PERFORMANCE WORK STATEMENT

FOR

COMMANDER NAVAL AIR FORCE U. S. PACIFIC FLEET

FLAG SECRETARY OFFICE AND OFFICIAL FUNCTION SUPPORT SERVICES

1.0 INTRODUCTION

This performance work statement (PWS) identifies and defines the service requirements for the Flag

Secretary Office and Official Function support services requirements for the Commander Naval Air

Force U. S. Pacific Fleet (COMNAVAIRPAC/CNAP) San Diego, CA.

2.0 BACKGROUND

The Flag Secretary Office coordinates the administrative activities of the CNAP Staff as well as the management and oversight of CNAP headquarters facilities. This office is the primary focal point/liaison with Navy Public Works in the maintenance and upkeep of CNAP buildings. The office is also responsible for staff engraving and graphic design requests, and for the oversight, planning and coordination of official CNAP Command events.

The Flag Mess prepares and serves over 1,000 meals per month to the CNAP staff, and provides mess support services for a minimum twelve (12) Official Flag Functions/Events each year. The Flag

Mess is staffed by five to six Culinary Specialists (CS’s), E-6 and below, and falls under the oversight of the Flag Secretary. The number of personnel assigned to work CNAP Official events/functions varies, depending on the event. This work statement encompasses tasks necessary to provide official functions and events menu planning, and ceremonial and reception material warehouse management support services.

3.0 SCOPE

The objective of this order is to obtain the requisite level of expertise for performance of the tasks defined in the Section 4 of this work statement. The Contractor shall provide qualified and experienced personnel capable of providing the services described herein.

4.0 PERFORMANCE REQUIREMENTS

The contractor shall perform the following tasks in accomplishing the requirements of this contract.

The contractor shall provide the necessary timely assistance to meet emergent requirements as requested by properly designated authority.

4.1 CNAP FLAG SECRETARY OFFICE SUPPORT SERVICES – FACILITIES

LIASION/ENGRAVING/GRAPHIC DESIGN

4.1.1 Coordinate and/or perform minor general maintenance to include but not be limited to the repair and/or replacement and hanging and/or installation of light bulbs and fixtures.

4.1.2 Submit trouble calls through the Public Works Department for all 13 buildings that are under the cognizance of the CNAP Flag Secretary. These trouble calls will include, but are not limited to, locksmith, landscaping, electrical, plumbing, carpentry, pest control, sanitation problems, recycling, and hazardous material and waste disposal. A list of buildings and map of their location is provided as Attachment A.

4.1.3 Maintain safety requirements in accordance with Naval Base Coronado Fire Marshall directives by performing quarterly and semi-annual review/inspections of fire extinguishers, and heat producing devices; ensure requisite permits are obtained and properly displayed.

4.1.4 Maintain custodial control of 13 Government Vehicles used by CNAP staff personnel. The contractor shall maintain a database identifying tag number of vehicles assigned to the Command, the responsible department, and the mileage.

4.1.5 Prepare complete sets of drawings, which include multiple views, detail drawings, and assembly drawings. Drawings are required for CNAP official ceremonies and programs such as

Change of Command Programs, Battle of Midway Ceremony, Retirement Programs, Retired

Aviation Flag Officers Symposium, Prospective Commanding Officer and Executive Officer

Conferences, Commanders Conferences, Award Ceremonies, Heritage Months Flyers, CFC/Navy

Relief Campaigns Posters and other events as required by the Flag Secretary or Protocol offices. The contractor will work from sketches, models, and verbal information supplied by designer to determine the most appropriate views, detail drawings, and supplementary information needed to complete assignments. The contractor selects required information from precedents, manufacturers' catalogs, and technical guides.

4.1.6 Expedite engraving requests exclusively for CNAP staff.

4.1.7 Provide setup/breakdown services of equipment and facilities used for CNAP official events held at Quarters A, Sea Cabin or CNAP Headquarters Building 8; reserve vehicles through Public

Works Department as requested by Flag Secretary Office. Schedule of anticipated CNAP Official

Functions/Events for each year is provided in Table 4.5 of this work statement.

4.1.8 Issue, setup and break-down ceremonial gear in support of all official formal CNAP staff functions and ceremonies as required by the Flag Secretary or Protocol Officers. The contractor shall obtain and coordinate approval for use of ceremonial gear with CNAP N412 prior to issue and setup.

