DRAFT Performance Work Statement.pdf

Performance Work STATEMENT (PWS)

USASOC

POTFF / 1788a Funded Family Programs

1. GENERAL: This is a non-personal service requirement to provide event planning coordination. These services consist of event planning to include event venue locations (hotel or conference center), food and beverage services, childcare services, audio and visual services in support of the Preservation of the Force and Family (POTFF) Program. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. The service providers shall be accountable solely to the Contactor who, in turn is responsible to the Government.

1.1 Description of Services: The Contractor shall provide all labor, materials, and equipment needed for venue management, planning and administrative services, childcare services, food and beverage services, audio and visual services, 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 in accordance with (IAW) the terms and conditions of the contract and consistently with the established standards in this PWS and contract. The events are defined as: In-Person Events that occurs at an event venue location (hotel or conference center) with meeting space, childcare services, food and beverage services, and audio and visual services secured for by the Contractor for a minimum of 10 families and a maximum of 150 families with childcare services for children ranging from 10 children to 150 children.

1.2 Background and Purpose: The Preservation of the Force and Family (POTFF) programs provides accessibility and continuity of care and family support services. The POTFF program aims to build and implement a holistic approach to address the strain of the high pace environment and mission on the special operations force. The availability and capability to take care of our forces are critical and a top priority. The contract will be a centrally managed program at the division-level headquarters to equip the subordinate units to execute their training that falls under the constraints of the programs. This requirement is for a highly skilled contractor to successfully accomplish all aspects of coordination for each individual event. The contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support POTFF events presentations and training and to provide those government personnel and their families attending the event with quality accommodations and identified support services. The Contractor must have the ability to work more than one event at a time.

1.2.1. Extent of Obligation: The Government is only obligated to the extent of authorized purchases actually made under the awarded Contract action

1.2.2. Individuals Authorized to Order under the Awarded (contract TBD): Contracting Officers assigned to the US Army Special Operations Command, Fort Bragg, North Carolina.

1.3. OBJECTIVES: The basic service objectives include the following:

1.3.1. Event coordination that executes all aspects of each events/conference as defined by the individual requirement.

1.3.2 Coordinate lodging location with ample room accommodations for attendees and provides meeting and childcare space.

1.3.3 Provide childcare services for varying ages to accommodate all conference events.

1.3.4. Ensure audio-visual (screens, audio connections, computer hookups, and microphones) are provided and adequate for events.

1.3.5. Coordinate all meals and non-alcoholic beverage services for the predetermined number of attendees.

1.4. SCOPE OF WORK: Services includes event coordinator services, facilities/lodging coordination, audio and visual equipment arrangement, and childcare services to conduct each POTFF events/conferences as further identified and defined per events Performance Work Statement (PWS). The Contractor shall provide an Event Manager/Planner who shall be responsible for the logistics planning of the training event. The Event Manager/Planner or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract and coordinate all logistics services for the training event to include site selection, room blocks, meeting space, Banquet Event Orders for food & beverages, childcare services, trainer sub-contracting, training materiel, audio visual services, invoicing subcontractors, submitting invoices to the Contracting Officer or Contracting Officer Representative (COR), and transmitting payment of invoices. The Event Manager/Planner must have three years of event management/planning experience and hold a current a CMP (Certified Meeting Professional) or CGMP (Certified Government Meeting Professional) designation. A copy of all applicable local and national business licenses and certifications authorizing the business function shall be submitted in the event proposals are requested. . A copy of all applicable local and national business licenses and certifications authorizing the business function shall be provided from any subcontracted business or entity.

1.5 PERIOD OF PERFORMANCE: The period of performance shall be for one (1) Base Year period of 12 months and four (4) 12-month option periods.

1.6. General Information

1.6.1. Quality Control. Quality Control is the responsibility of the Contractor. The Contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-1 Contractor Inspection Requirements).

1.6.2. The Contractor shall develop, implement, and maintain an effective Quality Control System which is a written Quality Control Plan (QCP). The QCP shall implement standardized procedures and methodologies for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP shall contain a systematic approach to monitor operations to ensure acceptable services, supplies products described in the contract are performed at or above the standards defined in the PWS and Performance Requirements Summary (PRS).

