2014_MIWG_PWS.Rev1.docx

DOCX document 36 KB Posted Feb 13, 2014

Attached to: Multi Interoperability Working Group Conference Federal contract opportunity
Solicitation number: N0017414T0021
Issued by: Department of the Navy Naval Sea Systems Command

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PWS (Revised)

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Amend05.docx	DOCX document	Feb 13, 2014
Copy_of_Cost_Proposal_Spreadsheet_(Euro)_Sep_2014_MIWG.xls	XLS spreadsheet	Feb 13, 2014
2014_MIWG_Combined_Synopsis.Rev1.doc	DOC document	Feb 13, 2014

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Performance Work Statement

For

Multinational Interoperability Working Group (MIWG) Venue, September 2014

Prepared By: Charles Pattillo Jr.

SECTION ONE: SCOPE

1.0 Background

The Multinational Interoperability Council (MIC) is a strategic-level multinational forum that addresses coalition and multinational operational requirements and exchanges relevant information across national boundaries to support the warfighter in coalition and multinational operations. The council identifies strategic and operational level coalition interoperability issues and articulates actions, which, if nationally implemented by the member nations, would contribute to more effective coalition and multinational operations. The MIC is a seven-nation senior operator-led forum composed of countries that are most likely to form and lead a coalition and/or multinational operation. The member nations are: Australia, Canada, France, Germany, Italy, the United Kingdom, and the United States. MIC affiliate nations/organizations include New Zealand, NATO Allied Command Transformation (ACT), and the European Union Military Staff (EUMS). NATO Allied Command Operations (ACO) is a MIC Observer.

Most of the work of the MIC is performed at the action officer level by the Multinational Interoperability Working Groups (MIWGs). The purpose of a conference is to explore issues in coalition and multinational interoperability, identify solutions, and prepare prioritized recommendations for approval by the MIC Steering Group (SG) and/or the MIC Principals. Currently, there are three conferences that are composed of O-5- and O-6-level Commissioned Officers from each member nation’s national staff. Conference representatives coordinate within their national defense staffs in order to represent their nation’s national position during deliberations of their working groups. Other staff members from various national agencies of member nations’ national defense staffs may support their country’s representative and attend conference meetings as needed. MIWGs are task-oriented in their approach to resolving issues impeding coalition and multinational interoperability and may work independently or in collaboration with other MIWGs as appropriate. The conferences meet every 6 months (semi-annually, typically held in March and September) for four consecutive days to conduct their formal business activities. The MIC Executive Secretariat (ES) is the single point of contact to organize, plan, execute, and facilitate all conference meetings.

The US is responsible for hosting the action office level September conference, and in accordance with the Chairman Joint Chiefs of Staff Instruction (CJCSI) 3156.01C, the MIC ES is to execute the approved outreach and engagement plan. The MIC Principals’ have directed the US hosted conferences will be in the proximity of a Combatant Command or a MIC Member/Affiliate national military headquarters or operational command to facilitate the MIC’s outreach and engagement efforts.

1.1 Purpose

The purpose of this requirement is to obtain a venue in Brussels, Belgium for the US Joint Staff (JS) Director of Operations (DJ-3), JS J-35 / Multinational Operations Division (MOD), MIC ES to host the MIC’s September 2014 conference and execute a planned engagement with NATO ACO and the EUMS.

1.2 Objective

The objective is to contract a venue that can satisfy all the requirements and tasks to successfully host and support the action officer level September 2014 conference. The contracted venue and vendor shall meet the standards for Executive Level conferences as established by the International Association of Conference Centers (IACC) North America or other equivalent organization and must be able to lodge all participants, provide sufficient meeting space and facilities, equipment, and materials necessary to perform the tasks as defined in this Performance Work Statement (PWS); except that which is specified in Government Furnished Information. The contracted vendor shall perform to the standards in this contract. In this effort, the contracted vendor shall provide strictly non-personal services and shall work as an independent Contractor not subject to supervision or control by the Government.

