PROTOCOL_PWS_23_Jan_2015.docx

PERFORMANCE WORK STATEMENT (PWS)

PUBLIC AFFAIRS/PROTOCOL OFFICER

Strategic Communications Wing ONE Protocol Officer

Contract Number: TBD Contractor: TBD

DATE: 23 January 2015

PREPARED BY:

STRATEGIC COMMUNICATIONS WING ONE

David Lanning 7641 Mercury Road, Bldg 830, Tinker AFB, OK 73145 david.lanning@navy.mil

(405) 739-3253

TABLE OF CONTENTS

PARA # TITLE PAGE

SECTION IV – Contract Options 9

SECTION I – DESCRIPTION OF SERVICES.

1.1 Purpose. The purpose of this effort is to provide STRATEGIC COMMUNICATIONS WING ONE (SCW-1) Protocol and Public Affairs support. The effort will be providing assistance with Protocol and Public Affairs for SCW-1 and will require 1.25 FTE’s (2600 hours) of Contractor support.

1.2 Scope. The SCW-1 Public Affairs Office provides the TACAMO community with full time protocol support and a variety of protocol services. Understands and is experienced in the customs and regulations dealing with diplomatic formality, precedence, and etiquette of support to distinguished visitors (DV) including the President of the United States, Senior Executive Service (SES) and Flag Officers of all the Services including foreign dignitaries. Assists Senior Protocol Officer and supports the Agency Chief of Protocol and/or entire Command or Agency as required in all aspects of executive support including highest levels of program and project coordination, program integration, communications of conferences, executive and programmatic meetings, protocol, and support for distinguished visitors as required. Plans international and domestic travel arrangements for distinguished visitors, to include research on customs, culture and courtesies; coordinating with appropriate ministries of defense or state department offices, arranging for all logistics and meeting support requirements. Identify and coordinate appropriate, DoD regulation compliant gifts, assist WING personnel in developing Official Representation (ORF) requirements, purchased gifts and coins and assist WING personnel as directed in tracking of ORF expenses in accordance with DOD/Service/agency regulations, directives, and policies with a clear understanding of agency protocol rules and regulations. Holds a DoD Secret Clearance (or higher). Minimum 3 years of specific relevant experience and 5 years experience in general background, or bachelor’s degree, or equivalent experience in a relevant area of service. Management qualifications and technical qualifications must complement each other.

1.3 Contractor Requirements. The Contractor shall be an integrated function of the Public Affairs Office. The Contractor shall provide full time VIP handling and support as well as ceremony and large event coordination for CSCW-1. Contractor with consultation from the command shall set, publish and disseminate the itinerary for VIP’s. Additionally, the Contractor shall provide training, consultation and technical support services for other TACAMO community events sponsored by the CSCW-1 and CSCW-1 tenant organizations as determined by N1, and coordinated through the Contracting Officer’s Representative (COR). The contractor shall plan and execute a community luncheon and provide publishing support for the event programs and newsletters distributed at such events. To accomplish this tasking, the Contractor shall provide expertise as the technical authority for planning, coordinating this event. The contact/address/phone lists (for Navy Ball, Community Luncheons) shall be a government-owned deliverable and shall be updated monthly and turned over to the government at any time upon government request and 30 days prior to contract/contract option expiration. The Protocol Officer also serves as primary speechwriter for the Wing Commander, CSCW-1, and Deputy Wing Commander, CSCW-1. The Contractor serves as primary point of contact for scheduling, organizing, and executing tours of CSCW-1 facilities for DVs, special groups, JROTC and ROTC units and other organizations as authorized by the COR and CSCW-1. The Contractor shall be responsible for coordinating and integrating the technical aspects of desktop publishing with protocol and public affairs administrative matters. The Contractor shall develop and oversee special projects as determined by the Wing Commander, CSCW-1, and Deputy Wing Commander, SCW-1, and approved by the QAP/COR. As an integrated member of the Public Affairs Office, the Contractor shall write, submit and assure publication at the local or national level of a minimum one article per quarter of events involving CSCW-1. The Contractor shall be required to complete Information Assurance (IA) and Records Management training as requested by the Quality Assurance Personnel (QAP)/Contracting Officer Representative (COR). The Contractor shall have a minimal of 5 years’ experience in general background, or bachelor’s degree, or equivalent experience, in a relevant area of service, verifiable via provided resume.