1.6.3. The Contractor shall submit their QC Plan within 15 days of contract award. After acceptance of the QC Plan, the Contractor shall receive the Contracting Officer’s (KO) acceptance in writing or any proposed changes to the QC procedures. The Contractor shall submit QC Plan changes within five (5) days to the KO and Contracting Officer’s Representative (COR) for review and acceptance prior to implementation. The Quality Control Plan shall address as a minimum:

1.6.4. Contractor’s organizational and management structure, titles, responsibilities and qualifications, work, and quality control verification. A comprehensive program to plan and deliver quality services/supplies described in the contract, prioritize services, and concentrate on the most essential services as identified in the Performance Requirements Summary (PRS).

1.6.5. The QC Plan shall contain methods of communications (direct and indirect) with the Government regarding performance of the contract. Communication shall include regular and formal meetings with the Government for review and analyses of key process indicators, analysis of process deficiencies, and problem resolution.

1.6.6. Describe a method, acceptable to the Government, of identifying deficiencies in the quality of service performed under the contract before the level of performance becomes unacceptable. Describe a method for preventing and address processes for corrective actions without dependence upon Government direction. Contain specific quality control techniques for contract services or supplies identified in the PRS.

1.6.7. An established inspection system covering all services required by the contract. The plan shall specify areas to be inspected on both a scheduled or unscheduled basis and the title of the individual who will do the inspection. Maintain a system to inspect their subcontractor services and products to ensure compliance with contract requirements, and applicable laws and regulations. Specify tasks or areas to be inspected on a scheduled or unscheduled basis, and how inspections are to be conducted. The contractor shall provide a current list of all titled positions and the names of the incumbents who will perform the inspections and the percentage of the work that will be inspected regularly.

1.6.8. Inspection Files. The contractor shall keep records on-site of all inspections conducted by the Contractor and the necessary corrective action taken. Documentation of all contractor quality control inspections and corrective actions shall be maintained by the contractor throughout the term of this contract.

1.6.9. The QCP shall have a customer comment processing system for correction of Contracting Officers Representative (COR) validated comments received verbally or through the Interactive Customer Evaluation (ICE) program. The system should be designed to provide feedback to the Government based on customer contact, investigation of derogatory comments, rebuttal to derogatory comments, or corrective action(s). The government collected and graded customer satisfaction comment cards will be part of the Government’s performance evaluation process.

1.6.10. The QCP shall include a disaster contingency plan. The plan shall establish procedures, identify personnel, document essential PWS disaster services, and identify the means of maintaining essential PWS services during disasters. Disaster means natural disasters (e.g., earthquake, major storm, flash flood, or hurricane), utility outage, terrorist attack, or other special circumstances identified by the Government.

1.7. Non-Conformance Report (NCR). When the Contractor's performance is unsatisfactory, an NCR will be issued. The Contractor shall reply in writing within five (5) workdays from the date of receipt of the NCR, giving the reasons for the unsatisfactory performance, corrective action taken, and procedures to preclude recurrence.

1.8. Quality Assurance: The COR will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the COR 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). When an observation indicates defective performance, the COR will require the Contractor or designated on-site representative to initial the observation to acknowledge the defective performance. The acknowledgement of the observation does not necessarily constitute Contractor concurrence with the observation, only that the Contractor has been made aware of the defective performance.

1.9. Property Management System: NA

1.10 Recognized Federal Holidays: The Contractor shall not be required to perform services on recognized federal holidays. The recognized federal holidays include:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day Washington’s Day Veteran’s Day Memorial Day Juneteenth Day Independence Day Thanksgiving Day Christmas Day

1.10.1. When a holiday occurs on a Saturday, Federal employees are normally granted the previous Friday as the holiday observance. When a holiday occurs on a Sunday, Federal employees are normally granted the following Monday as the holiday. The Contractor shall be available for work on the days the Government is scheduled to work.

