PCTT_Performance Work Statment 20260924.docx

CUI

Pre-Command Team Training (PCTT) Course Support Services Performance Work Statement

1.0 INTRODUCTION AND BACKGROUND

The Government requires hotel, conference, and logistic support services for the Pre-Command Team Training (PCTT) Course. This training is critical for preparing incoming command teams and is required per the Chief of Staff of the Air Force. To support this mission requirement, the Government requires a facility capable of providing lodging, executive-level meeting space, Audio Visual (AV) support, and refreshments.

2.0 SCOPE

The Contractor shall provide all necessary facilities, personnel, equipment, and services to support the PCTT events within a six (6) mile radius of Maxwell Air Force Base to reduce transit risk or cause delays to the start of the training events. The events are planned for up to five (5) times per year, occurring between January and July. The Government will propose specific event dates no later than ninety (90) days in advance, subject to Contractor availability and mutual agreement.

3.0 SPECIFIC REQUIREMENTS / TASKS

3.1 Course Dates and Hours & PoP

3.1.1.1 Course dates will be determined for each course and outlined at the Task Order level.

3.1.1.2 Classroom Hours: 0730-1700

3.1.1.3 Icebreaker: 1800-1930, first day of the course

3.1.1.4 PoP: 1 November 2026 – 31 October 2031

3.2 Lodging

3.2.1 The Contractor shall provide lodging for all registered attendees (estimated from 80 to 130 per event). The core event duration is ten (10) business days. Attendees will require rooms for up to fifteen (15) nights.

3.2.2 The Contractor shall establish a pre-determined room rate and provide an associated booking code for attendees to secure this rate.

3.2.3 Guest speakers attending the event (~60 personnel per event with a 1-3 night average stay) shall be offered the government per diem lodging rate.

3.2.4 Individual room charges shall be billed individually per guest.

3.3 Meeting Space and Furniture

3.3.1 The Contractor shall provide appropriate meeting space to host the event and accommodate all attendees.

3.3.2 The Contractor shall provide necessary professional furnishings and breakout rooms (pre-determined by mutual agreement).

3.3.2.1 Tables: Round with Tablecloth

3.3.2.2 Seating: Cushioned

3.3.2.3 Panel Seating: Executive style cushioned seats

3.3.3 The Contractor is responsible for all set-up and takedown actions of spaces associated with the event.

3.4 Audio Visual (AV) Support

3.4.1 The Contractor shall provide required AV equipment and on-site support for the duration of the event. Course directors will bring their government laptops to the facility. Contractor will have appropriate cables (USB, HDMI, etc.) at the appropriate lengths required available if needed.

3.4.2 Designated rooms will have the same A/V equipment needs and event area layout each day of courses. Weeks 1 & 3 will have the same A/V equipment needs and event area Layout each day. Secure Wi-Fi Network for Course Directors and Instructors; accessible with password protection across all conference space; data speeds sufficient to host multiple users and streaming video demands. (Weekly – Audio-Visual-Layout will be determined in each Task Order).

3.4.3 AV support includes the complete set-up, testing, and takedown of equipment to be specified by room/day/week by Task Order.

3.4.4 The Contractor shall ensure a qualified AV technician is available between the hours of 0700 and 1700 during event days to respond to and resolve technical issues within fifteen (15) minutes of notification.

3.4.5 Other AV Support

3.4.5.1 Contractor will supply cables required between government laptops and the facility’s AV devices to conduct PowerPoint presentations and ensure that sufficient power sources are available for students to plug in their laptops.

3.4.5.2 Contractor will schedule a pre-course dry-run with course directors to test connectivity.

3.4.5.3 Contractor will stand by during course execution to troubleshoot connectivity with their equipment and other technical issues that may arise, e.g., no sound during video playback, interruption of Wi-Fi, etc.

3.4.5.4 Contractor will establish Wi-Fi access for staff in conference rooms. Secure Wi-Fi Network for Course Directors and Instructors; accessible with password protection across all conference space; data speeds sufficient to host multiple users and streaming video demands.

3.4.5.5 Contractor will work closely with Commanders’ School Operations Officer to verify requirements three weeks prior to each course session.

3.4.5.6 Contractor will work with facility to have equipment, such as screens, mics, and cables available.

3.4.5.7 Contractor will offer advice if a remote person is having issue.

3.4.5.8 Contractor will troubleshoot if the Wi-Fi or Wired Internet connection fails.

3.4.5.9 A/V Technician expected on-site each day for troubleshooting/support services.

3.5 Light Refreshments and Beverage Services

3.5.1 Daily Refreshments: The Contractor shall provide light refreshments available during the day to all attendees, guest speakers, and staff (staff up to 11 maximum members).

