PWS Retreat.pdf

PERFORMANCE WORK STATEMENT

U. S. Special Operations Command South (SOCSOUTH)

Commander’s Family Enrichment Retreat 5-7 May 2023

V4

April 12, 2023

1.0 GENERAL: This Performance Work Statement (PWS) details the support, lodging, conference meeting room, meals, and Child Care support requirements in order to support the Commander’s Family Enrichment Retreat for the SOCSOUTH Military personnel. Scheduled event date is 5-7 May 2023 in or around the vicinity of Orlando, Florida. The purpose of this event is to implement the commander’s intent to provide training that encourages the wellbeing and mission readiness of SOCSOUTH service members and their families. This event will emphasize the importance of good financial health and the significance of being able to give back to your community. While there is always a spiritual dimension to life, it is not the Chaplain’s objective or purpose to use the retreat to advocate any specific religion or to beleaguer any personal belief of preference. Authority for subject requirement: Title 10 (Armed Forces), Subtitle A (General Military Law), Part II (Personnel), Chapter 88 (Military Family Programs and Military Child Care), Subchapter 1 (Military Family Programs), Section 1789 (Chaplain-led programs: authorized support) (a) Authority, (b) Authorized Support Services, (c) Immediate Family Members.

1.1 TIME LINE: 5-7 May 2023.

5 MAY 2023 (12:00 PM – 1:00 PM) Conference participant’s arrival

5 MAY 2023 (1:00 PM -5:30 PM) Actual Retreat Day, part 1

5 MAY 2023 (5:30 PM – 7:00 PM) Dinner

5 MAY 2023 (7:00 PM – 9:00 PM) Actual Retreat Day, part 1

6 MAY 2023 (8:00 AM – 4:00 PM) Actual Retreat Day, part 2

7 MAY 2023 (8:00 AM – 2:00 PM) Actual Retreat Day, part 3

7 MAY 2023 (2:00 PM – 3:00 PM) Conference participants depart

1.2 PLACE OF PERFORMANCE: In or around Orlando, Florida.

1.3 SCOPE: The Contractor shall provide lodging, meals, conference facilities services to the

Special Operations Command South (SOCSO), also referred to herein as “the Government”, in support of their Commanding General’s Family Retreat as defined in this Performance Work Statement (PWS) except for those items specified as US Government (USG) furnished property and services. This Family Retreat will consist of approximately 60 adults and 50 children.

2.0 HOTEL REQUIREMENTS

2.1 HOTEL LOCATION: The Contractor shall be located in a safe secure location which

Commander’s Family Enrichment Retreat 5-7 May 2023 shall pass a DOD security assessment. The Contractor shall be located in the Orlando metropolitan area. The Contractor shall provide lodging, and meals, within their main facilities.

2.2 HOTEL SECURITY/INSPECTION: The hotel must have a modern professional system of internal and external security to include cameras strategically located to monitor the interior and exterior of the hotel. The Contractor shall heighten security posture starting the morning before the event and continuing until the evening of the day after the event. If external security augmentation is exercised, the hotel security manager shall ensure complete and unlimited access and seamless coordination between the hotel’s organic security systems and the external augmentation units. Contractor shall not have any ongoing construction onsite or around the vicinity of the hotel, to include, major renovation which includes closing entire floors, changing out multiple elevators, replacing flooring at multiple location throughout the hotel and renovation that is disruptive due to extreme noise levels.

2.3 HOTEL REPRESENTATIVE: The hotel shall provide a representative to act as a liaison with the US Government Representative (USGR). The hotel representative shall be of sufficient authority to resolve issues involving lodging/meals and payment as they arise, and shall be available during the period of contract performance (5-7 May 2023). The Contractor shall provide a list of on-call hotel points of contact that have the authority to resolve issues affecting their specific areas of support.

2.4 HOTEL EQUIPMENT: The Contractor shall ensure that any maintenance or repairs for hotel equipment, including, but not limited to, guest rooms, elevators, kitchen equipment, and audio visual, shall be corrected within 2-hours from notification without any cost to the USG.

2.5 HOTEL ITEMS/AMENITIES EXCLUDED FROM THE CONTRACT: The US

Government will not pay for movies, mini-bars, laundry, room service, telephone calls from or charged to guest rooms, or any other hotel charges other than those specifically provided for in this contract.

