HQ0013-08-R-0006.pdf

DEFENSE SECURITY COOPERATION AGENCY-CON

JANET SZATMARY

201 12TH STREET SOUTH

SUITE 203

ARLINGTON VA 22202

701-601-3728 703-602-1671

UNDER DPAS (15 CFR 700)

11. DELIVERY FOR FOB

RFQ

SEE SCHEDULE

14. METHOD OF SOLICITATION

IFB RFP

CODE

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BLOCK IS MARKED

DESTINATION UNLESS

12. DISCOUNT TERMS

(No Collect Calls)

$6.5

13b. RATING

13a. THIS CONTRACT IS A RATED ORDER

X

CODE

HQ0013-08-R-0006 27-May-2008

b. TELEPHONE NUMBER

703-601-3728

8. OFFER DUE DATE/LOCAL TIME

11:00 AM 24 Jun 2008

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CENTER FOR HEMISPHERIC DEFENSE STUDIES

DAVID SMITH

2100 2ND STREET, SW

WASHINGTON DC 20593-0001

TEL: 202-685-4583 FAX:

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a. NAME

JANET SZATMARY

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541611

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Prescribed by GSA

FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

HQ0013-08-R-0006

Section SF 1449 - CONTINUATION SHEET

PWS

Performance Work Statement (PWS) Center for Hemispheric Defense Studies

1. GENERAL: The contractor shall provide qualified personnel to perform tasks in support of the Center for Hemispheric Defense Studies (CHDS) in accordance with this PWS.

1.1 Tasks under the contract will be performed at Government owned facilities or Government leased facilities in the Continental United States (CONUS) and Outside CONUS (OCONUS) locations, to include hotels contracted for CHDS events. The CHDS Headquarters is currently located at the United States (U.S.) Coast Guard Headquarters, 2100 Second Street, S.W, Suite 4118, Washington, DC 20593. CHDS is slated to move to Lincoln Hall, NDU, Ft. McNair, Washington, DC. The contractor shall perform the tasks at the CHDS offices and other sites as designated by program needs. Contractors shall bid on the whole PWS. Hours listed for Performance Objectives are only estimates and not binding on the Government.

2. BACKGROUND: The Center’s mission focuses on three strategic areas for change and impact in the Western Hemisphere, which are: (A.) fostering partnerships, (B.) advancing defense and security decision making, (C.) promoting effective civilian-military relationships in democratic environments.

The Center pursues these areas through a variety of academic, research and outreach activities.

These activities include: Security and Defense Policy courses, Senior Executive Dialogue courses, and Advanced Defense Studies courses which are held in the Washington, DC area.

Other activities such as National Security Planning Workshops, Legislative Leader Seminars, Ministry of Defense Workshops, Sub-Regional Conferences, Advanced Policy Making Seminars, and Faculty Outreach Seminars are held in the region.

2.1 Further information on the CHDS can be found at its website (www.ndu.edu/CHDS)

3. SCOPE: The contractor will perform tasks in the design and implementation of events that will enable the CHDS to conduct its current programs and other programs that will be developed from the date of award of the contract. The CHDS programs will include, but are not limited to those listed in Annex A. The event descriptions are provided for planning and as an indication of the scope and complexity of the work. Their appearance in this Work Statement is not a commitment that CHDS will conduct any listed event or that the listed events will not be restructured, revised, modified or cancelled for any reason completely in the Government’s discretion.

3.1 The tasks listed are those that are currently identified. During the course of the contract these tasks may be adjusted in coordination with the contractor to encompass additional similar tasks or to reduce the scope of contractor provided support services.

3.2 In the execution of its programs, the Contractor will assist the CHDS to:

• Institutionalize instruction on stability operations and irregular warfare in Regional Center programs by increasing collaboration among the centers and other education providers.

• Encourage U.S. civilian and military participation in programs to foster personal and professional relationships.

• Maximize, to the extent permitted under law, foreign civilian and international civil servant participation in seminars and programs.

• Develop and maintain relations and cooperation with counterpart CHDS-oriented security institutions and allies that have an interest in CHDS area of responsibility

(AOR).

• Undertake research projects and programs in support of the Secretary of Defense’s policy objectives and Combatant Commanders’ priorities.

• Continue to expand upon its alumni program to maintain communication with foreign defense and security professionals.

