Attachment 1 - SAF OIG Conference and Training Support Services Performance Work Statement.pdf

Secretary of the Air Force/ Inspector General Training and Conference Support Services

Performance Work Statement April 5, 2023

1. OVERALL SCOPE. This Statement of Work serves the purpose of defining requirements to be met in supporting the Secretary of the Air Force, Office of the Inspector General, Complaints Resolution Directorate (SAF/IGQ) annual IG Training Courses for base year plus four (4) option years; as well as the below requirements for an Annual SAF/IG Worldwide Training Conference, in a base period plus 4 additional options.

1.2 Kick-Off Meeting. The Government and the contractor shall have a phone call within 7 days of contract start date to review the requirements of the contract and approximate dates for the base year for each training session and worldwide conference. This meeting may be attended remotely and may include members of the government contracting staff as well as the Contracting Officer’s Representative. The contractor shall deliver to the Government a list of confirmed dates and times planned for the whole base period.

1.3 No shows. Attendees shall not be charged for hotel if unable to attend due to circumstances beyond their control (cancelled flights, “Acts of God” (hurricanes, etc.), military forced to change plans, etc.). This is standard for hotel arrangements for the Government as there is no viable way for Government to pay for a service not received.

1.4 Period of Performance. Base period shall be 12 months after contract start date. Each option period after that will be exercised by the federal Government within 60 calendar days of end of each period of performance, if the Government chooses to exercise the option.

1.5 After each event Discussion Reviewing “Lessons Learned” and Future Improvements.

After each event discussion between the Government and the contractor on “Lessons Learned” from the previous conference/training and suggestions from contractor for future improvements.

The contractor shall deliver to the Government a summary of these discussions within 14 days of the event’s conclusion and the COR will complete a follow-up phone call to discuss application of suggestions for next event.

2.0 SIX SMALL IG TRAINING SESSIONS.

2.1 Scope and Background. Congress mandates the Secretary of the Air Force, Office of the Inspector General (SAF/IG), to train Air Force Active Duty, Reserve Component, and Air National Guard Inspectors General (IGs). The scope of this statement of work is to purchase the services of a contractor to provide facilities where IG training can take place six (6) times per year plus 2 optional classes. SAF/IG also requires four option years for the IG Training courses.

The audience for each IG Training course will consist of approximately 66 IG student personnel from Air Force installations worldwide, to include the Reserve Component and Air National Guard, as well as Sister Service and Department of Defense IGs.

2.2 Atmosphere Conducive to Learning. Atmosphere conducive to learning and listening to briefing(s), classroom work and rest periods.

2.3 Detailed Requirements.

2.3.1 General. Due to the nature and sensitivity of the subject matter, the training facility must be located in a safe and secure area that is remote from other conference facilities and non-conference participants. All rooms must have adequate space for the attendees and the required planned activities. Additionally, a major international airport must be accessible within a 30-mile radius, and the facility must be within 45 miles of the Pentagon.

2.3.2 Training Facility Dates. The training facility must be available on the following dates:

15-19 May 2023 26-30 Jun 2023 21-25 Aug 2023

In addition to these three exact dates, SAF/IG will require 3 additional courses in the base period.

18-22 Sep 11 – 15 Dec 23 – 27 Jan

In addition, SAF/IG requires a contractor to be able to provide two optional one week courses in each period of performance.

2.3.3 IG Training Course Schedule: The estimated schedule for the IG Training Courses is Monday 7:30 AM to Thursday 4:30 PM, and Friday 7:30 AM until 1:00 PM. These dates are estimated for the MAY 2024 – MAY 2028 periods. In addition to the hard dates in 2.3.2, which are above. Total of required training session are six per performance period.

23-27 Jan 13-17 Mar 8-12 June

21-25 Aug 18-22 Sep 11-15 Dec

For rest of the base year and the succeeding option years, the proposed training dates must be agreed upon by SAF/IG and the contractor within 14 days of the beginning of each option period.

The contractor and SAF/IG will have a remote “lessons learned”/planning meeting within 7 calendar days of each option period exercised. For each performance period the contractor shall deliver to SAF/IG a confirmation of the class sessions dates, called an “Annual Schedule of Meetings/Sessions,” within 14 calendar days after the exercise of each option period.

