PWS Event Coordination BPA_Seed Project SOW.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

General Event Coordination Services BPA for 137th SOW Family Programs

February 10, 2022

1.0 Description of Agreement: This non-priced Blanket Purchase Agreement (BPA) to perform non-personal event coordination services for 137th SOW Oklahoma Air National Guard. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Prime Contractor who, in turn is responsible to the Government. Contractor will be required to carry the full expense of the event being coordinated until an invoice is submitted in Wide Area Work Flow (WAWF) and the Government accepts final performance upon the events conclusion.

1.1 Extent of Obligation: The government will be obligated under this Blanket Purchase Agreement only to the extent of such authorized calls as are actually placed during the contract period. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, childcare, food service, lodging, and any other items necessary to perform events as defined in this Performance Work Statement; with exception for those items specified on the individual calls as government furnished property / services. The contractor shall adhere to the terms and conditions in this agreement and meet all commercially accepted standards of performance. All BPA Calls placed under this agreement will be legally binding contracts for performance.

1.2 Background: The Department of Defense mandated initiative designed to provide information, services, referrals, and proactive outreach programs to Air National Guard members and their families: Preservation of The Force & Family & Strong Bonds. The overall objective of the programs are to prepare and sustain Airmen and their families, due years of operational deployments which have placed added strain on relationships. These events are for Airmen and their families who are assigned to the 137 Special Operations Wing, Air National Guard. During these events, Families gain practical, useful information based on curriculum designed specifically for military families. Through small group and one-on-one activities, family members learn how to maintain closeness, and leverage resources during frequent relocation, long separations, and repeated reunions. This approach provides the continuum of care needed.

1.3 Period of Performance (PoP), Agreement Purchase Limitation, and Pricing: The Period of Performance shall be a 5 year ordering period and/or a not-to-exceed amount of $250,000 of aggregate expenditures, whichever comes first. Additionally, no purchase under the terms of this agreement may exceed $250,000.00. Prices charged to the government shall be as low as or lower than those charged to the supplier’s most favored customers in addition to any discounts for prompt payment. Any changes to bid prices will be submitted to the Contracting Officer (KO) at least 30 days before any changes are to become effective. Requests for price changes must be accompanied by supporting data. A decision to accept or reject the price change will be rendered by the KO whose decision is final.

1.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. The main criteria for the performance evaluation is in the following areas:

1.4.1 Responsiveness within reasonable amount of days.

Customer Satisfaction will be determined by surveys how many negative to positive responsive.

Communication with the customer/COR in regards to the contract either in writing (email, texting) or by phone.

Time Execution, days from start to finish.

Contractor’s shall successfully plan, coordinate, and complete events to all commercially acceptable standards.

1.5 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR Subpart 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government. These meetings may be conducted in person, on the phone, or virtually.

1.6 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of the contract. The CM shall work through the COR, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.7 Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract;

procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1. 8 Notice of Individuals Authorized to Place Calls Under this BPA: The following personnel are authorized to place calls within acquisition dollar limits:

Oklahoma Air National Guard Base, OKC, OK

Contracting:

Capt Ryan Moehle 405-686-5442 ryan.moehle@us.af.mil SMSgt Christine Walker 405-686-5348 christine.walker@us.af.mil Ms. Renee Taylor 405-228-5547 harvetta.r.taylor.civ@mail.mil Mr. Joseph Jarvis 405-228-5547 joseph.b.jarvis.civ@mail.mil Mr. Trey Marshall 405-228-5547 trey.a.marshall.civ@army.mil

Contracting Officer Representative (COR) Ms. Tracy Poindexter 405-686-5686 tracy.poindexter.1@us.af.mil

1.9 AT/OPSEC: Vendors will not publicly post or share member stay information with a third party or post any public notice of military members presence. Vendors will ensure proper protection of member’s personal information including dates stayed, address, and phone numbers. Additional OPSEC requirements including random surveillance checks performed by Security Forces Squadron could occur.

1.9.1 Administrative Information:

PERFORMANCE EVALUATION and CONTRACTING OFFICER’S

REPRESENTATIVE:

The Contracting Officer shall appoint one or more Contracting Officer’s Representatives To monitor and evaluate Vendor performance in accordance with FAR Part 52.246-4 Evaluation of Contractor Performance. Not less than one (1) COR shall be appointed in writing per ordering entity Evaluation factors shall include, at a minimum, those matters listed in the Quality Assurance Surveillance worksheet provided with the BPA.

Government personnel will record all surveillance observations. Unsatisfactory performance shall be recorded by the COR and appropriate documentation shall be maintained. Notification and documentation of unsatisfactory performance shall be forwarded to the Vendor and the Contracting Officer as soon as practical. Unsatisfactory performance may result in a cure notice or termination of a Vendor’s services under a BPA. Each BPA Call remitted to the Contracting Office must include one or more evaluation sheets that shall accompany the receiving report.

