DRAFT_PWS- POTFF (as of 8 SEPT 2023).docx

PERFORMANCE WORK STATEMENT (PWS)

Preservation of the Force and Family (POTFF) Couples Reconnection Retreat 22-24 SEPT 2023 (as of 8 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 with spouses and children)

· Meal services with separate meal room from conference

· 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 Plan (QCP): 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 they assure themselves that their work complies with the requirement of the contract.

1.5.1 Quality Assurance (QA): The government shall evaluate the contractor’s performance under this contract in accordance with (IAW) the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed IAW the performance standards and contract quality requirements are met. Contract quality requirements” means the technical requirements in the contract relating to the quality of the product or service and those contract clauses prescribing inspection, and other quality controls incumbent on the contractor, to ensure the product or service conforms to the contractual requirements. It defines how the performance standards will be applied, the frequency of surveillance, the minimum acceptable defect rate(s), and deductions, if applicable.

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 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 shall 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 shall 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 shall also have a verification system in place to ensure children and parents are documented.

The event coordinator shall be able to produce clear verifiable documentation of certifications/licensure and background clearance with the submission of quote and any time a childcare provider is changed. Childcare providers will be verified by the COR/Unit Representative/Contracting Team day one of the event. (DELIVERABLE #1)

The contractor shall provide lodging and transportation for childcare workers if required.

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 one alternate who has full authority to act on behalf of the agency shall be designated in writing to the contracting officer upon contract award. (DELIVERABLE #2) These individuals shall be available during business hours up to and throughout the period of performance.

The contractor shall provide a hotel POC for assistance for check in and orientation of the areas of use. (DELIVERABLE #3)

1.5.5 Employment Eligibility: Contractor shall ensure that all contractor employees and sub-contractor employees performing services under this contract have been pre-screened for employment eligibility using the E-verify Program on the Department of Homeland Security website http://www.uscis.gov/e-verify. Personnel that have not met the employment eligibility requirement on this website are not authorized to perform services under this contract. Verification of the eligibility check will be made available to the KO or COR upon request (DELIVERABLE #4). This requirement is not in lieu of and does not relieve the Contractor from the I-9 Employment Eligibility Verification Forms for employment of personnel.

1.5.6 Contractor Travel: The Government is not responsible for travel expenses incurred by the Contractor to provide for services associated with this contract.

1.5.7 Post Award Conference/Contract Periodic Progress Meetings: The Contractor shall attend the post award conference convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation (FAR) Subpart 42.5. The KO, COR, with other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. These meetings shall be at no additional cost to the government. The KO will notify the contractor for the post award conference date. The Government will host a post-award conference with the KO, Contractor, CORs, and Hotel POC virtually via Microsoft Teams or Zoom to discuss final support plan.

1.5.8 Contracting Officer Representative: The (COR) or Unit Representative will be notified by separate letter or during the post-award conference. The COR or Unit Representative monitors all technical aspects of the contract and assists in contract administration. The COR or Unit Representative is authorized to perform the following functions: ensure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR or Unit Representative is not authorized to change any of the terms and conditions of the resulting order.

1.5.9 Security and Safety: Access and general protection/security policy and procedures. When required, Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce shall comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contract or 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.

1.5.10 Identification of Contractor Employees: Identification of Contractor Employees. Provide each employee with identification (ID) badge made of nonmetallic material, easily readable and including employees name, contractors name, functional area of assignment, and recent color photograph of the employee. All Contractor personnel shall wear the ID badge at all times when performing work under this contract at a Government site, including while attending Government meetings and conferences that may take place outside the Government facility.

PART 2 DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field.

2.1.1 CONTRACTOR (KTR). 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 (KO) 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 PERFORMANCE WORK STATEMENT A statement of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

2.1.8 PHYSICAL SECURITY. Protection of the perimeter area, government property, and assets that prevent the loss or damage of Government property.

2.1.9 QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.10 QUALITY ASSURANCE SURVEILLNACE PLAN (QASP). A plan describing how the agency will survey, observe, test, sample, evaluate and document the contractor’s performance in meeting critical performance standards identified in the contract.

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

2.1.12 SHALL. Imperative.

2.1.13 SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have private of contract with the sub- contractor.

2.1.14 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

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

2.2 ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY (GFP), GOVERNMENT FURNISHED EQUIPMENT (GFE), AND GOVERNMENT FURNISHED SERVICES (GFS)

3 GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: Not Applicable

3.2 Facilities: Not Applicable

3.3 Utilities: Not Applicable

3.4 Equipment: The Government will provide all training, supplemental training materials, and instructors.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Part 3 of this PWS.