2.3.4 Training Meeting. The contractor shall provide the following at each Training Meeting:

2.3.4.1 General Assembly: General assembly classroom capable of seating approximately 66 students and 8 training personnel to include an audiovisual package (A/V) for multimedia presentations (i.e., video/data projection equipment to include LCD computer projector with wireless remote and associated computer hardware/software; large projection screen; two wireless microphones and an 8-channel microphone mixer). Rooms must be available starting on Sunday by 3:00 PM through Friday 1:00 PM. The Government requires all media to be Microsoft or Microsoft compatible.

2.3.4.2 Break-out Sessions: Seminar classroom capable of seating approximately 22 students and 2 training personnel to include whiteboards / bulletin boards, two flip charts and two easels, for each room. Rooms must be available starting on Sunday by 4:00 PM through Friday 1:00 PM.

2.3.4.3 Computer Lab: From Wednesday 8:00 AM through Thursday 5:00 PM, one breakout room for two (2) days with desks and chairs for approximately 22 students and an instructor table with podium and video/data two (2) projects, including LCD computer projection with associated computer hardware/software. Each station, to include the instructor table, will include a wired broadband ethernet connection and power outlet to support a laptop computer (brought by the attendee). A minimum of 22 wired broadband ethernet connections lines are needed in this room.

The Government requires all media to be Microsoft or Microsoft compatible.

2.3.4.4 Administrative Office: A separate support office which contains a laser printer; one (1) phone line; and one (1) broadband ethernet connection to meet training communication requirements. Needs to be available starting on Sunday by 3:00 PM through Friday 1:00 PM.

2.3.4.5 Conference Services: On-site media support services to set-up, operate, and trouble-shoot A/V and information technology equipment as required.

2.3.4.6 Special Requirements: Secure storage of course materials on-site and acceptance of course materials delivered to site.

2.3.4.7 Lodging and Meals: On-site lodging (single occupancy) and meals (3 buffet meals per person per day) for approximately 66 attendees and 8 instructors. Access to fitness and recreation center, and all other facility amenities. The hotels or facilities are to make available a meal ticket or voucher that confirms payment for these meals through the per diem per location in accordance with the Joint Travel Regulations (JTR) for the attendees. Thirty days ahead of the sessions, the Government will provide schedule for training and what the open periods will be that attendees will need meals provided for.

2.3.4.8 Billing: Attendees will pay room, meals and other charges via their Government Travel Credit Card and the contractor shall provide a bill per attendee at the rate negotiated (lodging and meals, not covered by this contract). All attendees will be notified what the official rate is for each day (which includes lodging, meals and wifi). The contractor does not charge this contract the lodging or the meals per attendee. Rather, the contractor only processes charges for the attendees via their Government Travel Credit Card. Separately, the contractor shall only charge the attendees the daily per diem authorized by the Joint Travel Regulations for each fiscal year and month.

2.3.4.9 The contractor shall provide on-site lodging (single occupancy) and meals (3 buffet meals per person per day) for approximately 66 attendees and 7 instructors (which the attendees will pay for with their Government Travel Credit).

2.3.4.10 Attendees will be making their own individual reservations with the facility at the package rate per class session.

2.3.4.11 Transportation: Ground transportation to and from the airport on the Sunday before class start and the following Friday and/or Saturday at training completion shall be made available by the contractor. Each individual attendee will pay for their transportation directly to the facility.

2.3.4.12 The Contractor shall include parking at the facility in the package rate per class session. It is estimated the Government will require approximately ten or fewer parking spaces per session.

3.0 ANNUAL WORLDWIDE TRAINING CONFERENCE.

3.1 Scope. The contractor shall support the SAF/IG Annual Worldwide Training Conference for each period of performance.

3.1.1 Worldwide Training Conference: The estimated schedule for the Worldwide Training Conference will start on Monday of each performance period exercised. Hours shall start on Monday 8:00 AM through Thursday at 4:00 PM. This conference is estimated to be held in the base year, with 90 days lead time in the base year. In each succeeding performance period, SAF/IG will confirm the dates within 14 calendar days after the exercise of each option period. For each performance period the contractor shall deliver to SAF/IG a confirmation of the worldwide conference dates, called an “Annual Schedule of Meetings/Sessions,” within 14 calendar days after the exercise of each option period. The 300 person meeting room shall be reserved for the days Monday, Tuesday, Wednesday and Thursday. The breakout meeting rooms are required on Wednesdays.