System for Award Management (SAM). Vendor must have an active registration in SAM (www.sam.gov) in order to be awarded a BPA. Once awarded the BPA, Vendor must maintain an active registration. This system replaced the Central Contractor Registration

(CCR).

Electronic Invoicing through Wide Area Workflow (WAWF). The Purchasing and

Contracting office or Authorized Caller will issue a BPA Call to the vendor. The vendor must then submit an electronic invoice through WAWF to complete the payment process.

To meet compliance with DFARS 252.232-7003, Electronic Submission of Payment Requests, all Vendors must submit requests for payment (invoices) through WAWF. Additional information and registration for WAWF can be completed online at https://wawf.eb.mil or http://www.nationalguardcontracting.org. Payment will be made by DFAS office designated in the BPA. All payments shall be made by electronic transfer of funds (EFT).

The Government will make payment through WAWF upon satisfactory completion of work AND receipt of a proper certification for payment.

Unit Identification Code (UIC) for the Requiring Activity: W50S8T DoDAAC for Requiring Activity (Will Rogers Air National Guard): F9T301 Issuing Office DoDAAC: W50S8T

2.0 Definitions and Acronyms:

2.1.1 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.

2.1.2 Contracting Officer (KO): 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.

2.1.3 Contracting Officer Representative (COR): An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment will be in writing and will 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.

2.1.4 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.5 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6 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 PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.8 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.9 On-Ramp: The term “on-ramp” is used to describe a procedure in which the contracting officer may add new small businesses throughout the life of the BPA.

3.0 Events Terms and Conditions: The Contractor shall provide a venue in a safe, family-friendly area meeting all commercially acceptable standards as advertised. Each Call placed against this BPA will have more specific criteria for the respective event. These are typical requirements outlined as follows:

3.1 Venue / Event Area must have, (if required)

3.1.1 General session room with a stage that is completely dressed and one (1) American flag with pole and stand. The stage shall include podiums with two (2) wireless microphones and (1) lavaliere microphones. This room shall have two (2) projectors, two

(2) projector screens with complimentary high-speed Internet for three (3) connections.

One hard-wired connection will be provided to one computer that will be situated at either the AV table or podium. Prefer to have screens placed in each corner on an angle for best viewing. This will be reviewed for each contract and any additional specific needs will be added to the individual contract request.

3.1.1. Provide sound connection to house sound for laptops to play videos and a presentation clicker

3.1.2 An area shall be set up for a presenter to connect a computer to the projectors and connect to house sound. The presenter will also require a power strip.

3.1.3 Meeting space shall ensure safety protocols and necessary guidelines are in place and considered during coordination. Such considerations include but not limited to CDC COVID protocols, OSHA standards, and any other safety considerations.

3.1.4 Counseling space should be provided in close proximity to general session for counseling or nursery privacy circumstances.

3.1.5 Additional meeting rooms are available, as needed for childcare, break rooms or resource areas.

3.1.6 Hallways are wide enough to provide area for resource areas, if needed for break out or activity sessions.

3.1.7 Power strips and extensions cords are available, as needed.

3.1.8 The contractor shall provide water stations and/or pitchers filled with water, and Glasses/cups for General Session and each Breakout Session Room.

3.1.9 Parking for all event attendees are provided at no additional cost to the Government.

4.0 Lodging:

4.1 If located in the Oklahoma City, Tulsa or other urban locations, at a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria;

this standard must be included in your proposal. The venue should be within walking distance (1.0 miles) of other restaurants and family-friendly activities.

4.1.1 The hotel(s) will offer the following: lighted parking lot, an exercise room, full-service restaurant or food court, elevators for access to other than the ground floor, and ice machines. Room access shall be interior opening doors with no exterior door access.

Restricted Access afterhours, such as key cards are used as a security measure to enter the hotel.

4.1.2 As a minimum, individual lodging rooms shall be equipped with the following:

television with remote, telephone, hairdryer, internet access, and refrigerator

4.1.3 The hotel shall have a 24-hour business center. The hotel shall have a 24-hour fitness center accessible to all with no additional cost. The hotel shall have at least one full-service restaurant on property, and must be within walking distance (less than 1 mile) via sidewalks to commercial restaurants. The Contractor shall provide complimentary high-speed Internet access in each room and provide handicap accessible rooms at no additional cost.

4.1.4 The Contractor shall contact the Government Point of Contact or COR seven (7) days prior to the event start date to reconfirm the actual number of attendees, meals, sleeping rooms, and meeting rooms. The quantities ordered in the consultant contract are estimates.

