PWS - LINKS Conf.pdf

PERFORMANCE WORK STATEMENT (PWS)

Preservation of the Force and Family (POTFF) LINKS PSYOP Spouse Connections Conference

22-24 September 2023

PART 1

General Information

1. General: This is a non-personnel services contract to provide event coordination.

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 Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, materials, supervision, and other items and non-personal services necessary to perform event coordination as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2 Background: 8th Psychological Operations Group (Airborne) (8POG(A)) recognizes a strategy is needed to address the fourth Command Priority of 1st Special Forces Command (Airborne) (1SFC), which is to “Take care of our Soldiers, Civilians, and Families." Part of this strategy is accomplished through facilitating the PSYOP LINKS (Learn. Invest. Network. Know. Share.) Spouse Program. This program aims to build sustained readiness that strengthens relationships; promotes healthy, holistic wellness practices; and encourages resilient interpersonal relationships for Spouses and their Families. The PSYOP LNKS Spouse Program is an extension of the Preservation of the Force and Family (POTFF) initiative of the United States Special Operations Command (USSOCOM) to aid in the readiness and resiliency of the uniformed Service Member (Force) and dependents (Family). LINKS and POTFF events are not intended for contractors as participants, though contractors may attend events to provide instruction and coaching. LINKS events are commander-requested, POTFF Team-led, and Army- resourced. Event planning, coordination, and logistical support services are needed to provide training events for authorized attendees.

1.3 Objectives: The basic service objectives are:

• Hotel/Guest service (2 nights) for 70 rooms: (65 Service Member Spouses with children and 5 POTFF team members)

• Meal services

• Non-alcoholic beverage services

• Main conference room with AV support (1)

• Childcare rooms (2)

• Childcare service (up to 60 children of varying ages)

PWS – LINKS PSYOP SPOUSE CONNECTIONS CONFERENCE (continued)

1.4 Scope: Event coordination services are required for the period of performance of 22-24 September 2023 (Friday-Sunday) in North Myrtle Beach, South Carolina.

1.5 General Information

1.5.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.5.2 Hours of Operation: The Government shall be able to contact the vendor during regular business hours leading up to and throughout the period of performance of 22-24 September 2023.

1.5.3 Place of Performance: This event will be conducted in North Myrtle Beach, South Carolina. This includes areas north of Dunes Lake, including Arcadian Shores, Briarcliffe Acres, and Atlantic Beach. North Myrtle Beach is located approximately two

(2) hours away from Fort Bragg which allows program participants to disconnect and focus on themselves, while not being overly difficult to travel to with family members, including small children.

1.5.4 Special Qualifications: Childcare services: The vendor shall ensure all childcare employees are capable and certified/licensed in accordance with all state and local laws including all required background investigations during the entire period of performance.

Additionally, childcare providers must be screened in accordance with DoDI 1402.5, Background Checks on Individuals in DoD Child Care Services Program, 14 July 2016 and Army Directive 2014-23, Conduct of Screening and Background Checks for Individuals Who Have Regular Contact with Children in Army Programs, 10 September 2014. The vendor must be able to produce clear verifiable documentation of certifications/licensure and background clearance at any time. Childcare provider must be able to accommodate children with special needs.

1.5.5 Key Personnel: The Contractor shall provide a primary point of contact who will be responsible for the performance of work. The name of this person and an alternate who has full authority to act on behalf of the agency shall be designated in writing to the contracting officer upon contract receipt. These individuals shall be available during business hours up to and throughout the period of performance.

PART 2

Definitions and Acronyms

2. 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 CONTRACTING OFFICER. 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’S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall 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 Performance Work Statement.

2.1.5 DELIVERABLE. Anything that can be physically delivered but may include 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 Key Personnel listed in 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 CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.9 SUBCONTRACTOR. One that enters into a contract with a prime Contractor.

The Government does not have privity of contract with the sub- contractor.

2.1.10 WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.11 WORK WEEK. Monday through Friday, unless specified otherwise

2.2 Acronyms:

AR Army Regulation CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative DA Department of the Army DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer OCI Organizational Conflict of Interest POC Point of Contact PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QC Quality Control

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. Government Furnished Items and Services:

3.1 Services: The Government shall provide all training and supplemental training materials and instructors.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Items and Responsibilities:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Facilities: The Contractor shall ensure that the location is able to meet all the needs laid forth in this PWS. All facilities shall be neat and clean and free of any rodents, pests, or mold.

