I.A.02_PWS Draft-Events Management Services.docx

PERFORMANCE WORK STATEMENT (PWS) DRAFT

FOR

National Guard Bureau Protocol Office Conference Management Branch Event Management Services

1.0 General:

1.1 Scope: The contractor shall provide contract support to the National Guard Bureau Protocol Office (NGB-OP), Conference Management Branch. Requirements include a variety of clerical, administrative and technical support for documents published by the National Guard Bureau. The support consist of writings and revisions of numerous National Guard Bureau correspondence as well as conference program scripts, program flyers and other official ceremonial documents. The contractor shall perform data analysis on cost of conferences, cost comparisons, spending habits, and other analytical tasks are required as well. Conferences, training workshops, and training enhancements are a major part of this requirement. The term Conference and Event are used within, interchangeable. Association with senior leaders, and general staff of the military is a key requirement for this contract and requires a significant degree of professionalism as well as a senior level writing and editing.

1.2 Background: The conference coordination requirements are not a developed military skill within the organization, and a senior level of editing and writing is required to review and process National Guard Bureau (NGB) organizational taskers or official correspondence. Due to the unique skill sets required, these positions have been mandatory for several years to support the senior leaders and general officers of the organization. Without the additional military and civilian authorization on the Joint Manning Document, these requirements have been satisfied by contracting personnel.

The Conference Management Office is also responsible for planning meetings, conferences, and other activities (“Events”) in areas of assignment. As an integral part of the National Guard Conference Policy process, the NGB-OP Conference Management Branch is responsible for providing guidance and ensuring event request packages for ZA, Army, and Air Protocol Branches attended events are complete and in accordance with Department of Defense (DoD) and National Guard (NG) Conference Policies. This includes events hosted by NGB and any state hosted events that require NGB level approval.

1.3 Period of Performance (PoP): The period of performance shall be one base year of 12 months and four 12-month option years, plus a 6 months extension.

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) 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 QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.2 Quality Assurance (QA): The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). 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 acceptable quality level(s) or defect rate(s).

1.4.3 Recognized Holidays: The following are recognized US holidays. The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Juneteenth

1.4.3.6 Independence Day: July 4th

1.4.3.7 Labor Day

1.4.3.8 Columbus Day

1.4.3.9 Veteran’s Day: November 11th

1.4.3.10 Thanksgiving Day

1.4.3.11 Christmas Day: December 25th

1.4.4 Place and Performance of Services: The contractor shall provide an eight hour work day during the core hours of 0800-1500, Monday through Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. No overtime is authorized. Performance shall be at Temple Army Readiness Center, 111 S. George Mason Dr, Arlington VA 22204 or 3501 Fetchet Ave, Joint Base Andrews Air Force Base, MD 20762 or Pentagon, 1636 Defense Pentagon, Washington, DC 20301. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential. Teleworking is authorized.

1.4.4.1 Telework: The contractor shall perform all required training in order to telework. The Government may permit telework by contractor employees when determined to be in the best interest of the Government in meeting work requirements. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government’s mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

1.4.4.2 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.4.3 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times. The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance. The Government reserves the right to direct the removal of an employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the contractor from responsibility for total performance of this contract.

1.4.5 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (COR). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 For contractors requiring Common Access Card (CAC): The CAC is the DoD Federal Personal Identity Verification (PIV) credential. CAC issuance requirements are as follows:

In accordance with Department of Defense Manual (DoDM) 1000.13-M-V1, DoD Identification (ID) Cards, January 23, 2014, initial issuance of a CAC requires, at a minimum, the completion of a Federal Bureau of Investigation (FBI) fingerprint check with favorable results submission of a National Agency Check with Inquiries (NACI) (or investigation approved in Federal Investigative Standards) to the Under Secretary of Defense for Intelligence (USD(I)) approved investigative service provider. The issuance of a CAC will be based on four criteria: (a) eligibility for a CAC; (b) verification of DoD affiliation from an authoritative data source; (c) completion of background vetting requirements according to the Federal Information Processing Standards Publication 201-2, Personal Identity Verification (PIV) of Federal Employees and Contractors, August 2013, and DoD Manual 5200.02, Procedures for the DoD Personnel Security Program (PSP), April 3, 2017, and (d) verification of a claimed identity. Sponsorship and enrollment information about each applicant must be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through either the Real-Time Automated Personnel ID System (RAPIDS) using the DD Form 1172-2, or the Trusted Associate Sponsorship System (TASS).