3.2 Background. For the base period, SAF/IG will host its annual worldwide training conference.

The purpose of this annual conference is continuing education and training, with a focus on improving interactions between AF field IGs and key organizations at the Air Staff and Department of Defense. It will also focus on policy discussions between SAF/IG and the Major Command IGs (MAJCOM/IGs) and focus training for Sister Services (Army) and Department of Defense IGs. The audience will consist of approximately 300 IG personnel from Air Force, Sister Services and DoD installations worldwide, as well as representatives from Joint Commands.

This conference is an opportunity for attendees to hear any recent changes in policies and processes first-hand, with a special emphasis on how such changes may affect their roles in the IG complaint resolution and inspections processes.

3.3 Applicable Documents: None.

3.4 Detailed Requirements.

3.5.1 General. Due to the nature and sensitivity of the subject matter, the conference facility must be in a safe and secure area that is remote from other conference facilities and non-conference participants. All rooms must have adequate space for the attendees and the required planned activities. The conference facility must be available annually in each period of performance.

Conference dates must be agreed to by SAF/IG and the contractor within thirty calendar days of the start of each period of performance. Additionally, a major international airport must be accessible within a 30-mile radius, and the facility must be within 45 miles of the Pentagon.

3.5.2 Worldwide Conference Facility. The conference facility shall provide a complete conference package, including the following:

3.5.2.1 General Assembly. Auditorium capable of comfortably seating 300 attendees classroom style. Auditorium must be available for set up on the first Monday 8:00 AM of the conference and available through Thursday 5:00 PM of the week. Include an audiovisual package (A/V) for multimedia presentations (i.e., video/data projection equipment to include LCD computer projector with wireless remote and associated computer hardware/software; a large projection screen; at least six (6) wireless microphones (two (2) of which must be lapel microphones) and an 8-channel microphone mixer; and a lectern with microphone. The Government requires all media to be Microsoft or Microsoft compatible.

3.5.2.2 Break-out Sessions: Six (6) seminar breakout rooms for small group presentations are required. Set up on the first Monday 8:00 AM through Thursday 5:00 PM. Each room is to be setup classroom style for approximately 60 attendees with a standard A/V package for multimedia presentations to include video/data projection equipment to include LCD computer projector with cables to connect to government provided computers; a large projection screen;

one (1) easel, one (1) whiteboard, tack boards for supporting various graphic media, and a lectern.

The Government requires all media to be Microsoft or Microsoft compatible. One of these breakout rooms may be used by SAF/IG leadership.

3.5.2.3 Miscellaneous Meeting Sessions: Two (2) group meeting spaces for approximately 80 maximum attendees each. Set up on Monday 8:00 AM and will be used through Thursday 5:00 PM. The attendees for these meetings may vary. Each room is to be setup classroom style with a standard A/V package for multimedia presentations to include video/data projection equipment to include LCD computer projector with cables to connect to government provided computers; a large projection screen; one (1) easel, one (1) whiteboard, tack boards for supporting various graphic media, and a lectern.

3.5.2.4 Administrative Office: A separate support office, able to accommodate 10 Government people, to be used as a command center which includes a laser printer, one (1) phone line with desk top phones for incoming/outgoing calls and two (2) wired broadband ethernet lines to split into at least four (4) connections to meet conference communications requirements. Set up on Monday 8:00 AM and will be used through Thursday 4:00 PM.

3.5.2.5 Green Room: A separate room located near the auditorium for speaker preparation and distinguished visitors, a table with eight (8) chairs, coffee table, coffee and water, and two

(2) task tables. Set up on Monday 8:00 AM and will be used through Thursday at 12:00 PM, noon.

3.5.2.6 Conference Services: On-site media support services to set-up, operate, and trouble-shoot A/V and information technology equipment as required.

3.5.2.7 Special Requirements: Pre-event secure storage of course materials on-site and acceptance of course materials delivered to site. Name badges with rank, first name, last name, unit, and base/location of assignment for all attendees.

