RFQ Attachment 1 PWS - HT942525R0006 - USAMRDC FY25 Fall Strategic Offsite.pdf

RFQ ATTACHMENT 1 – HT942525R0006 – PERFORMANCE WORK STATEMENT (PWS)

Title: U.S. ARMY MEDICAL RESEARCH AND DEVELOPMENT COMMAND (USAMRDC) FY25 FALL

STRATEGIC OFFSITE (FSO)

Requiring Activity Name: U.S. Army Medical Research and Development Command (USAMRDC)

1. INTRODUCTION AND REQUIREMENTS

The USAMRDC is the Department of Defense’s medical materiel developer, with responsibility for medical research, development, and acquisition. The USAMRDC’s expertise in these critical areas helps establish and maintain the capabilities the Army needs remain ready and lethal on the battlefield.

Ensuring our Armed Forces remain in optimal health and are equipped to protect themselves from disease and injury, particularly on the battlefield, is the job of the USAMRDC. The USAMRDC’s headquarters (HQ) is at Fort Detrick, MD, with nine subordinate commands/directorates located throughout the world. Seven medical research laboratory directorates execute the science and technology program to investigate medical solutions for the battlefield with a focus on various areas of biomedical research, including military infectious diseases, combat casualty care, military operational medicine, medical chemical and biological defense, and clinical and rehabilitative medicine. The USAMRDC manages a large extramural research program with numerous contracts, grants, and cooperative research and development agreements to provide additional science and technology capabilities from leading academic, private industry, and other Government organizations.

The use of “Contractor” and “facility” are used interchangeably throughout this Performance Work Statement (PWS) and have the same meaning.

1.1. Mission

1.1.1 The Command’s mission is to responsively and responsibly create, develop, acquire, and deliver capabilities for the Warfighter.

1.2. Background

The USAMRDC Fall Strategic Offsite (FSO) is a semi-annual hybrid (in-person and virtual) event with USAMRDC leadership and staff. As stated above, the USAMRDC is comprised of nine subordinate command/directorates, which are geographically dispersed throughout the world. As a result, the FSO: (1) brings leaders and staff from across USAMRDC together in one location; (2) allows leaders and staff to hear the Commander’s vision, guidance on the current operating environment and threats, and provide a common understanding of how USAMRDC’s mission supports the future fight in multi-domain operations; (3) provides an environment for USAMRDC leaders and staff to come together in-person to exchange views and share information, discuss challenges and seek solutions, introduce new strategies, fuel collaboration, and build camaraderie across the USAMRDC; and (4) contributes to leadership development and camaraderie.

1.3. Objective

The USAMRDC requires a facility to provide meeting room space, audio/visual, food and beverage (three lunches, one dinner, and two days with two breaks (morning and afternoon)) for sixty (60) personnel with walkable access to lodging (overnight stay) in the Manchester, NH area for the FY25 FSO scheduled for 12 November 2024 through 15 November 2024.

1.3.1. The USAMRDC requires the physical location of the facility to be located within a five-minute walking radius of the center of downtown Manchester, NH to accommodate agenda driven events.

Area #1: Downtown Manchester, NH for purposes of this requirement is centered at the Mill Girl Statue located at Commercial St, Manchester, NH 03101.

Area #2: The USAMRDC has preliminary lodging arrangements with Tru by Hilton Manchester Downtown; 135 Spring St, Manchester, NH 03101, and a social event with The Common Man Roadside Millyard; 451 Commercial St, Manchester, NH 03101.

1.3.2. The USAMRDC requires the facility to be within a five-minute walking distance to a variety of restaurants and social venues to promote social interaction after formal events are held during the day.

1.3.3. The USAMRDC will only contract directly with the facility and will not accept outside/third-party facilitators for the contract. The USAMRDC requires direct coordination and communication with facility event coordinators before, during, and after the event. All modifications to the contract are coordinated directly between the USAMRDC Contracting Officer (KO), event Technical Point-of-Contact (TPoC), and the facility coordinator.

1.4. Scope

The required services provided by the Contractor are determined as non-severable. The scope of the FSO includes the five objectives listed below:

1.4.1. Objective 1: Meeting Room Space. The Contractor shall provide meeting room space for general sessions to accommodate sixty (60) attendees, six breakout rooms to accommodate five to six attendees per room, and one private office space. Table 1 identifies the projected schedule of events to include the room configuration for the FY25 FSO.

