Attachment_1_PWS_-APEX.pdf

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Attached to: Advanced Professional Executive (APEX) Senior Executive Service (SES) Orientation Program Support Services Federal contract opportunity
Solicitation number: HQ003418R0332
Issued by: DOD Washington Headquarters Service

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Attachment 1 PWS -APEX

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File	Type	Posted
HQ0034-18-R-0332.pdf	PDF	Dec 3, 2018
Attachment_2_Pricing_Template.xlsx	XLSX spreadsheet	Dec 3, 2018
Attachment_6_Personnel_Matrix.xlsx	XLSX spreadsheet	Dec 3, 2018
Attachment_4_DD254.pdf	PDF	Dec 3, 2018
Attachment_3_Non-Disclosure_Agreement.pdf	PDF	Dec 3, 2018
Attachment_5_Wage_Determination.pdf	PDF	Dec 3, 2018

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PERFORMANCE WORK STATEMENT (PWS)

Advanced Professional Executive (APEX) Senior Executive Service (SES) Orientation Program

December 3, 2018 Part 1

General Information

1. GENERAL: This is a non-personal services contract to provide executive training facilitation, event planning, logistical coordination and administrative support to the Advanced Professional Executive (APEX) Senior Executive Service (SES) Orientation Program. 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, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform executive training facilitation, event planning, logistical coordination and administrative support 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 Department of Defense (DoD) Directive 1403.03 requires SES leaders to possess the background, ability, and skill to lead across organization and functional boundaries, as well as across the broad national security spectrum. The DoD APEX Program is designed to provide senior executives with both a practical and theoretical understanding of the structure and processes of the Office of the Secretary of Defense (OSD), the Combatant Commands (CoCOMs), the Joint Chiefs of Staff (JCS), and the Military Departments (MilDeps). Additionally, the program helps executive employees gain an enterprise-wide perspective that encompasses expectations, opportunities and challenges currently facing our DoD leadership.

Realizing the general need for orienting new DoD senior executives, the Defense Management Report Decision No# 974 dated December 15, 1992 mandated that a Senior Executive “Joint Training” program be created for new members of the SES. Washington Headquarters Services (WHS) established APEX in 1994.

The APEX Program is the Fourth Estate’s executive orientation program that is offered twice a year (fall/spring) in groups of 30-36 executives from across the DoD. The Program is designed to provide executives who are newly appointed to the DoD with a practical and theoretical understanding of the structure and processes of the Department. Upon completion of the two-week program, executives will have gained an enterprise-wide perspective that encompasses expectations, opportunities, and challenges currently facing our DoD leadership. Week 1 is in-resident training located in Washington, D.C. and week two consists of site visits to CoCOMs and selected military installations across the United States.

The WHS, Human Resources Directorate (HRD) has an immediate need for executive training facilitation, event planning, logistical coordination and administrative support. The main goal of the program is to provide participants with opportunities to broaden their professional networks and obtain an enterprise-wide perspective.

The APEX curriculum will utilize a variety of instructional methodologies including, but not limited to: discussion, activities, and simulations to enhance learning and address real world issues that foster collaboration, communication, and problem solving in an enterprise context.

1.3 Objectives: Enhance understanding of:

1.3.1 The structure and processes of the OSD, the CoCOMs, JCS, and the MilDeps as they contribute to the DoD mission.

1.3.2 The priorities and challenges of other Federal agencies and the Defense industry as they contribute to National Security in partnership with DoD.

1.3.3 The contributions and challenges of the service members within the context of the overarching Defense mission.

1.3.4 The importance of information sharing and relationship building across the total force through networking opportunities with military and civilian colleagues.

1.3.5 An enterprise-wide perspective that encompasses leadership expectations and challenges currently facing DoD leaders.

1.3.6 The changing role of the SES corps within DoD.

1.4 Scope: The Contractor shall provide senior analytical, program development design consultation, senior level facilitation, administrative, technical and event support for the described executive level orientation training program. The Contractor shall accomplish tasks as outlined in Part 5 – Specific Tasks.

APEX program elements shall include concepts and activities that support the program objectives. These include, but are not limited to the following:

1.4.1 Building Coalitions and Enterprise Perspectives

• APEX focused competencies: Leading Change, Leading People, Results Driven, Business Acumen, Building Coalitions, and Enterprise-wide Perspective are to be incorporated into the program element. Other competencies should be added as needed to keep the APEX program current.

