Attachment 2 Performace Work Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

Preservation of the Force and Family Retreat; Event Coordinator

5th Special Forces Group (Airborne)

Part 1

General Information

1. General: This is a 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.

1.1.1 Background: The 5th Special Forces Group (Airborne) provides training to Soldiers, including single Soldiers, married couples, and Army Families. Training includes Soldier and Family Ministry Program, and Legion Family Event designed to assist commanders in building and strengthening the structure of 5th 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.

1.1.2 Objectives:

The basic service objectives:

Childcare service (up to 50 children of varying ages) Childcare rooms (2) Main Conference Room with AV support (1) Meal Services Non-Alcoholic beverage services Hotel/Guest service (2 nights) for 25 rooms; (25 Service members, 25

Spouses and 50 Children)

1.4 Scope: Event coordination services are required to source, schedule and ensure proper performance of the task contained in this PWS.

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: Downtown Chattanooga, 37402.

1.5.4 Special Qualifications: Childcare services: The vendor 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. The vendor must be able to produce clear verifiable documentation of certifications/licensure and background clearance at any time. Childcare provider must be able to accommodate children with special needs.

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.

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 a product or service shall meet contract requirements.

2.1.9 SUBCONTRACTOR. One that enters a contract with a prime Contractor. The Government does not have private 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:

AR Army Regulation COR Contracting Officer Representative DA Department of the Army DOD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer OCI Organizational Conflict of Interest POC Point of Contact POTFF Preservation of the Force and Family PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QC Quality Control SFMP Soldier and Family Ministry Program USSOCOM United States Special Operations Command

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government shall provide all training and supplemental training materials and instructors.

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 Facilities: The Contractor shall ensure that the location is able to meet all the needs laid forth in this PWS. All facilities shall be neat and clean and free of any rodents, pests, or mold.

4.2.1 Venue/Hotel: Venue must be located within downtown Chattanooga area.

Venue/hotel must have a designated parking area able to accommodate personal vehicles for up to 25 families for the duration of the event. Property must accommodate a 12:00 p.m. checkout time due to training prior to checkout. Venue/hotel shall offer the following at no additional cost: parking, fitness center; business center; in-room coffee maker, refrigerator, and microwave; in-room internet access, and indoor and/or outdoor pool. Property shall maintain dedicated security procedures to include staff, onsite camera surveillance systems, etc. and not publicly display (digitally or by other means) a connection between this event and the United States Army. No additional security is required for this event. Venue/hotel room entrances will not be similar to a motel (that is, motel rooms open to the exterior of the building, usually surrounded by a common balcony or patio). All conference/training and childcare spaces shall be located in the same building.

4.2.2 Main conference/training room: The main conference 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 hotel staff will be required to sanitize the conference space before and after each day of training. The main conference room shall have AV equipment including a screen and a podium. If a separate designated dining area is not available during scheduled mealtimes, the main conference room may also be utilized for dining, provided it is large enough to accommodate all participants, including up to 50 adults and 50 children.

4.2.3 Childcare rooms: The childcare rooms shall meet all safety requirements to accommodate children of various ages. The rooms should have space to serve snacks and beverages and be large enough to safely accommodate equipment and activities provided by the childcare provider.

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

4.4 Childcare Services: The Contractor shall secure childcare for 50 children of varying ages from a licensed and reputable provider that meets the requirements set forth in this PWS section 5.6.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Period of Performance: November 11-13 2022, Guests will arrive Friday afternoon and depart Sunday around noon.

5.2 Hotel Rooms: The venue shall be able to provide a total of 25 rooms: (25 adult military service member and 25 Spouses with 50 children and POTFF team members) for 2 nights. Twenty-five (25) of these rooms should be able to accommodate families. All rooms should be equipped with refrigerators, microwaves, and in-room coffee makers.

All rooms will have reliable wireless internet access. Family-friendly rooms should be large enough to safely accommodate portable cribs/bassinets. Rooms should be available for check-in on Friday after 4:00 p.m. through check-out on Sunday at 12:00 p.m.

5.3 Meal Service: Venue/hotel shall have a home-style buffet dining plan to facilitate nourishment for all participants' meals during the duration of this event to include having child- and kid-friendly food options. In an event buffet style is unavailable, a plated meal or meal voucher system will be the alternate course of action. Meals must be able to accommodate individuals with specific dietary requirements. These meals will need to be served in an environment which is conducive to family training. In addition to food and beverages served during traditional mealtimes, the venue/hotel shall have snacks and drinks available for children between meals, and snacks (such as pastries, cookies, or fruit), water, and coffee available for adults during training hours. Any snacks or meals provided to children should be free of peanuts, and caution should be exercised with foods containing other common allergens.