1.10.2. Hours of Operation: The Contractor shall be responsible for providing services during regular business hours leading up to the event and throughout the period of the actual event, except federal holidays or when the government facility is closed due to local or national emergencies, administrative closings or similar government directed facility closings. The Contractor shall 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. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential to successful performance under this contract. No overtime (OT) or compensatory time (CT) is authorized. Contractor personnel shall not exceed a 40 hour work week.

1.10.3. Place of Performance: These services will be performed at various locations and facilities, hotels and conference centers, within the contiguous United States. The locations and facilities should allow service members and their families to disconnect and focus on themselves, while not being overly difficult to travel to with family members, including small children.

Contractor will be required to conduct event planning in the following states within 200 miles of the military base indicated: Fort Bragg, North Carolina; Eglin AFB, Florida; Fort Carson, Colorado; Fort Campbell, Kentucky; Joint Base Lewis-McChord, Washington, Fort Benning, Georgia, and Hunter Army Airfield, Georgia. The event location will be within 200 miles from the installations listed below or in these cities:

Asheville, NC; Beaufort, NC; Franklin, TN; Nashville, TN; Myrtle Beach, SC; Outer Banks, NC; Wilmington, NC; Charlotte, NC; Sugar Mountain, NC; Blowing Rock, NC; Vail, CO;

Keystone, CO

Location of Military Installation Radius Joint Base Lewis McChord, WA >200 miles Fort Carson, CO >200 miles Fort Campbell, KY >200 miles Eglin Air Force Base, FL >200 miles Fort Bragg, NC >200 miles Hunter Army Airfield, GA >200 miles Fort Benning, GA >200 miles

1.11. Security Requirements:

1.11.1. Security Clearance: Contractor personnel shall comply with all applicable security and safety regulations, guidance, and procedures, including local, referenced in this PWS and in effect at the work sites. All personnel must meet requirements IAW DODD 8140.01. For more information please visit: http://www.dcsa.mil.

1.11.1.2. NCIC and terrorist threat data base screening required. All contractor employees, including subcontractor employees, who are not in possession of a current Common Access Card (CAC) will be vetted by the local security office to determine fitness and eligibility for access IAW DTM 09-012, paragraph 2.b(4) to include but not limited to an NCIC III and Terrorist Database screening. The Vendor will ensure that the government has sufficient biographical information to conduct said screening including, but not limited to the person's name, date of birth, and social security number.

1.11.1.3. Pre-screen applicants using E-Verify Program. The Vendor must pre-screen applicants using the E-verify Program (http://www.dhs.gov/E-Verify) website to meet the established employment eligibility requirements. The vendor must ensure that the applicant has two valid forms of government issued identification.

1.11.1.4. Access and general protection policy and procedures. All contractor employees, including subcontractor employees, requiring access to an Army or USSOCOM controlled installation, facility, or area shall comply with applicable security policies and procedures (provided by the government representative). This includes policies pertaining to the use or prohibition of electronic recorders, devices, cameras, etc. If the Contractor is required to take photographs or videos on a Government Installation, the Contractor must obtain written permission from the Senior Commander. The contractor shall also provide all information required for background checks to meet installation and facility access requirements to be completed by the installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor workforce must comply with all personal identity verification requirements as directed by DoD, HQDA, USSOCOM, USASOC and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should Force Protection Condition (FPCON) at any individual facility or installation change, the government may require changes in contractor security matters or processes.

1.11.1.5. The Vendor will coordinate with the COR and/or the facility security office for access when required. (Use when security clearances are not required, i.e. facility repair or construction)

1.11.1.6. Will be escorted in areas where they may be exposed to classified and/or sensitive materials. All contractor employees, including subcontractor employees who are not in possession of the appropriate security clearance, will be escorted in areas where they may be exposed to classified and/or sensitive materials. The Vendor will coordinate with the COR and/or the facility security office for access when required. (Use when security clearances are not required, i.e. facility repair or construction)

1.11.1.7. Contractor personnel shall have a favorable National Agency Check (NACI) with inquiry in accordance with Security definition for personnel who occupy “ADP (Automated Data Processing) Sensitive” positions, as per AR 380-67, paragraph 3-601, “The Personnel Security Program” no later than 30 days after contract award.