• Top-level leader discussions that focus on current issues and understanding of joint collaborative roles of the DoD executive with military services and other agencies.

• Examine vertical and horizontal decision-making influences within and among respective organizations.

• Transformation/organizational development.

• Defense business operations (legal, congressional, public, affairs, security, personnel, budget processes).

• Interface with interagency cohorts.

1.4.2 Leadership

• Strategic thinking and strategic vision

• Personal self-awareness (personal authority)

• Executive supervision

• Political, executive career and military leadership interface

• SES and organizational responsibilities (position authority)

1.4.3 Enterprise Perspective

• Concept of military operations

• Teaming and collaboration skills

• Site visit travel to introduce participants to an array of field operations

• Focus on requirements of joint and multi-agency and multi component experiences

• Identify strategies, objectives, and interagency partnerships in support of goals

1.4.4 Evolving Defense Issues

• National Security environment

• Global perspective

• Strategic management of human capital

• Humanitarian support for critical infrastructure: pandemics, disasters (weather, earthquakes, fire), protection of cyber space, satellites, power grids, and energy sources/resources

• Communication and collaboration with interagency and international counterparts.

• Resource management

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) option years. The Period of Performance reads as follows:

Base Year: 21 April 2019 – 20 October2019 Option Year I: 21 October 2019 – 20 October 2020 Option Year II: 21 October 2020 – 20 October 2021 Option Year III: 21 October 2021 – 20 October 2022 Option Year IV: 21 October 2022 – 20 October 2023

1.6 General Information

1.6.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s Quality Control Program (QCP) is the means by which he assures himself that his work complies with the requirement of the contract. The Contractor shall develop and maintain an effective QCP to ensure services are performed in accordance (IAW) with this Performance Work Statement (PWS). The QCP shall be delivered within 30 days after the award of the contract. After acceptance of the QCP, the Contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to his QC system.

Additionally, three copies of the comprehensive written QCP shall be submitted to the KO and COR within 5 working days when changes are made thereafter.

1.6.2 Quality Assurance: The government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The Contractor is not required to perform services on days as outlined in this section:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.4 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 8:00am and 5:00pm, Monday thru Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. During Program execution (March and September), the hours of operation may begin as early as 0500 and end as late at 2100. For other than firm fixed price contracts, the Contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at the Contractor’s facility, hotel(s) and government facilities.

1.6.6 Type of Contract: The Government will award a Firm-Fixed Price Contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must have a SECRET security clearance at time of the proposal submission, and must maintain the level of security required for the life of the contract. The security requirements are in accordance with the attached DD Form 254. The contractor is responsible to obtain a secret facility clearance and personnel clearances through the industrial security program and coordination with Defense Security Service.

1.6.7.1 Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.6.7.2 Key Control: Not Applicable.

1.6.7.3 Lock Combinations (If applicable): Not Applicable.

1.6.8 Special Qualifications: Not Applicable.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conferences convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that 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 Contracting Officer 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 is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The following personnel are considered key personnel by the Government: Project Manager and Senior Facilitator. The Contractor shall provide a Project Manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the Contracting Officer. The Project Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operations of this contract. The Project Manager or alternate shall be available between 8:00am and 5:00pm, Monday thru Friday, except Federal holidays or when the Government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

1.6.11.1 Senior Facilitator(s):

1.6.11.1.1 Senior Facilitator(s) shall be a separated or retired DoD SES member (Tier 2 or higher), Flag or General Officer (two star or higher). The APEX Program senior facilitator(s) should be able to provide executive level facilitation by summarizing current DoD-wide issues, navigate the CoCOMs and will serve as mentors for the participants during the Program. The APEX program facilitator(s) shall:

• 1.6.11.1.1a Share insight about what it means to be a senior executive.

• 1.6.11.1.1b Discuss expectations of new Executives as the strategic climate has changed over the years.

• 1.6.11.1.1c Provide any personal and professional experiences that will strengthen knowledge transfer and reinforce the key "learning points" made during CoCOM/MilDep visits.

• 1.6.11.1.1d Provide additional clarification on any discussions or topics presented during the APEX Program during DoD Senior Leaders presentations.

1.6.11.2 Project Manager:

1.6.11.2.1 Project Manager shall have at a minimum: a bachelor’s degree; five (5) years developing and implementing DOD training programs, four (4) years of program manager experience, two (2) years of experience leading a DoD leadership orientation program. The APEX program manager shall:

• 1.6.11.2.1a Assume overall responsibility of the success of the APEX program, leading the project development from inception through completion.