• Foster opportunities for USG interagency partners to attend programs and serve on Regional Center faculty and staff;

• Conduct outreach and network-building efforts among the other Regional Centers, other DoD institutions, and US State Department public diplomacy efforts;

• Utilize the Regional International Outreach portal as the primary online means for collaboration among the Centers and alumni;

• Build collaboration and create efficiencies among the Regional Centers and other DoD international education and outreach providers with the Global Center for Security Cooperation;

• Review the effectiveness of web-based programs at the CHDS to ensure they foster interoperability and include networking components (curricula, research, digital documentary libraries, Military Education Research Library Network, computer assisted exercises, Regional International Outreach (RIO) program, Regional Security Cooperation Network, etc.) which would enable CHDS students, alumni, and other national security professionals to leverage the CHDS education and information resources both for use within the CHDS and in the CHDS outreach programs.

• Support the program priorities of the Office of Secretary of Defense for Policy and Combatant Commands.

4. APPROACH: The contractor will conduct business in a fashion that is consistent with Federal and DOD regulations. The contractor shall provide technically qualified, experienced, international policy, operations, administrative, logistics and support analysis services to support the detailed planning, organizing, coordinating and execution of numerous conferences, seminars and international programs as well as operation of the ongoing policy and outreach missions as specified in this Performance Work Statement. The contractor will respond to the Contracting Officer’s Representative (COR), for policy and program guidance.

4.1 The contractor shall assign a Project Manager. See Paragraph 5.13. The Project Manager acts as the single point of contact for all activities with the COR for this contract. The COR is the point of contact for the Project Manager.

4.1.1 It is important for each member of the contractor team to possess and maintain the highest standards of personal deportment, judgment, demonstrated organizational abilities, and outstanding communication skills. It is essential that personnel can interact appropriately and effectively with senior government and military and civil society foreign representatives. The nature of the CHDS requires a contractor team capable of dealing with all levels of hierarchy including host nation representatives, U.S. government and embassy officials as well as suppliers and vendors.

4.1.2 The Contractor will work with the government to refine, as appropriate, effective and efficient office management systems.

4.1.3 The contractor and its employees shall be experienced in working with senior civilian and military officials; strong in interpersonal and people skills; knowledgeable of CHDS Area of Responsibility (AOR) or have experience working in CHDS AOR; organizational skills and specifically special events planning and implementation experience; have interest and ability to travel to throughout the Western Hemisphere.

4.1.4 The CHDS will provide the contractor with sixty (60) days written notice before any functions covered by this contract are converted over to Government personnel. Labor costs will be adjusted accordingly. Additional tasks that may require Contractor support are addressed under Performance Objective 2.

5. PERFORMANCE OBJECTIVE No. 1: The contractor shall provide qualified administrative, technical, management, and academic support personnel to perform the tasks set forth in the

PWS.

5.1 Program Planning Management for the Chief of Operations and Executive Events, Event and Special Program Planning, Project Management, Facilitators for Seminars, Workshops, Symposia, and Student Services On-Site Coordination personnel under performance objective 1 are considered key personnel.

All personnel must be able to travel internationally, usually the Western Hemisphere, to perform the required tasks. Personnel with cross-cultural experience are preferred. The ability to speak Spanish and/or Portuguese, where required is highly desirable and often required dependent upon responsibilities assisting and supporting students.

5.1.2 Academic support and facilitators must have a combination of academic degree (Ph. D. preferred, Master’s degree required), practical experience, and/or teaching experience in the required area of expertise. Administrative, technical, and management support personnel will be already trained to perform their tasks. Personnel shall possess the highest standards of personal deportment and judgment; possess demonstrated organizational abilities, and outstanding interpersonal and communications skills as demonstrated in their resumes.

5.1.3 The contractor must provide resumes of all proposed personnel in response to this PWS and all subsequent contract modifications. The resumes must identify all proposed personnel and their proposed role in the execution of this PWS. The contractor must identify those proposed individuals key to the success of this PWS. Once identified as such, key personnel may not be removed from this project without written acknowledgement from the DSCA Contracting Officer.

5.2 Research Assistance: (2080 hrs. estimate)

5.2.1 Tasks: In conjunction with faculty and staff, conduct organizational and thematic research projects to aid in (institutional development and the dissemination of information through publication, seminar material production, and individual faculty, student, and staff research. Interpret, synthesize, and analyze using specific data, techniques and methods that fulfill the academic necessity of the faculty or staff member to utilize the research. Research publications, documents, public policy initiatives, etc., relevant to the CHDS region for the Center’s research database providing written synopsis of research. Attend activities, lectures, and symposiums at other institutions and provide written synopses.

5.2.2 Qualifications: Master’s degree in international relations/political science or related field is required. Two years experience in academic research related to the Western Hemisphere region is desirable. Spanish and/or Portuguese is required.

