chairs all facing towards a stage with a podium.

5.2.2. The contractor shall provide a stage and podium for the presenters.

5.2.3. The contractor shall provide a morning snack to include but not limited to coffee, muffins, fruit, yogurt.

5.2.4. The contractor shall provide an afternoon snack to include but not limited to water, chips, mixed nuts, and cheese.

5.2.5. The contractor shall provide an environmentally controlled indoor conference space.

5.3. Audio/Visual: The contractor shall provide supporting A/V equipment with technical support to manage a hybrid conference environment.

5.3.1. The contractor shall provide a control table/center to connect the government furnished laptop.

5.3.2. The contractor shall provide projectors and screens to meet the viewing capacity for the 200 attendee conference room so that all in person attendees can see the content projection.

5.3.3. The contractor shall provide a camera that connects to the hybrid environment to enable the projection of the presenter to the remote attendees.

5.3.4. The contractor shall provide sound projection to meet the capacity for the 200 attendee conference room so that all personnel can hear the presenter.

5.3.5. The contractor shall provide clip mics and hand mics for the presenter(s) not to exceed 10.

5.3.6. The contractor shall provide desktop push to talk mics for the tables equally separated to support four personnel per mic.

5.3.7. The contractor shall distribute power to the tables to provide each attendee with an outlet to plug their laptop into.

5.4. Hotel Rooms: The contractor shall provide no more than 125 hotel rooms for conference attendees. The hotel rooms shall have a bathroom, television, highspeed internet access, shower, refrigerator, and a microwave.

5.4.1. The contractor shall provide up to an additional pay as you go rooms confirmed 21 days prior to attendance via a blocked room schedule.

5.5. Parking: The contractor shall provide parking for non-guest attendees not to exceed 50 parking spaces.

5.6. Server Support: The contractor shall provide server support between the hours of 1800 to 2000 on 6 September 2024, for an Evening No Host Social event with pay as you go menu.

5.6.1. The contractor shall provide a refreshment menu for the attendees to purchase food and drinks.

5.6.2. The contractor shall provide refuse containers and empty them once full.

5.6.3. The contractor shall provide high top tables for attendees to stand at for refreshments and discussion.

5.7. Documents

5.7.1. Classroom Diagram. Contractor shall provide project schedule for installation at each site. Changes to the approved timeline shall be provided to the Government immediately, once determined, via email or phone call to COR.

5.8. Accounting for Services Contract Reporting (SCR):

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://sam.gov/.

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.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Deliverables Schedule

TECHNICAL EXHIBIT 1

DELIVERABLES SCHEDULE

All deliverables are subject to Government acceptance and approval. They shall meet the professional standards and the requirements set forth in this scope. All deliverables shall be produced using recommended software tools/versions as accepted by the Government.

Deliverable

Classroom Diagram PWS Paragraph PWS 5.7.1 A001

MIL-D-1000/11 NOT 1