Table 1 - Schedule of Events*

Date Start Time

End Time Function Setup Attendees

Tuesday, 12 November 2024 9:00 AM 5:00 PM Event Preparation Furniture setup, A/V tests, and walkthrough 3

Wednesday, 13 November 2024 7:30 AM 7:30 PM Office Office 1 Wednesday, 13 November 2024 7:30 AM 7:30 PM General Session Round tables 60 Wednesday, 13 November 2024 7:30 AM 7:30 PM Breakout** Conference tables 30 Thursday, 14 November 2024 7:30 AM 7:30 PM Office Office 1 Thursday, 14 November 2024 7:30 AM 7:30 PM General Session Classroom 60 Thursday, 14 November 2024 7:30 AM 7:30 PM Breakout** Conference tables 30 Friday, 15 November 2024 7:30 AM 1:00 PM Office Office 1 Friday, 15 November 2024 7:30 AM 1:00 PM General Session Classroom 60 Friday, 15 November 2024 7:30 AM 7:30 PM Breakout** Conference tables 30

*Subject to change ** Six breakout rooms are needed throughout the duration of the FSO that can accommodate 5-6 people per room for a maximum total of thirty (30) people.

1.4.1.1 The Contractor shall provide the TPoC access to the general session room, breakout rooms, and office space starting at 9:00 AM on 12 November 2024 for event preparations.

1.4.1.2. The Contractor shall provide a complete meeting package for the FSO to include the following:

a. Cleaning and housekeeping duties – garbage cans, table sets cleaned and dressed. Additional cleaning and sanitation of all meeting areas in accordance with (IAW) applicable laws and regulations for

COVID-19.

b. General amenities for meeting rooms and public areas – five dry erase easels, markers, paper, and pens in each breakout room.

c. Room sets – table and chair sets based on circular table design and placement of attendees and presentation sets in round-table orientation.

d. Draped and skirted round tables (to accommodate five to six each) with chairs for registration and other ad hoc services.

e. Grafting tape downs for all electrical requirements that will protect the personal safety of all attendees accessing the meeting rooms and to ensure safety of attendees.

f. The meeting room occupancy shall comply with local and state fire codes.

g. Rooms defined for meals and catering service.

h. Lock and key defined and provided to USAMRDC FSO TPoC to ensure all rooms are secured when not active.

i. Wireless secure internet access in all meeting/meal spaces capable of handling up to sixty-five (65) concurrent connections without degradation and at a bandwidth to allow for upload and download of large files by multiple computers and devices. Ensure capability of government VPN connection capability to wireless internet routers/points.

j. Wired secure internet access in private office capable of handling up to one connection without degradation and at a bandwidth to allow for upload and download of large files. Ensure capability of government VPN connection capability to wireless internet routers/points.

k. On-site technical support to resolve all facility network failures within 30 minutes of network failure.

1.4.1.3. The Government is tax exempt, and the Contractor shall not apply federal or states taxes.

1.4.2. Objective 2: Food and Beverage. The Contractor shall provide food and beverage to include two days of two breaks (AM and PM), one day of one break (AM), three lunches, one dinner, and daily coffee/tea/water and snacks station for the sixty (60) attendees during the period of performance as follows:

a. Wednesday, 13 November 2024: AM Break, lunch, PM Break, dinner, and all-day coffee/tea/water and snack station.

b. Thursday, 14 November 2024: AM Break, lunch, PM Break, and all-day coffee/tea/water and snack station.

c. Friday, 15 November 2024: AM Break, morning coffee/tea/water and snack station, and boxed lunch.

1.4.2.1. The Contractor shall coordinate the exact time of the morning (~10:00-10:30 AM) and afternoon break (~3:00-3:30 PM) service with the TPoC. The USAMRDC will conduct an offsite event for the duration of one afternoon during the Forum.

1.4.2.2. The daily morning and afternoon breaks shall consist of light refreshments available between meals.

Refreshments are to remain light and not substantial enough to constitute a meal. A coffee, hot-water, tea selection, water, and snack station are available from 7:30 AM to 7:30 PM. The Contractor shall not provide alcoholic beverages of any kind under the performance of this contract. All FSO attendees are personally responsible for the purchase and payment of all alcoholic beverages.

1.4.2.3. The Contractor shall provide menus for coordination of the food selection for the morning and afternoon breaks with the TPoC five business days prior to the start of the FSO. The Contractor shall accommodate attendee special diets where feasible and within contracted meal plan. All food is served IAW applicable laws and regulations under the safety protocols for COVID-19 environment guidelines and delivered in a safe and contactless manner.