SECTION TWO: APPLICABLE DOCUMENTS

Chairman Joint Chiefs of Staff Instruction (CJCSI) 3156.01C

SECTION THREE: REQUIREMENTS

3.1 Technical Requirements

The contracted vendor shall provide personnel who have the necessary skills and expertise to accomplish their assigned functions and ensure performance is maintained at an acceptable level.

3.2 Pre-conference Meeting

The Contractor shall convene a pre-conference planning meeting with the conference representative subject matter expert (SME) to discuss conference preparation, set-up, configuration of meeting spaces, light refreshments and Ice Breaker Reception item selection and set-up, conference agenda, confirmation of participants, and any preparation and distribution of information and materials.

3.3 Venue

A.	The contracted venue shall:
i.	Be classified at no less than 3-star/diamond and no more than 4-star/diamond based upon the current industry standard rating system criteria;
ii.	Be located within 10 miles or 15 kilometers of the NATO ACO and the EUMS in Brussels, Belgium, and within walking distance to various reasonably priced restaurants and public transportation, as conference participants will generally not have rental cars;
iii.	Be able to provide lodging, meals, and meeting space (general session(s) for up to 35 attendees, and up to four breakout rooms for 10-15 attendees per room) within their main facilities;
iv.	Be equipped with a modern professional internal and external security system;
v.	Provide a representative to act as a liaison with the Primary conference representative SME. The Contractor representative shall be of sufficient authority to resolve any issues as they arise, and will be available during the period of the conference. The Contractor shall provide a list of executive directors or their agents of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support;
vi.	Ensure any maintenance or repairs of hotel equipment including: guest rooms, elevators, kitchen equipment, etc., shall be corrected immediately at the Contractor’s expense to guarantee the success of the conference, networking breaks and reception served therein;
vii.	Provide up to ten self-parking spots for conference days with the ability for participants to enter and exit without additional cost;
viii.	Not charge handling fees for shipping and receiving event materials in excess of Contractor’s standard commercial practice;
3.4	Lodging
A.	The Contractor shall:
i.	Provide an internet link for secure on-line registration;
a.	A website must be available to the MIC ES to review and approve at least 105 calendar days prior to the beginning of the conference.
b.	A website must be available for participants to register at least 90 calendar days prior to the beginning of the conference.
c.	The Contractor shall coordinate with the conference SME and/or the MIC ES for any conference specific information to be supplied for posting on the registration site.
d.	The registration web page must be specifically dedicated to the conference but may be linked via the lodging web site.
e.	The Contractor shall provide the conference SME or his representative a pass code access to the on-line registration to be able to monitor and manage the room pick-up list.
f.	On-line registration cutoff date is 21 calendar days prior to the beginning of the conference.
1)	The Hotel agrees to accept reservation requests received after the cutoff date at the prevailing per diem rate based on availability.
g.	The cancellation policy must be explicitly posted in a prominent location on the web page.
ii.	On-line registration must allow the participants to completely manage their reservations (modify dates or cancellations) from the web site.
iii.	Accept at or below the prevailing United States Government (USG) per diem rate;
a.	Room rates plus any mandatory hotel fees such as gratuities / hotel service fees / resort fees / cannot exceed effective Government per diem rates for the period of the conference.
b.	Current USG Maximum Lodging Allowance per diem rates, specified by the USG Travel Regulations for per diem, can be found under Travel Resources at the following Internet address: http://www.gsa.gov.
iv.	Inform guests during check-in which services will not be covered by the event;
a.	The Contractor staff shall request a credit card from guests upon check-in.
b.	Charges not covered by the hotel are to be resolved between the guests and the Contractor.
v.	Provide standard or better non-smoking guest rooms (suites, king, queen, and or double bed rooms) in accordance with (IAW) the following anticipated guest room requirement matrix, Figure 1, during the period of the conference;
a.	The Contractor shall allow conference participants to book additional rooms (above the estimated) at the conference rate, according to availability.
1)	The conference SME shall provide as much advance notice as possible to any increase in the estimated required guest rooms.
b.	The number of guest rooms specified is only an estimate, and the actual number of required guest rooms may vary daily due to the conference attendees’ plans, and attendees’ early and/or late arrival and departures.
c.	The Government shall not incur penalty or damages if the estimated number of guest rooms listed below is not met.
d.	The conference SME will provide the final room count to the hotel no later than 30 calendar days prior to the scheduled first day of the event.
	Day
	Estimated