2.5.1 Lodging, movies, mini-bars, service charges, etc. shall be itemized separately on service bills. Hotel guests shall be responsible for all legitimate charges appearing on their lodging statements, with the exception of the contracted lodging and meals.

2.5.2 The Contractor’s staff shall inform guests during check-in which services shall not be covered by the US Government. The Contractor’s staff shall request a credit card from guests upon check-in. Charges not covered by the contract are to be resolved between the guests and the hotel.

2.6 HOTEL ITEMS/AMENITIES INCLUDED IN CONTRACT: The hotel shall have a fitness center. The fitness center shall be available to conference attendees.

3.0 TRANSPORTATION/PARKING REQUIREMENTS

Heard, Andrew M CAPT USAF USSOCOM SOCSOUTH (USA) This was a per diem, TDY, etc issue that the team worked with J8. I think there are some stipulations about what is TDY and such when you’re outside the “local area” but it’s outside my area of expertise.

Commander’s Family Enrichment Retreat 5-7 May 2023

3.1 The hotel shall provide 32 reserved parking spaces, for SOCSO support personnel in the hotel parking lot from 5-7 May 2023. Parking shall be in a secure area with adequate lighting and security.

4.0 LODGING: The Contractor shall allow guests to check in at 3:00 PM on arrival day and check-out at 2:00 PM on check out date.

4.1 ROOMS REQUIRED: The Contractor shall provide single occupancy rooms as denoted in the table below. The below is an estimate. Any other rooms, and services are the responsibility of participants arranging them and the USG will not be held liable. The USG may request additional rooms at any time, and the Contractor shall give the USG priority on all unoccupied lodging of similar quality.

Contracted Rooms

5-7 May 2023 FRI SAT SUN

Regular Rooms (Contracted)

32 32 0

Total room reservations under contract (estimate): 32

4.2 OFFICIAL GUESTS: The USGR will identify all individuals for whom the US Government will pay lodging by submitting a group list to the hotel. Attendee list will be provided 15-days before the date of the event and any changes provided not later than 7 days prior to the date of the event.

4.3 ROOM INFORMATION: The US Government will only pay for rooms used under this contract. It is possible that due to unforeseen circumstances a few participants will change their itineraries or cancel their attendance. Therefore, the US Government reserves the right to change or cancel lodging requirements to include the person designated for any room, up to 24 hours prior to occupancy without penalty.

4.4 QUALITY STANDARD FOR ROOMS: All rooms shall include fully functional air conditioning system, high standard of hygiene, and private bath with full toilet and shower facilities, hot and cold running water, clean linen on a daily basis, electricity, color television with cable service, and appropriate furniture.

4.5 ROOM LIST: The USGR will furnish the contractor a room roster with participants’ names for all rooms, but due to mission requirements, USGR may change the names for the rooms up to the day of occupation.

I think your first event starts at 1300 right? If so, folks will be leaving bags in their car, so may want to see if you can get early check-in like 1200. Just a thought

Lynagh, Sean P CPO USN USSOCOM SOCSOUTH (USA) Hotels have been telling me they can not check in before 1500 but conference areas can be available well before. My thought was to have them bring bags into conference space so we can start before check in because we are trying to finish all training on Friday.

Commander’s Family Enrichment Retreat 5-7 May 2023

5.0 CONFERENCE FACILITIES

5.1 MAIN CONFERENCE ROOM: The Contractor shall provide a main conference facility in which sessions can be conducted in comfort and with minimum distractions.

All seats shall be cushioned and tables shall be covered with white tablecloths. The conference room configurations and usage times can be changed at any time with a 12-hours’ notice to accommodate last minute directives and fluctuating requirements. If additional chairs or tables are required, the USGR will coordinate the request with the hotel representative. The Contractor personnel shall be available for changes in room configuration as needed. The room must have a lock. The main room shall be physically secured by the USGR daily to prevent unauthorized access by non-USG personnel during the contract period of performance. The main conference room shall have a minimum of 1,200-square feet of functional space and shall seat 60 participants.