5.3 Administrative Assistance at the Executive Level: (2080 hrs. estimate)

5.3.1 Tasks: Coordinate the internal and external integration of day-to-day and long-range projects, actions, and activities that require the involvement of the Deputy Director; coordinate and support the Deputy Director's participation and involvement in conferences, appearances, and presentations. Contact proponent parties, to include representatives of host governments and organizations, and research background information to provide the Deputy Director. Responsible for managing: the Deputy Director’s calendar, proper handling of telephone calls, messages, and daily details of the Deputy Director's travel. Compose a wide range of administrative correspondence for the Deputy Director to include invitation and thank you letters; catalogues and archives correspondence.

5.3.2 Qualifications: High school diploma required and bachelor’s degree is desired. Minimum of five years of work experience as an administrative assistant is required. Must be proficient at Microsoft (MS) Word and MS Excel.

5.4 Program Planning Management for the Chief of Operations and Executive Events: (2080 hrs. estimate)

5.4.1 Tasks: Develop and prepare standard operating procedures as well as briefing and background materials on a wide range of program and project-related issues. Assist contractor employees that are engaged in the tasks for planning, preparation and conduct of domestic and international seminars and meetings with senior diplomatic, political and military leaders from the region. Interagency coordination with members from the U.S. State Department, Pentagon, National Security Council, and Capitol Hill regarding policy and program operational issues.

Manage all day-to-day coordination and execution of seminars. Assist in the coordination of guest lectures and meetings. Edit, publish, and distribute seminar materials. No activity may will amount to the conduct of foreign policy, which is an inherently governmental function.

5.4.2 Qualifications: Bachelor’s degree in political science, international relations, and/or CHDS regional expertise (Western Hemisphere), 3-5 years work experience with program and event planning, program management, and personnel management is required.

5.5 Administrative and Logistical Support : (2080 hrs. estimate)

5.5.1 Tasks: Perform administrative, logistical, and technical support services. Perform administrative support to carry out the logistical requirements to organize seminars;

maintain inventory of office supplies needed for execution of events, and perform routine administrative functions; prepare and process official forms, and create travel logs; create presentations and statistical spreadsheets; welcome and direct visitors and answer telephone inquiries; conduct liaison with the National Defense University (NDU) and the U.S. Coast Guard Security Office for in-processing CHDS staff; maintain the Center facilities and training calendars, and convert CHDS documents into electronic images and index them according to defined criteria and guidelines. Sort, prepare, scan documents and enter data into databases. In the processing of official forms, the contractor may not certify or disburse funds or make commitments for the Government.

5.5.2 Qualifications: High school diploma required. Minimum of two years of work experience in administrative and logistical support is required.

5.6 External / Public Affairs Strategic Communications Support (4160 hrs. estimate)

5.6.1 Tasks: Provide public affairs support and content writing for the Center. Develop and write speeches, develop strategic communications plans, and develop back briefs for stakeholders. Interact extensively with United States Southern Command (SOUTHCOM), United States Northern Command (NORTHCOM), other institutions, and Regional Centers to engage stakeholders on behalf of CHDS. Draft the Center’s annual report, brochure, and other publications of the CHDS Center for the government’s approval. The CHDS Communications Officer will act as final editor/proof reader on strategic correspondence leaving the Center as well as assist as the speech writer for the Center; develop briefs for the Center and brief visitors on CHDS Center Activities as required. Draft reports for the various DoD stakeholders. Draft the Center’s annual report, brochures and other publications as necessary.

5.6.2 Qualifications: Master’s degree in international relations (or related field) and three years of work experience in public relations, or a bachelor’s degree in international relations (or related field) and five years of work experience in public relations is required. Work experience in the Western Hemisphere region in public affairs is desired.

5.7 Administrative Support for Alumni Affairs: (2080 hrs. estimate)

5.7.1 Tasks: In support of the Office of External and Strategic Communications, coordinates and oversees matters pertaining to hosting international and US participants for seminars and conferences in the U. S. and abroad to include housing, transportation, meals, and other matters. Coordinates non-academic participant activities and advises on protocol matters. Assists Protocol Officer to coordinate requirements for events with Center staff and faculty and with other U. S. government and foreign government agencies.

5.7.2 Qualifications: A minimum of a Bachelors Degree in business administration or related field is required. A minimum of two years working experience in logistics management and a working knowledge of Western Hemisphere (CHDS) region’s customs, culture and meeting special needs for foreign diplomats and military leaders desired.

5.8 Administrative Support for the Registrar’s Office: (2080 hrs. estimate)

5.8.1 Tasks: In conjunction with the Office of External and Strategic Communications, coordinates and oversees all matters pertaining to international and participants’ inquiries for CHDS events in the US and abroad. Plans, organizes, and coordinates all activities associated with the assigned events including the nomination and admission processes. Updates and completes participant lists and manages the integrity of input/output of appropriate information in the CHDS Center database.

