Attachment_1_-_ST-FC_Performance_Work_Statement,_26_Oct_2018.pdf

PERFORMANCE WORK STATEMENT

24 SOW Special Tactics – Family Connections Program

26 October 2018

1. PURPOSE

The 24th Special Operations Wing (SOW) Special Tactics – Family Connections (ST-FC) Program requires contract services in support of an initiative to deliver enhanced resiliency skills to forge strong and healthy bonds and facilitate positive communication regarding available helping agencies for the wing’s Active Duty Airmen and their families dispersed throughout 13 geographically separated locations. The contractor shall provide logistics to procure accommodations, meals, childcare, childcare activities, and family activities that support the ST- FC Program’s goals and intent.

2. BACKGROUND

2.1. The ST-FC Program is targeted to provide family members with professional resiliency training and facilitate connection to other community resources. The needs have been assessed through a historical USSOCOM (United States Special Operations Command) trend analysis.

Findings indicate there is a direct correlation between mission execution, which takes place at a high operations tempo, and an increased level of marriage dissatisfaction, challenges related to parenting skills, diminished personal decision-making, and job-related stress. Marriage and relationship issues remain a continual challenge and a large area of concern.

2.2. USSOCOM desires to ensure that SOF warriors and their families are properly cared for and given methods to reduce the stress related to high operational tempos. The 24 SOW operates outside of the normal Air Expeditionary Force (AEF) construct for deployments. The requirement to support short notice contingency operations requires not only a constant state of readiness, but an increased level of family stress and uncertainty. Commanders and Senior Enlisted Leaders will work to identify personnel meeting specified high-risk criteria and encourage participation in ST-FC as a measure of combatting issues previously stated.

2.2.1. The results of the previously conducted USSOCOM initiative clearly identified that multiple and extended separations that involve sensitive, high-risk and secretive missions place a unique hardship on ST operators and their family members. This identified pressure on families directly impacts personnel readiness of mind, body, spirit, and ultimately mission effectiveness. Families must continuously remain focused on maintaining a tight consistent link to their support networks. The ST-FC will continue to introduce to new families, and reinforce to established families, strategic ways of marriage communication, parenting skills, financial management, etc.

2.3. The ST-FC enables the 24 SOW to execute programming to build and sustain strong active duty members and dependents. The ST-FC program will produce a more prepared and less distracted force capable of executing any challenging mission in support of USSOCOM objectives.

2.4. The provision of the Mid-Deployment Spouse Resiliency Day (MDSRD) and the Resiliency Weekend (RW) events aid the 24 SOW chaplain team in achieving the desired end state of building and maintaining a strong, resilient force and family.

3. SCOPE

3.1. 24 SOW provides resiliency training for over 1,800 Special Tactics Airmen and dependents spread throughout numerous geographically separated units dispersed within the United States.

Attendance numbers at each resiliency event vary dependent upon unit size, operations tempo, and member availability. Event locations are also dependent upon the unit receiving services.

3.2. The MDSRD is a designed event to assist spouses to fortify themselves and their families against the relational and psychological stresses associated with continual combat deployment rotations within Special Tactics. Additionally, the event connects spouses to the unit community and chaplain assets/resources. This event will include a one-day reservation at an off-site location with the provision of childcare and two meals.

3.2.1. The 24 SOW executes approximately three (3) MDSRDs per year. The location of the event will vary according to unit requiring services. Ranges of attendance expected are:

Location Attendance Range Childcare Range Fayetteville, NC 20-25 Adults 20-25 Children Seattle, WA (1) 20-25 Adults 20-25 Children Seattle, WA (2) 7-12 Adults 7-12 Children Fort Walton Beach, FL (1) 20-25 Adults 20-25 Children Fort Walton Beach, FL (2) 20-25 Adults 20-25 Children Clovis, NM 20-25 Adults 20-25 Children Columbus, GA 20-30 Adults 20-30 Children Savannah, GA 7-12 Adults 7-12 Children

3.3. The RW is an event designed to assist military members and their families to recover, reintegrate, and fortify themselves and their families against the relational and psychological stresses associated with continual combat deployment rotations and/or sustained high operations tempo within Special Tactics. This event will include two nights of lodging at an off-site location with the provision of childcare and five meals.