5.2 CHILDREN’S ROOM: The selected hotel shall provide a children’s room large enough to accommodate five (5) tables and 50 children in a place where sessions can be conducted in comfort and with minimum distractions from the rest of the hotel. All seats shall be cushioned and tables shall be covered with white tablecloths. The children’s room configurations and usage times can be changed at any time with a 12-hour notice to accommodate last minute directives and fluctuating requirements. If additional chairs or tables are required, the USGR will coordinate the request with the hotel representative.

The Contractor personnel shall be available for changes in room configuration as needed.

The room must have a lock. Subject room shall be physically secured by the USGR daily to prevent unauthorized access by non-USG personnel during the contract period of performance.

5 May 2023

FRI

Main Conference Room 1 Children Room 1

6.0 FOOD AND BEVERAGE

6.1 MEALS: The hotel shall provide a location, such as the restaurant or other area, whereby breakfast, lunch, and dinner can be served to participants. The location shall be in a secure environment for protection of participants. The vouchers shall note that they cannot be used for alcoholic beverages. Each voucher shall be signed by the participants and annotated with the participant’s room number. All meal receipts and vouchers associated with this conference shall be submitted daily to the USGR for verification and accountability.

Looks like the date on this isn’t update, and you only need conference and kids rooms on Friday?

Lynagh, Sean P CPO USN USSOCOM SOCSOUTH (USA) Will only need the conference room/kids room the first day so we can do all the training. In order to allow the participants time with their families on Saturday with after action on Sunday.

Commander’s Family Enrichment Retreat 5-7 May 2023

6.2 BREAKFAST: The Contractor shall include a full breakfast to all conference participants registered at the hotel. Adults and children will eat together. The Contractor shall provide identified guests a full breakfast with a buffet or a selection of standard menu items to be ready for consumption each morning. Breakfast shall be available from 6:00 AM-9:00 AM.

Breakfast shall offer an assortment of items and shall include a variety of juices, sodas, lemonade, ice tea, ice water, coffee or hot tea throughout the meal. The Contractor shall provide breakfast in accordance with the following table:

6-7 May 2023 SAT SUN Adults: 60 60 Children’s: 50 50 Breakfast 110 110

Total Breakfast Meals: 220

6.3 LUNCH: The Contractor shall provide lunches to identified guests. The Contractor shall serve a lunch meal with a buffet or a selection of standard menu items, which shall offer a variety of salads, hot dishes and desserts and shall include a variety of juices, sodas, lemonade, ice tea, ice water, coffee or hot tea throughout the meal. Adults and children shall eat separately. Lunches shall be available from 11:30 AM - 1:00 PM. The Contractor shall provide lunch in accordance with the following table:

5 & 7 May 2023 FRI SUN

Children’s 50 50 Lunch 110 110

Total Lunch Meals: 220

6.4 DINNER: The Contractor shall provide dinners to identified guests. Adults and children shall eat together for every meal. The Contractor shall serve a dinner meal with a buffet or a selection of standard menu items, which shall offer a variety of salads, hot dishes and desserts and shall include a variety of juices, sodas, lemonade, ice tea, ice water, coffee or hot tea throughout the meal. Saturday dinner shall be available from 5:30 PM – 8:30 PM. The Contractor shall provide dinner in accordance with the following table:

5-6 May 2023 FRI SAT

Children’s 50 50 Dinner 110 110

Commander’s Family Enrichment Retreat 5-7 May 2023

Total Dinner Meals: 220

6.5 RETREAT KICKOFF: The Contractor shall provide an area for approximately 60 people for a reception on, 5 May 2023 from 12:00 PM to 9:00 PM. If outdoors, the Contractor shall also have available alternate locations inside in case of inclement weather. The Contractor shall provide meal service (section 6.4). Please note that all alcoholic beverages are the responsibility of the guest. The USG shall not pay for any alcoholic beverages under this contract.

5 May 2023 FRI Adults Only: 60 Welcome Reception 60

Total Welcome Reception Attendees: 60

6.6 CHILDREN SNACK BREAKS: The Contractor shall provide pastries and beverages (juices, sodas, lemonade, and ice water). Children will eat in the area where childcare takes place. The snack break shall be available from 3:30 PM – 5:00 PM. The Contractor shall provide the snack break in accordance with the following table:

5 May 2023 FRI Children’s 50 Snack 50

Total Snack Meals: 50

7.0 ADDITIONAL REQUIREMENTS

7.1 MAINTENANCE: The Contractor shall ensure that all equipment and services are in proper working order throughout the contract period. All scheduled maintenance shall be performed prior to the start of this contract. Any unscheduled maintenance or breakdowns shall be corrected within two (2) hours or they shall be substituted.

