PERFORMANCE WORK STATEMENT-Naval Correspondence Training.pdf

PERFORMANCE WORK STATEMENT (PWS)

Contract for Navy – Marine Corps Correspondence Training in Support of

Human Resources and Organizational Management (HROM) Branch

1. Background

The Human Resources and Organizational Management Branch (HROM) seeks a qualified Contractor to deliver

Effective Navy – Marine Corps Correspondence courses for the Civilian employees in the Marine Corps, National Capitol Region (MCNCR), Washington, DC area. These courses are designed to ensure uniform standards for management and preparation of official correspondence that take place within the Department of the Navy.

2. Scope/ Objective:

HROM requires an experienced instructor and/or vendor to deliver several comprehensive courses on Naval

Correspondence for its Civilian Marine workforce.

Trainings shall be strictly educational in nature and delivered exclusively in a group format. The

Contractor/Vendor and/or Instructor(s) is/are expressly prohibited from offering individualized consulting, strategic planning, or personalized retirement advisement to any participant. Additionally, the Contractor shall not advertise, promote, or provide follow-up services after the completion of the training, nor shall such services be discussed or mentioned during the seminar sessions.

3. Task Requirements:

3.1. The Contractor shall furnish all labor, materials, supplies, and transportation for the instructor as necessary to deliver comprehensive Naval Correspondence Training seminars to the Civilian Marine employees and their supervisors within the Marine Corps National Capital Region (MCNCR). These seminars shall provide participants with a detailed understanding of Naval Correspondence procedures.

3.2. Each training module shall include, but not be limited to, instruction in the following subject areas:

• Review the Navy Correspondence Manual (NCM) and understand how formatting, routing, and style conventions vary from civilian writing.

• Explore techniques and best practices for reader-centric writing, including plain language and the Seven

Traits of effective writing.

• Apply a four-step writing process and reader analysis for more complete, effective, and efficient written communications.

• Review techniques for writing strong e-mails with correct grammar, punctuation, and capitalization.

• Express correct military dates, time, abbreviation and acronyms and understand applicable privacy laws.

• Write and format memos, papers, MARADMIN, and letters of instructions.

• Demonstrate proficiency in proofreading correspondence.

4. Place of Performance:

For onsite training, HROM will provide approved audio-visual equipment and designated training facilities for use by the Contractor in fulfilling the requirements of this contract. Government-Furnished

Equipment (GFE) will be available at, or within five miles of, the following locations:

- Pentagon: Room 2D247A, Washington, D.C. 20350 (actual location: Arlington, VA)

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

5. Materials:

5.1. The Contractor shall deliver all required training materials to the Government no later than three (3) business days prior to the scheduled training date. Presentation materials that require digital screening and formatting for Government-Furnished Equipment (GFE) use will be processed by the HQMC Training

Officer before the class begins.

5.2. Contractors are strictly prohibited from bringing any computer-related hardware or accessories onto federal property, including but not limited to USB drives, external hard drives, CDs, DVDs, or similar devices.

5.3. The Contractor shall provide printed copies of the seminar training materials to all participants on the day of each scheduled training session. Any supplemental publications intended for distribution must also be provided at that time. The Contractor is fully responsible for the preparation and duplication of all training materials, as on-site copier machines or printing services will not be available for contractor use.

6. Contractor/Vendor Responsibilities:

a. Training shall be strictly educational in nature and delivered exclusively in a group format. The Contractor is expressly prohibited from offering individualized consulting, strategic planning, or personalized retirement advisement to any participant. Additionally, the Contractor shall not advertise, promote, or provide follow-up services after the completion of the training, nor shall such services be discussed or mentioned during the seminar sessions.

b. The Contractor shall ensure that all training materials intended for use with Government-Furnished

Equipment (GFE) are submitted to the Government no later than three (3) business days prior to the scheduled training date. Any materials requiring digital screening or formatting for compatibility will be prepared by the HQMC Training Officer. Contractors are strictly prohibited from bringing removable media—such as thumb drives, USB devices, memory sticks, CDs, or DVDs—into any government facility.

However, the instructor may bring a personal laptop with HDMI capability to display content using government-provided audio-visual equipment.

c. The Contractor shall provide an experienced and knowledgeable instructor, fully capable of delivering accurate, relevant, and up-to-date content aligned with the seminar’s objectives.

d. On the day of each training session, the Contractor shall provide each participant with a printed copy of all training materials, along with any applicable supplemental publications. As copier machines or duplicating equipment will not be made available by the Government, the Contractor is fully responsible for the preparation and delivery of all materials in advance.