5.8.2 Qualifications: To successfully perform this task, a minimum of a Bachelors Degree from an accredited college is required. A Minimum of one (1) year working experience and knowledge of Western Hemisphere (CHDS) region’s customs and culture is desired. Spanish is required. Knowledge of PeopleSoft software is desired.

5.9 Event and Special Program Planning (1040 hrs. estimate)

5.9.1 Tasks: Plans, coordinates, and executes CHDS programs. Plans courses of action to be implemented for review by the government prior to execution of the event. Upon approval, implements the course of action and activities to ensure a well thought out and managed function for CHDS. Closely monitors activity to ensure events are managed professionally with minimal disruptions to the event. Provides written after action reports that identify suggestions for improvement as well as positive aspects about the event. Coordinates the Washington D.C.

CHDS hosted seminars targeted for the Western Hemisphere diplomatic community in the form of monthly lectures and discussions, as well as all special events associated with other programs both in continental U.S. and in the Western Hemisphere region. Coordinates, plans, and logistically manages monthly roundtable meetings and seminars with a program director.

Coordinate and execute all special events to include dinners, luncheons, and evening events for all Washington D.C. based seminars. Events take place both in the US and overseas .

5.9.2 Qualifications: Bachelor’s degree or two years of work experience as an event program planner is required. Spanish is desired.

5.10 In-country Event Coordination: (1040 hrs. estimate)

5.10.1 Tasks: Performs administrative, programmatic and logistical support for CHDS Center events by planning, scheduling, coordinating workshops, seminars and classes conducted by CHDS Center in the Western Hemisphere, to include events associated with the Regional Network of Defense Organizations. Works with staff members throughout the Center and US Embassy personnel to ensure administrative and logistical support is timely in order to maintain scheduled activities. Coordinates logistical support for the CHDS activities to include publications, research support, meetings, and other products. Provides a written after action report that identifies suggestions for improvement as well as positive aspects about the event. Will require travel throughout the Western Hemisphere to coordinate events.

5.10.2 Qualifications: Bachelor’s degree is required. Fluency in English, Spanish and/or Portuguese language is required. Two years of work experience in logistical planning in the Western Hemisphere is desired. A thorough understanding of regional issues and customs of the Western Hemisphere is desired.

5.11 Information Technology Support (1,040 hrs. estimate)

5.11.1 Tasks: Provides computer, website and database support for all programs and events.

Performs office administration tasks required to support CHDS center’s information technology requirements, maintains operations office areas and maintains computer equipment. Uploads data to public and alumni websites, modifies code to affect display of CHDS content on website.

5.11.2 Qualifications: Bachelors degree is desired. Three years experience in information technology support is required. Experience in Blackboard, HTML, CFML, SQL and experience in training Spanish and/or Portuguese speakers to use IT resources is desirable. Spanish is required.

5.12 Budgeting, Accounting, and Acquisition Support for the Resource Management Office:

(1040 hrs. estimate)

5.12.1 Tasks: Budgets, tracks, and accounts for daily Center expenditures in accordance with guidance provided by the Defense Security Cooperation Agency and CHDS Resource Management Office. Assists Resource Manager to organize annual and periodic financial reports, preparation for reviews/audits and coordination of data input into the official accounting system. Prepares detailed reports and analysis on contracts and finances for review by the Resource Manager.

5.12.2 Qualifications: A minimum of a high school diploma is required. Bachelor’ degree in accounting or related field is desired. Work experience in formulation, presentation and execution of the budget as well as coordination with the Defense Finance and Accounting System (DFAS) is desired. Recent experience working with U.S. Government contracting and fiscal regulations is desired. Experience working with diverse groups of persons, including mid-level to senior-level military and Government officials is desirable. Proficiency in MS Word, MS Excel, MS PowerPoint and MS Access is desired. Contractor and its personnel may be required to execute a Nondisclosure Agreement to protect sensitive budget and acquisition information.

5.13 Project Management (2,080 hrs. estimate)

5.13.1 Tasks: Responds to the Director, CHDS and the COR, the contractor assists the government team to provide timely and accurate reports and feedback. Prepares and submits reports summarizing activities of the contractor team, in-progress reviews recommending solutions for any challenges encountered during the previous quarter. Prepares and submits financial reports and updates no later than ten days following receipt of monthly other direct cost (ODC) invoice. Financial reports should include up-to-date estimated expenses for future events. Participant costs shall be broken down by “Country.” Prepare and submit “cost” estimates for future events once the event is entered in the planning process. Estimates should include all line items associated with the event. Actual costs as compared to estimated cost should be completed within 30 days of close of event. Prepares and submits contractor invoice for labor and Other Direct Charges for reimbursement by the government. Prepares and submits vendor payment statements for all contracted support, confirming payment dates. Contribute to after-action reports, including lessons learned and planned corrective actions. Assist with preparation of reports required by congress, DSCA Office of Secretary of Defense (OSD), or other USG entities. Prepare other relevant reports addressing policy formulation, alumni operations, public relations, outreach and engagement, as required by the Director, CHDS. The Project Manager shall participate in all critique sessions, in process reviews, and after action reviews that are conducted in the preparation for, during or after any event.