• 1.6.11.2.1b Perform initial assessment of the project based on formal business requirements or engagement with management, stakeholders and clients.

• 1.6.11.2.1c Formulate a detailed project plan and communicates the plan to Government.

Communicates project parameters, policies and processes to contract staff and Government personnel.

• 1.6.11.2.1d Execute the project plan, mitigates risks, optimizes gains and keeps all personnel focused on the successful completion of the Program.

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Contractors will be required to attain a Common Access Card (CAC).

1.6.13 Contractor Travel: Local travel during the first week of the training course will be in and around the Washington, D.C. metro area. During week two of the training course, interstate travel will start at a hotel in the Washington, D.C. metro area to Joint Base Andrews, Camp Springs, MD, Naval Air Station North Island, San Diego, CA, United States Coast Guard, San Diego, CA, 1 Marine Expeditionary Force, San Diego, CA, Peterson Air Force Base(AFB), Colorado Springs, CO, Offutt AFB, Omaha, NE, Nellis AFB, Las Vegas, NV, Creech AFB, Indian Springs, NV, MacDill AFB, Tampa, FL, Naval Air Base, Key West, FL, United States Southern Command, Doral, FL, Miami International Airport, Miami, FL, Joint Base Andrews Camp Springs, MD, to the point of origin at the hotel in Washington, D.C. metro area.

Interstate travel will be required for nine days, twice per calendar year, once in March and again in September. All APEX staff, executives, and Contractor staff will be traveling as a team on the same aircraft to all locations. No more than five Contractor staff shall travel per training session. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government approval / authorization and notification to the COR.

1.6.13.1 All travel requires Government approval/authorization and notification to the COR. All outside Travel must shall be in accordance with FAR Part 31.205-46. All travel requires Government approval/authorization and notification to the COR before travel occurs.

The Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the COR before travel occurs. Contractor shall be reimbursed for the actual cost of travel outside of the designated NCR conducted in the course of providing services in accordance with this Performance Work Statement. Allowable travel and per diem cost by the contrtactor for reimbursement must comply FAR Par 31.205-46. Local travel will not be reimbursed for the Government's worksites within the NCR. Contractor will be reimbursed for allowable, allocable and reasonable Other Direct Charges when approved in advance by the Contracting Officer. Industrial Funding Fee does NOT apply to travel and per diem charges.

1.6.14 Other Direct Costs: This category includes travel (outlined in paragraph 1.6.13), reproduction, and shipping expenses associated with training activities and visits to Contractor facilities. It could also entail the renting of suitable training venues.

1.6.15 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.16 Organizational Conflict of Interest: Contractor and sub-contractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

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

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

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

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

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

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

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative APEX Advanced Professional Executive BCTF Boards, Commissions, and Task Forces CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) CoCOM Combatant Command COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DD Form 254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense EM Enterprise Management Directorate FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer MilDep Military Department OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OPM Office of Personnel Management OSD Office of the Secretary of Defense PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit WHS Washington Headquarters Services

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government, HRD Staff, will provide HRD staff will assist in coordinating with points of contact at DoD, for example: coordinating with the Secretary of Defense, the Executive Secretary, and other senior officials to include Military Air transportation. HRD Staff will assist with documenting and transmitting security clearances. The Government will provide the Contractor with guidance for preparing program correspondence.

3.2 Facilities: Not applicable.

3.3 Utilities: Not applicable.

3.4 Equipment: The Government will provide applicable information technology equipment (ie. laptop or tablet) and .mil email addresses.

3.5 Materials: The Government will provide the following the APEX Standard Operating Procedure (SOP) and DOD 5110.4-M, Manual for Written Material.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

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

4.2 Secret Facility Clearance. The Contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service. The Contractor’s employees, to include subcontracted employee(s), performing work in support of this contract shall have been granted a SECRET security clearance from the Defense Industrial Security Clearance Office. The DD 254 is provided as Attachment 2.

4.3. Materials. The Contractor shall provide all the necessary materials and equipment to perform requirements in the PWS, as specified under Part 5 – Specific Tasks, paragraph 5.11.1, Participant Materials and 5.11.2, Course Materials. This includes medical kits for the voluntary Health and Wellness screening offered during week 1.