1.4.5.1.1 HSPD-12 Background Investigation Requirements: The contractor shall ensure that all contractor and subcontractor personnel whose duties require CAC card issuance obtain them, and shall process all CAC card applications. The contractor shall ensure that all employees requiring an initial background investigation complete a Personnel Security Investigation Portal (PSIP) form at Attachment TBD, at the earliest possible date and that this form is forwarded to the COR immediately. The COR will review the form for completeness and accuracy and forward to the National Guard Bureau (NGB) Personnel Security manager who will initiate the investigation process via the PSIP. Contractor personnel will then receive two e-mail messages; the first will confirm that the investigative service provider has received the request, and the second will provide instructions for the completion of the appropriate form via the Electronic Questionnaires for Investigations Processing (e-QIP) system. Upon completion of the e-QIP questionnaire and submittal of all required documents, including fingerprint card to the security manager, the background investigation (BI) will be initiated. The contractor shall ensure immediate compliance with all instructions regarding background investigation processing, including those provided verbally, by e-mail or via a Government system. The contractor is cautioned that the entire process from submittal of the PSIP form to return of the FBI fingerprint check may routinely take from two to six weeks and shall factor this lead time into its hiring/placement process. The contractor shall make all reasonable efforts to ensure that contractor employees meet CAC eligibility standards upon assignment to the contract and shall be held responsible for delays, failure to meet performance requirements or decreases in efficiency in accordance with the applicable inspection clause.

1.4.5.1.2 Trusted Associate Sponsorship System (TASS): The contractor shall process CAC applications through the TASS, the procedures for which are described below. Although there is no requirement for the contractor to designate a “Corporate Facility Security Officer" (FSO) to serve as its single point of contact for the BI, the TASS application process and other CAC and security-related matters, such designation facilitates these processes. If an FSO is not established, all contractor employees requiring a CAC will be required to process their own applications. The submission process for CAC applications is as follows:

1. The contractor's FSO or contractor employee shall submit requests for a CAC via email to the designated TASS Trusted Agent (TA). The TASS TA for this requirement will be: Ms. LaVon Curtis, aretha.l.curtis.civ@mail.mil.

2. The Government will establish a TASS application account for each CAC Request and will provide each contractor employee a USER ID and password, via email, to the FSO. The FSO or contractor employee shall access the TASS account and complete the CAC application (entering/editing contractor information as applicable) at: https://www.dmdc.osd.mil/tass/. The FSO or contractor employee shall follow up to ensure that the TA is processing the request.

3. The Government will inform the contractor's applicant, via email, of one of the following:

*The contractor shall maintain records of all approved and rejected applications.

1.4.5.1.3 At the RAPIDS station, the RAPIDS Verification Officer will verify the contractor employee by SSN and two forms of identification. Identity source documents must come from the list of acceptable documents included in Form I-9, OMB No. 1615-0047, "Employment Eligibility Verification." Consistent with applicable law, at least one document from the Form I-9 list shall be a valid (unexpired) State or Federal Government-issued picture ID. The Identity documents will be inspected for authenticity and scanned and stored in the DEERS upon issuance of an ID. The photo ID requirement cannot be waived, consistent with applicable statutory requirements. The Verification Officer will capture primary and alternate fingerprints, picture, and updates to DEERS, and will then issue a CAC. Issued CACs will be valid for no longer than three years, or until the individual's contract end date (inclusive of any options), whichever is earlier.