3.3.1. The 24 SOW executes approximately nine (9) RWs per year. The location of the event will vary according to unit requiring services. Ranges of attendance expected are:

Location Attendance Range Childcare Range Fayetteville, NC 45-55 Adults 45-55 Children Seattle, WA (1) 45-55 Adults 45-55 Children Seattle, WA (2) 15-25 Adults 15-25 Children Fort Walton Beach, FL (1) 45-55 Adults 45-55 Children Fort Walton Beach, FL (2) 45-55 Adults 45-55 Children Fort Walton Beach, FL (3) 45-55 Adults 45-55 Children Clovis, NM 45-55 Adults 45-55 Children Columbus, GA 20-30 Adults 20-30 Children Savannah, GA 15-25 Adults 15-25 Children

4. REQUIREMENTS

4.1. MID-DEPLOYMENT SPOUSE RESILIENCY DAY (MDSRD): The contractor shall provide one-day MDSRD events to facilitate resiliency training provided to members in accordance with the schedules outlined in paragraph 3.2. The target audience will be defined by the government and typically include spouses of deployed 24 SOW service members. The events shall occur at a facility that has at least an average 4 star rating on a 5 point scale on online review websites. Additionally, the facility shall offer: (1) large conference space with up-to-date audio-visual equipment; (2) separate sanitized rooms for childcare; and (3) meal services or approval to cater outside food to the facility. The facility shall be within 50 miles of the unit’s location (Exception for Clovis, NM unit: 100 mile radius allowable), unless prior approval is given by the government, to allow quality, focused learning time and connecting/reconnecting with one another in a relaxing and safe environment. Facility shall be inspected prior to the function and throughout the day to ensure it remains clean, trash is disposed of and restrooms remain stocked. For each event, the contractor shall provide a proposed event venue, space and room plan IAW paragraph 5, Deliverables. The proposed plan shall include venue name, venue cancelation terms for full and partial refund (i.e. 7 days advance cancelation required for full refund and 1 day advance cancelation required for 50% refund), venue location, venue rating and event POC IAW paragraph 4.3.6., Contractor Availability. Upon the government’s receipt of the proposed plan, the government will review the quality of options, and coordinate with the contractor on venue, space and room selection to be provided. The contractor is responsible for securing, procuring, and paying for venue/meeting spaces, meals, childcare, and childcare meeting spaces as defined per below requirements:

4.1.1. Training Meeting Space: For each event, the contractor shall provide adequate meeting space to conduct resiliency training, suitable for the specified number of attendees and for the prescribed date and times provided to the contractor prior to the event. Each meeting space shall include up-to-date audio visual equipment and support (including but not limited to power cords, projection screens, projector cart, and MP3 audio-in jack to room sound), tables and chairs to support the participants, and a podium if requested.

4.1.2. Meals: For each event, the contractor shall provide a proposed meal plan IAW paragraph 5, Deliverables. The plan shall include up to two (2) meals for each participant of each event (1 breakfast and 1 lunch) and up to two (2) meals for each child participant (1 breakfast and 1 lunch). Number and type of meals will be determined by the government. Meal examples: Full hot breakfast buffets, buffet lunch, and dinner buffets, including proposed food selections and any and all applicable service fees. All meals shall include vegetarian, non-vegetarian items and vegan or other dietary needs as specified prior to the event. The meal plan shall also include where the meals will be provided in proximity to the meeting space and meal cancelation terms for full and partial refund (i.e. 3 days advance cancelation required for full refund and 1 day advance cancelation required for 50% refund). Upon the government’s receipt of the proposed meal plan, the government will review the quality and diversity of food options, and coordinate with the contractor on meal selection.

4.1.2.1. Children shall be served lunch separate from adults by childcare providers. Adults and children will eat breakfast together on the day of the scheduled event.

4.1.2.2. Coffee, water, fresh fruit, and snacks shall be provided for both adults and children throughout the meeting times and shall be refreshed as needed.

4.1.3. Childcare: For each event, the contractor shall provide a proposed childcare provider plan to the government IAW paragraph 5, Deliverables. The proposed childcare provider plan shall include the types of programs to be offered to the children and the licensed provider(s) for the day of the scheduled event to accommodate the specified number of children and for the times provided to the contractor prior to the event. The proposed childcare provider plan shall confirm that the Childcare provider is licensed within the state where the facility hosting the event is located and shall adhere to appropriate child-to-provider ratios. Verification of childcare provider licenses and certifications shall be provided if requested. Upon the government’s receipt of the proposed childcare provider plan, the government will review and coordinate with the contractor on childcare selection.