1.4.2.4. The Government is tax exempt, and the Contractor shall not apply federal or states taxes.

1.4.2.5. No meal or break shall exceed applicable per diem rate.

1.4.3. Objective 3: Audio/Visual. The Contractor shall provide capabilities as follows:

1.4.3.1 Private VLAN and hardline internet connections with 60 mbps up/down to support Microsoft (MS) Teams integration:

a. Tuesday, 12 November 2024: One private VLAN and hardline internet connection for one USAMRDC-provided laptop. This day will solely be used for network testing and troubleshooting in the main conference room for MS Teams activities (audio/video conference).

b. Wednesday, 13 November 2024 through Friday 14 November 2024: One private VLAN and hardline internet connections for one USAMRDC-provided laptop. This connection will be utilized in the private office used for the General Session MS TEAMS activities (audio/video conference).

c. Wireless secure internet access in all meeting/meal spaces capable of handling up to sixty-five (65) concurrent connections without degradation and at a bandwidth to allow for upload and download of large files by multiple computers and devices. Ensure capability of government VPN connection capability to wireless internet routers/points

1.4.3.2. A direct Point of Contact for third-party supplies of A/V rental equipment. The total A/V charges will be included in the resulting contract.

1.4.3.3. The Government is tax exempt, and the Contractor shall not apply federal or states taxes.

1.5. Cancellation

The USAMRDC is not liable for any costs because of cancelling the FSO for any reason to include but not limited to natural disasters, weather events, and pandemics (CONUS or OCONUS). The USAMRDC will notify the facility immediately or within 24 hours from the start date (whichever comes first) of the FSO should USAMRDC need to cancel the FSO.

1.6. Non-Personal Services

This PWS identifies services that are strictly non-personal in nature, as defined in Federal Acquisition Regulation (FAR) Part 37. The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required services. Under no circumstances shall the Government assign work, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or given the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the KO immediately.

1.7. System for Award Management (SAM)

All Contractors doing business with the Federal Government, IAW Federal Acquisition Regulation (FAR) Subpart

4.11 – System for Award Management (SAM), require registration in SAM at the time an offer or quotation is submitted to comply with the annual representations and certifications. The U.S. Army Medical Research Acquisition Activity (USAMRAA) will verify the Contractor’s SAM registration by saving a copy of the registration as a Portable Document Format (PDF). The SAM verification will include the Contractor’s name, address, Unique Entity ID (UEI) number, and CAGE code along with the date stamp the verification occurred. The results of the verification will be uploaded to the contracting file. In the absence of a date stamp, the date the registration was uploaded to the contract file will be considered the date stamp.

1.8. Representations and Certifications Checks

The USAMRAA is required to review and include a copy of the Contractor's Representations and Certifications (accessible through SAM) in the contract file for any prospective Contractor selected for award. All contract modifications require USAMRAA to review the Representations and Certifications for positive certifications regarding FAR 52.209-5 – Certification Regarding Responsibility Matters and FAR 52.209-11 – Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction Under any Federal Law.

1.9. Certification Regarding Responsibility Matters

The KO is responsible for immediately providing an official notification of referral on letterhead to the Army Suspension Debarment Official (SDO) if a Contractor submits a positive certification to FAR 52.209-5. The KO must notify their immediate Supervisor, who will be responsible for notifying the USAMRAA Senior Leadership.

IAW FAR 52.209-5, the KO may proceed with award to the Contractor; however, follow-up on the referral to the SDO is required and the contract file is documented with all related correspondence.

1.10. Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction Under any Federal Law

The KO is responsible for immediately providing an official notification of referral on letterhead to the Army SDO if a Contractor submits a positive certification to FAR 52.209-11. The KO must notify their immediate Supervisor, who will be responsible for notifying the USAMRAA Senior Leadership. The KO, IAW FAR 52.209-11, may NOT proceed with award to the Contractor, until they have received official authorization in writing from the SDO. The KO will follow-up on the referral to the SDO and shall document the contract file with all related correspondence.

2. GENERAL REQUIREMENTS

2.1. Business Relations

2.1.1 The Contractor shall successfully integrate and coordinate all activity needed to execute the requirements of this PWS. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.2. Contract Management

The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the contract.

2.2.1. Contract Management Activities

a. Government Management of the Contract. The KO will designate a TPOC to oversee the contract with the following responsibilities:

(1) Serving as the primary point-of-contact for contract level coordination of administration and technical performance matters.