1.3.1 Security Clearance Requirements. See 3.4.3 infra.

1.4 Location and Hours of Work. The Contractor shall perform work at SCW-1, Tinker AFB, OK, Navy Facilities. The contractor shall perform the services required under this contract during the following hours, 0730 until 1630, Monday through Friday, except for Federal Holidays. Working hour variances shall be coordinated between the COR and the Contractor in all cases. The Contractor shall be available as necessary and the government has the option of recalling the Contractor to perform needed tasks during off-duty hours. The working hours are flexible, to enable support during evening and weekend events. However, overtime shall not be authorized; Contractor shall not be required to work more than 80 hours in a two-week period. The COR will provide the Contractor a GFE cell phone as deemed necessary. This effort provides 1.25 years of full time support (2600 hours per year) to CSCW-1.

1.5 Travel. Infrequent travel is required to ensure Contractor’s ability to meet product delivery. Travel, approximately four 4-day trips, will be funded via the contract. These trips may include civic leader embark tours and protocol training. Any additional travel required shall be approved by the COR and will depend on availability of additional contract funds.

1.6 Site Specific Training. Additional protocol training as determined by the COR, to remain current in standards of Navy protocol may be required in the performance of the contract. Any additional required training will be funded via the contract.

SECTION II – SERVICE SUMMARY

Contractor performance shall be measured and assessed, using the Performance Objectives listed in the Service Summary (SS).

2.1 Requirements. The Contractor shall ensure performance objectives and thresholds are achieved as follows:

SERVICE SUMMARY (SS)

Paragraph

Procedures The QAP/COR will perform inspections to ensure contractor compliance with the appropriate paragraphs of the PWS and will record the results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, the QAP/COR shall notify the contractor and the contracting officer of the deficiencies for correction. The Contractor shall be given a reasonable time after notification to correct the unacceptable performance if such correction is possible. The length of time allowed to correct the problem shall depend upon the requirement and the deficiency, and the Contractor will be notified of the time allowed for correction when the deficiency is reported to the Contractor.

The QAP/COR shall inspect and accept contractor services at the completion of each contract payment period. The QAP/COR shall certify services actually received under this contract via a letter to the Contracting Officer (email is acceptable).

PERIODIC INSPECTION: The type of surveillance that is based upon selecting samples for evaluation on other than 100% inspection. As a minimum inspections shall be conducted quarterly.

CUSTOMER COMPLAINT: Any customer that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the contract monitor. A meeting with the Contractor shall follow to address the complaints and review the proper procedures within the PWS. If a deficiency is observed, AF customer compliant records, or a Customer Complaint Record, should be annotated and forwarded to the contract monitor on the day of the infraction. If the deficiency requires immediate correction, a phone call may be necessary. When a complaint is received, the contract monitor validates the complaint by checking the PWS. The contract monitor must evaluate the complaints on a case-by-case basis. If substantial Government action or lack of action caused unacceptable performance, the complaint is not valid. The contract monitor shall retain and file the complaint form. At the end of each month, the customer compliant records are forwarded to Contracting and all validated complaints are counted to determine if performance is acceptable or unacceptable.

NOTE 1: The performance thresholds are designed to:

a. Align Contractor performance with objectives.

b. Focus on critical success factors in meeting performance objectives.

c. Reflect performance goals.

d. Promote continuous improvement in performance.

NOTE 2: The QAP/COR, Procurement Contracting Officer shall exercise surveillance over the performance thresholds. The absence of any contract requirement from the SS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract.

NOTE 1: The method of surveillance may include one or more of the methods defined above.

NOTE 2: The Government shall use the methods contained in the PP to evaluate the Contractor’s performance for the listed program objectives. The QAP/COR shall monitor Contractor performance to determine if it meets the contract thresholds as set forth in the performance measures and this PWS.

2.2 Contractor Performance Evaluation. The Contractor evaluation of performance will occur when the QAP/COR evaluates the service of the Contractor to determine whether or not it meets the PP objectives of the contract. In the event the performance objective is not met, the Procurement Contracting Officer will issue written notification to the Contractor. In cases where the Contractor fails to implement corrective action, the Procurement Contracting Officer will take appropriate measures.