4.1.3.1. The childcare provider shall serve lunch to all children.

4.1.3.2. The childcare provider shall deliver a physically and mentally age-appropriate program which includes toys and activities for the children. If outdoor activities are available and if weather permits, childcare shall spend at least one quarter of the allotted time doing outdoor activities (pending any child disability). An evening movie is acceptable, but must be included in the proposed childcare provider plan for approval by the government.

4.1.4. Childcare Meeting Space: For each event, the contractor shall provide childcare meeting rooms, suitable for the specified number of children and for the prescribed date and times provided to the contractor prior to the event. Childcare meeting spaces shall be located on the same property as the meeting spaces utilized for MDSRD resiliency training, and shall have a television with a DVD player.

4.1.4.1. The childcare providers must have access to separate rooms within the facility for age-appropriate grouping. Childcare facilities shall have direct door and window access to outside for ventilation.

4.1.5. Activities: The contractor shall provide daily use of activities at no additional costs to include the following: free parking, wireless internet access, and close proximity of beach/vacation activity areas.

4.2. RESILIENCY WEEKEND (RW): The contractor shall provide two-night events (Friday through Sunday) to facilitate resiliency training provided to members in accordance with the schedules outlined in paragraph 3.3. The target audience will be defined by the government and typically includes Active Duty 24 SOW members and their families. Additionally, the facility shall offer: (1) large conference space with up-to-date audio-visual equipment; (2) separate sanitized rooms for childcare; (3) meal services or approval to cater outside food to the facility;

and (4) Lodging with indoor entries. The events shall occur at an AAA 4-Diamond rated hotel/deluxe resort within 75 miles of unit’s location (exception for Clovis, NM unit: 250 mile radius allowable), unless prior approval is given by the government, to allow quality, focused learning time and connecting/reconnecting with one another in a relaxing and safe environment.

For each event, the contractor shall provide a proposed event venue, space and room plan IAW paragraph 5, Deliverables. The proposed plan shall include venue name, venue cancelation terms for full and partial refund (i.e. 24 hours advance cancelation required for full refund and 1 hour advance cancelation required for 50% refund), venue location, venue Diamond rating and event POC IAW paragraph 4.3.6., Contractor Availability. If there are no AAA 4-Diamond rated hotels within aforementioned guidelines, a AAA 3-Diamond rated hotel/resort may be proposed, if the facility has at least an average 4 star rating on a 5 point scale on online review websites. Upon the government’s receipt of the proposed plan, the government will review the quality of options, to include Diamond rating and/or online reviews, appearance, cleanliness, hospitality, and safety, and coordinate with the contractor on venue, space and room selection to be provided. The contractor is responsible for the securing, procuring, and payment for venue/meeting spaces, meals, childcare, childcare meeting spaces, and lodging as defined per below requirements:

4.2.1. Training Meeting Space: For each event, the contractor shall provide adequate meeting space to conduct resiliency training, suitable for the specified number of attendees and for the prescribed dates and times provided to the contractor prior to the event. Each meeting space shall include audio visual equipment and support (including but not limited to power cords, projection screens, projector cart, and MP3 audio-in jack to room sound), tables and chairs to support the participants, and a podium if requested.

4.2.2. Meals: For each event, the contractor shall provide a proposed meal plan IAW paragraph 5, Deliverables. The plan shall include five (5) meals for each participant of each event: two (2) breakfasts, one (1) lunch, and two (2) dinners. Meal examples: Full hot breakfast buffets, buffet lunch, and dinner buffets, including proposed food selections and any and all applicable service fees. All meals shall include vegetarian, non-vegetarian items and vegan or other dietary needs as specified prior to the event. The meal plan shall also include where the meals will be provided in proximity to the meeting space and meal cancelation terms for full and partial refund (i.e. 3 days advance cancelation required for full refund and 1 day advance cancelation required for 50% refund). Upon the government’s receipt of the proposed meal plan, the government will review the quality and diversity of food options, and coordinate with the contractor on meal selection to be provided.

4.2.2.1. Children shall be served Friday dinner, Saturday lunch, and Saturday dinner separate from adults by childcare providers. Adults and children will eat breakfast together Saturday and Sunday.