4.1.5 The Contractor shall provide conference space located in the same facility as the sleeping rooms. No onsite renovations, noise, unsightly distractions or other activities shall interfere with meeting space. Padded chairs shall be provided to accommodate extended meetings. Meeting spaces shall not be allowed in basements.

4.1.6 When utilizing registration tables supplied by venue, the tables shall be properly dressed with table cloths and skirted. Complimentary wireless high-speed Internet access for 10 event staff shall be provided for the Registration Area. A power source shall be provided for at least two computers and two printers. Rope stanchions, signage, and sufficient easel stands to direct traffic to the registration area shall be available.

4.1.7 Security Requirements: The Contractor shall provide room lockout keys for the logistics storage area and staff operations room, to secure pilfer able items.

4.1.8 All sleeping rooms shall not exceed the Government’s per diem rate.

4.2 If located in the outer city / rural area:

4.2.1 The venue will offer the following: general safety features such door & window locks, lighted areas and available safety information for the area.

4.2.2. After hour limited entry and exit restriction to facilities.

4.2.3 All sleeping rooms shall not exceed the Government’s per diem rate.

4.3.3 Area clear adequate space for resources table to be set up, vendors will responsible for their own tables and chairs (if chairs cannot be provided).

4.3.4 Facilities must have clean running water in sinks and showers, Soap available at sinks to wash hands, flushing toilets and doors to allow for privacy

4.3.5 Room access shall be interior opening doors with no exterior door access. Hotel entrances shall have exterior doors with outside locking to prevent external access without proper credentials. Main entrances/thoroughfares shall be properly identified, monitored and accessible.

5.0 Childcare: Childcare services will be provided for ages 0-5 and Line of Sight Supervision for ages 6-17, if needed but will be identified by each contract.

5.1 The Contractor must abide by the Federal Teacher Staff to Children ratio (www.opm.gov).

5.1.1 Childcare Service Providers must show adequate proof that all staff members have an up to date (12 months or less), satisfactory, background check completed.

5.1.2 Childcare Service Providers must provide copy of valid business license and proof of insurance

5.1.3 A state qualified Director must be on site with staff at all times (https://cecpd.org/en/provider-programs/oklahoma-registry-information-copy/oklahoma-directors-credential/criteria/).

5.1.4 All staff must be certified for both Child & Infant CPR

5.2 Childcare Program is required to:

5.2.1 Be set and ready to accept children 30 minutes prior to each start time.

5.2.2 Must have a security system in place for receiving/registering children, tracking children, and releasing children while maintaining accountability. Registration form must be sent to COR prior to event.

5.2.3. Childcare Service Provider must have a way of monitoring children with food allergies to ensure there is no cross contamination with these allergies.

5.2.4 Plan staffing accordingly to provide breaks to teachers yet provide continuous, adequate, supervision during meal and snack times

5.2.5 Childcare providers must provide games, toys and activities, etc. appropriate for ages 0-5.

5.2.6 Childcare providers must provide blankets, and nap time accessories. Portable cribs and/or pack and play type beds will be provided by the childcare provider.

5.2.7 Childcare providers must be prepared and able to provide support for special needs children.

5.2.8 Provide two additional Childcare staff (in addition to minimum State Staff to Children ratio) for assistance, if required, with special needs children and children ages 6+.

6.0 Food / Beverage: Self-serve beverage stations are preferred at each meal. Local government per diem rates for food shall apply. The dining room will be in the General Session meeting room. The contractor shall identify the notification time frame for meal cancellation. The cancellation time frame should be consistent with commercial practice. The contractor must be in compliance with all applicable regulations regarding food and beverage services. Meals cannot exceed the local meals & incidental expenses (M&IE) Per Diem rate.

6.1 Breakfast: Hot food buffet shall be available to adults and children from 7:00 a.m. to 8:30 a.m. Saturday, and 7:00 a.m. to 8:30 a.m. on Sunday. The breakfast buffets shall include such items as: Scrambled eggs, meat (bacon and/or sausage) potatoes or grits, oatmeal, waffles, pancakes or French toast, pastries, bread, (toast or biscuits), yogurt, fresh fruits and an assortment of cereal. Drinks shall consist of: coffee, tea, milk, and juice. Self-serve beverage stations are preferred. Other items or alternative breakfast plans may be considered with express written consent from the COR and KO.

6.2 Lunch & Dinner: Depending on the program, all meals shall provide a variety of (2) protein, carbs and vegetables. An assortment of sweet items can be served as dessert (fruit, cookies, cake or pie). Drinks shall consist of coffee, iced tea, lemonade, punch, soda, or juice. Self-serve beverage stands are preferred. Buffett style is the preferred serving style for most events. Other items or alternative Lunch & Dinner plans may be considered with express written consent from the COR and KO.

6.2.1 When serving children only, their lunches will need to be children friendly such as:

chicken finger, and spaghetti or mac & cheese, fries, cut fresh fruit, cut raw veggies.