1.4.5.1.4 The contractor shall return issued CACs to the DEERS office upon departure or dismissal of each contractor employee, and shall obtain a receipt for each card and provide it to the TA/COR.

1.4.5.1.5 The contractor shall manage requests for new or renewal CAC cards in sufficient time to ensure that all contractor employees have them when needed to perform work under this contract. The contractor shall provide at least 10 calendar days advance notice to the TA, unless there are extenuating circumstances approved by the COR or KO.

1.4.5.1.6 RESERVED

1.4.5.2 Communications security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government’s computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.3 Use of Government Information Systems (IS) and access to Government networks is a revocable privilege, not a right. Users are the foundation of the DoD strategy and their actions affect the most vulnerable portion of the AEI. Contractor employees shall have a favorable background investigation or hold a security clearance and access approvals commensurate with the level of information processed or available on the system. Contractor employees shall:

1.4.5.3.1 Comply with the command's Acceptable Use Policy (AUP) for Government owned IS and sign an AUP prior to or upon account activation.

1.4.5.3.2 Complete initial and/or annual Information Assurance (IA) training as defined in the IA Best Business Practices (BBP) training (https://informationassurance.us.army.mil).

1.4.5.3.3 Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know.

1.4.5.3.4 Protect IS and IS peripherals located in their respective areas in accordance with physical security and data protection requirements.

1.4.5.3.5 Practice safe network and Internet operating principles and take no actions that threaten the integrity of the system or network.

1.4.5.4 Protection of Personally Identifiable Information (PII). The contractor shall protect all Personally Identifiable Information (PII) encountered in the performance of services in accordance with DFARS 224.103 and DoDD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.5.5 AT Level 1 Awareness Training (AT): All contractor employees requiring access to Army Installations, facilities, and controlled access areas shall complete Level 1 AT within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee, to the COR, or to the KO if a COR is not assigned, within 15 calendar days after completion of training; Level 1 AT is available at http://jko.jten.mil/courses/atl1/launch.html.

1.4.5.6 Information Assurance (IA)/Information Technology (IT) Training: All contractor employees shall complete the DoD IA Awareness Training before issuance of network access and annually thereafter. All contractor employees performing services involving IA/IT functions shall comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of the start of contract performance. In accordance with DoD 8570.01-M, DFARS 252.239.7001 and AR 25-2, contractor employees performing services supporting IA/IT functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M shall be completed upon contract award.

1.4.5.7 Information Awareness: All contractor employees with access to a government information system shall be registered in the ATCTS (Army Training Certification Tracking System) (https://atc.us.army.mil/iastar/index.php) prior to commencement of services, and shall successfully complete the DOD Information Assurance awareness training prior to access to the IS and then annually thereafter. (https://ia.signal.army.mil/DoDIAA/).

1.4.5.8 iWATCH Training: The contractor and all associated subcontractors with an area of performance within an Army-controlled installation, facilities or area shall brief all employees on the local iWATCH program. This local developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR or the KO. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance. The contractor shall report completion for each contractor employee and subcontractor employee to the COR within 15 calendar days after completion of training.

1.4.5.9 OPSEC Training: In accordance with AR 530-1, Operations Security, new contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor shall submit certificates of completion for each contractor employee to the COR within 15 calendar days after completion of training. Level 1 OPSEC training is available at http://cdsetrain.dtic.mil/opsec/.

1.4.5.10 Classified Information. For contracts that require handling or access to classified information. The contractor shall comply with Federal Acquisition Regulation (FAR) Clause 52.204-2, Security Requirements. This clause requires contractors to comply with the Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (DoD 5220.22-M) and applicable updates/changes. Pursuing to the execution of the contract personnel require access to open compartment, specific travel data of Joint Chief of Staff member qualifying information as classified. Incidental to performance of duty required to plan classified meetings and conferences and will be exposed to classified material.