4.2.3. Childcare: For each event, the contractor shall provide a proposed childcare provider plan to the government IAW paragraph 5, Deliverables. The proposed childcare provider plan shall include the types of programs to be offered to the children and the licensed provider(s) for the day of the scheduled event to accommodate the specified number of children and for the times provided to the contractor prior to the event. The proposed childcare provider plan shall confirm that the Childcare provider is licensed within the state where the facility hosting the event is located and shall adhere to appropriate child-to-provider ratios. Verification of childcare provider licenses and certifications shall be provided if requested. Upon the government’s receipt of the proposed childcare provider plan, the government will review and coordinate with the contractor on childcare selection.

4.2.3.1. The childcare provider shall serve Friday dinner, Saturday lunch and dinner to all children.

4.2.3.2. The childcare provider shall deliver a physically and mentally age-appropriate program which includes toys and activities for the children. If outdoor activities are available and if weather permits, children will spend at least one quarter of the allotted time doing outdoor activities. An evening movie is acceptable, but must be included in the proposed childcare provider plan for approval by the government.

4.2.3.3. Coffee, water, fresh fruit and snacks shall be provided for both adults and children throughout the meeting times including the afternoon sessions, and meal times and shall be refreshed as needed.

4.2.4. Childcare Meeting Space: For each event, the contractor shall provide childcare meeting rooms, suitable for the specified number of children and for the prescribed date and times provided to the contractor prior to the event. Childcare meeting spaces shall be located on the same property as the meeting spaces utilized for RW resiliency training, and shall have a television with a DVD player.

4.2.4.1. The childcare providers must have access to separate rooms within the facility for age appropriate grouping. Childcare facilities shall have direct door and window access to outside for ventilation.

4.2.5. Lodging: The contractor shall provide the number of lodging rooms on the given dates.

For all events, the lodging rooms shall be available for check-in at 3:00 p.m. on the first day of each event and check-out no earlier than 1:00 p.m. on the last day of each event. A variety of lodging rooms must be available to meet the needs of larger families, smaller families, couples, and spouse/single airmen attendees without children. Lodging rooms shall have indoor entries.

Any charges to the room for bar tab, meals, movies, and/or services is chargeable to the guest, not the 24 SOW.

4.2.5.1. For families with three (3) or more children: The contractor shall provide one (1) single room, or two (2) connecting rooms, with at least three (3) separate sleeping areas, to include at least one (1) queen bed, two (2) single beds or one (1) set of bunk beds, and one (1) pull-out sofa sleeper, separate from the main living area.

4.2.5.2. For families with one to two (1-2) children: The contractor shall provide one (1) single room with at least two (2) separate sleeping areas, to include at least one (1) queen bed and two

(2) single beds, one (1) set of bunk beds or one (1) pull-out sofa sleeper, separate from the main living area.

4.2.5.3. For couples, spouses and single airmen without children: The contractor shall provide one (1) room with at least one (1) king or two (2) queen beds.

4.2.6. Activities: The contractor shall provide daily use of activities at no additional costs to include the following: onsite fitness center, pool, whirlpools, cable television, free parking, wireless internet access and close proximity of beach/vacation activity areas.

4.3. GENERAL INFORMATION:

4.3.1. Alternate Dates: The government may have to re-schedule an event due to unforeseen circumstances. The government shall not be charged for re-scheduled events if advance notice is provided within the terms of the cancelation policy identified in the Proposed Event Venue, Space and Room Plan, and Proposed Meal Plan, IAW paragraph 5. Upon adequate advance notice requesting a re-scheduled event, the contractor shall offer alternate dates for the rescheduled event(s).

4.3.2. Reimbursement/Credit: The Government may have unused/vacant rooms due to unforeseen circumstances. The Government shall not be charged for unused/vacant rooms if advance notice is provided within the terms of the cancelation policy identified in the Proposed Event Venue, Space and Room Plan, IAW paragraph 5.

4.3.3. Payments: The contractor is responsible for paying the hotel accommodations, meals, and childcare, and shall invoice as defined on individual task orders.

4.3.4. The government shall approve all venues at least 45 days in advance and be presented with recommended meeting spaces, childcare providers, and meal plans IAW paragraph 5.

Deliverables. The contractor shall obtain government approval for all final venue, lodging, meeting space, childcare, and meal logistics.

4.3.5. Within 30 calendar days of task order award, or by the order start date, whichever occurs first, the contractor shall create a secure online registration process for retreat attendees, with the attending unit POC providing final verification for attendance. Online registration for the event will be reviewed for government authorization. Event attendance numbers may vary based on the size of the unit served.