1.12. National Industrial Security Program (NISP).

1.12.1. The Contractor shall implement and maintain a security program for control of personnel, property, and information, including, unclassified materials, documents, and records.

(2) Any revisions to DoD 5220.22-M, notice of which has been furnished to the Contractor. In addition, the Contractor’s security program shall include provisions for, but not limited to:

--Initial and Annual Operations Security (OPSEC) awareness training IAW AR 530-1.

Operations Security, new contract employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter.

--In-processing and out-processing Contractor personnel for security matters.

--Obtaining Contractor personnel security clearances.

--Documenting and reporting actual and potential security problems.

--Initiating proper procedures to correct documented problems and implementing corrective procedures in the Contractor's security program.

All Government-furnished unclassified files in existence at the contract performance start date and those generated under this contract shall be maintained in accordance with AR 25-400-2 or other applicable regulations. Files shall be transferred to the KO or designated representative upon completion of the contract period or last day of contract performance, whichever comes first. Such files are the property of the U.S. Government.

1.13. Anti-Terrorism

1.13.1. iWATCH training. The Vendor and all associated subcontractors shall brief all employees on the local iWATCH program (training standards provided by the government requiring activity Antiterrorism Officer (ATO)). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR or the designated security office. Training shall be completed within 60 calendar days of contract award and within 30 calendar days of new employees' commencing performance with the results reported to the COR no later than 90 days after contract award and new employees' commencing performance.

1.13.1.1 iWatch is simply common awareness. Contract employees can be good sources of information. iWatch training would include organization instructions on “things to look for” and a phone number to call in case the contract employees have information regarding possible terrorist or criminal activities. Providing Contractors with awareness materials such as the iWatch brochure or wallet card is a cost effective alternative to training. The card describes suspicious activity and can be modified to include the COR in reporting procedures. Samples of the iWatch brochure and posters are available on the Antiterrorism Enterprise Portal (ATEP) at https://army.deps.mil/army/sites/PMG/prog/ATEP/iWATCH%20Army/Forms/AllItems.aspx and https://www.army.mil/e2/c/downloads/287489.pdf

1.13.1.2. Safety: The Contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal notification to the KO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the KO within five calendar days of each occurrence.

1.13.1.3. Environment and OSHA: The Contractor shall comply with all local, state, and Federal environmental and occupational safety laws, rules, and regulations. Any apparent conflict between compliance with such local, state and Federal laws, rules and regulations, and compliance with the requirements of the contract shall be immediately brought to the attention of the KO and/or the COR final resolution. The Contractor shall notify the KO and COR in writing in addition to any verbal notification of such conflicts. The Contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local state, or Federal laws, rules, and regulations. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the KO or COR, to halt all Contractor performance with a commensurate deduction of monies due the Contractor until such unsafe conditions are corrected. The Contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of any hazard such as, but not limited to, fire, or large fuel spill, the Contractor shall immediately notify the KO or COR.

1.14. General:

1.14.1. The Contractor shall be responsible for ensuring all personnel performing work under this contract possess and maintain current certifications as indicated in this PWS during the execution of this contract.

1.14.1.2. Contractor personnel performing work under this contract shall be able to read, write, speak, and understand the English language to effectively carry out all contract requirements.

They shall have a command of both the written and spoken English language to communicate in person properly clearly, and effectively or via electronic devices (telephone or Email) with co-workers, customers, and the general public.

1.14.1.3. Contractor personnel performing work under this contract shall be U.S. citizens unless the provisions of Army Regulation 25-2, Information Assurance have been fully completed and approval has been granted by the Government for the non-U.S. citizen to perform the required support.

