D.1 PWS - Navy-Marine Corps Correspondence and Written Communications Training Services - Final.pdf

PERFORMANCE WORK STATEMENT (PWS)

Navy – Marine Corps Correspondence Training in Support of Human Resources and Organizational Management (HROM) Branch

1.0 Background

The Human Resources and Organizational Management Branch (ARH), Headquarters U.S. Marine Corps (HQMC), requires a qualified Contractor to deliver comprehensive, professional training on Navy – Marine Corps Correspondence. This training is designed for federal civilian employees working within the Marine Corps National Capital Region (MCNCR), Arlington, VA, and Marine Corps Base (MCB) Quantico, VA. The objective of this training is to establish and maintain uniform standards for the preparation, management, and routing of official written correspondence within the Department of the Navy (DON) and the U.S. Marine Corps (USMC).

2.0 Scope of Work

The Contractor shall provide all personnel, instructional labor, training materials, management, and administrative support necessary to deliver high-quality, group-format educational seminars on Naval Correspondence.

All training services delivered under this contract shall be strictly educational. The Contractor is explicitly prohibited from:

• Providing individual consulting, strategic planning, or personalized organizational advising to any participant.

• Providing personal financial or retirement advisement of any kind.

• Advertising, marketing, or promoting proprietary training, consulting services, or follow-on commercial offerings during or after the training sessions.

3.0 Task & Technical Requirements

The Contractor shall deliver a structured instructional program aligned with adult learning principles. The curriculum must ensure participants achieve operational proficiency in federal and defense writing standards.

3.1 Core Instructional Areas

The curriculum must address, at a minimum, the following subject-matter areas:

• Navy Correspondence Manual (NCM) Compliance: Comprehensive instruction on style conventions, formatting standards, and routing procedures, highlighting differences between military and civilian styles.

• Reader-Centric Writing: Instruction in plain language principles, audience analysis, and the Seven Traits of Effective Writing (clarity, conciseness, cohesion, organization, tone, accuracy, and correct grammar).

• The Four-Step Writing Process: Application of planning, drafting, revising, and editing to draft military documents efficiently.

• Digital Communication Standards: Writing professional, clear emails including correct military formatting, subject lines, punctuation, and capitalization.

• Military Conventions & Security Regulations: Correct usage of military date-time groups, abbreviations, acronyms, and operational terminology. This includes instructions on safeguarding personally identifiable information (PII) and Controlled Unclassified Information (CUI).

• Standard Document Types: Structural rules and drafting exercises for:

o Standard Memos and Point Papers o Marine Administrative Messages (MARADMINS) o Letters of Instruction (LOI) o Business Letters and Endorsements

• Proofreading & Editing Protocols: Practical exercises in proofreading, quality checks, and formatting verification.

3.2 Instructional Methodology

To maximize retention and accommodate diverse adult learning styles, the Contractor shall incorporate:

• Interactive group and individual writing exercises.

• Defense-specific case studies and self-assessments.

• Facilitated discussions, guided lectures, and digital presentations.

4.0 Performance Standards and Quality Assurance

The Government will evaluate the Contractor's performance using the following Quality Assurance (QA) metrics:

• Instructional Quality Threshold: The Contractor shall maintain a minimum average rating of 4.0 out of

5.0 (or 80% satisfaction rate) on post-course evaluations. The evaluation forms will be administered digitally or in print by the HQMC Training Officer at the end of each session.

• Course Materials Accuracy: 100% of the student handouts and presentations must align with the most current edition of the Department of the Navy Correspondence Manual (SECNAV M-5216.5 series) and the Marine Corps Supplemental Correspondence Guidance.

• Punctuality: Instructors must arrive at the designated training facility at least 30 minutes prior to the scheduled start time of 0830 to ensure system compatibility and readiness.

5.0 Period and Place of Performance

5.1 Period of Performance (PoP)

The Period of Performance shall be twelve (12) months from the date of contract award. All scheduled courses and deliverables must be successfully completed within this twelve-month period. Specific course delivery dates will be mutually coordinated and finalized by the Government and the Contractor post-award.

5.2 Place of Performance

Training will be conducted onsite at the following approved government facilities:

• The Pentagon: Room 2D247A, Washington, D.C. 20350 (Arlington, VA)

• Mann Hall: Room 110A, 2004 Barnett Avenue, Marine Corps Base Quantico, VA 22134

5.3 Schedule of Training Events (FY26–FY27)

The designated training seminars shall run from 0830 to 1600 daily, incorporating a one-hour lunch break (typically observed from 1130 to 1230) and a 10-minute break during each hour of instruction.