4.2 OFFICIAL FUNCTIONS AND EVENTS MENU PLANNING

4.2.1 For each official function/event listed in 4.5, the contractor shall create a menu, budget, and table and seating layout. All documents are to be submitted to N41 representative for review, who will then forward drafts to CNAP Protocol Office to be submitted to Chief of Staff (COS) and the

Admiral for approval. The planning process begins 30-120 days prior to the official function/event and involves the following:

4.2.1.1 Pre-planning meeting with Protocol Office, Flag Secretary, and Code N41 representative to determine estimated number of guests, budget, and vision for the vent, such as theme and type of dinner/reception (i.e. formal, stand-up, buffet).

4.2.2 Conduct a final review of menu, budget, and table and seating layout with Protocol Office 14 days prior to the official function/event. Adjustments will be made based on number of RSVP’s, and a final budget will be approved by the Protocol Office. The number of guests will vary from 12 to

1,500 depending on the official function/event.

4.2.2.1 Prepare grocery lists based on the final approved menu, budget, and table and seating layout, to include recommended sources of supply for review and purchase by CNAP N41.

4.2.2.2 Standard preparation of formal meals consists of five courses plus a minimum of two appetizers.

4.2.2.3 Standard preparation for stand-up or buffet receptions consists of two protein dishes, two vegetable/fruit dishes, two starch side dishes to complement the protein dishes, two-to-three choices for deserts, and beverage selection (the contractor will not be responsible for providing meals/beverages as part of this requirement).

4.2.3 Complete the “AIRPAC Event Checklist” spreadsheet for each official function/event, identifying event name, date, time, place, number of guests, food, equipment (e.g. tables, tents, chairs, lighting, heaters, grills, service ware, serving dishes, etc.), linens, manpower, and consumables (e.g. towels, soap, trash bags, etc.) needed for the event and commensurate with the number of guests. Above listed items will be provided by the Government.

4.2.4 Ten to fifteen days (10-15) prior to smaller events with fewer than 100 guests, the contractor shall create recipes for the approved menu items and demonstrate proper food handling, sanitation, preparation, presentation, set-up, and service to CNAP staff Culinary Specialists (CS’s) and assigned working personnel. Historically, there are five to six CS’s and five to ten non-CS working party personnel. The referenced CSs and non-CSs personnel will be provided by the Government.

4.2.5 Twenty-one to forty-five (21-45) days prior to larger events with more than 100 guests, the contractor shall create recipes for the approved menu items and demonstrate proper food handling, sanitation, preparation, presentation, set-up, and service to CNAP staff Culinary Specialists (CS’s) and assigned working personnel. Historically, maximum 20 CS’s and 50 non-CS working party personnel. The referenced CSs and non-CSs personnel will be provided by the Government.

4.2.6 Breakout ceremonial/reception equipment, linens, and consumables stowed in building 273 needed for the event, and transport to location on day of function/event.

4.2.6.1 Assist with the breakdown, cleaning, and re-stowing of equipment at the end of each event.

4.2.7 Provide table layout to lead military representative designated by CNAP Protocol Office to oversee the event; assist in the set-up and break-down of tables, chairs, tents, equipment, etc.

4.2.8 Check for compliance with NAVMED P5010: Food Service Sanitation, and make recommendations for corrections to the designated military representative to ensure safety and sanitation standards in kitchens, dining room, food preparation, and storage areas are being met.

4.3 CEREMONIAL AND RECEPTION MATERIAL WAREHOUSE MANAGEMENT

4.3.1 Conduct initial wall-to-wall inventory upon assumption of duties, and provide a written report of inventory results to CNAP N41. Initial CDRL deadline is within 30 days of contract award then semi-annually thereafter.

4.3.2 Issue ceremonial and reception material to CNAP Aircraft Carriers, Air Wings, and squadrons located at NAS North Island upon receipt of CNAP N41 approved request. (Approximately one approved request per week).

4.3.3 Inventory items, inspect, and evaluate reception and ceremonial gear for serviceability upon return of material from subordinate CNAP commands and official function/events, and make recommendations for repair or replacement to CNAP N41. (Approximately once a week).

4.3.3.1 Identify and recommend sources of supply for new and replacement ceremonial and reception equipment to CNAP N41.

4.3.3.2 Wash and clean reception and ceremonial gear, as needed, prior to re-packaging and re-stowing.

4.3.4 Receive excess food service equipment form CNAP Aircraft carriers, inspect items for serviceability, identify items for repair to CNAP N41, and stow serviceable items.

4.4 LAUNDRY SERVICES

4.4.1 Maintain an inventory of clean linens and tablecloths for the Flag Mess and Official CNAP

Functions/Events listed in Table 4.5. This includes approximately 3,000 pieces of linens, uniforms, napkins, skirting, spandex, and runners in different colors, shapes, and sizes. The Flag Mess has four tables that seat eight people, and supports approximately 300 authorized diners. Napkins are changed per diner, and table cloths are changed as needed, or at the end of each meal.