4.4. Lodging. The Contractor shall be responsible for securing a minimum of a three star (or equivalent) level single occupancy accommodations for a maximum of 36 course participants and single occupancy accommodations for contract and government staff personnel for both weeks of the training program, as specified under Part 5 – Specific Tasks, paragraph 5.9, Travel, Transportation, Lodging, and Logistics.

Accommodations for week one of the Program must be located in either Washington, D.C. or Arlington, VA within close proximity to a metro line. The Contractor shall not enter into contracts on behalf of the Government with hotels and shall make available copy of all contracts for review and approval by the Government.

4.5 Conference Room Space. The Contractor shall be responsible for securing conference room space for week 1 of the Program at a minimum of a three star (or equivalent) level hotel within the Washington, D.C.

or Arlington, VA and for week 2, as specified under Part 5 – Specific Tasks, paragraph 5.9, Travel, Transportation, Lodging and Logistics.

4.6 Meals/Catering. During week 1 of the Program, the Contractor shall be responsible for providing meals at a minimum of a three star (or equivalent) level hotel. Meals include breakfast, lunch, dinner, snacks, and hot and cold beverages for maximum 45 individuals. Additionally, the Contractor must arrange meals for any dietary needs that participants may have. The Contractor shall be responsible to arrange all meals and catering for the week 2 of the Program, but each Government personnel will pay for their own meals.

4.7 Ground Transportation Travel. The Contractor shall be responsible for securing bus transportation for both week 1 and week 2 of the Program, as specified under Part 5 - Specific Tasks, paragraph 5.9, Travel, Transportation, Lodging and Logistics. Buses must have accommodations at the cruise line/executive coach standards.

4.8 Facilitation. The Contractor shall be responsible for the facilitation of the Program, as specified under Part 5 – Specific Tasks, paragraph 5.8, APEX Program Facilitation. Facilitator(s) shall be former SES member(s) and/or former General or Flag Officer who will serve as mentors for participants during the Program.

4.9 Evaluation of the Program. The Contractor, with guidance from HRD Staff, shall be responsible for the evaluation of the Program and its curriculum, as specified under Part 5 – Specific Tasks, paragraphs 5.12, Program Evaluation, 5.13 Program Follow Up and 5.14, Program Closeout. The Contractor will provide daily evaluation instruments to participants and provide daily summary reports to the Government lead.

Upon the completion of each Program, the Contractor will collect, analyze and compile data into a Comprehensive Program Review report and Executive Summary.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

Note: In the following list, APEX participants, Pentagon and other HRD or DoD staff working with APEX are generally Federal employees. Presenters and speakers could be other Government employees or retirees, external experts or consultants recommended by the Contractor.

5.1. Basic Services. The Contractor shall provide executive facilitation, event planning, logistical and administrative support services for a maximum of 36 executives (72 per calendar year) for two sessions (March and September) of APEX Orientation.

5.2. Development of the Program. The contractor shall:

• Plan and conduct each APEX SES Orientation Program, including the analysis, design, development, delivery and evaluation;

• Develop activities to cover 13 days in length (per session, March & September), based on program objectives;

• Make arrangements for meeting locations suitable for a variety of learning experiences and opportunities for the participants;

• Arrange participation and availability of presenters and speakers; and inform presenters and speakers of expectations and details of session(s);

• Provide creative learning opportunities to describe the future challenges facing Defense. The initial program shall be approved by HRD within 60 days of the award of the contract, and subsequent programs will be approved by HRD 60 days prior to program delivery.

5.3 Pentagon and DoD Staff Participation. The contractor shall:

• Contact, correspond, and arrange for DoD and other Government personnel, at the highest levels, to participate in the Program;

• Send letters of invitation and thank you;

• Verify attendance at functions; and make room and audiovisual arrangements.

• The Contractor shall work with points of contact (POCs), for example military protocol officers, executive assistants, and conference room support staff on all arrangements. Contractor shall keep HRD informed of activities through weekly/monthly/quarterly written progress reports.

5.4 HRD Staff Participation. The contractor shall:

• Prepare appropriate comments and talking points for HRD staff working on APEX to brief DoD leadership and management on the nature and status of the program;

• Prepare all course evaluation materials for review and approval by HRD staff prior to distribution to participants;

• Consolidate evaluation report results and prepare summary reports for HRD staff to analyze and approve;

• Draft final feedback report for review and approval by HRD staff prior to dissemination to presenters and speakers. Paper and electronic format shall be used where designated;

• Draft meeting minutes following each HRD staff meeting. Contractor shall keep HRD informed of activities through weekly/monthly/quarterly written progress reports as required.