1.14.2. Key Personnel: Key personnel shall not be added to or removed from the contract without express acknowledgement of the COR. Any changes to the working status of these key personnel shall be transmitted (in writing) to the KO/COR within ten (10) workdays of the proposed change. If, for any reason, any of the key personnel becomes, or is expected to become, unavailable for work under this contract for a continuous period exceeding 30 workdays the Contractor shall promptly replace personnel with personnel who possess qualifications equal to or better than that of the original employee. The Contractor shall ensure all key personnel terminated or released from employment under this contract are replaced within ten (10) workdays of the termination.

1.14.2.1. The following are considered key personnel by the Government: The Contractor shall provide a Program Manager (PM) who shall be responsible for the performance of the work under this contract. The name of this person, and an Alternate PM (APM), who shall act for the Contractor when the PM is absent, shall be designated in writing to the KO at the post award conference. The PM or APM shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The PM or APM shall be available between the hours of 8:00 AM to 4:30 PM, Monday through Friday, except federal holidays or when the government facility is closed for administrative reasons. The Contractor will ensure PM or designated Project Manager are available, on site, throughout planned events.

1.14.2.2. Qualifications for all Key Personnel: The PM must be a certified in Event Management by an accredited learning institution. The PM is responsible for direct supervision of other contracted employees and administrative functions in support of the contract and contractor personnel. The APM, must also have certification in Event Management. Project Managers do not have to certified in Event Management; however, should have the experience and expertise to act on behalf of the Contractor, PM, and APM during events.

1.14.2.2.1. Program Manager (PM): The PM shall meet or exceed the following minimum qualifications: Certification in Event Management and at least five years’ experience coordinating, executing, and managing events. The APM shall meet or exceed the same qualifications as the PM.

1.14.2.2.2 Other Qualifications: Childcare services: The event coordinator 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 event coordinator must be able to produce clear verifiable documentation of certifications/licensure and background clearance at any time.

1.14.3. Identification of Contractor Personnel: All Contractor personnel attending meetings, answering 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.

1.14.3.1. Contractor Personnel Appearance and Performance: It is essential that all Contractor personnel meet the highest standards of professionalism and personal integrity. The Contractor shall ensure their personnel do not perform work under the influence of alcohol, illegal prescribed drugs or any other incapacitating agents. Contractor personnel shall be neatly groomed and dressed in business casual attire to present a professional appearance at all times.

1.14.3.2. Conduct of Personnel: The KO may require the Contractor to remove from the job site any employee working under this contract for reasons of misconduct, security, or found to be under the influence of alcohol, drugs, or other incapacitating agents. Contractor employees shall be subject to dismissal from the premises upon determination by the KO that such action is necessary in the interest of the Government. In accordance with Joint Ethics Regulations, DOD 5500.7-R, and 18 U.S.C. 1382 (1972), The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement of providing sufficient personnel to perform the services as required by this contract.

1.15. Contractor Travel: Contractor shall be required to travel to the different CONUS locations during the performance of this contract to attend meetings. The Contractor may be required to travel to off-site conference/event locations in support of this contract. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR), FAR 31.205-46, and the limitation of funds specified in this contract. All travel requires advanced approval/authorization by the COR three weeks in advance, 15 working business days, prior to requested travel date. This request must be made in writing via email to the COR/KO.

1.15.1. Travel Templates. The Contractor shall produce a long-distance travel request template, local travel log template, and a long-distance trip report template. The templates shall be submitted to the COR within ten (10) days after contract award for approval. The long-distance travel request template shall include, at a minimum: Name, duty position, justification for travel, mode of travel, distance of travel, estimated time of travel, and POC of travel at the support site.

1.15.1.1. The Local Travel Log template shall include, at a minimum: Name, duty position, reason for travel, key personnel assisted (name, position, and phone number), significant activities accomplished during visit, follow-up requirements, recommendations/comments and signature block.

1.15.1.2. Long Distance Trip Report. Upon completion of long-distance travel, a Long-Distance Trip Report is required. Trip Reports shall be provided to the COR within five (5) workdays after travel has been completed. Additionally, all trip reports for the month will be rolled up into the monthly Trip Summary Report. This report shall be submitted on the approved template and provide a synopsis of accomplishments performed during the travel period. The Contractor shall submit monthly invoices for reimbursement citing the appropriate CLIN. Each individual travel instance must be captured; copies of receipts, travel vouchers, etc. shall be attached to the invoice to support charges. Original receipts shall be maintained by the Contractor and made available to Government auditors upon request.

