PWS - FP Volunteer Workshop.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

VING State Family Program Annual Volunteer Workshop FY25

1.0 General:

1.1 Scope: The contractor shall provide a conference package to include lodging, meals, and conference location, co-located in the same location, necessary to effectively conduct the Virgin Islands National Guard (VING) State Family Program (SFP) Annual Volunteer Workshop FY2025 as defined in this PWS during the period of 22-24 August 2025.

1.2 Background: VING has a requirement to conduct an Annual Volunteer Workshop on St. Croix (STX) to serve up to 48 volunteers for three (3) days whose objectives are to 1) provide efficient and effective services and resources to Soldiers and their Families to support unit and personal readiness and retention with resource priority on Focused Readiness and mobilizing/deploying units; 2) actively market the programs and services available to Soldiers and families and emphasize ARNG Family involvement as a partnership with the unit to foster a sense of well-being; 3) empower Soldiers and Families through life skills and resilience training and provide the tools necessary to support individual and family readiness; 4) promote self-reliance and resiliency in Soldier, their Families, and volunteers by preparing, assisting, and supporting their Service Member for the obligations of local, State, and Federal military service; 5) Recruit, train and recognize an ARNG Volunteer Corps capable to support unit and state-level Family Readiness needs outside of that provided by paid staff; 6) support Financial Literacy requirements and Career Readiness Standards by providing targeted financial education, as identified by statute, at Soldier Lifecycle touchpoints.

1.3 Period of Performance (PoP): The Period of Performance shall be for 3 days, for the period of 22-24 August 2025 on St. Croix, USVI.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services on St. Croix, VI for Conference/Meeting Room between the hours of 1600 -2200 hours Friday August 22, 2025; 0800 – 2200 hours Saturday August 23, 2025; and 0800 – 1630 on Sunday August 24, 2025, except on recognized US holidays. The contractor shall provide a conference package to include lodging, meals, and conference location that is co-located in the same location. The contractor shall provide continuous lodging accommodations during the period 22-24 August 2025. The contractor shall, always, maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.1.1 Reserved

1.4.1.2 Reserved.

1.4.1.3 Reserved.

1.4.2 Reserved.

1.4.3 Reserved.

1.4.4 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. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Reserved.

1.4.5.1 Reserved.

1.4.5.2 Reserved.

1.4.5.3 Reserved.

1.4.5.4 Reserved.

1.4.5.5 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.6 Reserved.

1.4.7 Reserved.

1.4.8 Reserved

1.4.9 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 this 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.

1.4.10 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.11. 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.

1.4.12 Reserved.

1.4.13 Reserved.

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.4.15 Reserved.

2.0 Definitions and Acronyms:

2.1 Definitions:

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

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

2.1.4 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.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

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

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

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of a product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): None.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The contractor shall provide a conference package, to include lodging rooms and meals, necessary to effectively conduct the VING SFP Annual Volunteer Workshop during the period of 22-24 August 2025.

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

4.2 Reserved.

4.3 Reserved.

5.0 Requirements: The contractor shall:

5.1 The contractor shall provide a conference package, to include a General Session conference room (capable of being divided into two breakout rooms), lodging and meals, necessary to effectively conduct the VING SFP Annual Volunteer Workshop during the period of 22-24 August 2025. The contractor shall provide a conference package which includes lodging, meals, and the conference location that is co-located in the same location.

5.1.1 Contractor shall provide audiovisual services to include at least 2 microphones, podium, and 1 screen with Projector per each breakout room.

5.1.2 Contractor shall provide hotel on St. Croix, VI with conference room/meeting space to accommodate 48 individuals in one general room, large enough to separate into two smaller rooms to accommodate approximately 24 individuals each.

5.2 Lodging:

5.2.1 Contractor shall provide five single occupancy lodging rooms to accommodate five individuals on 22-24 August 2025.

5.2.2 Contractor shall provide four double occupancy lodging rooms to accommodate eight individuals on 22-24 August 2025.

5.3 Meals and Refreshments:

5.3.1 Contractor shall provide breakfast meals, within the conference area, for 13 individuals on 23-24 August 2025.

5.3.2 Contractor shall provide lunch meal, within the conference area, for 48 persons on 23-24 August 2025.

5.3.3 Contractor shall provide dinner meals, within the conference area, for 48 persons on 23 August 2025.

5.3.4 Contractor shall provide vegetarian meals as an option upon request. There are no known dietary restrictions currently.

5.3.5 Contractor shall provide morning refreshments at 10:00 o’clock on 23-24 August 2025, for 48 individuals.

5.3.6 Contractor shall provide afternoon refreshments at 3:00 o’clock on 23-24 August, for 48 individuals. Refreshments shall include granola bars, yogurt, fruits, cookies, and pastries.

5.3.7 Contractor shall provide drinks with all meals to include tea, coffee, a variation of juices, and water equal to accommodate the number of meals served.

5.4 Contractor shall ensure all safety and health protocols are upheld as per regulations established by the local laws.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/travelreg.cfm

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance Requirements Summary (PRS)

Number

5.1.2 Contractor shall provide audiovisual services to include at least 2 microphones, podium, and 1 screen with Projector per each breakout room.

Contractor shall provide hotel on St. Croix, VI with conference room/meeting space to accommodate 48 individuals in one general room, large enough to separate into two smaller rooms to accommodate approximately 24 individuals each.

5.2.2

Contractor shall provide five single occupancy lodging rooms to accommodate five individuals on 22-24 August 2025.

Contractor shall provide four double occupancy lodging rooms to accommodate eight individuals on 22-24 August 2025.

5.3.7 Contractor shall provide breakfast meals, within the conference area, for 13 individuals on 23-24 August 2025.

Contractor shall provide drinks with all meals to include tea, coffee, a variation of juices, and water equal to accommodate the number of meals served

Contractor shall provide lunch meal, within the conference area, for 48 persons on 23-24 August 2025.

Contractor shall provide drinks with all meals to include tea, coffee, a variation of juices, and water equal to accommodate the number of meals served

Contractor shall provide dinner meals, within the conference area, for 48 persons on 23 August 2025.

Contractor shall provide drinks with all meals to include tea, coffee, a variation of juices, and water equal to accommodate the number of meals served.

5.3.6

Contractor shall provide morning refreshments at 10:00 o’clock on 23-24 August 2025, for 48 individuals.

Contractor shall provide afternoon refreshments at 3:00 o’clock on 23-24 August 2025, for 48 individuals. Refreshments shall include granola bars, yogurt, fruits, cookies, and pastries.

Contractor shall provide drinks with all meals to include tea, coffee, a variation of juices, and water equal to accommodate the number of meals served

TECHNICAL EXHIBIT 2

Deliverables Schedule