PWS Teen Symposium 2023.pdf

Ver. Oct 2022

PERFORMANCE WORK STATEMENT (PWS)

FOR

Teen Symposium Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Under this contract, the contractor will provide conference meeting space, guest lodging, physically challenging team building activities with facilitators and use of open space areas inside and outside for teams to do team-building activities on site as well as other related support services to satisfy the overall conference objectives. The primary objective is to host the conference at one single site that can provide lodging, meeting space, dining space, confidence course (eg high/ low ropes, zipline, etc.) with facilitators, and outdoor space for team building activities for approximately 50 attendees. Contractor must have availability from May 19-21, 2023 (Arrival on Friday early afternoon – Departure on late afternoon Sunday). The MENG Family Program Youth Staff will arrive in the afternoon with youth arriving in the evening on Friday, May 19, 2023. The body will consist of (45) Teens, ages ranging from 13 – 18 years old, and Five (5) adult chaperones. This total of 50 is approximate.

The overall attendance is not expected to exceed 50 as defined in this PWS.

1.1.1 Objectives: Reserved

1.2 Background: The Maine Army National Guard (MEARNG) intends to host a Teen Symposium Event to provide training and resources for teens who are in Maine National Guard families per guidance in AR 215 -1.

1.3 Period of Performance: The Period of Performance shall be dated 19-21 May 2023

1.4 General Information: Reserved

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 12:00 pm on Friday May 19 2023 - 2:00 pm on Sunday, May 21, 2023 except on recognized US holidays. The contractor shall, at all times, 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 Telework: Telework is not authorized

1.4.1.2 Reserved

1.4.1.3 Reserved

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day: December 25th

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) 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 QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS).

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

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.6.1 Key Control. Reserved

1.4.7 Special Qualifications: Reserved

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 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.

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 KO 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: Reserved

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 Contractor Travel: Reserved

1.4.13 Data Rights: The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

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 Phase In / Phase out Periods: Reserve

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 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 subcontractor.

2.2 Acronyms:

AEI Army Enterprise Infostructure AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CM Contract Manager COR Contracting Officer Representative DA Department of the Army DD254 Department of Defense Contract Security Classification Specification DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DSCA Defense Counterintelligence and Security Agency FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance IS Information System(s) KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SCR Service Contract Reporting SSN Social Security Number TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence MEARNG Maine Army National Guard MENG Maine National Guard

3.0 Reserve

4.0 Reserve

5.0 Requirements: The contractor shall:

5.1 FACILITY REQUIREMENT SUMMARY

The Contractor will provide a facility that meets the following requirement:

a. Event Management: Contractor shall provide an on-site point of contact that will conduct all pre-event planning and on-site execution of the conference in tight coordination with the Government contracting officer, Youth Program Point of Contact (POC) and other authorized Government officials.

b. Security: Contractor must take appropriate precautions to prevent unauthorized individuals from accessing conference and lodging facilities.

c. Lodging: Contractor shall provide cabins or rooms that can comfortably accommodate at a minimum of Fifty (50) personnel, forty-five (45) teens and Five

(5) Adults. Lodging shall be split between the male and female teens. Adults shall have rooms separate from the teen attendees.

d. Meals: Contractor shall provide hot meals and snacks for fifty (50) participants the entire three (3) day duration of the event. The meal plan shall consist of, at a minimum, dinner Friday, 19 May 2023, breakfast, lunch and dinner on Saturday, 20 May 2023 and breakfast and bagged lunch on Sunday, 21 May 2023. The contractor will also provide between meal snacks for the duration of event.

Starting with after dinner snack on Friday 19 May 2023 and ending with after dinner snack on Saturday 20 May 2023.

e. Meeting Rooms: Contractor shall provide conference space appropriate for 50 conference attendees. Meeting room space must adequately hold the required number of persons without any adverse restrictions on conference attendees, or interference in the meeting process. Space must be adequate to allow for small group team building breakouts indoors.

f. Team Building Activities: Contractor shall provide physical team building activities for a 4-8 hour time block. Training objective of the team building activities is to work/ problem solve as a team on a physical and rigorous course.

Contractor shall provide at least one (1) certified trainer to be able to oversee and manage the confidence course (eg high/low ropes, zipline, etc.) for the duration of the training event.

g. Event Staff: Event staff shall be properly trained and, if applicable, have proper certification on the event they are running. Vendor shall provide documentation to the Government point of contact (POC) that all event staff have a complete background check with favorable results. Staff shall not, at any point around the teen attendees, consume or have on their person’s alcohol, tobacco, vape pens, marijuana, drugs or drug paraphernalia.

h. Location: Facility must be located in central Maine, within 75 miles of Augusta so that all teens can arrive Friday evening at a reasonable time.