SECTION III – GOVERNMENT FURNISHED PROPERTY

a. Government Furnished Equipment (GFE). The government will provide the contractor all necessary tools, such as a desk top computer system and of sufficient power, to meet customer needs to include any additional COR and NMCI approved software, if funding permits, to enable the Contractor to perform the tasks specified by the government. The government will provide a GFE cell phone for provisions described in the Performance Work Statement. The government will provide use of a government vehicle for contractor use during official duties that the government determines use of vehicle is required for the performance of the contract.

b. Government Furnished Space and Equipment.

(1) Office/Working space within building 830 with appropriate desk, chair, cabinets, and file space.

(2) Telephone with commercial long distance and DSN access.

3.7 Non-Disclosure Agreement: The Contractor shall provide signed copies of the attached non-disclosure agreement to the PCO for all Contractor employees prior to commencing work.

SECTION IV – Contract OPTIONS: Option years four (4) Options shall be fully defined and the contractor must be able to propose a price with their initial proposal Base Year: 19 July 2015 through 18 July 2016.

Option 1: Option Year one contract date 19 July 2016 through 18 July 2017.

Option 2: Option Year two contract date 19 July 2017 through 18 July 2018.

Option 3: Option Year three contract date 19 July 2018 through 18 July 2019.

Option 4: Option Year four contract date 19 July 2019 through 18 July 2020.

Appendix A – ACRONYM LIST

APPENDIX "C"

Strategic Communications Wing ONE (SCW-1)

PROTOCOL SUPPORT

PRE FILE NO:

PREPARED BY:

SECTION I - GENERAL REQUIREMENTS

A. Safety Program Requirements. The contractor shall implement a safety program that ensures protection of Government personnel and property. The program shall consist of, as a minimum:

1. Mishap notification/reporting as defined in paragraph B. below.

2. A Safety Program that addresses, as a minimum, the subjects listed in Safety Program Elements, Section II and to be used during performance of the work described in the contract.

B. Mishap Notification.

1. The contractor shall notify the procuring Safety Office or a designated Government Representative (GR) within one (1) hour of all mishaps or incidents. A written report of the mishap/incident shall be sent within three calendar days to the GR, who shall forward it to the Procuring Safety Office. For information not available at the time of initial written report, the contractor shall provide the remaining information no later than 20 calendar days after the mishap, unless extended by the Safety Office.

2. Mishap notifications shall contain, as a minimum, the following information:

3. If requested by the designated government representative, the contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records, until released by the Procuring Safety Office.

C. The safety provisions of this contract, shall apply to any subcontracts/subcontractors.

1. Safety requirements listed herein that do not concern contractor’s operations or services shall be considered self-deleting as mutually agreed by the contractor and the procuring office.

SECTION II - SAFETY PROGRAM ELEMENTS

The contractor’s Safety Program shall clearly define procedures, personnel qualifications, facilities and required equipment necessary to fulfill the following elements:

Element/Requirement Referenced Benchmark

Mishap Notification/Reporting AFI 91-204

Housekeeping AFOSH Std 91-501

Handling, Storage and use of AFOSH Std 91-501 Flammable/Combustible Liquid

Vehicle Operations AFI 91-207

Foreign Object Damage (FOD) AFI 21-101, AFMC Sup

Tobacco Use in the Air Force AFI 40-102

Hazardous Energy Control AFOSH Std 91-501

Fire Protection Tinker Instruction 32-2001

SECTION III - BIBLIOGRAPHY OF PUBLICATIONS/DIRECTIVES

These publications/directives and all supplements/changes thereto apply to the extent required by the provisions of Sections I, and II.

AFI 91-204 Feb 06 Safety Investigations and Reports

AFI 91-207 May 07 USAF Traffic Safety Program

AFOSH Std 91-66 Oct 97 General Industrial Operations

AFOSH Std 91-501 Jul 04 Air Force Consolidated Occupational Safety Standard

AFOSH Std 91-100 May 98 Aircraft Flight Line – Ground Operations and Activities

AFI 40-102 Jun 02 Tobacco Use in the Air Force

Tinker Instruction 32-2001 Sept 97 Fire Protection Program