FY_19_MER_NAWS_PWS_Rev.doc

PERFORMANCE WORK STATEMENT (PWS)

Commander Navy Region Southwest (CNRSW)

CHAPLAIN RELIGIOUS ENRICHMENT DEVELOPMENT OPERATION (CREDO)

MARRIAGE ENRICHMENT RETREAT (MER)

NAVAL AIR WEAPONS STATION (NAWS) CHINA LAKE

PART 1

GENERAL INFORMATION

1. General Commander Navy Region Southwest CREDO provides numerous subject specific workshops and retreats to active duty military, reservists and their family members. NAVAL AIR WEAPONS STATION CHINA LAKE area retreats are for couples, providing tools to thrive personally and professionally while meeting the challenges of military service. Developing resiliency will enhance their family, duty and well-being thereby strengthening the Navy. Through various instruction and activities couples will gain skills necessary to meet the challenges unique to military service. Participants discover a wealth of practical ideas and various tools to strengthen marriage.

Retreat sites shall be a place where relaxation and learning abound for the group as well as individual couples. Strong and well-adjusted marriages are vital to the Navy’s operational effectiveness and to the strength of our nation. The retreat location shall provide meeting and lodging spaces conducive to each Marriage Enrichment Retreat (MER).

1.1 Description of Services:

1.2 CREDO SW requires a hotel facility or similar property suitable, appropriate, fitting and conducive for the purposes listed herein (see Section 1.0). The hotel or facility shall be the site for CREDO Marriage Enrichment Retreat (MER) events to be held within or between Palm Springs and IndianWells, CA.

1.3 The hotel or facility for this requirement shall be a resort, hotel, or boutique hotel.

1.3.1 The hotel or facility for this requirement shall be 3.5 stars or above.

1.3.2 The hotel or facility shall be within a reasonable and safe walking distance of dining and recreational activities. The hotel and nearby facilities will not be adjacent to or within half a mile of highways, freeways, and high-volume traffic areas that are not conducive to relaxation.

1.2 Objectives: Our goal with a Marriage Enrichment Retreat (MER) is to provide an environment where a couple may work on their marriage intimacy. Different types of exercises and free time are used to help each couple grow without the normal, everyday distractions of work and home life. They will gain tools to resolve conflicts and solve problems that frequently occur with marriage. The positive results of a MER will be seen by the end of the weekend as a couple demonstrates deeper intimacy while strengthening the commotional, physical and spiritual aspects of marriage.

1.3 Scope: The required non-personal services encompass lodging for conference attendees as well as one (1) instructor (Government Representative from CREDO SW), dining facilities, meals, conference room, projector with screen which will be in good working order.

1.3.1. The contractor shall provide technical and analytic support to CREDO SW to include projector equipment and screen in good working order. The contractor will attend scheduled meetings with the instructor as required by this Performance Work Statement (PWS).

1.3.2. Contractor personnel required to communicate with all personnel associated with the performance of this contract shall be fluent in the English language as exemplified in their written and verbal skills.

1.3.3. Lodging Rooms:

· 15 rooms, as detailed below.

· Option of turning off incidentals per individual request.

· Essential to ensure participants are not charged for room.

1.3.4. Meals:

· Four (4) Meals (breakfast X2, lunchX1, & dinnerX1), for 29 (14 couples and 1 facilitator as detailed below, with 2 servings per guest.)

· Meals should be served with quality, hot temperature and on time.

· Optional for two (2) breakfast meals are vouchers for the hotel breakfast buffet for two breakfast meals.

1.3.5. Beverage Table:

· Should be located in the Seminar conference room as detailed below.

· Served from Friday 6:30 pm through Saturday 1600.

· Water, Coffee, cold tea and hot tea, cider and chocolate mix packets, carbonated beverages for 29 people.

1.3.6. Conference Rooms:

· Two (2) conference rooms will be provided, one for meals and one for seminar

· One (1) exclusive-use dining room with table service, as detailed below.