7.2 DESIGNATED US GOVERNMENT REPRESENTATIVE (USGR): The USG USGR for this contract will be Chief Petty Officer (CPO) Sean Lynagh, office number: (786) 415-2031, e-mail: sean.p.lynagh.mil@socom.mil. CPO Lynagh will coordinate administrative, logistical and miscellaneous issues with the Contractor. However, the USGR does not have the authority to make any changes to the terms, conditions, standards, or cost of the contract. The USGR has authority to provide technical direction to the Contractor as long as the direction is within the scope of the contract, does not constitute a change, and has no funding implications.

What will kids be doing at this time?

Lynagh, Sean P CPO USN USSOCOM SOCSOUTH (USA) Children will be in childcare during this time

Heard, Andrew M CAPT USAF USSOCOM SOCSOUTH (USA) If this is for Friday, please update times (0930-1030) and if not, please clarify this section more.

Lynagh, Sean P CPO USN USSOCOM SOCSOUTH (USA) Fixed the time for Friday for the snacks for the children on Friday.

This will be you.

Commander’s Family Enrichment Retreat 5-7 May 2023

7.3 ROOM RATES: Room rates plus any mandatory hotel fees such as gratuities/hotel service fees/resort fees/cannot exceed effective US government per diem rates for the period of the conference.

7.4 APPLICABILITY: Tax exemption applies to self-funded as well as contract funded attendees, therefore, taxes shall be removed from bill once forms have been submitted to hotel by the Designated Government Point of Contact.

7.5 PAYMENT: The United States Government will pay for all contracted items under the terms of this purchase agreement as allowed under US law. All Contractors shall be registered in Wide Area Work Flow (WAWF). Invoice shall be submitted for payment via WAWF. All invoices will be submitted in English and in US Dollars. Prices shall be all inclusive. Any miscellaneous charges incurred by guest(s) are the responsibility of the individual guest.

7.6 This requirement is subject to the availability of funds as defined in FAR 52.232-18.

8.0 ADDITIONAL INFORMATION

8.1 CANCELLATIONS/ADDITIONS: The US Government may change the requirement with a 24-hour notice with no penalty. The US Government will only pay for actual services received.

8.2 CHANGES TO CONTRACT: The only person authorized to make changes to the contract is the Contracting Officer (not the designated USGR). Failure to clear changes in contract with the Contracting Officer will result in Contractor not receiving compensation for costs incurred.

Accordingly, the Contracting Officer will be notified prior to any additional services performances and a contract modification should be issue to the Contractor (changes in cost to the Government). The Contractor shall only take change orders from the Contracting Officer.

Purchases or changes from unauthorized persons may result in the Contractor not receiving payment for costs incurred.

8.2.1 It is emphasized that only a Contracting Officer has the authority to modify the terms of the contract, therefore, in no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the contractor and any other person be effective or binding on the Government. When/if, in the opinion of the contractor, an effort outside the existing scope of the contract is requested, the contractor shall promptly notify the Contracting Officer in writing. No action shall be taken by the contractor under such direction unless the Contracting Officer has issued a contractual change or otherwise resolved the issue.

8.3 The Contractor shall not cite conference names, conference locations, pictures or any other US Government information on any website to include their company website.

8.4 Offerors are required to be registered with the SAM database to receive a US Government contract award. Offerors may register with SAM at http://www.sam.gov/ http://www.sam.gov/

Commander’s Family Enrichment Retreat 5-7 May 2023

8.5 Offers will not be accepted from third party agencies. Offers will be accepted directly from Lodging Facility providers only. In accordance with the PWS requirements, the successful offer shall provide a point of contact of sufficient authority to authorize changes. In order for this and other PWS requirements to be met, the US Government must maintain privacy of contract directly with lodging facility providers. Offers from third parties shall be considered non-responsive and will be excluded from consideration for award.

3.0 TRANSPORTATION/PARKING REQUIREMENTS