Drinks shall consist of milk (whole and 2%), juice, and water. Children’s snacks consist of items such as graham crackers, cheese, cut fresh fruit, cookies, or yogurt and will include milk or juice and water.

6.3 Snacks: Other items or alternative snacks may be considered with express written consent from the COR and KO.

6.3.1 The morning snacks shall consist of items such items such as muffins or breakfast breads and pastries and whole or cut fruit. The morning snacks will include coffee, iced tea, juice, and water.

6.3.2 The afternoon snacks shall consist of items such as cut or whole fruit, and cookies or brownies, and chips or popcorn. The afternoon snacks will include coffee, iced tea, lemonade, and water.

6.4 Beverage Coffee and hot tea service will be available throughout the designated time identified in each contract.

6.5 Dietary restrictions and intolerances shall be accommodated with prior Government identification of personnel for necessary accommodations.

6.5 A final Banquet Event Order (BEO) containing total attendance numbers will be provided to the contractor ten (10) calendar days prior to the event.

*The Government reserves the right to award multiple vendors a BPA from this solicitation and ‘On-Ramp’ new contractors at a later date. All vendors will be evaluated IAW FAR Clause 52.212-2 and this Seed Project listed below;

Evaluated Seed Project for BPA award:

Statement of Work:

Laugh Your Way to a Better Marriage Strong Bonds Event

24-26 June 2022 The Oklahoma Air National Guard will conduct a Strong bonds (Laugh Your Way to a Better Marriage) event on 24-26 June 2022. Event will be coordinated to accommodate 45 individuals.

The 137SOW Chapel Office is seeking a facility to accommodate lodging and conference accommodations in the Tulsa Downtown/Riverwalk area.

Event POC/COR: Tracy Poindexter Title: Airman & Family Readiness Program Manager Work Phone: 405-686-5686 Cell Phone: 450-213-6912 Email: tracy.poindexter.1@us.af.mil

Venue shall provide the following as outlined below:

Lodging/Sleeping Rooms:

Required: 20 sleeping rooms at government rate on Friday & Saturday (24-25 June 2022).

King size beds, unless otherwise requested

Lodging rate: Cannot exceed the daily Government Lodging Per Diem rate of $96.00 per night.

Parking shall be included

Payment: Contractor will carry all hotel expenses, with the exception off incidentals, and invoice through WAWF IAW DFARS Clause 252.232-7006 upon the conclusion of the event. All incidental expenses are the responsibility of the individual Service Member. Incidentals will be paid by the member who booked the room and shall be billed to the individual’s personal credit card which will be provided during check-in.

Reservations: Final attendee registration lists will be provided to the contractor and any other issues related to lodging will be coordinated through the Family Readiness Office and the COR.

Cancellations: Attendees will be provided a 72 hour cancellation policy or better. In case of unforeseen mission requirements or confirmed emergency, members under this room block and reservation code will not be held liable for failure to cancel and will not be charged first night stay. A letter signed by the appropriate Wing Commander or an Official Order must be submitted in this case.

Meeting Space Requirements:

Available: Friday, 24 June 12:00p.m – 9:00p.m.

Saturday, 25 June, 7:00a.m. - 5:00p.m.

Sunday, 26 June 7:00 a.m. – 1:00p.m.

Material table located in the back of room Round tables to seat at least 40 attendees with 6 chairs per tables Podium: Lectern or podium centered Provide water station Internet connection/ Wi-Fi available for instructional use Trash cans provided for waste disposal COVID protocol considerations: space for social distancing and hand-sanitizer availability Audio/Visual: Projector or Large Screen TV and necessary sound system to plug computer or external DVD so participants can see and hear the videos being played.

External DVD player Hand held mic The COR will supply the computer to all meeting/breakout sessions and is permitted to connect its equipment to the contractor’s electrical outlets, house sound and AV connections within the facility and for the duration of the event with no additional cost to the government for use of contractor’s electrical power service.

Meals/Snacks/Refreshments:

Food preparation and accommodation for approximately 45 adults.

-Breakfast and lunch should contain a protein selection and be within the established government per diem rate per meal.

-Breakfast shall be provided on Saturday and Sunday 25-26 June 2022. A menu option will be supplied to the COR 10 days prior.

-Lunch shall be provided on Saturday 25 June 2022. A menu option will be supplied to the COR 10 days prior.

-Late snack shall be served on Friday 24 June 2022 at 6:30pm in the breakout room. A menu option will be supplied to the COR 10 days prior.

-Coffee and hot tea will be available through 10:00 am each day.

Other:

Directional signage aiding attendees navigating towards registration and general meeting is required. Signage for meeting rooms should be labeled “Oklahoma ANG LYW”.

No Childcare will contracted at this event.