· One (1) exclusive-use conference room for seminar purposes.

1.3.7. Group reflection areas and Activities:

· Outside seating (weather and temperature permitting): minimum of 15 tables w/seats and/or benches separated sufficiently so conversations cannot be overheard in normal conversation.

· A variety of indoor and outdoor activities will be available during unstructured time on Saturday and at other times during the retreat. Outdoor activities will be provided. Activities will include:

· A variety of sports activities (either aquatic or wilderness in nature)

· Examples of activities: Golf, Tennis, Kayaking, paddleboard, pool, hiking, etc.)

1.3.8. Self-parking Fees:

· Parking is free for participants since this is included in contract cost.

· Participants will receive parking pass for in-and-out access to site's parking.

1.4 Period of Performance:

1-3 March 2019 20-22 September 2019

1.5 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).

1.5.1 Hours of Operation: Contractor personnel are expected to conform to client agency normal retreat hours, which are Friday 3:00 pm, Saturday 7:30 am-4:00 pm and Sunday 7:30 am – 1:00 pm. Flex hours may be used to support emergent data collection maintenance support which is not consistent with the typical workday.

1.5.2 Place of Performance: Contractor’s Facility.

1.5.3 Type of Contract: A Firm Fixed Price – Service contract.

1.5.4 Security Requirements: The work to be performed does not require a security clearance while performing duties in accordance with this PWS.

1.5.5 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.

1.5.6 Post Award Conference/Periodic Progress Meetings: The Contractor agrees that within one week following each retreat event the contractor will communicate telephonically with the instructor to discuss after action items, summarizing retreat success or discuss any short falls with resolutions proposed. The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer (KO), 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 KO or COR 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. The Contractor shall provide a summary of the after action report to the instructor, if requested by the COR and the CREDO SW Director in writing no later than ten (10) days after the event.

1.5.7 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. A Technical Assistant (TA) may be assigned by CNRSW to assist the COR in the administration and surveillance of the contract. The TA has no authority to provide technical direction or make any changes to the contract.

1.5.8 Non-Personal Services Statement: Contractor employees performing services under this contract will be controlled, directed and supervised at all times by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the Performance Work Statement (PWS). Contractor employees will perform their duties independent of, and without the supervision of, any Government official or other contractor. The tasks, duties, and responsibilities set forth in the Performance Work Statement (PWS) may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will perform the inspection and acceptance of the completed work.

1.5.9 Quotes: Only quotes from Owner/Operator of the proposed facility will be accepted. Information pertaining to the proposed place of performance must be submitted with the quote. No Third Party Booking/Reservation agency or company’s quote will be accepted for evaluation.

1.5.10 Inspection and acceptance: Inspection and acceptance of the services to be furnished hereunder shall be made at destination by the receiving activity.

· Retreat will begin on Friday evening and end Sunday noon.

· Participants need to check-in to rooms by 3:00 pm Friday and check-out of rooms by 1:00 pm Sunday.

· All deliverables must meet professional standards and the requirements set forth in the contract.

1.5.11 Cancellation of an Event: The government will make every attempt to notify the contractor seventy-two (72) hours prior to the event date if the event is to be canceled. The exception would be in the case of urgent mission critical requirements; notification of cancellation of an event, the government will make every attempt to notify the contractor forty-eight (48) hours prior to the event date if the event is to be cancelled. All vendors shall submit the Cancellation Policy for their company when submitting a quote to include timeframes and costs.

1.5.12 Invoicing Instructions: Invoicing will be submitted in two ways for payment. First, the contractor will provide a one page invoice at the conclusion of each retreat to Surveillance Officer/COR. Second, payment for each retreat will be routed upon electronic submission of invoice in Wide Area Work Flow – Receipt and Acceptance (WAWF).