(2) Identifying the need for generating contract modification requirements.

(3) Inspection, accepting, or rejecting all Contractor technical deliverables and invoices provided under the contract.

(4) Serving as the approval and disapproval authority for receiving reports and invoices.

(6) Conducting contract surveillance activities.

(7) Elevating to the KO any problems that cannot be addressed by the TPoC.

b. Contractor Management of the Contract. The Contractor shall designate a Conference Manager to serve as a liaison with the Government TPoC. The Conference Manager shall be vested with the full authority to provide oversight of the contract and resolve issues as they arise and provide overall contract performance. The Conference Manager shall be available throughout period of performance of this contract. The Conference Manage shall deliver to the TPoC five business days in advance of the FSO the point-of-contacts (PoC) who have the authority to resolve issues affecting the respective areas of support such as room maintenance, security, catering, audio/visual, and payment. The Conference Manager shall ensure contract performance is efficient, accurate, on time, and in compliance with the requirements of this PWS. In addition, the Conference Manager shall ensure timely and accurate submission of invoices.

2.2.2. Contract Administration

The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement.

The Contractor shall respond to the Government requests for contractual actions by the suspense date. The Contractor’s Conference Manager shall serve as the PoC between the Government and other Contractor personnel assigned to provide support. The Contract Administration Team will consist of the following members:

2.2.2.1. The KO will have overall responsibility for administering the contract. The KO is the only person authorized to obligate the Government and make changes to the contract. The KO will manage contract administration and quality assurance surveillance functions supported by contract administrators and the TPoC.

2.2.2.2. The TPoC will be assigned by the KO and will be directly responsible to the KO. The TPoC serves as the Government’s PoC for contract coordination of administration and performance.

2.3. Subcontractor Management

The prime Contractor shall be responsible for any subcontract management necessary to integrate work performed under the contract and shall be responsible and accountable for subcontractor performance.

2.4. Location and Hours

2.4.1. Location of Work. Accomplishment of the results contained in this PWS requires work to be performed on-site at the Contractor’s facility.

2.4.2. FSO Hours. The Contractor shall ensure the meeting space is available from the hours of 7:30 AM to 7:30 PM daily during the FSO.

2.5. Quality Control Plan (QCP)

This contract is established using FAR Part 12, Acquisition of Commercial Items and FAR Part 13, Simplified Acquisition Procedures; therefore, no Quality Control Plan (QCP) is required.

2.6. Quality Assurance

The Government will rely on the Contractor’s existing quality assurance system as a substitute for Government inspection and testing for compliance with contract requirements. The Government shall rely on the Contractor to accomplish all inspection and testing needed to ensure the services conform to contract quality requirements before delivered to the Government IAW FAR Part 46.301.

3.0 SPECIAL REQUIREMENTS

3.1. Security and Safety

The Contractor shall take all reasonable steps and precautions to prevent accidents and preserve the life and health of both Contractor and Government personnel. The Contractor’s Security Manager shall establish a direct line of communication with the TPoC for all security issues/concerns prior to and during the FSO. The USAMRDC Security Manager will conduct an on-site review of facility security and safety measures prior to the FSO.

3.1.1. The Contractor shall not under any circumstances post information to public website or social media locations, personal or professional, that in any way discloses names, locations, facility data, participants, discussions, pictures, before, during, or after the contract period of performance without the expressed written consent of the KO. The Contractor shall not cite any information to include contract information, pictures, locations, etc. obtained through this contract on any Contractor marketing tools to include the facility website. The Contractor shall not post any signs or notices of any kind that include the name of the event, the contracting organization's name, or the event's affiliation with the U.S. government prior to and for the duration of the event.

3.1.2. The Contractor shall provide names of all facility personnel who will work in direct support of the event - i.e., those who will access the meeting areas for any reason (e.g., table or A/V set-up, clean, refreshment service) and those who will work directly with products or systems provided in support of the event (e.g., computer and A/V support, food preparation and service) - to the USAMRDC TPoC no later than October 31, 2024.

4.0. DELIVERABLES AND INSPECTION/ACCEPTANCE

The Contractor shall deliver to USAMRDC the facility and services IAW with the areas identified in Section 1.3 of this PWS to accommodate the USAMRDC FY25 FSO.