3.5.2 Ice Breaker Event: The Contractor shall provide dedicated space for an ice breaker event to be held on the first night, including light refreshments and hors d’oeuvres for the duration of the event.

3.6 Facility Access All attendees, guest speakers, and staff (maximum 11 staff members) shall have full access to the hotel’s standard facilities and amenities during their stay/attendance.

4.0 GOVERNMENT RESPONSIBILITIES / NOTIFICATION

4.1 Attendee Notification

4.1.1 The Government will provide the Contractor with a preliminary attendee in the associated Task Order.

4.1.2 The Government will provide ten (10) days advance notice to the Contractor regarding the finalized number of confirmed attendees prior to the start of each event.

4.2 Guarantees, Cancellations, and Attrition

4.2.1 Individual Lodging Block: Because lodging fees are paid directly by individual travelers (as detailed in Section 5.1), the Government shall not be held liable for lodging attrition, unoccupied rooms, or individual guest cancellations. Individual reservations cancelled in accordance with the Contractor's standard individual cancellation policy shall incur no fees. Any "no-show" or late cancellation charges for individual reservations shall be the sole responsibility of the individual traveler and billed to their individual credit card and shall not be billed to the Government master account.

4.2.2 Government-Funded Services (Catering, AV, and Meeting Space): The finalized attendee count provided by the Government ten (10) business days prior to the event shall serve as the "Guaranteed Headcount" for catering (daily refreshments and the ice breaker event).

4.2.3 Cancellation and Significant Reductions: In the event that the Government significantly reduces the number of planned attendees or cancels the event due to circumstances reasonably beyond its control, the Contractor shall not assess automatic, flat, or pre-determined cancellation or attrition penalties. Instead, the Contractor shall be directed to file a written claim with the Contracting Officer for actual, verifiable, and non-recoverable preparation costs incurred directly as a result of the reduction or cancellation. Any such claim must be supported by documented itemized receipts or proof of unrecoverable expenses and will be subject to audit and negotiation by the Government.

5.0 BILLING AND PAYMENT

5.1 Individual Guest Payments (Rooms and Incidentals) Lodging rooms and any associated individual guest incidentals (e.g., room service, movies, personal telephone calls) shall be paid directly by the individual guests. Guests will provide a Government Travel Charge Card (GTCC) or an authorized personal payment method to the Contractor upon check-in to secure their individual reservations. The Contractor shall directly bill the individual guest for these costs. Under no circumstances shall individual room rates or personal incidental charges be invoiced to the Government against this contract.

5.2 Contract Line Item Number (CLIN) Invoicing For all authorized master account charges explicitly identified and priced as Contract Line Item Numbers (CLINs) within this contract, the Contractor shall submit invoices electronically to the Government.

5.3 Wide Area WorkFlow (WAWF) Requirement In accordance with DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports, the Contractor shall submit all CLIN-based invoices and receiving reports using the Wide Area WorkFlow (WAWF) system. The Contractor must ensure that all WAWF submissions accurately reflect the established CLIN structure and include all supporting documentation required by the Contracting Officer or Contracting Officer's Representative (COR) prior to certification of payment.

6.0 Security Requirements

6.1 Operational Security (OPSEC) Safeguards: The Contractor shall protect all sensitive, non-public information concerning the PCTT course. The Contractor shall not release any information to the public, media, or online platforms regarding the event dates, military attendee lists, course syllabus, or DAF program names without prior coordination with the Government Contracting Officer and written approval from the DAF Public Affairs Office. No signage displaying the specific names of incoming commanders, their units, or 'USAF' / 'Air Force' shall be posted in public-facing hotel areas (e.g., lobby marquee boards or easel signs).6.2 Physical and Acoustic Security of Meeting Spaces: The Contractor shall provide a private, dedicated meeting space with solid-construction walls (not thin, temporary sliding partitions) to prevent acoustic spillover into adjacent hotel spaces. During training hours, the Contractor shall ensure all doors and windows to the training space remain fully closed. The Contractor shall ensure that hotel cleaning staff, catering personnel, and other unescorted civilians do not enter the room while active training sessions are underway.

6.3 Incident Reporting: The Contractor shall immediately (within 24 hours) report to the Government Contracting Officer’s Representative (COR) and the servicing DAF Information Protection (IP) Office any suspected or confirmed security incidents, including: unauthorized attempts to access government laptops/AV connections, physical intrusions into locked meeting spaces, or cyber breaches of the hotel reservation system containing government guest manifests.

6.4 Access Control: The Government retains exclusive control over entry to the designated meeting rooms during training hours. The Contractor shall agree that no hotel employee, subcontractor, or guest shall be granted entry into the training room without the express permission of the Government Course Director or designated representative.