5.13.2 Qualifications: Qualifications: Five years experience in an operational or training environment is required as well as two years experience in at least two of the following areas:

personnel management; administration; logistics planning and management; protocol; public affairs; or political-military affairs is desired. The Project Manager shall possess the highest standards of personal deportment, judgment, demonstrated organizational abilities, and outstanding communications skills. The Project Manager must be familiar with the Western Hemisphere customs and culture. Ability to effectively converse professionally in Spanish or Portuguese is desired. Excellent written and oral communications skills are required. The Project Manager should be a subject matter expert on contracting and/or budgeting operations and demonstrate ability to respond to new or different requirements. A bachelor’s degree in a discipline relevant to the work is required.

6. PERFORMANCE OBJECTIVE No. 2: In order to perform the tasks set forth in the PWS paragraph 6, the contractor shall provide qualified administrative, technical, management, and academic support personnel during times when the CHDS’ workload surges or increases. These activities will take place at the CHDS’ facilities, and/or at other designated locations throughout the world. Academic support and facilitators must have a combination of practical experience and/or teaching experience in the required area of expertise. The administrative, technical, and management support personnel will be already trained in their positions. The personnel must be able to travel internationally to perform the required tasks. Personnel with cross-cultural experience are preferred. Any requirement for, retention or hiring of an attorney must be approved in advance by the Office of General Counsel, Department of Defense.

6.1 Subject Matter Experts for Instruction, Educational Development and Research at Graduate Level Programs on National Security:

6.1.1 Tasks: Support seminars, programs, curriculum development workshops, research, and related activities. Subject matter experts who provide expertise as Adjunct Faculty to the CHDS to direct seminars, provide expertise during curriculum development workshops, author papers, or speak at CHDS functions. Instructors/facilitators are experts either in thematic area related to the Center’s mission or in technical fields such as games, simulations and other instructional formats that take advantage of current technology. The contractor should have a number of subject matter experts who have proven records of excellent performance and commitment to the goals and philosophy of the CHDS upon whom the Contractor can call to respond to Center requirements.

6.1.2 Qualifications: Current or former renowned members of a research and policy institute on security studies, or retired State Department/DoD officials with an extensive background in strategic security studies is desired. Current or former U.S. Government civilian or military officials who are subject matter experts on the Western Hemisphere are desired. These individuals should have a demonstrated level of excellence at lecturing in the subject matter. In most cases Spanish and/or Portuguese is required. If the individual is employed as an attorney in teaching, the individual must be licensed in active status to practice law in at least one of the United States or US territories.

6.2 Facilitators for Seminars, Workshops, Symposia:

6.2.1 Tasks: Instruct or facilitate CHDS Center courses, seminars, workshops, symposia, and other events as determined. The contractor, working with the COR (in consultation with the Academic Dean and other CHDS Center officials), will build a pool of qualified instructors/facilitators/lecturers from the United States, Central and South America and the Caribbean region international community, with backgrounds in government, military, academics, and civil society, who assist in the execution of CHDS events and programs. Expert shall actively participate in orientation and evaluation sessions prior to and after seminars or other events.

6.2.2 Qualifications: Master’s degree in international relations or related field is desired.

Facilitators are subject matter experts with practical and academic experience in areas such as politics of the Western Hemisphere, national defense, civil military relations, security studies, defense economics, disaster management, regional studies, peace support operations, counter-terrorism. Facilitators shall be conversant in Spanish and Portuguese. Facilitators must have strong interpersonal skills, multi-cultural understanding, and the highest standards of professional conduct.

6.3 Student Services On-Site Coordination

6.3.1 Tasks: The Student Services On-Site Coordinator acts as the single point of contact for all activities with the COR i.e. interpreters, translators, and student service assistants. The Student Services On-Site Coordinator immediately informs the COR of any issues, problems or concerns that pertain to students, guests or scheduled activities. The usual workday for the Student Services On-Site Coordinator begins at 8:00 AM and ends at the completion of the official schedule for any given day. The CHDS schedule will include at least one official evening event or dinner each week, but not more than six during each seminar. Contractor responsibilities may require that some workdays begin at 7:00 AM or earlier. The Student Services Officer shall participate in all critique sessions, in process reviews, after action reviews that are conducted in the preparation for, during or after any event.