1.15.1.2.1. The Long-Distance Trip Report template shall include at a minimum: Travelers’s name, position, reason for travel, mode of travel, duration of travel, destinations, organization visited, key personnel assisted (name, position, and phone number), significant activities accomplished, systems involved, discussion background, follow-up requirements, recommendations/ comments, and signature block.

1.16. Other Direct Costs (ODC): N/A

1.17. 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 FAR Subpart 42.5. The post award conference will also be utilized to ensure Contractor understands all HSPD-12 requirements. IAW AR 70-13 para 4-4. b. (1), the contracting office will hold periodic status or progress meetings with the KO, COR, Contractor, and other personnel as necessary (at least quarterly) to discuss problems, progress of the contract, and Contractor performance. This meeting will be held at a mutually agreed location, or telephonically. The CORs must ensure that they receive copies of written minutes and other correspondence related to these meetings, including follow-up actions. These meetings shall be at no additional cost to the Government.

1.17.1. Contracting Officer Representative (COR): The KO will designate, in writing, a COR.

The COR will have authority to take certain actions specifically provided and within the limitations prescribed in the designation. A copy of the designation will be furnished to the Contractor. In no event will the COR, by virtue only of his/her designation as such, empowered to execute or agree to any contract modification thereof. The KO will retain the ultimate responsibility for the administration of the contract. Any discrepancy resulting from coordination with or advisement from the COR shall be addressed, in writing, to the KO. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: Assures that the Contractor performs the technical requirements of the contract; performs inspections necessary in connection with contract performance; maintains written and oral communications with the Contractor concerning technical aspects of the contract; issues written interpretations of technical requirements, including government drawings, designs, specifications; monitors Contractor's performance and notifies both the KO and Contractor of any deficiencies; coordinates availability of government furnished property, and provides site entry of Contractor personnel.

1.17.1.1. The Contracting Officer will designate, in writing, an Alternate Contracting Officer’s Representatives. The Alternate CORs will have authority to take certain actions specifically provided and within the limitations prescribed in the designation. A copy of the designation will be furnished to the Contractor. In no event will the Alternate CORs, by virtue only of his/her designation as such, empowered to execute or agree to any contract modification thereof. The Contracting Officer will retain the ultimate responsibility for the administration of the contract.

The Alternate COR’s authority shall only be in effect during the absence of the COR.

PART 2

DEFINITIONS & ACRONYMS

2.1. DEFINITIONS:

2.1.1. CONFLICTING DIRECTIVES. Any apparent conflict between compliance with the directives, rules, and regulations identified in the contract and the satisfaction of the requirements of the contract shall be immediately brought to the attention of the KO for final resolution prior to performing the work involved. The Contractor shall notify the KO in writing in addition to any verbal notification of such conflict as soon as possible but no later than one (1) workday of the discovery of a conflict.

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 (KO). A person with authority to enter into, administer, and/or terminate contracts, and to 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. CONTRACTOR PERSONNEL. Includes Contractor and subcontractor employees performing working under this contract.

2.1.6. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement (PWS).

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

2.1.8. GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY

(GP). Property [i.e., Equipment, Material] in the possession of or directly acquired by the Government and subsequently made available to the Contractor.

2.1.9. KEY PERSONNEL. Contractor employees who are critical for achieving PWS objectives. Key personnel shall meet position qualification and experience requirements indicated in the PWS. When key personnel qualifications are used as an evaluation factor in “Best Value” procurement, the Contracting Officer is the only one authorized to concur with key personnel replacement after award of the contract. When proposed key personnel resumes are used as an evaluation factor in best value procurement, a letter of commitment may be required from the individual whose resume is provided.

2.1.10. LOCAL TRAVEL: Any travel that is required to perform services IAW the PWS that is within a 50-mile radius of the place of performance.