Number of Guest Rooms

Estimated Total Room Nights

Sunday

Monday

Tuesday

Wednesday

115

Thursday

130

Friday

135

Figure 1: Estimated Guest Room Requirement

vi.	Offer conference participants +/- 3 ‘shoulder days’ minimum, at the conference group rate, to accommodate the early arrival and late departures;
vii.	Allow conference guests early check-in and late checkout;
viii.	Waive any type of ‘resort fee’, if applicable;
ix.	Provide lodging rooms that shall include, at minimum, fully functional air conditioning system, high standard of hygiene, private bath with full toilet and shower facilities, hot and cold running water, option for clean linen on a daily basis, electricity, color television with cable service, and appropriate furniture;
x.	Provide 10 Managers amenities packages at check-in for guests identified to be Very Important Persons (VIP);
a.	MIC ES and/or conference SME will provide the list of names to receive the VIP amenities.
xi.	Not require attendees to make a deposit greater than the Contractor’s standard commercial practice; and
xii.	Provide quotes that include the hotel pricing policy for extra adults and/or children sharing the same room.
a.	All charges, including any miscellaneous expenses (i.e., mini-bar, laundry, room service. movies, etc.) and expenses for additional adults and/or children above the contracted room rate will be the responsibility of each attendee.
b.	Attendees will provide their own credit cards or method of payment at check-in to cover all lodging and any additional charges (if applicable).
B.	The conference SME shall:
i.	Furnish the Contractor a roster with participants’ names no later than two weeks prior to the beginning of the conference, but may change the names up to the beginning of the conference. The only personnel authorized to change names is the SME.
3.5	Meals
A.	The Contractor shall:
i.	Have on-site restaurants, or be within walking distance of restaurants, with the capacity to provide attendees breakfast, lunch, and dinner options. Participants are at their leisure to utilize on or off-site dining venues; and
ii.	Participants are individually responsible for their meal charges.
B.	Provide complimentary breakfast for overnight guests as part of Contractor’s standard commercial practice.
3.6	Morning and Afternoon Light Refreshment Breaks
A.	The Contractor shall:
i.	Provide light refreshments during the scheduled morning and afternoon breaks for the duration of the conference, as annotated on the conference agenda;
ii.	Limit Morning light refreshments to coffee (caffeinated/decaffeinated), juice, tea, water, assortment of sodas (caffeinated and diet), donuts, bagels, muffins, fruit, pastries etc. (Chef’s choice, varied daily);
a.	There will be a total of four (4) morning breaks.
b.	Breaks are 30 minutes in duration, unless the venue offers a continuous half day refreshment area at the same rate. Breaks are currently projected as follows, but are subject to modifications up to but no later than 30 calendar days prior to the event.
1)	Tuesday through Friday, 1000 -1030
c.	Light refreshments should be set-up 30 minutes prior to the scheduled break, unless the venue offers a continuous half day refreshment area.
d.	Quantity of refreshments should accommodate up to 50 participants Tuesday through Thursday and up to 25 participants on Friday. Each light refreshment break will have a replenish capacity, if necessary. The replenish request can only be made by the SME. The final numbers for the morning breaks will be provided by the SME no later than 30 calendar days prior to the first day of the conference.
iii.	Limit Afternoon light refreshments to coffee (caffeinated/decaffeinated), juice, tea, water, assortment of sodas (caffeinated and diet), cookies, fruit, and or pastries etc. (Chef’s choice, varied daily);
a.	There will be a total of three (3) afternoon refreshment breaks.
b.	Breaks are 30 minutes in duration, unless the venue offers half day refreshment area at the same rate. Breaks are currently projected as follows, but are subject to final modifications no later than 30 calendar days prior to the event.
1)	Tuesday through Thursday, 1500 – 1530.
c.	Light refreshments should be set-up 30 minutes prior to the scheduled break, unless the venue offers a continuous half day refreshment area.
d.	Quantity of refreshments should accommodate up to 50 participants. Each light refreshment break will have a replenish capacity, if necessary. The replenish request can only be made by the SME. The final numbers for the afternoon breaks will be provided by the SME no later than 30 calendar days prior to the first day of the conference.
B.	The SME shall provide the Contractor a conference agenda to coordinate the timing of setting out the light refreshment break items.
3.7	Ice Breaker Reception
A.	The Contractor shall:
i.	Provide an Ice Breaker Reception from 1800 - 2000 on 15 Sep 2014.
a.	The reception, to accommodate up to 50 participants, shall be in an area reserved solely for conference attendees.
1)	Standing tables set-up with some seating available. Designed for a stand-up, social networking event.
2)	The final numbers for the icebreaker reception will be provided by the SME no later than 30 calendar days prior to the first day of the conference.
b.	Heavy hors d'oeuvres (hot and cold) shall be served; four to five pieces per attendee; Chef’s choice, if appropriate.