1.4.5.11 Threat Awareness and Reporting Program (TARP). Per AR 381-12, Threat Awareness and Reporting Program (TARP), contractor employees with security clearances must receive annual TARP training by a counterintelligence (CI) agent or other trainer as specified in Chapter 2 Threat Awareness and Education, Section II, paragraph 2-4b. The contractor shall identify annual TARP training, personnel trained and date of training with the Monthly Progress Report.

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.6.1 Key Control. NOTE: All references to keys include key cards. The contractor shall establish and implement methods of ensuring that no keys/key cards issued by the Government are lost or misplaced or are used by unauthorized persons. No keys issued by the Government shall be duplicated. The contractor shall include procedures covering key control in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicated keys/key cards to the COR.

1.4.6.1.1 In the event keys, other than master keys, are lost or duplicated the contractor shall, upon direction by the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform rekeying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

1.4.6.1.2 The contactor shall prohibit the use of the Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contactor employees engaged in the performance of services in those areas, or personnel authorized entrance by the KO.

1.4.6.2 Lock Combinations: The contractor shall establish and implement methods of ensuring that no lock combinations are revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s QCP.

1.4.6.3 Special Qualifications: The contractor shall ensure all employees possess all required licenses used in the performance of this contract. NOTE: The Government does not provide training to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certified and qualified to provide services.

1.4.7 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with Federal Acquisition Regulations Subpart 42.5. The KO, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the Contacting Officer will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.8 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, (or the KO if a COR is not assigned), to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.9 Identification of Contractor Employees: Contractor personnel will be required to obtain and wear security badges and adhere to the security requirements of the host installation. All contractor 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 that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on email) and dealings with Government or non-Government entities/ Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed. The contractor shall retrieve all identification media (including vehicle passes) from their employees who depart employment for any reason. All identification media (i.e. badges and vehicles passes) shall be returned to the KO within 14 days of an employee’s departure.

1.4.10. Combating Trafficking in Persons (CTIP): The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. The Contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.11 Contractor Travel: The contractor shall travel to the following events during the period of performance of this contract to perform various conferences, dependent upon the direction of the Chief, National Guard Bureau, Director, Army National Guard (DARNG) or Director, Air National Guard (DANG):

▪ (16) CNGB, VCNGB, DARNG, DANG or SEA Town Hall

▪ (5) Regional The Adjutant General (TAG) & Senior Enlisted Leader (SEL) Sync

▪ (2) Guard Senior Leadership Conference (GSLC)

▪ (1) New TAG Orientation Training

▪ (1) Command Senior Enlisted Leadership (CSEL)

▪ (1) DARNG Senior Leadership

▪ (1) Air Senior Leadership Conference (ASLC)

▪ (2) Mishap Prevention Workshop

▪ (1) Domestic Capability Priorities

▪ (1) Enlisted Leadership Symposium

▪ (1) Senior Leader Offsite (SLOS)

▪ (2) Chief of Staff Sync Conference (CSSG)

Conferences are based around protocol or leadership events, and are in support of the National Guard Bureau overall mission. The contractor shall 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 Requiring Activity (RA) recommendation for approval, CM approval, and COR authorization 30 days prior to travel. The cost of shipping training aids by the contractor shall be reimbursed in accordance with the JFTR and limitation of funds in this contract. All travel requirements (including plans, agenda, itinerary, or dates) shall be pre-approved by the RA (subject to local policy procedures), and is on a strictly cost reimbursable basis. Costs for travel shall be billed in accordance with the regulatory implementation of Public Law 99-234 and FAR 31.205-46 Travel Costs (subject to local policy and procedures; may reference FAR).

The contractor shall be authorized travel expenses consistent with the substantive provision of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract.

1.4.12 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 KO. 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.

1.4.13 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services 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 OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO 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 KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO 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.

2.0 Definitions and Acronyms:

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

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government designated by the KO to monitor contractor performance. 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 and includes 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.