1.5.13 Government personnel: Do not exercise any of the following functions over contractor employees:

1.5.13.1. Supervise or direct.

1.5.13.2. Approve leave or other absences.

1.5.13.3 Train or approve training.

1.5.13.4 Conduct performance appraisals or other evaluations.

1.5.13.5 Provide or approve awards and recognition.

1.5.13.6 Tell or suggest to a contractor whom to hire or fire.

1.5.13.7 Discipline contractor employees.

1.5.14 Contractor/Vendor: May not exercise any of the following functions:

1.5.14.1 Supervise government personnel.

1.5.14.2 Supervise employees of other contractors.

1.5.14.3 Administer or supervise government procurement activities.

1.5.14.4 Perform inherently governmental functions.

1.5.14.5 Evaluate, discipline or reward government personnel

PART 2

TECHNICAL REQUIREMENTS

2. TECHNICAL REQUIREMENTS:

2.1. The contractor shall; (1) keep all areas clean and orderly, (2) maintain temperature controls in all rooms conducive to the weather conditions outside and inside the facility for human existence, (3) keep drinks, including coffee, sodas, ice water and items for hot and cold tea, cider and chocolate mix packets, supplied throughout the retreat, (4) provide meals on time with seating and place settings complete as requested, and (5) a projector, screen, and sound system in good repair and working order.

2.2. The contractor shall attend monthly meetings with the Director, CREDO Navy Region SW either by phone or in person. Meetings will be scheduled in accordance with agreed times of the Director and contractor.

2.3 LODGING: Lodging requirements: Unit price "each" includes:

· The hotel or facility for this requirement shall be at a resort, hotel, and boutique hotel adjacent to or within 15 minutes safe walking distance of dining and activities.

· The hotel or facility shall be within or between Palm Springs and Indian Wells, CA.

· 15 rooms with air conditioning/heating and private bathroom to accommodate participants. (14 rooms for participants and (1) for instructor. Rooms will have one (1) king bed to be shared by one (1) married couple. All linens and bedding shall be provided by the contractor.

2.4

DINING FACITILITES:

· Separate, dedicated, exclusive-use adjacent room to the conference room for each of the four (4) meals

· Table seating (maximum of 8 per table) for 29 participants at one time

· Table-service includes placing table cloths, eating utensils and chairs in accordance with the requested arrangement from the government.

2.5

MEALS, SNACK TRAYS AND BEVERAGE SERVICES:

· On site meals will be provided to include four meals (breakfast x2, lunch x1; dinner x1), Friday evening through Sunday noon.

· Two (2) menu food options to be provided for each meal time. Exact meal counts will be provided as retreat participants check in.

· Dinner—to be set-up and ready by 5:30 pm on Saturday to include a salad option and dessert.

· Lunch—to be set-up and ready by 12:30 pm on Saturday

· Breakfast—to be set-up and ready by 8:00 am on Saturday and Sunday, not continental, plated or buffet to include scrambled eggs, hot oatmeal, assorted cold cereals with milk, bacon strips, breakfast potatoes, toast, assorted breakfast pastries w/ butter and preservatives, orange juice, freshly brewed coffee, decaffeinated coffee and hot tea.

· Contractor option for breakfast is to provide vouchers for hotel breakfast buffet.

· Beverage service—served all days: Water, coffee, hot and cold tea, cider and chocolate mix packets, and a selection of carbonated beverages for 29 people is required throughout the day. Pitchers of ice water available in the conference room with 6 – 8 oz. glasses.

2.6 CONFERENCE ROOM:

· Meeting space: a minimum of 1,500 sq. ft.

· Seating for 28 participants

· Room is to have lights, electrical power and air conditioning and heat for all uses

· Conference room must be available by 3pm on Friday evening for CREDO staff to set up in order to facilitate a Friday evening 6:30 pm start time.

· Conference room shall be cleaned and vacuumed daily.

· The following items must be set-up for a 6:30pm start time, Friday evening.