4.2.1 Venue/Hotel: Venue must be located in North Myrtle Beach, South Carolina. This includes areas north of Dunes Lake including Arcadian Shores, Briarcliffe Acres, and Atlantic Beach. The venue must be located on a beach or have immediate beach access to accommodate a portion of the scheduled training. The location must allow for safe social distancing as directed by current Centers for Disease Control (CDC) guidelines published at the time of the event. Venue/hotel must have a designated parking area able to accommodate personal vehicles for up to 70 families for the duration of the event. Property must accommodate a 12:00 p.m. checkout time due to training prior to checkout. Venue/hotel shall offer the following: parking, fitness center;

business center; in-room coffee maker, refrigerator, and microwave; in-room internet access, and indoor and/or outdoor pool. Property shall maintain dedicated security procedures to include staff, onsite camera surveillance systems, etc. and not publicly display (digitally or by other means) a connection between this event and the United States Army. No additional security is required for this event. Venue/hotel room entrances will not be similar to a motel (that is, motel rooms open to the exterior of the building, usually surrounded by a common balcony or patio). All conference/training and childcare spaces shall be located in the same building.

4.2.2 Main conference/training room: The main conference room shall be neat and clean and meet the required state and local laws for safety standards according to the number of occupants for three days (Friday - Sunday). The conference space must allow for safe social distancing measures as recommended by the CDC at the time of event. The hotel staff will be required to sanitize the conference space before and after each day of training. The main conference room shall have AV equipment including a screen and a podium. If a separate designated dining area is not available during scheduled mealtimes, the main conference room may also be utilized for dining, provided it is large enough to accommodate all participants, including up to 70 adults and 60 children.

4.2.3 Childcare rooms: The childcare rooms shall meet all safety requirements to accommodate children of various ages. The childcare areas must be large enough to ensure there is adequate space for safe social distancing as directed by the CDC at the time of the event. The rooms should have space to serve snacks and beverages and be large enough to safely accommodate equipment and activities provided by the childcare provider.

4.3 Equipment: All AV equipment shall be in good working condition with staff available to assist should any issues arise.

4.4 Childcare Services: The Contractor shall secure childcare for up to 60 children of varying ages from a licensed and reputable provider that meets the requirements set forth in this PWS section 5.6.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Period of Performance: This event will take place from 22-24 September 2023 (Friday-Sunday). Guests will arrive Friday afternoon after 4:00 p.m. and depart Sunday at 12:00 p.m.

5.2 Hotel Rooms: The venue shall be able to provide a total of 70 rooms: (65 adult military Spouses with 60 children and 5 adult POTFF team members) for 2 nights. Fifty

(50) of these rooms should be able to accommodate families. All rooms should be equipped with refrigerators, microwaves, and in-room coffee makers. All rooms will have reliable wireless internet access. Hotel rooms are preferred over apartment/condo-style accommodations. All 70 rooms must be located in the same building. Family-friendly rooms should be large enough to safely accommodate portable cribs/bassinets. Rooms should be available for check-in on Friday after 4:00 p.m. through check-out on Sunday at 12:00 p.m.

5.3 Meal Service: Venue/hotel shall have a home-style buffet dining plan to facilitate nourishment for all participants' meals during the duration of this event to include having child- and kid-friendly food options. In an event buffet style is unavailable, a plated meal or meal voucher system will be the alternate course of action. Meals must be able to accommodate individuals with specific dietary requirements. These meals will need to be served in an environment which is conducive to family training. In addition to food and beverages served during traditional mealtimes, the venue/hotel shall have snacks and drinks available for children between meals, and snacks (such as pastries, cookies, or fruit), water, and coffee available for adults during training hours. Any snacks or meals provided to children should be free of peanuts, and caution should be exercised with foods containing other common allergens.

Meals will be served according to the following schedule for approximately 70 adults and 60 children:

• Breakfast shall include at minimum: Eggs, meat, potatoes, sliced fruit, fruit juice, cereal, milk, caffeinated and decaffeinated coffee, and assorted bread/pastries.

• Lunch and Dinner shall include at minimum: An entrée of beef, chicken, or fish, starch, vegetables, fruit, bread, dessert, caffeinated and decaffeinated coffee, iced and hot tea, and water.