c.	Two drinks shall be included per attendee, beer and wine, utilizing drink tickets provided by the Contractor.
1)	Non-alcoholic beverages should also be made available to the participants.
d.	The Contractor shall provide all attendants necessary to clear away dishes and replenish the hors d’oeuvres.
3.8	Meeting Space, Rooms, and Facilities
A.	The Contractor shall:
i.	Provide a conference registration area from 1730-1800 on Monday, 15 Sep 2014;
a.	Registration area should be available to the MIC ES no later than 1700.
c.	The registration location shall be at a central point to the Ice Breaker Reception location.
d.	A table and comfortable seating for 3 – 4 personnel is required with the ability to accommodate a laptop.
1)	Set-up needs immediate access to electrical outlets for laptop power.
ii.	Provide meeting rooms as described in the sections that follow:
a.	If contracted venue cannot meet these times, the quote shall state the earliest time at which each room will be available for setup purposes and until latest time and date available;
b.	All assigned meeting rooms should:
1)	Be in close proximity to each other; preferably on the same floor, if possible;
2)	Have adequate electrical outlets to accommodate laptops, projectors, and other equipment requiring power;
3)	Have at least one high-speed wired and or wireless internet access;
4)	Be able to be secured at the end of every day;
5)	Be accessible to the MIC ES by 1800, Monday 15 Sep 2014 for review and set-up; and
6)	Be available to MIC ES staff on a 24 hour basis through strike down; anticipated to be no later than 1800 Friday, 19 Sep 2014.
iii.	Provide either signage or electronic display for all meeting rooms (1 x Plenary Session Room and up to 4 x Breakout Rooms) used for the Sep 2014 conference. Signage text or media display verbiage will be provided by MIC ES prior to the conference;
iv.	Provide a break area for morning and afternoon light refreshments;
a.	Break area should be adjacent to or centrally located to the meeting rooms; area with ample space for up to 50 people, furnished with chairs, and lighting to allow attendees to congregate and comfortably network during scheduled breaks.
v.	Provide a Plenary Session Room;
a.	Unrestricted use of one meeting room large enough to comfortably accommodate the following:
1)	Up to 50 persons set up theater style with the aisle in the middle;
2)	Podium, microphone and speakers, table(s) for laptop and projection equipment, one projector with associated cables/cords, and one projection screen (minimum of 8 - 10 foot screen);
b.	The Opening Plenary is scheduled for Tuesday, 16 Sep 2014 from 0800 – 1000. The Plenary session time is subject to change.
c.	The Closing Plenary is scheduled for Thursday, 18 Sep 2014 from 1700 – 1800. The Plenary session time is subject to change.
vi.	Provide up to four (4) Breakout Meeting Rooms;
a.	Set-up: U-Shape style with seating for 10-15.
b.	Each room will have either a blank white wall or 8-10 foot white projection screen, one projector with associated cables/cords, small table in the middle of the U-Shape table for projector, white board (at least 3 x 5 feet), white board markers and eraser, flip chart and stand with markers, and extension cord, if necessary.
c.	Sufficient conveniently located electrical outlets to accommodate customer provided laptop.
d.	Furnished with table coverings for each table, pads and pens at each seat, mints/hard candy, and pitchers of water with glasses which are to be replenished during breaks and lunch, as necessary.
e.	Conference Breakout Room Utilization requirement:
1)	Up to four (4) breakout conference rooms will be utilized from 0800 Tuesday, 16 Sep 2014 through 1800 Thursday, 18 Sep 2014.
2)	Up to one (1) breakout conference rooms will be utilized from 0800 – 1700 Friday, 19 Sep 2014.
f.	Final numbers for number of breakout rooms by day will be provided by SME 60 calendar days prior to the beginning of the conference.
vii.	Provide an appropriate on-site Ice Breaker Reception venue that can accommodate up to 50 people.
a.	Required from 1800 -2000 on Monday, 15 Sep 2014.
B.	The SME shall coordinate and provide the conference agenda dates and times.
3.9	Invoice(s)
A.	The Contractor shall:
i.	Upon check-in, remind the conference participants that they are individually responsible for their respective lodging and all other associated legitimate charges appearing on their lodging invoices;
ii.	Provide a Master Account Summary cover page that identifies a summary of the major expense categories; in accordance with CDRL A001.
iii.	Submit all invoices for payment in English and in US Dollars. Invoices must have all required information as described by the Contracting Officer. Final invoices need to be completed no later than three days after the completion of the conference for further disposition.
3.10	Pricing and Payment
A.	All prices should include all fees, gratuities, set-up and tear down charges.
B.	This is a firm fixed price requirements “best value” type order.
C.	All prices shall be in U.S. dollars, and payments will be made to the Contractor in U.S. dollars within thirty (30) calendar days after receipt of an approved invoice. The invoice is not to include any extra charges (i.e., charges not specifically covered by the contract).