3.5.2.8 Banquet Service: Daily morning banquet service to provide light refreshments in main auditorium (i.e., coffee, tea, water and snacks).

3.5.2.9 Lodging and Meals: On-site lodging (single occupancy) and meals (3 buffet meals per person per day) for approximately 66 attendees and 8 instructors. Access to fitness and recreation center, and all other facility amenities. The hotels or facilities are to make available a meal ticket or voucher that confirms payment for these meals through the per diem per location in accordance with the Joint Travel Regulations (JTR) for the attendees. Thirty days ahead of the conference, the Government will provide schedule for training and what the open periods will be that attendees will need meals provided for.

3.5.2.10 Billing: Attendees will pay room, meals and other charges via their Government Travel Credit Card and the contractor shall provide a bill per attendee at the rate negotiated (lodging and meals, not covered by this contract). All attendees will be notified what the official rate is for each day (which includes lodging, meals and wifi). The contractor does not charge this contract the lodging or the meals per attendee. Rather, the contractor only processes charges for the attendees via their Government Travel Credit Card. Separately, the contractor shall only charge the attendees the daily per diem authorized by the Joint Travel Regulations for each fiscal year and month.

3.5.2.11 The contractor shall provide on-site lodging (single occupancy) and meals (3 buffet meals per person per day) for approximately 66 attendees and 7 instructors (which the attendees will pay for with their Government Travel Credit).

3.5.2.12 Attendees will be making their own individual reservations with the facility at the package rate per class session.

3.5.2.13 Transportation: Ground transportation to and from the airport on the Monday the conference starts and the following Thursday and/or Friday. Each individual attendee will pay for their transportation directly to the facility.

3.5.2.14 The Contractor shall include parking at the facility in the package rate per class session. It is estimated the Government will require approximately thirty or fewer parking spaces per session.

4.0 SERVICE SUMMARY

4.1 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 and will be assessed on an “Acceptable” or “Unacceptable” basis. These thresholds are critical to mission success.

4.1 SERVICE SUMMARY CHART

Performance Objective PWS Paragraph Performance Threshold Method of

Surveillance

SS – 1

Provide audio/visual support (for the 6 Training Sessions main room; the Worldwide Conference main room and breakout rooms)

2.3.4.5 and 3.5.2.6

A/V Equipment works 99% of the time or for less than five minutes.

Customer Complaint or COR’s (Contracting Officer Representative’s) Documentation. The COR will be using:

periodic inspection, random monitoring, and direct observation.

SS – 2

Provides available meeting rooms at the times and dates

2.3 and 3.1 Within 1 hour of the times outlined in the contract to start the initial set up on Sunday for

2.3 and Monday for 3.1, the room(s) needed should be available.

COR’s documentation and surveillance. COR’s direct observation.

required in this contract

SS – 3

Meals are delivered in timely manner that does not affect the Meeting schedule

2.3.4.7 and 3.5.2.9

Within 10 minutes of the times predetermined as outlined in coordinated schedule.

COR’s documentation and surveillance. COR’s direct observation.

SS – 4

Atmosphere conducive to learning and listening to briefing.

2.2 No loud interfering noise, other

presentations, or entertaining music, to overshadow presentations and normal quiet (sleeping) hours. This includes rooms next to the meeting rooms seeping into the training rooms.

COR’s documentation and surveillance. COR’s direct observation.

SS – 5

Annual Discussion Reviewing “Lessons Learned” and Future Improvements

1.5 Contractor’s suggestions

improve the quality of future training sessions and conference support, and are received within 14 days of each performance period.

COR’s documentation and surveillance of annual surveys of the training sessions and conference. The COR will be using:

periodic inspection, random monitoring, and direct observation.

See next page for Deliverables.

5.0 DELIVERABLES

5.1 The Contractor shall provide deliverable(s) in a format mutually agreed upon by the Government and the Contractor. The following enumerated deliverables are not expected to change.