· Chairs to seat 28 people: 28 chairs in circular tables (six seats each) with all-participant visibility of a projection screen; four small tables in each corner of the meeting room; one bar stool and two (2) chairs in front by projection screen

· Additional tables or areas: tables required for snack trays and beverage service; one (1) for retreat's administrative materials (e.g., papers, books, etc.).

· One (1) small table centered in front of the room to hold a projector; a Government owned laptop computer for Government use only and a Government owned I-pod for Government use only.

· Beverages: coffee, hot and cold tea, cider and chocolate mix packets, and a selection of carbonated beverages to be available in the conference room throughout each session: Friday 6:30 pm to 9:00 pm; Saturday 8:30 am to 4:00 pm; Sunday 8:30 am to 12:00pm.

· 29 glasses (one (1) at each chair) and full pitchers of water spread intermittently.

2.7

ACTIVITIES:

· The contractor shall have access or recommendations to local recreational activities.

2.8

GENERAL CONTRACT SUPPORT:

· The contractor shall provide minimal administrative support.

· Logistical program support for efforts in this PWS is paramount.

2.9

PERIOD OF PERFORMANCE

1-3 March 2019

20-22 September 2019

PART 3

DEFINITIONS, ACRONYMS & PUBLICATIONS

3. Definitions and Acronyms:

3.1. DEFINITIONS:

3.1.1. 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.

3.1.2. 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.

3.1.3. 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.

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

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

3.1.6. DEPARTURE FROM SPECIFICATION (DFS). Deviation from standard parameters and specifications established in one or more of the Applicable Publications listed herein.

3.1.7. 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 Lowest Price Technically Acceptable procurement, an offer can be rejected if it does not have a firm commitment [in the form of signed and dated “Letters of Intent”] from the persons that are listed in the proposal.

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

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

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

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

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

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

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

3.2. ACRONYMS:

ACOR

Alternate Contracting Officer’s Representative

CFR

Code of Federal Regulations

CONUS

Continental United States (excludes Alaska and Hawaii)

COMNAVSURPAC

Commander Naval Surface Force Pacific Fleet

COMUSFLTFORCOM Commander U.S. Fleet Forces Command

COR

Contracting Officer Representative

DFARS

Defense Federal Acquisition Regulation Supplement

DOD

Department of Defense eDFS

Electronic – DFS System

FAR

Federal Acquisition Regulation

ISIC

Immediate Superior in the Chain of Command

KO

Contracting Officer

OCI

Organizational Conflict of Interest

OCONUS

Outside Continental United States (includes Alaska and Hawaii)

ODC

Other Direct Costs

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

TA

Technical Assistant

TE

Technical Exhibit

PART 4

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

4. GOVERNMENT FURNISHED ITEMS AND SERVICES: Government furnished equipment under this contract are incidental to the place of performance and remains accountable to the Government (FAR 45.000(b)(5) exception) and shall remain in the Government facility at all times. Government will furnish to the contractor the following:

4.1 All program training materials and laptop with electronic training programs. All government furnished equipment is to be used for “Official Government Business Only and not to be taken offsite.”

4.2 Provide a finalized attendee list of names (with any special needs accommodations) to the hotel/retreat site 7 days prior to the event.

4.3 The contractor will be provided, in writing, by the Government 72 hours prior to each event a finalized list of names attending the retreat.

PART 5

DELIVERABLES

5. DELIVERABLES:

Deliverables/tasks shall include, but are not limited to:

Lunch: Set-up and ready by 12:30pm Saturday

Dinner: Set-up and ready by 5:30pm Saturday

Room shall be well lit, air conditioned and heated with accessible electrical outlets and/or cords.

Room must be available by 3:00pm on Friday to set up in order to facilitate a Friday evening 5:30 pm start time.

Government responsibility

Participant Attendance

PART 6

ATTACHMENT/TECHNICAL EXHIBIT LISTING

6. Attachment/Technical Exhibit List:

6.1 Attachment 1/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.