DRAFT_PWS- TRIBE Couples Enrichment Retreat as of 7 Sept 2023.pdf

PERFORMANCE WORK STATEMENT (PWS)

Preservation of the Force and Family (POTFF)

Couples Reconnection Retreat 22-24 SEPT 2023

Part 1

General Information

1. General: This is a non-personnel 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.

1.2 Background: The 3rd Special Forces Group (Airborne) recognizes a strategy is needed to address the fourth Command Priority of 1st Special Forces Command (Airborne), which is to “Take care of our Soldiers, Civilians, and Families." Part of this strategy is accomplished through facilitating the TRIBE Family Resiliency Program. This program seeks to create an environment in which Spouses and Family members are informed, connected, and empowered TRIBE Resiliency Program 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). TRIBE and POTFF events are not intended for contractors as participants, though contractors may attend events to provide instruction and coaching. TRIBE 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.

1.3 Objectives: The basic service objectives are:

• Hotel/Guest service (2 nights) for 18 rooms: 15 Couples with children and

3 POTFF team members)

• Meal services

• Non-alcoholic beverage services

• Main conference room with AV support (1)

• Childcare training rooms (2)

• Childcare service (up to 50 children of varying ages)

1.4 Scope: Event coordination services are required for the period of performance of 22-24 September 2023 (Friday-Sunday) in Charleston, South Carolina

1.5. 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.

1.5.1 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 of 22-24 September, 2023.

1.5.2 Place of Performance: This event will be conducted in Charleston, SC Charleston, SC is approximately 3.5 hours away from Fort Bragg which allows 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. Further, Charleston is a tourist destination with multiple attractions including 60 miles of beaches, thus creating a relaxing and empowering environment for couples to reconnect, decompress, and reintegrate. Ultimately resulting in SOF family connection and relationship enhancement. Charleston, SC was chosen by families of 3SFG(A) Group via survey sent out end of May 2023. Having received input from the families will help encourage max participation.

1.5.3 Special 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. Childcare provider must be able to accommodate children with special needs. The Childcare providers will sanitize and clean all equipment brought in before and after use.

Childcare providers must also have a verification system in place to ensure children and parents are documented.

The event coordinator must be able to produce clear verifiable documentation of certifications/licensure and background clearance at any time.

1.5.4 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.

kent.a.reinecke Inserted Text

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 an end product or service shall meet contract requirements.

2.1.9 SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity 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 CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative DA Department of the Army DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer OCI Organizational Conflict of Interest POC Point of Contact PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QC Quality Control

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide all transportation to and from this event. The Government will provide all training, instructors, and materials.

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

Venue/Hotel: Venue must be located in Charleston, South Carolina. The location must be oceanfront, allow for social distancing, provide refined, stylish, upscale decor, with extensive amenities and a high degree of hospitality and attention to detail. Must accommodate 1300 hours (1:00 p.m.) checkout time. Hotel/resort shall offer the following at no additional cost to attendees: valet parking; fitness center; business center; in-room coffee maker, and refrigerator; in-room internet access. Hotel should be near beachfront and have convenient beach access. Hotel/resort shall maintain a dedicated security staff 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. Hotel/resort room entrance 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 and childcare spaces shall be located in the same building or within a 5-minute walk of the lodging rooms. Preferred vendor of choice is the Wild Dunes Resort-Hotel in Isle of Palms in Charleston, SC.

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 for three days (Friday – Sunday).

The main conference training room must be separate from the conference dining area. The conference space must allow for social distancing measures including 6 feet between each individual/couple. The hotel staff will be required to sanitize the conference space before and after each day of training. The estimated number of participants is 33 adults. The main conference room shall have AV equipment including a podium.

Childcare training rooms: The training rooms shall meet all safety requirements to accommodate children of various ages. The Childcare area must ensure there is enough space for social distancing. Childcare providers must maintain an appropriate adult to child ratio of distance. The Childcare providers will sanitize and clean all equipment brought in before and after use. Childcare rooms shall have a 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. Childcare rooms shall have activities for all children ages 0-12.

Meals, snacks and beverages will be provided to children by the vendor during open childcare hours. During childcare hours, a program of age-appropriate activities must be facilitated for all children in attendance:

Such as crafts, games, and interactive activities.

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 Period of Performance: This event will take place from 22-24 September (Friday-Sunday). Guests will arrive Friday afternoon and depart Sunday around noon.

5.2 Hotel Rooms: Guest rooms will be required for single and/or multiple occupancy. Rooms will be non-smoking with queen or larger beds and private bathrooms. The Contractor will provide rollaway bed, basinet, and cribs as needed. Room Standards: Rooms must be clean and in good repair. Additional blankets and pillows shall be made available if requested by the occupant. All linen and blankets shall be clean, freshly laundered, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and excessive wear. Rooms: Rooms shall include clean linens, ironing board and Iron, TV with cable service, functional desk/work area, telephone, free high-speed Wi-Fi, room safe, fridge, and digital radio with alarm. At least 5 adjoining room or Family Suites need to be available for Families with multiple children (more than 4 Family members).