4.2 Facility: The Contractor shall ensure that the hotel/resort location is able to meet all the needs laid forth in Section 5 of this PWS. The guest rooms shall be neat and clean with fresh linens and free of any rodents, pests or mold.

4.3 Materials: Not Applicable

4.4 Equipment: All AV equipment shall be provided by the contractor, in good working condition with staff available to assist should any issues arise.

PART 5 SPECIFIC TASKS

5. Specific Tasks:

The contractor shall provide a Coordinator to reserve Hotel/Resort amenities as described throughout this PWS. The Venue/Hotel: Venue shall be located in Charleston, South Carolina. The location SHALL be oceanfront. The hotel shall accommodate a 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 Wi-Fi access. Hotel shall have convenient beach access. Hotel/resort shall maintain dedicated security. The Hotel/resort shall 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.

5.1 Hotel Rooms:

The Hotel/Resort shall be able to provide a total of 18 rooms for multiple occupancy (15 couples and 3 POTFF team members). Rooms will be non-smoking with no less than 2 queen or larger beds and private bathrooms. The Contractor shall provide rollaway bed, basinet, and cribs upon request. Additional blankets and pillows shall be made available if requested by the occupant. All linen and blankets shall be freshly laundered and in good condition, free from tears, rips, holes, stains, and excessive wear. Rooms: Rooms shall include TV with cable service, functional desk/work area, telephone, free high-speed Wi-Fi, refrigerator and digital radio with alarm. NO LESS THAN 5 adjoining room or Family Suites shall be available for Families with multiple children (more than 4 Family members). (If more than 5 rooms are required at the time of event, the Contractor can confirm by email or phone with the Contracting Officer if additional funding is available to add additional rooms to accommodate the request)

5.2 Main conference/training room with AV support:

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 shall be separate from the conference dining area. The conference room shall have banquet tables and chairs for no less than 40 participants. The estimated number of participants is 33-35 adults. The main conference room shall have AV equipment including a podium.

The main conference room shall have the following accommodations: Tables and chairs will be provided to accommodate no less than 40 adults (attendees and guest speakers) in a banquet style configuration (round tables). Two rectangle tables with chairs shall be provided in the front of the room. The placement may be arranged by the T.R.I.B.E. POC. A podium shall be provided at the front. The conference room shall have audiovisual capability to include, but not limited to, two microphones (one wireless and one hand-held) for guest speakers/trainers and projector screen to present a PowerPoint presentation. At least one large whiteboard shall be available. The conference room shall 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.

5.3 Childcare training rooms:

The training rooms shall meet all safety requirements to accommodate children of various ages. Childcare providers shall maintain an appropriate adult to child ratio. 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 space to serve meals; children will be eating with the childcare providers throughout the training times. Childcare rooms shall have activities for all children ages 0-12 such as crafts, games, and interactive activities.

Childcare training rooms (x2): One Large room or two smaller rooms shall be provided to accommodate a maximum of 50 kids plus childcare providers. Tables and chairs will be provided to use for activities and meals (as needed). This area shall be 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 shall 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.

Meals, snacks and beverages will be provided to children by the vendor during open childcare hours.

5.4 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 shall be able to accommodate individuals with specific dietary requirements.

Vegan, Vegetarian, Gluten Free, Kosher, children, and specified allergen-free meals shall be made available upon request. Special meal request will be reported by the COR/unit representative or Contracting Team after contract award. It is the contractor responsibility to request Special Meals with adequate time prior to event to accommodate 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 after contract award. Coffee, iced tea, hot tea, and water shall be provided by the contractor in the conference during the duration of the event. Light snacks (cookies/fruit) shall be available for the adults attending training throughout all sessions. The childcare areas shall 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 shall 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

5.5 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 after contract award. (This is separate than the available times for set up listed above) Projected daily times are as follows:

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

5.6 Service Contract Reporting:

System for Award Management (SAM) Service Contract Report (SCR): The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The Contractor is required to completely fill in all required data fields through the following web address: www.SAM.gov. Reporting inputs will be for the labor executed during the period of performance during each Government FY, which runs from October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk by clicking “View Assistance for SAM.gov” which is located at the top of the SAM.gov website. From there, you can the select “Contact Our Service Desk” which will allow you to contact SAM.gov directly. If contract period of performance ends prior to September 30, the Contractor has 30 calendar days from end date of the contract to complete the SAM SCR requirement.

Steps for Submitting a Service Contract Report (SCR)

Steps for Editing a Submitted Report

(TO BE UPDATED AT SOLICITATION)

TECHNICAL EXHIBIT 1

Performance Requirements Summary

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

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