4.4.2 Identify items and quantities requiring laundry services and provide list to CNAP N41, weekly.

The amount of laundry varies based on size of function/event, from 20-200 pounds.

4.4.3 Deliver items requiring laundering to cleaning service identified by CNAP N41.

4.4.4 Conduct inventory of laundered items returned and provide results information to CNAP N41 and Flag Secretary, and stow laundered items.

Table 4.5 CALENDAR OF FLAG EVENTS

MONTH EVENT

JULY Fleet Week Reception (Average number of guests:500)

SEPTEMBER PCO/XO Reception (Average number # of guests: 80)

OCTOBER SPEEDFEST (Average number of guests: 1000)

OCTOBER CNAF 06 Training Reception (Average number of guests: 80)

TBD (varies) CNAF Change of Command (Average number of guests: 1500)

DECEMBER 11 Star Holiday Reception (Average number of guests: 800)

JANUARY PCO/XO Reception (Average number of guests: 100)

FEBRUARY Sailor Of The Year Luncheon/Reception (Average number of guests: 200)

MARCH CNAF 05 Training Symposium (Average number of guests: 150)

MAY PCO/PXO Reception (Average number of guests: 80)

MAY Aviation Flag Officer Training Symposium (Average number of guests: 150)

MAY Retired Flag Officer Training Symposium (Average number of guests: 100)

JUNE 11 STAR Battle Of Midway Commemoration (Average number of guests: 1200)

TBD Quarterly ORF Community Dinners and Receptions (Average number guests: 12-30)

Note: based on historical information, official functions/events may exceed mess operations up to 16 hours. From start to finish to include clean-up, 0730 – 2400.

5.0 DELIVERABLES

Management/Quality Control Plan (QCP): The contractor shall ensure quality service is maintained to perform services throughout the life of the contract and methods for improving the overall quality are also employed. Offerors shall therefore prepare and submit a management/quality control plan.

The final Government approved plan shall be submitted within five working days of contract start date. The plan shall discuss the Contractor’s overall approach and procedures for evaluating each of the major service areas contained in the PWS, communicating with the Government, resolving deficiencies, identifying potential improvements, and managing day to day operations. As part of the management/QCP, the contractor may conduct internal QC inspections. Results of any contractor internal QC inspections and corrective actions taken shall be made available to the Government for review throughout the performance of this work statement. The Government may periodically require the contractor to update/revise the management/QCP to ensure quality service is maintained throughout the life of the task order.

6.0 CONTRACTOR PERSONNEL REQUIREMENTS

6.1 General: The Contractor shall provide qualified personnel to ensure satisfactory performance of the services required herein.

6.1.1 Proof of Citizenship: No employee or representative of the Contractor shall be admitted to the site of work unless satisfactory proof of citizenship is furnished or, if the individual is not a U.S.

citizen, legal residency and authorization to work within the United States is confirmed. The

Contractor shall maintain Immigration and Naturalization Service certifications (Form I-9) for applicable personnel.

6.1.2 Valid California Driver’s License: Contractor personnel may be required to drive Government vehicles in support of this contract and must have a valid California’s driver’s license.

6.1.3 Literacy: All Contractor employees shall communicate in the English language (i.e., read, write, speak, and comprehend) with sufficient degree of fluency to understand and be understood.

6.1.4 Conduct: Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner. Employee dress and appearance shall be neat and comply with applicable safety and health directives. The Government reserves the right to search contractor and subcontractor employees, their belongings, vehicles and work areas in accordance with 50 USC 795.

6.1.5 Removal of employees: The Contractor shall remove from the site any individual whose continued employment is deemed by the Contracting Officer’s Representative to be contrary to the public interest or inconsistent with the best interests of National Security.

6.1.6 Conflict of Interest: The Contractor may not employ for work any person whose employment would result in a conflict of interest under the Procurement Integrity Act or other laws or regulations.

6.2 PERSONNEL QUALIFICATIONS, KNOWLEDGE/SKILLS REQUIRED

6.2.1 Material Coordinators (estimated 2 FTE): Contractor personnel will be working in the headquarters of Commander, Naval Air Force Pacific Fleet and must be able to communicate effectively with all levels of military and Government civilian personnel on CNAP staff and other commands.

6.2.2 Contractor personnel must be able to manage multiple tasks at one time; coordinate with other personnel within the command; and develop strategies to optimize task performance, ensure efficiency, and achieve a high level of customer satisfaction.