DEFINITIONS & ACRONYMS

ACO – Allied Command Operations ACT – Allied Command Transformation CPAR – Contract Performance Assessment Review CDRL – Contract Data Requirements List CJCSI – Chairman Joint Chiefs of Staff Instruction Defective Service - A service output that does not meet the standard of performance associated with it in the PWS.

Delivery Date – The specific time of delivery and/or performance DID – Data Item Description DJ-3 – Director of Operations, the Joint Staff ES – Executive Secretariat EUMS – Europeans Union Military Staff IACC – International Association of Conference Centers IAW – In accordance with JS – Joint Staff MIC – Multinational Interoperability Council MIWG – Multinational Interoperability Working Group MOD – Multinational Operations Division Naval Sea Systems Command (NAVSEA) – Provides contracting and acquisition support to the Navy and other various Department of Defense organizations in the National Capital Region (NCR), including the Joint Staff. The acquisition and contracting support provided to Joint Staff customers span from pre-award through contract close-out.

Performance Work Statement (PWS) – A detailed work statement for performance-based acquisitions that describes the required results in clear, specific and objective terms with measurable outcomes SG – Steering Group SME – Subject Matter Expert USG – United States Government VIP – Very Important Persons Wide Area Work Flow (WAWF) – A secure Web-based system to allow contractors to submit electronic invoices, and provide the Government a means to electronically receipt and accept supplies and services.

File details come from the government source that posted it. Updated Nov 14, 2017.