Meals will be served according to the following schedule for approximately 70 adults and 50 children. The additional personnel (20) are support staff that are not included in the number found in para 1.1.2.

• Breakfast shall include at minimum: Eggs, meat, potatoes, sliced fruit, fruit juice, cereal, milk, caffeinated and decaffeinated coffee, and assorted bread/pastries.

• Lunch and Dinner shall include at minimum: An entrée of beef, chicken, or fish, starch, vegetables, fruit, bread, dessert, caffeinated and decaffeinated coffee, iced and hot tea, and water.

Friday, 11 November 2022

1 - Dinner meal and beverage service for 70 adults and 50 children 1 - Snacks and Beverages available to up to 50 children during childcare hours 1 - At a minimum a small snack, coffee, and water will be available for up to 70 adults during training

Saturday, 12 November 2022

1 - Hot breakfast meal and beverage service for 70 adults and 50 children 1 - Lunch meal and beverage service for 70 adults and 50 children 1 - Dinner meal and beverage service for 70 adults and 50 children 1 - Snacks and beverages available for up to 50 children during childcare hours

Sunday, 13 November 2022

1 - Hot breakfast meal and beverage service for 70 adults and 50 children 1 - Snacks and beverages available for up to 50 children during childcare hours

5.4 Main Conference/Training Room with AV Support: The main conference room shall be set up with tables and chairs set up in a way that is conducive to training for up to 70 adults during scheduled training hours. If the main conference room will be used for dining during scheduled mealtimes, it should be large enough to allow tables and chairs for up to 120 individuals (70 adults and 50 children). Venue/hotel will provide clean table linens and clean and sanitize the training area each day.

Main conference room shall be equipped with the following audio/visual equipment:

1 – Podium with Microphone and Speakers (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 Rooms (2): The venue shall be able to accommodate up to 50 children of various ages according to all local and state safety regulations. Two rooms are requested to allow separation of older children from infants and toddlers. Rooms will be equipped with a television and DVD player with access to power/electrical outlets. Tables and chairs will be provided by the venue/hotel to serve children snacks and beverages between mealtimes. Childcare rooms should have easy access to restrooms. A sign-in table and chairs will be provided by the venue/hotel near the entrance to the childcare area. Childcare rooms shall be located in the same building as the main conference/training area.

Childcare rooms to be available during the following times:

Friday, 11 November 2022 4:00 pm – 10:00 pm Saturday, 12 November 2022 6:00 am – 10:00 pm Sunday, 13 November 2022 6:00 am – 12:00 pm

5.6 Childcare Services: Childcare services for up to 50 children of various ages shall be provided in accordance with all requirements in section 1.5.4 - Special Qualifications and section 5.5. Childcare provider must be able to accommodate children with special needs.

Childcare provider will supply age-appropriate equipment, including but not limited to portable highchairs, cribs, and bassinets, age-appropriate toys, family friendly movies, and child friendly games and crafts. Childcare providers are responsible for cleaning and sanitizing all equipment before and after each day of service. Childcare providers must maintain an appropriate adult to child ratio at all times. Childcare providers will provide parents with a summary of care at the

Childcare services will be available during the following dates and times:

Friday, 11 November 2022 4:30 pm to 9:00 pm Saturday, 12 November 2022 8:00 am to 1:00 pm and 5:00 pm to 11:00 pm Sunday, 13 November 2022 8:00 am to 11:30 am

PART 6

ATTACHMENT/TECHNICAL EXHIBIT LISTING

6. Publication /Technical Exhibit List:

DoDI 1402.5, Criminal History Background Checks on Individual’s Child Care Services

Directive 2014 23, Conduct of Screening and Background Checks for Individuals Who Have Regular Contact with Children in Army Programs, 10 September 2014

Part 7

TECHNICAL EXHIBIT 1

Performance Requirements Summary

PERFORMANCE

OBJECTIVES

PERFORMANCE

STANDARDS

ACCEPTABLE

QUALITY

LEVEL (AQL)

OR

PERFORMANCE

THRESHOLDS)

PRS #1 The contractor shall contract with selected facilities for lodging, meals, conference space, audiovisual, and other requirements set forth in PWS Paragraphs – 1.3; 4

Contractor provides training location, meals, conference rooms, and audiovisual requirements.

Zero deviation from standard

PRS # 2

The contractor shall obtain childcare for each training event as needed. Childcare vendors shall provide a written standard operating procedure outlining the services to be provided.

PWS Paragraph 5.6 Childcare Coordination

Childcare performed at training location. Legal/statutory requirements for childcare provider to child ratios met.

Childcare providers have all background checks completed per applicable laws / Army regulatory requirements.

Summary of care will be provided to parents at the end of each event.

Zero deviation from standard