7. Government Responsibilities:

If required, the HQMC Training Officer will be responsible for screening and formatting all submitted presentation materials to ensure compatibility with Government-Furnished Equipment (GFE). This process will be completed no later than seven (7) calendar days prior to the scheduled training date to facilitate contractor use during the seminar.

8. Deliverables:

All onsite seminars shall be conducted in person to ensure direct engagement and effective delivery. However, if the Government determines—due to health-related concerns (e.g., a public health emergency such as a pandemic outbreak) or other operational necessities (e.g., a temporary base lockdown, emergency maintenance at the venue, or a shift in force protection condition levels)—that a scheduled onsite seminar at the Pentagon or

Marine Corps Base Quantico must be transitioned to a virtual format, the Contractor shall accommodate this change in delivery platform without any adjustment to the contract price.

The maximum number of participants per seminar shall not exceed the following limits, based on location:

• Pentagon, Arlington, VA: 18 participants

• Mann Hall, MCB Quantico, VA: 20 participants

The seminar dates outlined below are considered "on or about" and may be adjusted at the Government’s discretion, including transitions from onsite to virtual delivery, as needed and as noted above.

Seminar Schedule Summary (FY25-FY26)

CLIN# Date (s) Location Max Participants

0001 22-23 Sep 2025 Mann Hall, MCB Quantico, VA 20

0002 24-25 Sep 2025 Pentagon, Arlington, VA 18

0003 9-10 Feb 2026 Mann Hall, MCB Quantico, VA 20

0004 11-12 Feb 2026 Pentagon, Arlington, VA 18

0005 20-21 Apr 2026 Pentagon, Arlington, VA 18

0006 22-23 Apr 2026 Mann Hall, MCB Quantico, VA 20

9. Performance and Quality Standards:

a. Seminar Schedule: Onsite seminars held at the Pentagon or MCB Quantico shall run from 0830 to 1600.

The instructor is expected to arrive no later than 30 minutes prior to the scheduled start time to allow for potential delays related to facility access.

b. Access Coordination for Pentagon Classes: Instructors assigned to teach at the Pentagon must obtain prior clearance. They are responsible for contacting the HQMC Training Officer at least one (1) week prior to their scheduled session to confirm and coordinate access requirements.

c. Lunch Break: Marine Corps civilian employees typically observe lunch from 1130 to 1230. Instructors should plan the seminar schedule accordingly to accommodate this standard break period.

d. Hourly Rest Breaks: To maintain participant engagement and instructor pacing, a 5- to 10-minute break is recommended each hour.

e. Participant Feedback: Seminars should consistently receive feedback indicating that the content delivered was relevant, accurate, and current. The Contractor is encouraged to review and incorporate participant evaluations to maintain high instructional standards.

10. Government Point of Contact:

Primary TPOCs:

TBD

11. Period of Performance:

The period of performance shall be established in accordance with the terms of the negotiated agreement. All contracted deliverables must be completed no later than April 23, 2026.

12. Contract Type:

This is a Firm Fixed Price (FFP) requirement.

13. Travel:

Travel and per diem expenses shall be priced separately under a designated Travel Contract Line-Item Number

(CLIN). The Contractor is responsible for calculating all travel-related costs in accordance with the Federal

Travel Regulation (FTR), including transportation, lodging, meals, and incidental expenses. These costs must be reasonable, allowable, and directly related to the performance of onsite seminar services.

The Contractor shall provide a detailed breakdown of anticipated travel expenses as part of their pricing proposal. Travel costs will be reimbursed only for pre-approved trips associated with scheduled training events and must be supported by appropriate documentation. The Government reserves the right to review and approve all travel estimates prior to authorization, and any changes to travel plans must be coordinated in advance with TBD

14. Contractor Qualifications and Personnel Requirements:

14.1. The Contractor shall demonstrate subject matter expertise and deliver accurate, relevant, and up-to-date training across the following content areas:

• Naval Correspondence Management

• Naval Correspondence Standards and Procedures

• Naval Correspondence Format and Requirements o Margins o Font o Sender’s Symbols o Classified Correspondence o CUI o “From” Line o “To” Line o “Via” Line o “Subject” Line o “Reference” Line o “Enclosure” Line o Text o Paragraphs o “Signature” Line o “Copy To” Line o Page Numbering o Enclosures