5.5 Military Base Participation. The contractor shall:

• Correspond with presenters, speakers, and stakeholders to prepare and execute each program:

• Contact specified commands to make arrangements for visits;

• Coordinate and deliver any needed assistance for lodging and transportation, including backup transportation plan;

• Gather any necessary security clearance information and;

• Provide to commands as necessary to accommodate visits, activities, and briefs. Contractor shall keep HRD informed of activities through weekly/monthly/quarterly written progress reports.

5.6 Non-DoD Speaker, Expert, and Consultant Participation.. The contractor shall:

• Correspond, communicate and make arrangements for quality presenters and speakers;

• Specify, examine, and provide presentation content and/or briefing slides to Government for approval. Payment of presenter and speaker stipends or honoraria. Contractor shall keep HRD informed of activities through weekly/monthly/quarterly written progress reports as required.

5.7 Contractor Participation. The contractor shall:

• Manage all training locations, briefings and events to ensure that all administrative and curriculum functions run smoothly, efficiently, and support a high quality program for the SES community.

Contractor roles and all travel arrangements shall maximize program implementation.

• Meet with or teleconference with the HRD designated staff on a weekly basis or as needed prior to each Program. The contractor shall keep HRD informed of activities through weekly/monthly/quarterly written progress reports as required.

5.8 APEX Program Facilitation. APEX program facilitators shall be able to provide executive-level facilitation by summarizing current DoD-wide issues and navigate the CoCOMs. Facilitators shall be a recently separated or retired SES member (Tier 2 or higher), Flag or General Officer (two star or higher), or equivalent. The APEX program facilitator(s) shall:

5.8.1 Share insight about what it means to be a senior executive;

5.8.2 Discuss expectations of new Executives as the strategic climate has changed over the years;

5.8.3 Provide any personal and professional experiences that will strengthen knowledge transfer and reinforce the key "learning points" made during CoCOM/MilDep visits;

5.8.4 Provide additional clarification on any discussions or topics presented during the APEX Program during DoD Senior Leaders presentations;

5.9 Travel, Transportation, Lodging, and Logistics. The Contractor shall perform all administrative, logistical, transportation and financial requirements to carry out an executive-level program. The Contractor shall arrange the following, as well as, additional appropriate administrative elements that evolve during the work:

5.9.1 Logistics that shall include the development of a record of still camera shots and videotaped clips, edited and placed on a CD/DVD or uploaded to the Program website.

5.9.2 During the program scheduled in Washington D.C., the Contractor shall adjust lodging requirements as necessary based on participants who indicate they will not require a hotel reservation.

5.9.3 For presenters, speakers, experts, consultants, and Program support staff:

• Make transportation and travel arrangements as needed.

• Pay travel and lodging costs for non-local personnel.

• Arrange for and provide paid parking for all presenters, speakers, experts, consultants, and

Program support staff as needed.

5.9.4 For APEX participants and any HRD staff who may accompany the group for occasional sessions or short periods:

• Arrange for all travel, lodging and ground transportation at various locations for participants, Contractor & Government staff;

• Arrange for meals at various locations;

• Anticipate and make travel arrangements resulting from changes in schedule;

• Make individual participant accommodations such as special dietary or mobility needs; transmit any necessary security clearance information to any receiving person or agency;

• Prepare name tags and luggage tags.

• Arrange for commercial air transportation in the event that military air is not available to move participants. Also, provide COR with a plan on how this will be accomplished.

5.9.5 Known travel locations are: Joint Base Andrews, Camp Springs, MD, Naval Air Station North Island, San Diego, CA, United States Coast Guard, San Diego, CA, 1 Marine Expeditionary Force, San Diego, CA, Peterson Air Force Base(AFB), Colorado Springs, CO, Offutt AFB, Omaha, NE, Nellis AFB, Las Vegas, NV, Creech AFB, Indian Springs, NV, MacDill AFB, Tampa, FL, Naval Air Base, Key West, FL, United States Southern Command, Doral, FL, and Miami International Airport, Miami, FL. Additional locations may be required based on Program needs.