CLIN Scheduled Dates Location Format Max Participants

0001 Will be determined after date of award Pentagon, Arlington, VA Onsite (In-Person) 20

0002 Will be determined after date of award Mann Hall, MCB Quantico, VA Onsite (In-Person) 20

0003 Will be determined after date of award Pentagon, Arlington, VA Onsite (In-Person) 20

0004 Will be determined after date of award Mann Hall, MCB Quantico, VA Onsite (In-Person) 20

0005 Will be determined after date of award Pentagon, Arlington, VA Onsite (In-Person) 20

0006 Will be determined after date of award Mann Hall, MCB Quantico, VA Onsite (In-Person) 20

5.4 Virtual Contingency Clause

If public health conditions, severe weather, or operational requirements prevent in-person sessions, the Government reserves the right to transition any scheduled onsite seminar to a virtual platform.

• The Government will notify the Contractor of the transition to a virtual format at least seven (7) calendar days prior to the start of the scheduled session.

• The primary virtual platform will be Microsoft Teams (DoD Environment) or another approved Government platform.

• The Contractor shall host or present via the Government-provided virtual link. No adjustments to the Firm- Fixed-Price (FFP) rate of the seminar will be authorized for virtual delivery.

• If transitioned to a virtual format, training materials must be delivered electronically to participants in PDF format.

6.0 Government-Furnished Property, Facilities, and Responsibilities

6.1 Government-Furnished Facilities and Equipment

The Government will provide the following at each designated training location:

• A fully equipped training room with a seating capacity of at least 20 participants.

• An operational audio-visual system, including a projector, display screen, HDMI connection cables, and audio speakers.

• A classroom presentation laptop connected to the local training network (if required to project contractor-provided slides).

6.2 Government Responsibilities

• Material Screening and Formatting: The HQMC Training Officer will review, and format all submitted presentation slides for compatibility with Government-Furnished Equipment (GFE). This screening will be completed no later than seven (7) calendar days prior to the training date.

• Onsite Facilitation: A Government Representative or Training Officer will be available at the start of each class to assist with classroom setup, AV connectivity, and student roster management.

7.0 Contractor Personnel & Qualifications

7.1 Minimum Instructor Qualifications

The Contractor is solely responsible for staffing this contract with instructors who meet the high standard of delivery required for federal civilian training. Instructors proposed by the Contractor should meet the following qualifications:

• Demonstrated professional experience delivering instruction, training, or seminars in professional, business, or technical writing within a corporate, academic, government, or military environment.

• Demonstrated proficiency and operational familiarity with the formatting, style, and routing rules outlined in the Department of the Navy Correspondence Manual (SECNAV M-5216.5 series) and the Marine Corps Supplemental Correspondence Guidance.

• Proven capability in applying adult learning strategies and maintaining active group dynamics in a seminar environment.

7.2 Personnel Replacement and Conduct

• All Contractor personnel shall maintain a high standard of professional conduct and personal presentation.

• If the Contracting Officer determines that an instructor's conduct, performance, or technical qualifications are unsatisfactory, the Government will formally notify the Contractor in writing. The Contractor shall propose a qualified replacement instructor within five (5) business days of receiving notification.

• The qualifications of the replacement instructor must meet or exceed those of the originally assigned personnel. Staffing transitions shall not delay scheduled training deliverables.

8.0 Security, Base Access, and Information Assurance

8.1 Physical Security & Media Restrictions

To protect federal networks and secure areas:

• Contractors are strictly prohibited from bringing unauthorized electronic media (including USB thumb drives, external hard drives, CDs, or DVDs) into any federal facility.

• Instructors may bring a personal laptop with HDMI output capabilities solely for displaying slides through the classroom AV system, provided it does not connect to the Government's local network.

8.2 Base Access Procedures

The Contractor is responsible for ensuring that all assigned personnel obtain timely access clearances.

• Pentagon Access Requirements:

o Instructors must contact the HQMC Training Officer (Ms. Hope White or Mrs. Richa Henderson) at least fourteen (14) calendar days prior to the scheduled training date.

o The Training Officer will send a secure pre-screening link to initiate a background check. The Contractor must submit the required personal identification details immediately upon receipt of the link.