2.1.11. PERFORMANCE PREQUIREMENT SUMMARY (PRS). A listing of the service outputs under the contract that are to be evaluated by the COR on a regular basis, the surveillance methods to be used for these outputs, and the performance requirement of the listed outputs.

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

2.1.13. PROPERTY ADMINISTRATOR (PA). The authorized representative of the Contracting Officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to government property in the possession of a Contractor.

2.1.14. PROPERTY MANAGEMENT SYSTEM. System established by the Contractor that is used to manage GFP/GFE in its possession to control, use, preserve, protect, repair, and maintain.

2.1.15. QUALITY ASSURANCE. A planned and systematic pattern of all actions necessary to provide confidence that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved. For the purposes of this document, quality assurance refers to actions by the Government.

2.1.16. QUALITY ASSURANCE SURVEILLAND PLAN (QASP). The Government’s organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance

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

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

2.1.19. WORKDAY or Business Day. The length of time during a day in which the Contractor provides services, in accordance with the contract. Also referred to as Business Day.

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

2.2. ACRONYMS: List all acronyms used in the SOW and what they represent.

ACOR Alternate Contracting Officer's Representative

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CMDF Controlled Material Destruction Facility CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Form 254 DD1466 Building Pass DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase-In/Phase- Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide all requirements for each event/conference to the vendor no later than 60 days prior to start of event, to include the number of personnel attending via an event specific PWS.

3.1.1. For each two- or three-day event, The Government will provide a technical point of contact Technical Point of Contact (TPOC) at the unit level for coordination of events, event requirements, and needs on site for each event/conference.

3.2. Facilities: N/A

3.3. Utilities: N/A

3.4. Equipment: N/A

3.5. Materials: N/A

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 and are not listed under section 3 of this PWS.

Contractor shall ensure delivery confirmation of all deliverables directed in this PWS.

4.2. Materials: The Contractor shall provide a Facility: The Contractor shall ensure that the location is able to meet all of the needs laid forth is this PWS. The guest rooms shall be neat and clean with fresh linens and free of any rodents, pests or mold.

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

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide all event planning/coordination for POTFF events for units under USASOC.

5.1.1. Program management/coordination: The Contractor shall provide services, designated in the event PWS, for all conference/events. The contractor or a representative to act on behalf of the contractor shall be on site for each event. This individual must be certified in Event Management by an accredited learning organization. The identified person shall be responsible for direct supervision of other contract employees, and administrative functions in support of the contract and contractor personnel. The Contractor shall attend coordination and synchronization of activities meetings with the Government.

5.1.1.2. Contractor shall conduct event site selection based on criteria provided by the Government. Provide a report of an analysis of the site selection considering the unique requirements within 60 calendar days of the event.

5.1.1.3. Contractor shall develop an event standards matrix outlining the necessary elements to ensure all critical elements in accordance with Army regulations and policies are outlined within 30 calendar days of the event. Individual event protocol requirements must be highlighted in the matrix.

5.1.1.4. Contractor shall create marketing information for each event. Marketing shall communicate the purpose, place and key information about each event with Service Members and Service Member Families and surrounding community members within 30 calendar days of the first event kick-off.

5.1.1.5. Contractor shall conduct all set-up and tear down of all required chairs, audio/visual equipment, canopies in accordance Government approved event standards matrix. Provide at least one member of the contractor’s team with authority to speak for the contractor to participate in conference calls and be prepared to answer questions from the Technical Point of Contact (TPOC), Assistant Contracting Officer Representative (ACOR), or COR with regards to the specific event during business hours and planned meetings.

5.1.1.6. Communication Plan: The Contractor shall produce a communication plan to interface with the COR, KO, and the TPOC to gain necessary input regarding individual event requirements.

5.1.1.7. Adequate Workforce: The Contractor shall always maintain an adequate workforce for the uninterrupted performance of all tasks defined in this PWS and each individual event PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

5.2. HOTEL/CONFERENCE CENTER:

5.2.1. The venue shall be able to provide, at a minim, the number of rooms requested for each event. TPOC shall provide final conference room/childcare room requirements no later than 60 calendar days prior to the start of an event. (Service member/Spouse count, children count, and POTFF Team Member count). TPOC shall also furnish how many rooms will be required to accommodate families.