• Endorsements

• Memorandums

• Business Letters

• The Contractor/Vendor/Instructor shall be able to interpret and clearly explain the Department of Navy

Correspondence Manual and the Marine Corps Supplemental.

https://www.secnav.navy.mil/doni/SECNAV%20Manuals1/5216.5%20%20CH-1.pdf https://www.secnav.navy.mil/doni/SECNAV%20Manuals1/5216.5%20%20CH-1.pdf https://www.secnav.navy.mil/doni/SECNAV%20Manuals1/Forms/AllItems.aspx

14.2. The Contractor/Vendor shall:

a. Demonstrate experience delivering instruction to federal civilian audiences.

b. Information presented must be accurate, current, and clearly communicated.

c. The Contractor shall apply effective adult learning strategies, such as:

- Individual and group exercises

- Case studies and self-assessments

- Dialogue, facilitated discussion, and guided lectures

- Multimedia content (e.g., electronic presentations, videos)

14.3. The Contractor must be familiar with the culture and policies of the Department of Navy and U.S. Marine

Corps Civilian Marine community and be prepared to confidently answer participant questions.

14.4. The Contractor shall provide appropriate documentation that substantiates their qualifications, experience, and instructional capabilities. These materials shall be made available to both the Government and seminar attendees as needed.

15. Other Personnel Considerations:

All personnel assigned by the Contractor to perform work under this contract shall be deemed acceptable to the

Government with respect to personal conduct, professional behavior, and technical qualifications.

If any Contractor personnel are determined by the Government to be in conflict with its interests, the

Government will formally notify the Contractor and request the immediate removal of the individual from the assignment. The Contracting Officer (CO) will provide a written justification for the removal within ten (10) business days of the notification.

Upon receipt of such notice, the Contractor shall initiate replacement actions without delay. The qualifications of replacement personnel must be equal to or exceed those of the individual being replaced. Employment or staffing constraints will not serve as a valid justification for missed deliverables or schedule delays.

16. Restrictions and Standards of Conduct:

The Contractor and its personnel shall engage exclusively in activities directly related to the performance of this contract during any period of performance funded by the Government. No other business or personal endeavors shall be conducted during such time or on Government property.

Furthermore, Contractor employees assigned to this contract are strictly prohibited from soliciting any business—whether related to this contract's scope or otherwise—while present on Government premises.

17. Physical Security:

The Contractor shall be fully responsible for the proper use, safeguarding, and maintenance of all Government-furnished equipment, information, and property provided for use under this contract. This includes taking all necessary precautions to prevent loss, damage, unauthorized access, or misuse. All Government assets shall be used exclusively in the performance of contract requirements and returned in satisfactory condition upon contract completion or as otherwise directed by the Government.

18. Base Access:

https://www.secnav.navy.mil/doni/SECNAV%20Manuals1/Forms/AllItems.aspx

Instructors must comply with the following location-specific access procedures to ensure timely and secure entry to all training sites:

a. Pentagon – Arlington, VA

• All instructors must obtain Visitor’s Access to the Pentagon prior to arrival.

• Instructors shall contact the HQMC Training Officer— TBD—no later than two (2) weeks prior to the scheduled class to review Pentagon access requirements.

a.1. The Training Officer will provide:

• A pre-screening link for background check initiation

• Instructions and guidance for entering the Pentagon facility

b. Marine Corps Base (MCB) Quantico – Quantico, VA

• Entry requires registration in the Defense Biometric Identification System (DBIDS) and possession of a valid form of identification.

• Approved forms of identification and registration details are available at: 🔗 https://www.quantico.marines.mil/Info/Base-Access/

Additional access instructions will be provided by TBD

19. Attachment- Price List:

The following Price List applies to the period of performance from 22 September 2025, through 23 April 2026.

Date(s) Location Course

Duration

Max

Participants

Unit Price Total Price

22-23 Sep 2025 Mann Hall, MCB

Quantico 2 days 20 TBD TBD

24-25 Sep 2025 Pentagon, Arlington, VA 2 days 18 TBD TBD

09-10 Feb 2026 Mann Hall, MCB

Quantico 2 days 20 TBD TBD

11-12 Feb 2026 Pentagon, Arlington, VA 2 days 18 TBD TBD

20-21 Apr 2026 Pentagon, Arlington, VA 2 days 18 TBD TBD

22-23 Apr 2026 Mann Hall, MCB

Quantico 2 days 20 TBD TBD

22 Sep 2025-23

Apr 2026 Travel Cost TBD TBD

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