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

2.2 ACRONYMS:

AFARS

AO

AR

ARNG

BI

CAC

CMRA

CNGBI

CNGBM

COR

DA

DANG

DARNG

DCMO

DD

DFARS

DOD

EXSUM

FAR

FY

GFP/M/E/S

GPM

HCM

HQ

IA

IAW

IS

ISR

JFTR

JS

KO

MICP

NGB

NGB-OP

OCI

ODC

OPR

OSD

PII

PIPO

POC

PRS

POI

PWS

QA

QASP

QC

QCP

RA

RAPIDS

RFI

SOP

SSN

TMT

Army Federal Acquisition Regulation Supplement Action Officer Army Regulation Army National Guard Background Investigation Common Access Card Contract Manpower Reporting Application Chief National Guard Bureau Instruction Chief National Guard Bureau Manual Contracting Officer Representative Department of the Army Director Air National Guard Director Army National Guard Deputy Chief Management Officer Department of Defense (Forms) Defense Federal Acquisition Regulation Supplement Department of Defense Executive Summary Federal Acquisition Regulation Fiscal Year Government Furnished Property/ Material/ Equip/Svs Government Program Manager Human Capital Management Headquarters Headquarters Department of the Army In accordance with Information System(s) Installation Status Report Joint Federal Travel Regulation Joint Staff Contracting Officer Managers’ Internal Control Program National Guard Bureau Protocol Office Organizational Conflict of Interest Other Direct Charge Office of Primary Responsibility Office of the Secretary of Defense Personal Identifying Information Phase In/Phase Out Point of Contact Performance Requirements Summary Programs of Instruction Performance Work Statement Quality Assurance Quality Assurance Surveillance Plan Quality Control Quality Control Program Requiring Activity Real-Time Automated Personnel Identification System.

Request for Information Standard Operating Procedure Social Security Number Task Management Tool

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: The Government will furnish the necessary workspace for the contractor to perform services outlined in this PWS to include desk space, telephones, computers and other items necessary to maintain an office environment.

3.2 Materials: The Government will provide access to all existing and relevant Standard Operating Procedures and Policies associated with the required services.

3.3 Equipment: The Government will allow contract employees to use government scanners, copiers, fax machines, printers, classified and unclassified storage necessary for the performance of day to day services.

3.4 Services: None

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements:

Task Management Tool (TMT), Planning, Coordination, Research, Administration and Execution

The contractor shall:

5.1 Conduct advance event market research to include cost analysis data and site location surveys. Submit findings on the Cost Analysis Form, provided by the Government. The Cost Analysis Form shall be submitted electronically to COR.

5.1.1 Coordinate logistical support required for conference to include (not limited to) audio visual, meeting space requirement, attendee lodging, notify military security office, transportation, signage, administrative support, registration details, and on occasions manage event execution.

5.1.2 Task Management Tool – Event Request Packages shall be prepared in accordance with the policies and regulations within the following publications:

▪ Joint Travel Regulations (JTR)

▪ DoD Conference Guidance, v4.0

▪ Chief, National Guard Bureau Instruction, National Guard Conference Policy (CNGBI 8100.01)

▪ Chief, National Guard Bureau Manual (CNGBM 8100.01)

Obtain the Request Packages from TMT and if packages are not complete or incorrect, contract employee shall provide an Executive Summary (EXSUM) report to conference proponent on how to correctly complete the event request package.

5.1.3 Prepare Government’s Hotel Letters of Intent (LOI) that solidifies the conference arrangements between the Government and the hosting conference property. Contractor shall obtain signatures from hosting conference property and appropriate Government personnel authorized to enter into such agreements.

5.1.4 Capture logistic coordination, plans, details and updates from the hotel.

5.1.5 Coordinate with Action Officers (AO) to verify completed conference packets are submitted within the established conference policy guidelines for approval. Research government policies to determine compliance of conference packet submissions within current DoD and CNGB conference policies. Identify and document shortfalls of conference packets and present potential solutions.

5.1.6 Plan and schedule surveys and evaluations for the most cost effective and efficiency details.

5.1.7 Collect input from government personnel and build presentations for fiscal year conference review plans, present them to the Branch Chief for approval and offer courses of action to comply with DoD and NGB guidance as it pertains to conference policy.