6.2.3 Contractor personnel must be proficient in the use of Microsoft Office with an emphasis on

Outlook, Word, Excel, Access, and PowerPoint, and must be able to enter, save, retrieve, edit, and present text, spreadsheets and/or charts.

6.2.4 Education Required: High School Diploma

6.2.5 Flag Secretary Office Support Experience: Recent, within three (3) years of period of performance start date experience that demonstrates:

6.2.5.1 Capability as a facility self-help/help-desk coordinator

6.2.5.2 Capability as an engraving/graphics designer that is proficient with the following software programs/packages:

(a) Microsoft Project

(b) Adobe Photoshop CS

(c) Corel Draw Suite 12

(d) Studio 9

(e) Adobe Indesign CS

(f) Adobe Illustrator CS

6.2.6 Official Flag Functions and Events Planning and Ceremonial and Reception Gear Warehousing

Experience: Recent, within three (3) years of period of performance start date that demonstrates:

6.2.6.1 Knowledge and understanding of Etiquette and Formal Service, at Official Function Flag level receptions.

6.2.6.2 Knowledge and understanding of NAVMED Publication 5010 as it applies to food service and sanitation, and must hold a current California Food Handler’s Card.

6.2.6.3 Knowledge and understanding of all rules, regulations, and protocols governing dining and reception service to the Flag Officer Community and a thorough knowledge of Official

Representation Instruction.

6.2.6.4 Prior work experience supporting/managing a Flag or Private Mess.

7.0 SECURITY

7.1 Flag Secretary Office Support: Contractor personnel providing support to this requirement must have a security clearance of SECRET. The Government will provide a DD254 to cover the classified requirements under this contract.

7.1.1 Contractor personnel working under this task order are required to access secure work spaces and buildings and must be eligible to obtain and/or have a SECRET security clearance. The

Contractor Facility Security Officer (FSO) is responsible for processing investigations for clearance eligibility on all assigned contractor employees. Contractor employees with Temporary (Interim) access will not be issued a Contractor Access Card (CAC) until proof of a favorable return of fingerprints or the investigation is completed and a final clearance determination is rendered.

7.2 Official Flag Functions and Events Planning and Ceremonial and Reception Gear Warehousing:

Contractor personnel providing support to these requirements are not required to have a security clearance.

7.3 Support of all efforts under this contract requires contractor personnel to have access to

Government data and the Navy Marine Corps Intranet (NMCI), which requires issuance of a

Common Access Card (CAC).

7.3.1 Contractor personnel with access to NMCI must comply with current DoD mandated

Information Technology (IT) training requirements. The current training requirements are:

COURSE TITLE PERIODICITY Provided

DOD Cyber Awareness Challenge V2 (DOD- IAAV12.0) Annual

Navy Knowledge Online, https://wwwa.nko.navy.mil/

Privacy and Personally Identifiable Information (PII) Awareness Training (DOD-PII-2.0) Annual

Navy Knowledge Online, https://wwwa.nko.navy.mil/

Records Management in the DON: Everyone’s Responsibility (DOR-RM-010-1.1) Annual

Navy Knowledge Online, https://wwwa.nko.navy.mil/

7.4 The contractor FSO will enter the contractor employee in the Joint Personnel Adjudication

System (JPAS) and submit a visit request to JPAS SMO Code N570254. The Contractor FSO must also submit a Visit Authorization Letter (VAL). The VAL is required to validate the contractors employment and for CAC issuance. The JPAS visit request and VAL must be provided prior to the contractor reporting to the command for the contracted assignment. The VAL must be sent via encrypted or password protected email to the COMNAVAIRPAC Security Manager and the

COMNAVAIRPAC Trusted Agent Sponsorship System Trusted Agent (TASS TA) listed below, and will include the following information:

a. Contractor's company name, address, telephone number, assigned CAGE Code, certification of the level of facility security clearance, contract number and expiration date.

b. Government Sponsor.

c. Name, date and place of birth, and citizenship of the employee(s).

d. Contractor employee(s) email address (for CAC issuance).

e. Certification of the employees' personnel security clearance (type of clearance, date clearance granted, type of investigation and date investigation completed) and any special access authorizations required for the visit.

f. Purpose of visit.

7.5 Once the contractor employee has been properly vetted, an application for a CAC will be initiated by a DoD Trusted Agent (TA) via the Trusted Agent Sponsorship System (TASS). The CAC will be used to gain physical access to DoD installations and logical access to DoD information assurance resources. When the CAC is no longer required, the Contractor or Program manager will recover the

CAC from the Contractor employee and return the CAC to the CNAP DoD TASS Trusted Agent

(TA) or sponsor.