6.3.2 Qualifications: A minimum of a Bachelors Degree is required, with at least 3 years work experience to include experience in at least two of the following areas: personnel management;

administration; logistics planning and management; protocol or public affairs; political-military affairs. The Student Services On-Site Coordinator shall possess the highest standards of personal deportment and judgment, possess demonstrated organizational abilities, and outstanding communications skills. It is essential that the Student Services On-Site Coordinator have a working knowledge of the Washington DC diplomatic and military organizations and cultures, and the ability to interact with senior foreign representatives. Fluency in the Spanish language is required.

6.4 Student Services Assistance

6.4.1 Tasks: Student Services Assistants (SSA) will assist the Protocol Officer in managing and maintaining the coffee service for the participants, assembling public relations packets, calling guests invited to CHDS events for RSVP purposes, and escorting graduation guests and visiting guest speakers, as required. Assist participants with routine logistical, academic, and individual requirements. Assist the administrative staff in photocopying and distributing materials for participants, front office phone coverage when requested, and will serve as the initial point of contact for all non-academic issues for the participants during their stay. Assist the participants in departure activities by ensuring their travel reservations have been reconfirmed, participants have no outstanding book loans from the library and their property hand receipts are cleared.

6.4.2 Qualifications: The contractor will assign SSA who have demonstrated, substantive experience in one or more of the following areas: escort experience; administrative management; logistics planning and management; training management. Required to have organizational abilities, communications skills, ability to work under pressure to respond to the dynamics of a multi-cultural environment, and the ability to work in a team organization. It is important that Student Services Assistants possess and maintain the highest standards of personal deportment and judgment, and have the social awareness to interact appropriately and effectively with senior foreign representatives, both civilian and military. It is required that SSA has knowledge of social protocol in the Western Hemisphere, and knowledge of the Washington DC area. The schedule will include an official evening event or dinner each week. There will not be more than six evening functions during each seminar. The Contractor will respond within one working day to any negative information regarding a SSA provided by the Contracting Officer. CHDS may deny access to an SSA or contractor employee in its discretion. SSA must be bilingual (Spanish/English); Portuguese and French language skills are desirable.

6.4.3 Additional Information. COR will verify with the Student Services On-Site Coordinator the number of student services assistants and the time needed 15 working days in advance. The average workday for the Student Services Assistants begins at 7:00 AM and ends at the completion of the official schedule for any given day. The Coordinator must accompany students to their lodging after each day’s official events and must be available for students and visitors during a scheduled program, to include scheduled weekend activities. Student Services Assistants will be responsible for any government-furnished equipment used to accomplish the tasks required by the contract. Student Services Assistants will be responsible for the day-to-day good order of all assigned working spaces. Student Services Assistants will immediately inform the project manager of any issues, problems or concerns that pertain to students, guests or scheduled activities.

6.5 General Staff Support

6.5.1 Tasks: The General Staff Support requirements are those tasks that promote an effective and efficient bi-lingual (Spanish and English) organization to include: daily office operations such as receiving calls and guests, escorting VIPs, maintaining the Director’s guest calendar, assembling protocol materials, brochures, public relations packets, taking photos, and serving refreshments at CHDS special events and seminar related social events.

Assist in implementing policies, procedures, manuals, communications, database maintenance and general support to multi-faceted office organization. Assist the administrative staff in photocopying and distributing materials for CHDS event participants, and assisting in routine office and clerical requirements such as typing correspondence and maintaining files. CHDS further requires multi-media support to perform administrative tasks associated with new media projects such as media design and production. Multi-media applications include developing structure, organization and architecture of multi-media for CHDS events. General staff tasks include working in the registrar’s office assembling application folders, assisting participants with academic and administrative requirements to include:

correspondence, arranging travel, assembling and filing student records.

6.5.2 Qualifications: Spanish is not required but highly desired. A minimum of a High School degree is required, an undergraduate degree is desired. Two years minimum work experience in the area of responsibility is required.

6.6 Planning and Logistical Support of Forward Presence:

6.6.1 Tasks: Plans to include the logistical requirements for the development of CHDS Center’s forward presence in the Southern Command’s (SOUTHCOM) Area of Responsibility (AOR).

Coordinate with the Combatant Command Support officer, develops specific plans for the establishment of a CHDS Center annexes in the SOUTHCOM AOR. Once the plan is approved, defines a detailed course of action and milestones for execution. Coordinates site visits, logistical coordination, host government relations, and travel arrangements. Develops detailed courses of action for establishment of CHDS Center satellite offices at regional strategic studies centers as necessary, to include memoranda of understanding and plans for logistical support.