5.3 Meal Service: Group meals shall be provided by the Contractor in a room separate from non-conference guests and in a room separate from the training area. Meals will be provided for approximately 35 adults and 50 children:

Highchairs will be available for use. The style of meals will be based on the conference schedule and will include both buffet style and boxed/to-go meals.

Meals must be able to accommodate individuals with specific dietary requirements. Vegetarian, children, and specified allergen-free meals shall be made available upon request.

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

• Lunch and Dinner buffets 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.

• If boxed meals are requested, they shall include at minimum: a sandwich/wrap, side (vegetable, salad, or pasta/grain), fruit, dessert, and a bottled water.

Children may eat with childcare providers, depending on the Conference schedule to be provided NLT fourteen (14) days prior to the event. Coffee, iced and hot tea, and water will be provided. General/Breaks/Childcare should include water, coffee, iced and hot tea. Light snacks (cookies/fruit) will be available for the adults attending training throughout all sessions. The childcare areas will be provided light snacks consisting of, but not limited to fresh fruit, crackers/chips, juice, milk, and water. Any food allergens specified will be considered for snacks as well as meals.

Meals will be served according to the following schedule for approximately 35 adults and 50 Children:

Friday 22 September 2023 1- Dinner Meal and Beverage Service; Family Meal

1- Snacks and Beverages available to children during childcare hours

1- At a minimum coffee and water will be available during training

Saturday 23 September 2023 1- Hot breakfast meal and beverage service; Family meal

1- Lunch meal and beverage service; Children eat separately while in childcare

1- Dinner meal and beverage service; Family meal

1- Snacks and beverages available to children during childcare hours

1- At a minimum coffee and water will be available during training

Sunday 24 September 2023 1-Hot Breakfast meal and beverage service; Family meal

1-Snacks and beverages available to children during childcare hours

1- At a minimum coffee and water will be available during training

5.4 Main conference/training room with AV support: The main conference room shall have the following accommodations: Tables and chairs will be provided to accommodate 40 adults (attendees and speakers) in a banquet style configuration (round tables). Two rectangle tables with chairs will be provided, placement to be specified by the T.R.I.B.E. POC. A podium will be provided at the front. The conference room will have audiovisual capability to include, but not limited to, two microphones (one wireless and one hand-held) for guest speakers/trainers and equipment to show PowerPoint presentations. At least one large whiteboard shall be available. The conference room shall also have videoconference capabilities. Training and childcare spaces shall have access to Wi-Fi.

*A staff member who is familiar with these systems and can provide onsite technical support shall be available for any issues related to AV support.

Main Conference/Training Room to be available during the following times.

Friday 22 September 2023 5:00pm- 10:00 pm Saturday 23 September 2023 6:00 am – 10:00 pm Sunday 24 September 6:00 am- 10:00 pm

5.5 Childcare training rooms (2): One to two rooms will be provided to accommodate a maximum of 50 kids plus childcare providers. Tables and chairs will be provided to use for activities and meals (if needed). This area must within a five (5) minute walk and able to be accessed by parents attending the conference. However, the childcare area should not be adjacent to the training room and should have at a minimum a full room between the spaces. The childcare room(s) will not have public access and will allow for the childcare providers to maintain positive access control. The childcare rooms must have access to restrooms and have communication with the conference room where the parents are training. The Childcare rooms shall have a Television, DVD player with access to power/electrical outlets.

5.6 Childcare services: Childcare services for up to 50 children of various ages shall be provided in accordance with all requirements in section 1.5.3 - Childcare training rooms during the following dates and times:

The specific schedule for the Conference will be provided to the contractor at a minimum of fourteen (14) days prior to the event. Projected daily times are:

Day 1, 22 September 2023: 1800-2130 Day 2, 23 September 2023: 0800-1300 and 1700-2200 Day 3, 24 September 2023: 0800-1200

5.7 Contractor Manpower Reporting (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil.

The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different);

(9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year.

Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

5.8 Access and general protection/security policy and procedures. This standard language is for contractor employees with an area of performance within an Army-controlled installation, facility, or area. Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by the installation Provost Marshal Office, Director of Emergency Services, or Security Office. Contractor workforce must comply with all personal identity verification requirements (CFR clause 52.204-9, Personal Identity Verification of Contract Personnel) as directed by DoD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

TECHNICAL EXHIBIT 1

Performance Requirements Summary

Performance Objective 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 paragraphs 1.5.3;

5**

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

PRS#3

Contractor Manpower

Reporting

Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year.

Zero deviation from standard