5.1.1 SERVICES REQUIREMENT SUMMARY

The Contractor must provide the following services:

a. Contractor shall be able to successfully provide the following hot meals for approximately Forty-Five (45) Teens and Five (5) adults. Please note: Some of the attendees may have sensitive food allergies and specific dietary restrictions. Specific lists will be provided by the Government POC.

b. Contractor shall provide the following meeting space(s):

1. Conference Meeting Space. Contractor shall provide one (1) main conference room for meals, and other various purposes. The room should be able to accommodate up to a minimum of 50 personnel, in a table style setting, with additional room for team building activities and movement. The vendor shall provide, at a minimum, equipment identified in section 5d below.

2. Events schedule are as follows:

Day Date Time

Friday May 19, 2023 12:00 PM to 11:30 PM Saturday May 20, 2023 7:00 AM to 11:30 PM Sunday May 21, 2023 7:00 AM to 2:00 PM

c. Lodging. Contractor shall provide on-site lodging to accommodate for, at a minimum, Fifty (50) attendees. Specific dates and instructions are listed below. Check-in time will be on Friday, May 19, 2023 to standard check-out time on Sunday, May 21, 2023. Teens may share two (2) or three (3) bedroom cabins, open bay cabins or rooms.

Day Date Specific Instructions

Friday May 19, 50 beds with the ability to split teens by gender

Saturday May 20, 50 beds with the ability to split teens by gender

d. Audio Visual Equipment Requirement. Contractor shall provide the following Audio VisualEquipment for the duration of the event:

One (1) 34” Rolling cart or equivalent One (1) 7’ Tripod Screen One (1) Speaker One (1) Projector

di. Team Building Activity. Contractor shall provide a confidence course (eg high/low ropes, zipline, etc.) with at least (1) qualified instructor for a 4 - 8 hour block of instruction on Saturday, May 20, 2023.

5.2 Service Contract Reporting:

5.2.1 Reserve

5.2.2 The contractor shall completely fill in all required data fields using the following web address: https://sam.gov. Log in and select Entity Registrations and then select Service Contract Reporting.

The Contractor shall report the required information annually by October 31, for services performed under this contract during the preceding Government fiscal year (October 1- September 30).

The DoD Guidebook for Service Contract Reporting in SAM, available on the DoD Procurement Toolbox at https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr. The General Services Administration (GSA) has also posted additional guidance such as quick start guides, informational videos, and frequently asked questions, that can be accessed by going to https://sam.gov and searching the “HELP” section. The SAM Federal User Guide is also available in the “HELP” section for comprehensive instructions on navigating SAM. Contractors requiring assistance using SAM should contact the Federal Service Desk at https://www.fsd.gov.

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

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

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

Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/in dex.html or https://www.acquisition.gov/dfars DoDM 1000.13-M-V1

DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b)

01/23/2014 (Change 1:

07/28/2020) http://www.esd.whs.mil/Directives/issuances/dodm

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors

(paragraph 9)

August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201 -2.pdf

DoDM 5200.2 Procedures for the DoD Personnel Security Program

(PSP)

04/03/2017 https://www.esd.whs.mil/Directives/issuances/dodm/

DoDI 5200.46 DoD Investigative and Adjudicative Guidance for Issuing the Common

Access Card (CAC)

09/09/14 (Change 1:

05/04/2018) https://www.esd.whs.mil/Directives/issuances/dodi/

Homeland Security Presidential Directive (HSPD)-12

Policy for a Common Identification Standard for Federal Employees and

Contractors

08/27/2004 https://www.dhs.gov/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and

Civil Liberties Programs

01/29/2019 https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of Defense Privacy

Program

05/14/2007 https://www.esd.whs.mil/Directives/issuances/dodm/ https://sam.gov/ https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr https://www.fsd.gov/ https://www.acquisition.gov/?q=browsefar http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html https://www.acquisition.gov/dfars http://www.esd.whs.mil/Directives/issuances/dodm http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.dhs.gov/homeland-security-presidential-directive-12 https://www.esd.whs.mil/Directives/issuances/dodi/ http://www.esd.whs.mil/Directives/issuances/dodm/

DoDD 8140.01 Cyberspace Workforce Management

10/05/2020 https://www.esd.whs.mil/Directives/issuances/dodd/

DoD 8570.01-M Information Assurance Workforce

Improvement Program

12/19/2005 (Change 4:

11/10/2015) https://www.esd.whs.mil/Directives/issuances/dodm/

DoD 5220.22-M National Industrial Security Program

Operating Manual (NISPOM)

02/28/2006 (Change 2:

05/18/2016) https://www.esd.whs.mil/Directives/issuances/dodm/

Army Directive 2014-05 Policy and Implementation

Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors

03/07/2014 https://armypubs.army.mil/ProductMaps/PubForm/A rmyDir.aspx

AR 25-2

Information Assurance

04/04/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR .aspx

AR 530-1

Operations Security

09/26/2014 http://armypubs.army.mil/ProductMaps/PubForm/AR .aspx

AR 525-13

Antiterrorism

12/09/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR .aspx

AR 381-12

Threat Awareness and Reporting

Program (TARP) (Section II, ¶ 2-4.b)

06/01/2016 http://armypubs.army.mil/ProductMaps/PubForm/AR .aspx

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

Form Date Website

DD 1172-2

Application for Identification Card/DEERS Enrollment

Mar 2017 http://www.dtic.mil/whs/directives/forms/index.htm

I-9 Employment Eligibility Verification

10/21/2019 https://www.uscis.gov/sites/default/files/files/form/i-9.pdf

DD 441

Department of Defense Security

Agreement

Feb 2020 http://www.dtic.mil/whs/directives/forms/dd/ddforms0001- 0499.htm

DD 250

Material Inspection and Receiving

Report

Aug 2000 https://www.esd.whs.mil/Directives/forms/dd0001_0499/ https://www.esd.whs.mil/Directives/issuances/dodd/ https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodm/ https://armypubs.army.mil/ProductMaps/PubForm/ArmyDir.aspx https://armypubs.army.mil/ProductMaps/PubForm/ArmyDir.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://www.dtic.mil/whs/directives/forms/forminfo/forminfopage2479.html http://www.dtic.mil/whs/directives/forms/forminfo/forminfopage2479.html http://www.dtic.mil/whs/directives/forms/index.htm https://www.uscis.gov/sites/default/files/files/form/i-9.pdf http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm https://www.esd.whs.mil/Directives/forms/dd0001_0499/

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

Objective Performance Standard Acceptable

Quality Levels

(AQL)

Surveillance Method / By Whom

Event Management

Contractor shall provide an on-site point of contact that will conduct all pre-event planning and on-site execution of the conference in tight coordination with the Government contracting officer, Youth Program Point of Contact (POC) and other authorized Government officials.

Meets the standard 90% of the time.

Random monitoring /

COR

Security Contractor must take appropriate precautions to prevent unauthorized individuals from accessing conference and lodging facilities.

Meets the standard 100% of the time.

Random monitoring /

COR

Lodging Contractor will provide cabins or rooms which will host 50 individuals 19 May 2023 and 20 May 2023. Teens can share two or three bedroom cabins, open bay cabins or rooms as long as there is enough rooms to split them by gender and also have their own bed.

Adults will need rooms separate from teens.

Meets the standard 100% of the time.

Random monitoring /

COR

Meals Contractor shall provide hot meals and snacks for fifty (50) participants the entire three (3) day duration of the event. The meal plan shall consist of, at a minimum, dinner Friday, 19 May 2023, breakfast, lunch and dinner on Saturday, 20 May 2023 and breakfast and bagged lunch on Sunday, 21 May 2023. The contractor will also provide between meal snacks for the duration of event. Starting with after dinner snack on Friday 19 May 2023 and ending with after dinner snack on Saturday 20 May 2023.

Meets the standard 100% of the time.

Random monitoring /

COR

Meeting Rooms

Contractor shall provide conference space appropriate for 50 conference attendees. Meeting room space must adequately hold the required number of persons without any adverse restrictions on conference attendees, or interference in the meeting process.

Space must be adequate to allow for small group team building breakouts indoors.

Meets the standard 100% of the time.

Random monitoring /

COR

Team Building

Contractor shall provide physical team building activities for a 4-8 hour time block. Training objective of the team building activities is to work/ problem solve as a team on a physical and rigorous course. Contractor shall provide at least one (1) certified trainer to be able to oversee and manage the confidence course (eg high/low ropes, zipline, etc.) for the duration of the training event.

Meets the standard 100% of the time

Random monitoring /

COR

Location Facility must be located in central Maine, within 75 miles of Augusta so that all teens can arrive Friday evening at a reasonable time.

Meets the standard 100% of the time.

Random monitoring /

COR

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS

Reference /

Deliverable Title

Frequency Number of Copies

Medium/Format Submit To

1.4.5.3 AT Level

1 Awareness

Training Certificates

Provide within 15 calendar days after employee completes training.

1 Electronic Submission

COR

1.4.5.11

OPSEC

Training

Certificates

Provide within 15 calendar days after employee completes training.

1 Electronic Submission

COR

1.4.5.12 OPSEC Level II Certification for

OPSEC

Coordinator

Provide NLT 15 days after employees completed certification

1 Electronic Submission

COR

1.4.10 Identification

Media

Return within 14 days of employee’s departure from contract performance.

Original(s) Hard Copy KO