6.6.2 Qualifications: A Bachelor’s degree is required and minimum of 5 years of work experience within a CHDS region Combatant Command and U.S. Embassy is desired. Planning and logistics experience are required. Experience with Southern Command is desired. Former military officer is desired.

6.7 In-country Event Coordination:

6.7.1 Tasks: Performs administrative, programmatic and logistical support for CHDS Center events by planning, scheduling, coordinating workshops, seminars and classes conducted by CHDS Center in the Western Hemisphere, to include events associated with the Regional Network of Defense Organizations. Works with staff members throughout the Center and US Embassy personnel to ensure administrative and logistical support is timely in order to maintain scheduled activities. Coordinates logistical support for the CHDS activities to include publications, research support, meetings, and other products. Provides a written after action report that identifies suggestions for improvement as well as positive aspects about the event.

Will require travel throughout the Western Hemisphere to coordinate events.

6.7.2 Qualifications: Bachelor’s degree is required. Fluency in English, Spanish and/or Portuguese language is required. Two years of work experience in logistical planning in the Western Hemisphere is desired. A thorough understanding of regional issues and customs of the Western Hemisphere is desired.

6.8 Information Database Management

6.8.1 Tasks: Inputs data, reports and updates to the uNet (People Soft) or any other corporate database system selected by National Defense University and/or CHDS. Provides IT database support services required to fulfill the CHDS mission.

6.8.2 Qualifications: Bachelors degree and 3 years experience in database management is required. Two years of work experience with the Western Hemisphere region programs is desired. Experience in an academic environment and Microsoft Word programs is desired.

6.9 Management Consulting for the Expansion of the CHDS Center:

6.9.1 Tasks: As CHDS Center grows and evolves in scope, provide Senior Leadership management consultation on the process by which these changes are designed, developed and implemented. Developing forums for input and discussion, reporting on the morale of the organization (through such mechanisms as interviews and surveys), designing and /or facilitating meetings, assisting members of the organization in problem solving and conflict resolution, and assisting individuals and groups to develop the skills and competencies that will make them and the organization more effective.

6.9.2 Qualifications: Master’s degree in Business Administration or related field is required.

Significant relevant experience in management consulting is required.

6.10 Gaming and Simulation Facilitation

6.10.1 Tasks: Develops, acquires or enhances software for educational games and simulations used in defense and security exercises both in the US and in the CHDS region. Current educational software being utilized at the CHDS is Nations Lab and Tabula Rasa. Knowledge and experience in facilitating CHDS courses, seminars and workshops using games and simulation is highly desired. CONUS and OCONUS travel is required.

6.10.2 Qualifications: Masters Degree required, Ph. D. desired in area of informational technology and software development. Experience in the CHDS region is required. Fluency in English and Spanish is desired.

6.11 Bi-lingual Managing Editor

6.11.1 Tasks: Prepares and edits academic papers for both in-house and institutional publication.

Draft and edit scholarly papers for an electronic journal and hard copy journal. Provides editing skills in working with academic scholars on a daily basis. Offers input to academic scholars to initiate, produce, and finalize items for publications. Assists academic scholars by providing detailed presentations of research work to support positions for publications of scholarly publication.

6.11.2 Qualifications: Master’s degree in journalism or related field is required. Five years of work experience editing and publications is desired. Work experience in or with Western Hemisphere defense studies is desired.

6.12 Administrative Support for Academic Affairs

6.12.1 Tasks: Supports the preparation of documentation and records for presentations, briefings reports and other forms of communication and instruction related to the functions and administrative responsibilities of the Center, the Office of the Dean of Academics and faculty.

Supports research, collection and analysis of information and data related to academic events, projects, programs and the management of the faculty.

6.12.2 Qualifications: Bachelor’s degree is required. Two years of work experience in administration is required. Experience working with diverse groups of persons, including mid to senior level military and civilian officials is desired. Proficiency in MS Word, MS Excel, MS PowerPoint and MS Access is required. Spanish is required.

Portuguese is desired.

6.13 Institutional Analysis and Research

6.13.1 Tasks: Compiles institutional research and analysis, including annual reports to DSCA and Congress. Maintains integrity of current and historical CHDS student and events database and materials.

Provides pre-course and post-course surveys. Analyzes and reports findings from participant surveys to improve and enhance coursework. Provides research and data to CHDS leadership to assist in developing and planning future Center requirements and missions.