7.5.1 The contractor shall comply with all applicable DoD security regulations, policies and procedures during the performance of this task order. The contractor shall not disclose and must safeguard Classified Information, Procurement Sensitive Information, Computer Systems (Hardware) and data, Privacy Act Data, Sensitive but Unclassified (SBU) information and all other Government work obtained or generated in the performance of this contract. Contractor personnel on site will participate in all Government activity security awareness training. The Contractor FSO shall refer to and follow the National Industrial Security Program Operating Manual (NISPOM) DoD 5220.22-M and applicable Government security policies for security guidance.

· DoD 5200.1R Information Security Program

· DoD 5200.2-R Personnel Security Program

7.5.1.1 The COMNAVAIRPAC Security Manager is Mr. David Garlinghouse;

Email address: david.m.garlinghouse@navy.mil; telephone: 619-545-4395.

7.5.1.2 The COMNAVAIRPAC Trusted Agent is YN1 Wesley Randall;

Email address: wesley.randall@navy.mil; telephone: 619-545-4398.

7.6 The Contractor shall not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any data independently acquired by the Contractor without such limitations or prohibit an agreement at no cost to the Government between the Contractor and the data owner that provides for greater rights to the contractor.

7.7 Contractor personnel shall be required to complete, sign and date CNAP Security Indoctrination brief provided by CNAF Industrial Security manager at time of check-in with the Command.

7.8 The Contractor shall comply with all applicable security requirements, abide by direction given by Military Police or other security personnel, and adhere to installation traffic laws.

7.9 Contract security requirements are defined in the contract DD254, Contract Security

Classification Specification. All information or data developed under this contract belongs to and is the property of the U.S. Government and shall be marked and handled as For Official Use Only

(FOUO).

8.0 CNAP GUIDELINES FOR CONTRACTOR

8.1 When performing the tasks associated with this PWS using e-mail, through phone calls, at meetings, in public or otherwise, contractor personnel will make clear to all individuals they deal with that they are contractor employees and not DoD employees.

8.1.1 Contractor employees shall identify themselves as contractor personnel by introducing themselves or being introduced as contractor personnel and displaying distinguishing badges or other visible identification for meetings with Government personnel in accordance with (IAW) Defense

Federal Acquisition Regulations Supplement (DFARS) Part 211.106. In addition, Contractor personnel shall appropriately identify themselves as Contractor employees in telephone conversations and in formal and informal written correspondence.

8.2 Contractor personnel will not make any commitment to non-DoD personnel, including a foreign official, which commits the expenditure of U. S. Government resources.

8.3 Contractor employees performing services shall be required to comply with all local installation rules and regulations applicable to the conduct, safety, security, and procedures governing site entry and exit.

8.4 All Personnel performing work under this PWS shall be fully trained in the areas to which they are assigned. Personnel shall arrive on site ready and able to perform all specified tasks. The

Government will not provide substantial instruction or on-the-job training for personnel not directly employed by the Government.

9.0 GOVERNMENT FURNISHED PROPERTY

The Government will provide on-site Government facilities, adequate working space and all necessary equipment/supplies to perform the tasks required in Section 4.0. The contractor shall maintain the space in a neat and orderly manner. Personal or company use of telephones, utilities, computers, printers, copiers or other equipment not directly related to required services is strictly prohibited. The contractor shall not remove any Government furnished equipment or supplies from the worksite without express written permission of the contracting officer.

10.0 HOURS OF OPERATION

10.1 Work shall be full time during the Government's regular business hours, which are Monday through Friday between the hours of 7:30 AM and 4:00 PM, except federal holidays. The contractor is not required to provide services on federal holidays. The federal holidays are New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

10.2 Contractor support of this effort may require services beyond/outside normal working hours and on weekends in support of CNAP Official Functions/Events listed in Table 4.5 of this PWS. If overtime is required, it will be addressed at the time of the requirement in accordance with FAR

22.103.

11.0 PLACE OF PERFORMANCE

11.1 Place of Performance: Work will be performed on Government Site, located at Commander

Naval Air Force, U. S. Pacific Fleet, Naval Air Station North Island CA.

12.0 COMNAVAIRPAC POINTS OF CONTACT

12.1 Primary TPOC: LCDR Raffeal Woods, (619) 545-1861; email: raffeal.t.woods.mil@us.navy.mil

12.2 Business Management Office Point of Contact (BMO POC) Wide Area Work Flow TPOC:

Frank Nelson; email: frank.nelson@navy.mil; telephone number: 619-545-5370 mailto:raffeal.t.woods.mil@us.navy.mil mailto:frank.nelson@navy.mil