5.2.1.1. Venue/Hotel: Venue must be located within 200 miles of the requesting military base.

The location shall provide refined, stylish, and upscale decor with extensive amenities and a high degree of hospitality and attention to detail. Must accommodate late checkout times.

5.2.1.2. 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 60 days prior to the event. The main conference room shall have AV equipment, including a podium.

5.3. MEAL SERVICE:

5.3.1. Meal services for adults can be either individual plate service or a multi-course buffet style; however, all children’s meals should be served individual plate service/package. Meals must be able to accommodate individuals and/or children with specific dietary requirements.

These meals will need to be served in an environment which is conducive to family training and not located in an open cafeteria style environment. Meals will be served according to the provided schedule provided by the Government no later than 60 days prior to the start of the event.

5.4. AUDIO VISUAL (A/V) SUPPORT:

5.4.1. The Contractor shall be required to provide A/V support to ensure that equipment needs are met for presentation briefs, microphone, podium, sound system, video, photography, and all related equipment for display and presentation for the intended audience. Contractor shall have all A/V equipment fully operable within 1 hour of scheduled presentation.

5.2.7 Peripheral Equipment.

5.2.7.1. The Contractor shall ensure that the event venues provide Wi-Fi capabilities and, if the venue does not, the Contractor shall provide those capabilities. The Contractor shall also be required to provide any required equipment to support the POTFF events. The contractor shall provide at minimum of 2 personnel for onsite registration of attendees to process those attendees who have preregistered.

5.2.7.2. The contractor shall be responsible for collecting survey/feedback of the logistics on all events and providing them to the Government within 10 calendar days of each event.

5.3. CHILDCARE:

5.3.1. Childcare services:

5.3.1.1 Childcare services will be provided for in accordance with the Government’s request for various ages, while meeting staff to child ratio requirements according to all local and state safety regulations and shall be provided in accordance with all requirements in section 1.14.2.2.2

– Other Qualifications and section 5.3. - Childcare.

5.3.1.2 The contractor shall obtain childcare for each training event as needed. Childcare will be performed onsite in the same facility where the event is being conducted. In accordance to the Government’s request for various ages, the Contractor shall ensure a sufficient number of childcare workers are present to meet adult/child ratios as required by Army Regulation 608-10 and/or current Army regulatory guidance, as well, the Contractor will ensure that all state and local regulations are followed. Childcare providers shall be licensed in the state they are operating in.

5.3.1.3. The Contractor shall verify that childcare workers have completed required screening and background checks before entering into an agreement for childcare services. Only childcare workers with the appropriate completed background checks as required by Army Directive 2014-23 and/or other current Army regulatory guidance will be utilized to support Army childcare requirements. The Government will identify specific agencies and/or points of contact for the contractor to utilize to verify the completion of required background checks.

Contractor is responsible for vetting all workers and ensuring they adhere to the state and local regulations, certifications.

5.3.1.4. The Childcare providers will sanitize and clean all equipment brought in before and after use. At a minimum, the childcare services shall provide a television, DVD player family friendly movies, toys, games, and crafts.

5.3.2. Childcare training rooms: The venue shall be able to accommodate children of various ages according to all local and state safety regulations as outlined in the event schedule provided by the Government no later than 30 days prior to the start of the event.

5.3.2.1. The Childcare rooms shall have a mini refrigerator (or ice bucket) for baby formula, Television, DVD player with access to power/electrical outlets. The rooms should have the ability to serve meals as the children will be eating with the childcare providers throughout the training times.

5.4. The contractor shall be responsible for collecting survey/feedback of the logistics on all events within five (5) calendar days of each event.

5.5 CONTRACTOR MANAGEMENT REPORTING:

Contractor Management Reporting (CMR): The Officer of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address https://ecmra.mil/ The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer's Technical Representative; (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor 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…