Friday, 22 September 2023

1 - Dinner meal and beverage service for 70 adults and 60 children 1 - Snacks and Beverages available to up to 60 children during childcare hours 1 - At a minimum a small snack, coffee, and water will be available for up to 70 adults during training

Saturday, 23 September 2023

1 - Hot breakfast meal and beverage service for 70 adults and 60 children 1 - Lunch meal and beverage service for 70 adults and 60 children 1 - Dinner meal and beverage service for 70 adults and 60 children 1 - Snacks and beverages available for up to 60 children during childcare hours

Sunday, 24 September 2023

1 - Hot breakfast meal and beverage service for 70 adults and 60 children 1 - Snacks and beverages available for up to 60 children during childcare hours

5.4 Main Conference/Training Room with AV Support: The main conference room shall be set up with tables and chairs set up in a way that is conducive to training for up to 70 adults during scheduled training hours. If the main conference room will be used for dining during scheduled mealtimes, it should be large enough to allow tables and chairs for up to 130 individuals (70 adults and 60 children). Venue/hotel will provide clean table linens and clean and sanitize the training area each day.

Main conference room shall be equipped with the following audio/visual equipment:

1 – Podium with Microphone and Speakers (Friday- Sunday) 1 – LCD Projector and Screen (Friday- Sunday) 1 – AC Electrical Power Strips (Friday- Sunday) 1 – WiFi capability (Friday- Sunday)

* A staff member who is familiar with these systems shall be available for any issues related to AV support.

Main conference/training room to be available during the following times:

Friday, 22 September 2023 4:00 pm – 10:00 pm Saturday, 23 September 2023 6:00 am – 10:00 pm Sunday, 24 September 2023 6:00 am – 12:00 pm

5.5 Childcare Rooms (2): The venue shall be able to accommodate up to 60 children of various ages according to all local and state safety regulations. Two rooms are requested to allow separation of older children from infants and toddlers. Rooms will be equipped with a television and DVD player with access to power/electrical outlets.

Tables and chairs will be provided by the venue/hotel to serve children snacks and beverages between mealtimes. Childcare rooms should have easy access to restrooms.

A sign-in table and chairs will be provided by the venue/hotel near the entrance to the childcare area. Childcare rooms shall be located in the same building as the main conference/training area.

Childcare rooms to be available during the following times:

Friday, 22 September 2023 4:00 pm – 10:00 pm Saturday, 23 September 2023 6:00 am – 10:00 pm Sunday, 24 September 2023 6:00 am – 12:00 pm

5.6 Childcare Services: Childcare services for up to 60 children of various ages shall be provided in accordance with all requirements in section 1.5,4 - Special Qualifications and section 5.5. Childcare provider must be able to accommodate children with special needs. Childcare provider will supply age-appropriate equipment, including but not limited to portable highchairs, cribs, and bassinets, age-appropriate toys, family friendly movies, and child friendly games and crafts. Childcare providers are responsible for cleaning and sanitizing all equipment before and after each day of service. Childcare providers must maintain an appropriate adult to child ratio at all times. Childcare providers will provide parents with a summary of care at the

Childcare services will be available during the following dates and times:

Friday, 22 September 2023 5:00 pm – 9:00 pm Saturday, 23 September 2023 7:00 am – 12:00 pm 2:00 pm – 9:00 pm Sunday, 24 September 2023 7:00 am – 12:00 pm

5.7 Contractor Manpower Reporting (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period

(including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different);

(9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year.

Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

TECHNICAL EXHIBIT 1

Performance Requirements Summary

PERFORMANCE

OBJECTIVES

PERFORMANCE

STANDARDS

ACCEPTABLE

QUALITY

LEVEL (AQL)

OR

PERFORMANCE

THRESHOLDS)

PRS #1 The contractor shall contract with selected facilities for lodging, meals, conference space, audiovisual, and other requirements set forth in PWS Paragraphs – 1.3; 4

Contractor provides training location, meals, conference rooms, and audiovisual requirements.

Zero deviation from standard

PRS # 2

The contractor shall obtain childcare for each training event as needed. Childcare vendors shall provide a written standard operating procedure outlining the services to be provided.

PWS Paragraph 5.6 Childcare Coordination

Childcare performed at training location. Legal/statutory requirements for childcare provider to child ratios met.

Childcare providers have all background checks completed per applicable laws / Army regulatory requirements.

Summary of care will be provided to parents at the end of each event.

Zero deviation from standard

PRS #3

Contractor Manpower Reporting (CMR)

Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year

Zero deviation from standard