Notes:

Note 1: APEX participants' parent organizations are responsible for travel costs to and from Washington D.C. if needed. All participant organizations are responsible for reimbursing participants for per diem and incidental expenses during visits to DoD installations or other non-duty locations during the program.

Note 2: Contractor shall confirm participant use of the Military Air System, as appropriate, based on a cost benefit analysis of other comparable transportation options.

Note 3: Contractor shall confirm participant-lodging reservations during the in-residence portion of the Program. Participants may return to their residence in the evening as an option, when arranged in advance, so as to not obligate the room payment.

5.10 APEX Participant Selection. The contractor shall:

• Gather nominations submitted from agency POCs and consolidate a list of nominees for approval by HRD staff.

• Upon being informed of participant selection and alternates by HRD, monitor acceptances;

• Collect all required documentation;

• Inform alternate participants;

• Arrange for inclusion of alternates when necessary, due to a cancellation of a primary participant.

• Use web-based services to handle all registration, advanced preparation, and correspondence with selected and alternate participants;

• Answer questions on program, keeping HRD staff apprised of special issues.

5.11 Program Information.

5.11.1 Participant Materials. The contractor shall:

• Communicate with participants before, during and after APEX to address any questions or concerns regarding the Program, presented material, and/or field tours;

• Prepare and distribute advanced program information to participants to include program description, schedule, contact information, lodging information and enrollment requirements.

• Prepare hard copy participant materials including daily agendas, presenter and speaker bios, participant bios, program schedule, presentation slides and other materials as needed for participants;

• Make and distribute final copies to participants and Government staff.

5.11.2 Course Materials. The contractor shall prepare and provide online pre-course materials via a website that establishes the foundation for the Program, including selected materials from the list above, assessments, other links and articles.

5.12 Program Evaluation. The contractor shall:

• Provide for the evaluation of the program and forward the published complete report to the

Government lead;

• Design, conduct, analyze and submit evaluation reports regarding participant evaluations of the

Program. Daily evaluation reports should include, but are not limited to: surveys and verbal or written feedback. Surveys must include a Likert-type 5-point scale with questions focused on each program element, facilities, accommodations, attainment of objectives, in addition to open-ended questions. Formats for final evaluation reports will be determined by the Government lead.

For example, formats may include: full written report(s), executive summary (ies), PowerPoint slides, raw data, and correspondence. Upon the completion of each Program, the Contractor will collect, analyze and compile data into a Comprehensive Program Review report and Executive Summary.

• Create and/or maintain Program materials and historical repository (presenters, speakers and participants).

• Submit data to an existing APEX database to track participant, presenter, and speaker information and involvement;

• Use database to monitor program activity and reporting during the Program;

• Archive information so that program history can be maintained. Government will have access to site, and all information stored on the site should be turned over to Government at the end of contract or when requested.

• Develop and explore new and creative ways to connect participants and encourage networking using technology or other methods on a regular basis.

• Recommend such activities, for example, participant tracking, communities of practice, lessons learned and web site links with no expectation of funding or implementation by the Government.

5.13 Program Follow-Up. The contractor shall:

• Write thank you letters using template provided by HRD staff. Letters will be written IAW DoD 5110.4-M, Manual for Written Material;

• Verify that all names, addresses, titles, punctuations are correct and obtain appropriate DoD signatures for letters;

• Make payments;

• Archive program materials in Accordance with DOD 5110.4-M.

5.14 Program Close-Out. The Contractor shall:

• Schedule and conduct a final Program Close Out meeting with Government lead to discuss overall course evaluations and mitigation strategies. The Contractor will also update Program curricula based on oversight, lessons learned, and attendee comments.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS):

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. APEX operates under the auspices of DoD Management Review Decision No. 974, December 15, 1992. In addition, evaluations of past programs and a variety of prior program documentation are on file and will be made available to the Contractor. The Program must comply with the framework proposed in the DoD Directive 1403.03 "Career Lifecycle Management of the Senior Executive Services Leaders with the Department of Defense,” as well as the DoD Civilian Personnel Joint Travel Regulations.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Technical Exhibit 1 – Performance Requirements Summary

7.2. Technical Exhibit 2 – Deliverables Schedule

7.3 Technical Exhibit 3 – Estimated Workload Data

TECHNICAL EXHIBIT 1

Performance Requirements Summary

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

Standard Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

PRS # 1.

The Contractor shall provide senior level facilitation for each Program.

PWS paragraphs 5.1, 5.8