5.1.8 Review conference packet submission issues prior to the TMT suspense date.

5.1.9 Review and edit correspondence, grammatical content and formatting in accordance with the DoD, DA, DAF, NGB and ARNG and ANG policies, guidance and regulations required to complete taskers, and upload/download documents within TMT or current system of record.

5.1.10 Track and monitor the status of all conference packages from action officers within the installation(s) and throughout the 54 States, Territories, and District of Columbia. Maintain communication with all action offices until completion of events.

5.1.11 Participate in conference management program meetings and maintain relationships with internal and external government contacts in complete conference request and submissions.

5.1.12 Receive, compile, track and monitor the status of all Conference Request Packages from action officers within the installation and throughout the 54 States, Territories and District of Columbia. The contractor shall maintain communication with all action offices until completion of events. The Contractor shall collect the After Action Report (AAR) from the action officer and disseminate the AAR electronically to the Office of Secretary of Defense (OSD) through the Deputy Chief Management Officer (DCMO) Conference Planning Tool.

5.1.13 Assist and advise the Conference Management Branch Chief by analyzing event coordination processes and providing guidance based on planning expertise.

5.1.14 Building tracking spreadsheet for conferences. The spreadsheet will include event and hotel registration details (for example: cross-checking the conference registration data to the hotel registration data to ensure all attendees have been accounted for on both lists and is accurate up until the commencement of the event).

5.2. Conference Management, Data Research and Analysis:

The contractor shall:

5.2.1.1 Research internal organizational and external government policies to determine compliance of conference packet submissions within current Department of Defense’s, Secretary of the Army’s, Secretary of the Air Force, Chief, National Guard Bureau’s, Director, Army National Guard’s and Director, Air National Guard’s conference policies. The contractor shall identify and document shortfalls of conference packets and present potential solutions to the Government Program Manager (GPM), for approval. Input any approved change orders to the Conference Management Internal Control Processes.

5.2.1.2 Collect input from government personnel and build presentations for fiscal year conference review plans, present them to the office chief for approval, and offer courses of action to comply with DoD/DA/DAF/NGB guidance as it pertains to conference policy.

5.2.1.3 Assist with site surveys that evaluate the most cost effective and efficient conference site.

5.2.1.4 Receive, track, and monitor the status of all conference packages from action officers within the installation(s) and throughout the 54 States, Territories, and District of Columbia. The contractor shall maintain communication with all action offices until completion of events.

5.2.1.5 Review, process and monitor NGB Joint Staff, ARNG, and ANG conference submission packets, utilizing the Document Tracking system, before forwarding for processing.

5.2.1.6 Coordinate with Conference Management Director for the signature of LOIs.

5.2.1.7 Research and conduct data mining within DCMO conference planning tool and the GKO conference data submission tool.

5.2.1.8 Conduct data mining, review, and edit NG memos pertaining to the data mining IAW AR 25-50, CNGBM5000.01A or AFH 33-337 and prepare charts, graphs and conference materials in support of the data information for GPM approval.

5.3 Business Process Organizational Support

The contractor shall:

5.3.1 Participate in the conference management program meetings to capture data used to prioritize and negotiate scheduling of conferences. The contractor shall maintain relationships with internal and external government contacts in complete conference requests and submissions.

5.3.1.2 Assist and advise Director, Conference Management by analyzing event coordination processes and providing guidance based on planning expertise.

5.3.1.3 Provide conference website coordination and management support

5.3.1.4 Review conference calendars daily to identify and address any scheduling conflicts.

5.3.1.5 Build tracking spreadsheets of conferences.

5.3.1.6 Maintain a standard operating procedure (SOP) on conference planning/ management and an evaluation book on previous location sites performance.

5.3.1.7 Review the conduct of working groups to identify new creative training approaches to classroom and web-based training and provide a proposal to the GPM of any improved training options for conference management and planning of events.