The TPoC will reject or require correction of any deficiencies found in the deliverables from the Contractor. In the event of a rejected deliverable, the Contractor’s Conference Manager will be notified immediately by the TPoC for the specific reason(s) for rejection. In response, the Conference Manager shall coordinate with the TPoC corrective measures for each rejection received and the resolution shall be mutually agreed upon between the Conference Manager and the TPoC.

4.1. Inspection and Acceptance

Certification by the Government of satisfactory services provided is contingent upon the Contractor performing in accordance with the performance standards contained in the Contractor’s existing quality assurance system and all terms and conditions of the contract.

4.2. Performance Surveillance Matrix

The Performance Surveillance Matrix (Table 3) is the list of performance objectives and standards that must be performed by the Contractor. This matrix details the method of surveillance and frequency the TPoC will use to validate and inspect the performance elements. Inspection of each element will be documented in the contract file.

Table 2 – Performance Surveillance Matrix

PWS

Objective Standard Acceptable Quality Level Method of Surveillance

1.4.1. Meeting room space is provided IAW Table 1 and

Section 1.4.1.1.

100% Compliance 100% Inspection, TPoC Validation

1.4.2. Food and beverage are delivered and prepared

according to predetermined menus and schedule following COVID-19 applicable laws and regulations.

100% Compliance 100% Inspection, TPoC Validation

1.4.3. Audio/Video technical support is available and

responsive during event space usage.

100% Compliance 100% Inspection, TPoC Validation

4.3. Combat Trafficking in Persons (CTIP)

The DoD has a zero tolerance policy for human trafficking. The Defense Federal Acquisition Regulation Supplement (DFARS) 222.17 mandates surveillance for ensuring compliance with Combatting Trafficking in Persons (CTIP). The DoD CTIP website is located at https://ctip.defense.gov. Table 4 will be used to ensure the Contractor is complying with CTIP and the results documented in the contract file. In accordance with (IAW) FAR 52.222-50(c)(10) Combating Trafficking in Persons, the Contractor shall educate all employees assigned to this contract of the Government’s policy prohibiting trafficking in persons and the actions that will be taken against employees for violating to include but not limited to, removal from the contract, reduction in benefits, or termination of employee. As the TPoC monitors the Contractor and its employees, CTIP is a priority. The TPoCs do not have the authority to investigate suspected incidents of CTIP, instead, forward all reported or suspected violations to the KO immediately.

https://ctip.defense.gov/

Table 3 – CTIP Monitoring

Task Standard Acceptable

Quality Level

Surveillance Method Incentive

Has the Contractor informed employees including subcontractor employees assigned to this contract of the DoD/Army zero tolerance CTIP policy, including informing employees of the actions that will be taken against them for violations of this policy?

Reference: FAR Subpart 52.222-50, Para (c)(10

Contractor shall inform employees of policy immediately

100% Compliance

100% Inspection, TPoC validation

Positive Past Performance Evaluation

Has the Contractor informed the TPoC about any information it receives that alleges a Contractor employee or subcontractor employee has engaged in conduct violating the CTIP policy?

Reference: FAR Subpart 52.222- 50(d)(1)

Contractor shall report such information to the TPOC immediately

100% Compliance

100% Inspection, TPoC validation

Positive Past Performance Evaluation

Has the contractor informed the KO about any actions taken against Contractors, or subcontractor employees pursuant to CTIP policy?

Reference: FAR Subpart 52.222- 50(d)(2)

Contractor shall report such information to the TPoC and KO immediately

100% Compliance

100% Inspection, TPoC validation

Positive Past Performance Evaluation

4.4. Invoicing and Receiving Report Instructions - Fixed Price Contracts

The Contractor shall submit invoices and initiate receiving reports electronically through Wide Area Work Flow via the Procurement Integrated Enterprise Environment (PIEE) for services rendered under this contract in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports and 252.232-7006 Wide Area Workflow Payment Instructions. The Contractor shall submit invoices for payment and initiate receiving reports monthly and the Government will process invoices for payment and associated receiving reports monthly. Fixed price service contracts require the WAWF 2-in-1 format. Back up documentation shall be included and attached to WAWF documents as referenced in Section 5.8.2. Attachments created in any Microsoft Office product are attachable to the invoice in WAWF.

Contractor personnel shall self-register at the web site https://piee.eb.mil/xhtml/unauth/home/login.xhtml and be activated by the Contractor’s designated Electronic Business Point of Contact. The WAWF training is available at the same website.

https://piee.eb.mil/xhtml/unauth/home/login.xhtml

1.1. Mission