4.3.6. Contractor Availability: The contractor shall provide a contract manager who shall be responsible for the performance of all work, and who shall be available, at a minimum by phone, throughout the duration of the event to attend to logistical issues that may arise. The name of this person and an alternate or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the government prior to the task order start date. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of the task order. The contract manager and alternate or alternates must be able to read, write, speak, and understand the English language.

5. DELIVERABLES

The contractor shall provide deliverable as indicated by the table below; all days listed are calendar days unless specified:

Description Item# Ref. Delivery Date MDSRD Event 01 4.1 Per coordination with POC RW Event 02 4.2 Per coordination with POC Proposed Event Venue, Space & Room Plan

03 4.3.5/4.1/4.2 45 days prior to event

Proposed Meal Plan 04 4.3.5/4.1.2/4.2.2 45 days prior to event Proposed Childcare Provider Plan 05 4.3.5/4.1.3/4.2.3 45 days prior to event Online Event Registration 06 4.3.6 30 days prior to event Event Contract Manager Name 07 4.3.7 Prior to contract start date Quality Control Plan 08 9 With proposal

6. GOVERNMENT-FURNISHED ITEMS

6.1. The government will provide verification of government-approved attendees for events.

6.2. The government will provide all aspects of resiliency training for the events, including speakers, training materials, training agendas and topics, etc.

7. CONTRACTOR-FURNISHED ITEMS

With the exception of items listed under paragraph 6 above, the contractor shall provide all materials and other requirements pertinent to this Performance Work Statement to include the provision of facilities, lodging, meals, and childcare for the events.

8. TRAVEL

All contractor travel in connection with the performance of this Performance Work Statement shall be at the contractor’s expense. Contract performance shall be conducted on a firm-fixed price basis. The government will not issue invitational travel orders to contract employees.

Government contract air carriers and the government contract airfares are not available to the contractor employees.

9. QUALITY CONTROL

The contractor shall implement and maintain a quality control plan (QCP) to ensure work performed conforms to the scope of work and meets the requirements under this Performance Work Statement. The QCP shall, at a minimum provide a method for performing inspections;

identifying, correcting and preventing problems/defective service; addressing customer complaints, and improving the quality of services over the life of the contract.

10. QUALITY ASSURANCE

10.1. The government reserves the right to perform inspections and surveillance to evaluate the contractor’s compliance to the contract terms and performance of the requirements in the PWS.

The government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

10.1.1. Periodic surveillance: This action occurs when the unit POC or other government official observes a deficiency. Examples include evidence from accidents, incidents, or delays.

Regardless of where in the line-of-duty the unit POC observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the contracting officer.

10.1.2. Customer complaint surveillance. This action is instituted when the unit POC receives a complaint from a stakeholder regarding contractor service. The unit POC will obtain the complaint in writing and then conduct an investigation to determine its validity. If the complaint is deemed valid, the unit POC will immediately notify the contracting officer for action. If the complaint is validated, the contracting officer will work with the unit POC to prepare a Contract Discrepancy Report (CDR).

10.2. Contract Discrepancy Report (CDR): In the event of unsatisfactory contractor performance, the POC or will issue a CDR that will explain the circumstances and findings concerning the incomplete or unsatisfactory service. The contractor shall acknowledge receipt of the CDR and respond in writing as to how he/she shall correct the unacceptable performance and avoid a recurrence. The government will review the contractor's corrective action response to determine acceptability and will use any completed CDR as part of an overall evaluation of contractor performance when determining present or future contractual actions.

11. CONTRACTOR REPORTING

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for 24 Special Operations Wing via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs 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, beginning with 2013. Contractors may direct questions to the help desk at help desk at:

http://www.ecmra.mil .

12. PERIOD OF PERFORMANCE

12.1. The base period of performance (PoP) for the IDIQ contract is date of contract award through one (1) year, and includes two (2), 1-year option periods. The PoP for the basic contract is the timeframe for which task orders may be issued. Individual task orders may be issued up to a ceiling of $500,000.00 annually, and $1,500,000.00 over the life of the contract.

The IDIQ contract shall expire at the conclusion of the final PoP, or upon reaching the $1,500,000.00 contract ceiling, whichever occurs first.

12.2. The PoP for the events shall be specified at the task order level. Task orders shall be issued unilaterally by the Government a minimum of 60 days prior to the start date for events.

Task orders may be issued in shorter timeframes prior to an event, with the Contractor’s bilateral agreement.