5.1 DELIVERABLES TABLE

DELIVERABLE PWS

PARA

DUE DATE DELIVERY

Kick-Off Meeting – Notes and Annual Schedule of Meetings for the Base

1.2 Within 7 calendar days of

Kick-Off Meeting

By email to the COR in Microsoft Word format

Annual Schedule of Meetings/Sessions for Option Periods

2.3.3 and 3.1.1

Within 14 calendar days of Option being exercised

By email to the COR in Microsoft Word format

Summary of Annual Discussion Reviewing “Lessons Learned” and Future Improvements

1.5 Within 14 calendar days

after contract award, and an exercised option

By email to the COR in Microsoft Word format.

6.0 Additional Contract Requirements

6.1 Security Instructions

6.1.1 Physical Security. The Contractor shall safeguard all Government materials (signs, training material, workbooks, posters, flip charts, directional signs, etc.), a printer, and documents, etc., to be stored for the Government during Contract performance period(s). At the end of each meeting day, the COR will ensure that all Government equipment and materials are secured by the Contractor. Contractors are not allowed to secure Government facilities, equipment, and materials.

6.2 Travel

6.2.1 Further guidance for Defense travel regulations can be found at https://www.travel.dod.mil/Policy-Regulations/Joint-Travel-Regulations/.

6.3 Contractor professionalism. The contractor shall:

• Present a professional appearance and demeanor at all times.

• Conduct their work assignments IAW project schedules.

• Function effectively and efficiently during extended periods of high pressure and stress.

• Function as an integral member of a team of highly trained professionals responsible for the safety and security of USAF personnel and resources.

6.4 Freedom of Information Act (FOIA). All official Government records affected by this contract are subject to the provisions of the FOIA (5 U.S.C. 552/DoD 5400.7-R/AF Supplement). Any https://www.travel.dod.mil/Policy-Regulations/Joint-Travel-Regulations/ request received by the Contractor for access/release of information from these records to the public (including Government/Contractor employees acting as private citizens), whether oral or in writing, shall be immediately brought to the attention of the CO for forwarding to the FOIA Manager, Morris Holman, at Morris.Holman@us.af.mil, to ensure proper processing and compliance with the Act.

6.5 Controlled Unclassified Information (CUI). All DoD CUI must be controlled until authorized for public release in accordance with DoD Instructions (DoDIs) 5230.09, 5230.29, and 5400.04, or DoD Manual (DoDM) 5400.07. These regulations set policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding of CUI material.

6.6 Privacy Act. Work on this contract may require that personnel have access to information protected by the Privacy Act. Contractor personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations when handling such information.

6.7 Records. All records created and received by the Contractor in the performance of this contract shall be maintained and readily accessible. Records shall remain the property of the Government.

6.8 Safety Concerns. The Contractor is solely responsible for compliance with OSHA standards for the protection of their employees. The Government is not responsible for ensuring that Contractors comply with “personal” safety requirements that do not present the potential to damage Government resources.

6.9 Project Policy. The Contractor shall comply with all industry standards. All work shall be done in accordance with all federal, local, and state laws and regulations.

6.10 Inherently Governmental Functions. The Contractor shall not perform inherently Governmental functions as defined in the Federal Acquisition Regulation (FAR) Subpart 7.5 in relation to this PWS.

6.11 Ethics. The Contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest. Additionally, the Contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DoDD 5500-7, Joint Ethics Regulation.

6.12 Non-Personal Services. The Government shall not supervise or task Contractor employees in any manner that generates actions of the nature of personal services, or that creates the perception of personal services. It is the responsibility of the Contractor to manage its employees directly and to guard against any actions that are of the nature of personal services, or give the perception of personal services to the Government or to Government personnel. If the Contractor feels that any actions constitute, or are perceived to constitute personal services, it is the Contractor’s responsibility to notify the CO immediately. Non-personal Contractor services shall not be used to perform work of a policy/decision making or management nature.

See next page for Definitions.

7.0 DEFINITIONS, ABBREVIATIONS, AND ACRONYMS

Contracting Officer (CO). The duly appointed Government agent authorized to award or administer contracts. The contracting officer is the only person authorized to contractually obligate the Government.

Defective Service. A service output that does not meet the standard of performance specified in the contract for that service.

Government Furnished Property (GFP). Facilities, equipment, tools, supplies, parts, or any other items furnished for the concessionaire's use by the Government. A full list, if applicable, is in Section V.

Performance Threshold. The minimum performance level of a performance objective required by the Government.