6.13.2 Qualifications: Bachelor’s degree and five years experience in database management is required. Experience with Enterprise Database Systems such as PeopleSoft Student Administration version 8.0,Oracle and MicroSoft systems. Must have: project management, institutional research experience; understanding of DOD and USG structure; understanding of Western Hemisphere region. Understanding of regional centers business processes is desirable.

7. OTHER DIRECT COSTS: In order to perform the services described in this PWS the contractor may incur direct costs to purchase supplies and services needed to carry out day-to-day operations, programs, seminars, and other CHDS events. The contractor may obtain, after approval from the COR, such supplies necessary to perform the work described in the PWS. The contractor will, at all times, endeavor to minimize such costs. The contractor will be reimbursed for its allowable direct costs allocable to the contract. For the purpose of reimbursing allowable costs, the term “costs” includes only those recorded costs that, at the time of the request for reimbursement, the Contractor has paid by cash, check, or other form of actual payment for items or services purchased directly for the contract. These include, but are not limited to:

7.1 Travel costs for the contract work shall not exceed the amounts authorized to government employees under the Joint Travel Regulation. Contractor may be reimbursed for ‘danger pay’ allowances paid to employees who travel and work for the contract in hazardous places provided such reimbursement is necessary and does not exceed amounts authorized government employees for Danger Pay Allowance (DPA) in the Department of State Standardized Regulations (DSSR).

7.1.1 Travel Requirements: Travel will be required in the performance of designated tasks and duties, to include supporting Government reviews, attending program meetings, attending seminar sessions, conducting training sessions, coordinating with Combatant and Component Commands, and supporting seminars and special events.

Overnight travel may be required.

All travel will normally be specified by the Government and may be included in the contract as an Other Direct Cost, in accordance with the Joint Travel Regulations. Unforeseen travel requirements are anticipated, but will only be executed as directed by the COR. In such instances the Government will direct any required travel, foreign and domestic, at USG expense.

7.2 Contractor may be reimbursed for necessary incurred direct costs pre-approved by the government (Contracting Officer) to support CHDS programs.

7.3 When CHDS conducts an event outside of the Washington DC area, the contractor may be reimbursed for incurred costs for items or services purchased directly for the contract that the Contracting Officer has pre-approved. This includes costs for supplies and other support services overseas, to include lodging services, when such items or services are not available through government logistics or procurement systems.

8.0 PERFORMANCE OBJECTIVE No 3: The Contractor will develop protocols for the hiring, managing, reimbursing, and following up with the experts required to support CHDS programs and activities.

9. DELIVERABLES

9.1 Schedule of Deliverables: The contractor will work with the government team and assist in the delivery of products as of the following schedule. Adherence to schedule will be confirmed by the COR on a monthly basis.

PRODUCT / ACTION DUE DATE

A. Deliverables Adherence to schedule. Tasks to be completed on the contract will be confirmed by the COR.

B. In-Progress Review (IPR) Monthly. Findings will be presented to the

Director CHDS and forwarded to DSCA Contracting Office for appropriate action.

C. Invoice statements No later than the 10th of each month for the preceding month.

D. Event Budget Estimate On a regular basis following planning of events submit estimate within 7 days. Actual costs of event submitted with in 30 days after event.

E. Vendor Payment Report Within forty-five (45) days following the completion of an event.

F. Post Event Lessons Learned Suggested corrective actions within thirty (30) days following the completion of an event.

10 SECURITY: Security and Academic Informational Requirements.

10.1 Prior to the release or publishing of any public information concerning the CHDS or originating as a result of the working with the CHDS program, clearance must be obtained from the CHDS.

10.2 The contractor employees will comply with all applicable Government security directives and regulations during the performance of work. The contractor will follow guidelines from the U.S. Coast Guard Security Office or any successor program to enroll each contractor employee in the RAPIDGate standardized Security Entry Program while at the CHDS headquarters building. The contractor will be responsible for payment of contractor personnel registration fee in the RAPIDGate Security Entry Program. Contractor personnel are responsible for safeguarding building passes and other badges, and must immediately report a lost or stolen badge to the COR (202) 685-2424, and the NDU Security Office (202) 685-3835

10.2.1 Dependent upon program requirements, the CHDS may require positions with a secret clearance. Currently there are no positions that require a secret clearance. The contractor will be permitted adequate time to obtain clearance. The contractor is responsible for obtaining all clearances and paying all costs for clearances.

11. QUALITY CONTROL: The contractor shall establish and maintain a complete Quality Control Plan to ensure that the requirements of the contract are provided as specified. One copy of the contractor’s Quality Control Plan shall be provided to the contracting officer at the time of proposal submission. An updated copy must be provided to the Contracting Officer as changes occur.