GEMS Pillar Conference_GEMS PWS_05-07AUG22 v3.pdf

PERFORMANCE WORK STATEMENT (PWS)

Preservation of the Force and Family (POTFF) GEMS

PILLAR Mentorship Conference

5-7 AUG 2022

Part 1

General Information

1. General: This is a non-personnel services contract to provide vendor coordination for overnight retreat events. 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, training, and services. The Contractor shall perform to the standards in this contract.

1.2 Background: The 95th Civil Affairs Brigade (Special Operations) (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 GEMS Spouse Mentorship Program. This training aims to build sustained readiness that strengthens relationships; promotes healthy, holistic wellness practices; and encourages resilient interpersonal relationships for Spouses and their Families. GEMS Mentorship Program (GEMS) 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).

GEMS and POTFF events are not intended for contractors as participants, though contractors may attend events to provide instruction and coaching. GEMS 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 55 rooms: (45 Service Members/Spouses with children and 10 POTFF team members)

Meal services

Non-alcoholic beverage services

Main conference room with AV support (1)

Childcare training rooms (2)

Childcare service (up to 60 children of varying ages, see breakout for ages of attendees)

1.4 Scope: Event vendor coordination services are required for the period of performance of 5-7 AUGUST 2022 (Friday-Sunday) at or near Kitty Hawk, Outer Banks, North Carolina

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 from

5-7 AUGUST 2022

1.5.3 Place of Performance: This event will be conducted in Outer Banks area of North Carolina. The Outer Banks are approximately 4 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, The Outer Banks are a tourist destination that has effectively focused on overall human wellness to build the location into what it is today. This area’s growth and development directly aligns with the training that will be offered at this event and furthers the goal of the event to engage one’s holistic wellness practices which builds sustained readiness that strengthens relationships; promotes health and wellness and encourages resilient interpersonal relationships.

1.5.4 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. The event coordinator 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. The Childcare providers will sanitize and clean all equipment brought in before and after use.

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

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 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 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.

Venue/Hotel: Venue must be located in the Outer Banks, North Carolina. The location must allow for social distancing, beach access, provide refined, stylish, and upscale decor with extensive amenities and a high degree of hospitality and attention to detail. Must accommodate a 1200 hours (12:00 p.m.) checkout time.

Hotel/resort shall offer the following at no additional cost: parking; fitness center;

business center; in-room coffee maker, refrigerator, and microwave; in-room internet access, airport shuttle, and indoor/outdoor pool. 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. Preferred vendor of choice is the Sanderling Resort in Duck, North Carolina.

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 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 90 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. Snacks and beverages will be available to children during open childcare hours.

Equipment: Venue shall provide audio-visual equipment at the venue in order to facilitate video teleconference, presentations, and other activities. 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 5-7 AUGUST 2022 (Friday-Sunday). Guests will arrive Friday afternoon and depart Sunday around 1200 hours (12:00 p.m.).

5.2 Hotel Rooms: The venue shall be able to provide a total of 55 rooms: (45 Service Members/45 Spouses with 60 children and 10 POTFF team members) for 2 nights.

Forty-five (45) of these rooms should be able to accommodate families. Check-in is on Friday afternoon and check-out on Sunday.

5.3 Meal Service: Hotel/resort 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. The hotel/resort shall have snacks and drinks available for children between meals.

Meals will be served according to the following schedule for approximately 100 adults and 60 children:

• 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 childcare providers.

• 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

Friday, 5 AUG 2022 1 - Dinner meal and beverage service 1 - Snacks and Beverages available to children during childcare hours 1- At a minimum, coffee and water will be available during training

Saturday, 6 AUG 2022 1 Hot breakfast meal and beverage service 1 Lunch meal and beverage service 1 Dinner meal and beverage service

1 Snacks and beverages available to children during childcare hours 1 At a minimum, coffee and water will be available during training

Sunday, 7 AUG 2022 1 - Hot breakfast meal and beverage service 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:

1 – Podium with Microphone (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.

Main conference/training room to be available during the following times.

Friday, 5 AUG 2022 4:00 pm – 9:00 pm Saturday, 6 AUG 2022 8:00 am to 1:00 pm Saturday, 6 AUG 2022 4:00 pm – 9:00 pm Sunday, 7 AUG 2022 8:00 am to 12:00 pm

The conference/training room must allow for the social distancing measures. The venue’s staff will be required to sanitize the conference space before and after each day of training.

5.5 Childcare training rooms (2): The venue shall be able to accommodate up to 60 children of various ages according to all local and state safety regulations for the following dates and times:

Friday, 5 AUG 2022, 4:00 pm – 9:00 pm Saturday, 6 AUG 2022, 7:00 am to 9:00 pm Sunday, 7 AUG 2022, 7:00 am to 1:00 pm

The Childcare rooms shall have a Television, DVD player with access to power/electrical outlets.

COVID Mitigations require additional space to allow social distancing.

5.6 Childcare services: Childcare services for up to 60 children of ages 6 weeks – 12 year 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 training rooms during the following dates and times:

Friday, 5 AUG 2022, 4:00 pm – 9:00 pm Saturday, 6 AUG 2022, 7:00 am to 9:00 pm Sunday, 7 AUG 2022, 7:00 am to 1:00 pm

COVID Mitigations require additional space to allow social distancing.

The childcare services shall provide a television, DVD player family friendly movies, toys, games, and crafts.

5.8 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.