5.3.1.8 Serve as the web content editor on GKO (SharePoint) by updating all Conference Management and Protocol sites, sub-sites, and pages, and will be responsible for managing user permissions, performing information management duties, and designing/ improving features such as lists, calendars, and document libraries. The contractor is responsible for managing links and editing and uploading documents to the Conference Management and Protocol GKO site, sub-sites, and pages.

5.3.1.9 Edit and review visual presentation briefing materials used by the conference and protocol section and submit all materials to the government program manager acceptance prior to utilization.

5.3.1.10 Review and edit materials (reports, brochures, programs, letters, fact sheets, scripts for speeches, slide presentations, videotapes, and newsletter articles) for grammatical, formatting, and content errors, and forwarded to the government program manager for acceptance.

5.4 Inter-Group Communication:

The contractor shall:

5.4.1 Attend meetings to collect data for upcoming conferences, for review, and consensus from government action officers.

5.4.1.2 Coordinate meetings with the additional conference support service offices (i.e. facilities, Chief of Staff Office, audio/visual, etc) in correlation to support Conference Management scheduled conferences.

5.4.1.3 Monitor and document findings on the Installation Status Report reporting tool on protocol reporting as required by the yearly lifecycle reporting process and provide update status to the branch chief.

5.5 Conference and Workshop Training/Participation:

The contractor shall:

5.5.1 Evaluate conference management program training course materials and make recommendations to enhance the training materials.

5.5.1.2 Present all recommended training course materials changes to the branch chief for approval. The contractor shall catalog all approved training course materials.

5.5.1.3 Perform periodic monthly reviews on course materials and verify materials are in compliance with DOD and CNGB Conference Management regulatory and policy guidance.

5.5.1.4 Research, review, and present potential improvements on current conference/ protocol related training support packages (TSPs) and Programs of Instruction (POI’s). These changes will be reviewed and approved by the branch chief.

5.5.1.5 Assemble the training support packages and POI’s for the Conference Management and Protocol courses and disseminate to all end users.

5.6 Service Contract Reporting (SCR) :

5.6.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site.

5.6.1.2 The contractor shall completely fill in all required data fields using the following web address: https://sam.gov. Log in and select Entity Registrations and then select Service Contract Reporting.

The Contractor shall report the required information annually by October 31, for services performed under this contract during the preceding Government fiscal year (October 1-September 30).

The DoD Guidebook for Service Contract Reporting in SAM, available on the DoD Procurement Toolbox at https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr. The General Services Administration (GSA) has also posted additional guidance such as quick start guides, informational videos, and frequently asked questions, that can be accessed by going to https://sam.gov and searching the “HELP” section. The SAM Federal User Guide is also available in the “HELP” section for comprehensive instructions on navigating SAM. Contractors requiring assistance using SAM should contact the Federal Service Desk at https://www.fsd.gov.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar or http://farsite.hill.af.mil/

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or http://farsite.hill.af.mil/

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b) 01/23/2014 http://www.esd.whs.mil/Directives/issuances/dodm/

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9) August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf

http://www.dtic.mil/whs/directives/corres/pub1.html

Army Directive 2014-05 Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors

03/07/2014 http://www.apd.army.mil/ProductMaps/PubForm/ArmyDir.aspx

AR 190-13

The Army Physical Security Program 02/25/2011 http://www.apd.army.mil/ProductMaps/PubForm/AR.aspx

Homeland Security Presidential Directive (HSPD)-12 Policy for a Common Identification Standard for Federal Employees and Contractors 08/27/2004 https://www.dhs.gov/homeland-security-presidential-directive-12

DoDD 5400.11 Department of Defense Privacy Program 10/29/2014 http://www.dtic.mil/whs/directives/corres/dir.html#

DoD 5400.11-R Department of Defense Privacy Program 05/14/2007 http://www.dtic.mil/whs/directives/corres/pub1.html

DoDD 8140.01 Cyberspace Workforce Management