• MCB Quantico Access Requirements:

o Instructors must register via the Defense Biometric Identification System (DBIDS) prior to arriving at MCB Quantico.

o For up-to-date entry procedures and accepted identity verification documents, please visit the official base access portal: MCB Quantico Base Access o Failure to obtain physical access clearance due to late submission of paperwork will not excuse the Contractor from missed training dates.

9.0 Contract Administration and Points of Contact

9.1 Technical Points of Contact (TPOCs)

The primary Government contacts for course coordination and access approval are:

https://www.quantico.marines.mil/Info/Base-Access/

To Be Provided at time of award.

10.0 Deliverables and Reporting Timelines

The Contractor shall strictly adhere to the schedule for submitting deliverables to ensure seamless operations:

1. Draft Presentation Slides and Handouts: Submit digitally to the HQMC Training Officer for screening and formatting at least three (3) business days prior to each scheduled course.

2. Course Materials (Printed Copy): Provide high-quality printed workbooks, manuals, and supplementary handouts to all 20 participants on the morning of the training session. The Government will not provide printing or duplicating facilities on-site.

3. Student Roster and Sign-in Sheets: Provide the signed attendance sheet to the HQMC Training Officer within two (2) business days following course completion.

11.0 Travel Regulations

The Contractor is solely responsible for coordinating, scheduling, and funding all travel-related requirements, including long-distance transportation, local transit, parking, tolls, lodging, and meals. All travel-related expenses must be fully burdened and integrated into the contract's Firm-Fixed-Price (FFP) rate. The Government will provide no separate or direct reimbursement for travel expenses.

12.0 Invoicing and Payment

Invoices shall be submitted electronically in accordance with standard USMC procedures via the Defense Agencies Initiative (DAI) / WAWF invoicing system. Payment will be processed under USMC DAI Vendor Pay guidelines following verification of class completion and receipt of signed attendance records by the Primary TPOC.

13.0 Section 508 Accessibility Compliance

All electronic and information technology products, including slide presentations, student workbooks, electronic files, and web-based materials delivered under this contract, must comply with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d). Materials must be formatted to ensure compatibility with screen readers and assistive technologies used by disabled federal employees.

14.0 Rights in Training Materials

The Government shall retain unlimited, non-exclusive rights to all customized curriculum materials, slides, hand-outs, and digital learning assets developed specifically for MCNCR civilian employees under this PWS. The Contractor may retain proprietary rights to their core commercial methodology, assessments (e.g., standard DISC or MBTI assessment structures), and baseline instructional manuals used across multiple commercial clients.

15.0 Performance Requirements Summary (PRS)

The Contractor service requirements are summarized into performance objectives that relate directly to mission-essential items. The performance threshold holds the Contractor accountable for maintaining service quality.

mailto:richa.m.henderson.civ@usmc.mil mailto:hope.white@usmc.mil

Performance Objective / Deliverable

PWS

Reference

Performance Standard

Acceptable Quality Level

(AQL)

Method of Surveillance

Consequences / Impact of Non-Compliance

Class Schedule & Punctuality

Section 5.3 & Section 4.0

Instructors must arrive at least 30 minutes prior (0800) and conduct training from 0830 to 1600.

100% adherence to scheduled dates and times.

100% Observation / Sign-in sheet records by

HQMC TPOC.

Warning / Corrective Action Plan: A formal letter of non-performance issued. Rescheduling at contractor expense if delay exceeds 1 hour.

Instructional Delivery Quality

Section 4.0 Post-course student evaluations must maintain a minimum average rating of 4.0 out of

5.0 (80%).

90% of completed sessions must meet or exceed the 4.0 average rating.

Digital/printed survey evaluations processed after each session.

Instructor Replacement: Contractor must submit resume for a replacement instructor within 5 business days for TPOC review.

Deliverables Submission & Accuracy

Section

10.0 & Section 3.1

Slide decks and student handbooks must be submitted 3 business days prior and align 100% with SECNAV M- 5216.5.

Zero content formatting or

SECNAV

compliance errors upon final class delivery.

Technical review of materials by

HQMC

Training Officer.

Material Rejection: Contractor must remediate and re-submit materials within 24 hours at no additional cost.

Delays may lead to session postponement.

Security & Access Compliance

Section 8.0 Zero unauthorized removable media brought on-site.

Base access info submitted 14 days prior (Pentagon).

100% compliance with security protocols and badging timelines.

Security Desk confirmation /

TPOC

administrative tracking.

Session Default: Denied facility access due to security violations or late registration will be counted as a missed session. No payment authorized.