Strong Bonds Retreat PWS.pdf

CUI//Limited Dissemination Control Controlled by: NCNG-USPFO/ASD CUI Categories: SP-PROCURE/SP-SSEL Ver. May 2018

PERFORMANCE WORK STATEMENT (PWS)

FOR

145th AW Strong Bonds Event 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 Strong Bonds Event Services, as defined in this PWS.

1.2 Background: The 145th AW will be conducting their Strong Bonds event on 17-19 May 2024.

This event will be conducted over a three-day period starting Friday evening and ending on Sunday afternoon. The goal is to provide a retreat that is geared towards building stronger marriages and families. The Department of Defense Strong Bonds mission is to increase Airman and Family readiness through relationship education and skills training. This Relationship Enrichment Retreat is designed to take place at an upscale venue with a retreat like feel in which couples meet in a larger group. The training modules and discussions are focused on strengthening the couple’s relationship. During the intervening breaks between the multiple modules, each couple is provided ample opportunity to more closely interact and bond.

1.3 Period of Performance (PoP): 17-19 May 2024.

1.4 General Information:

1.4.1 -1.4.3 Reserved.

1.4.4 Place and Performance of Services: Retreat like feel resort/venue with beach access within 275 miles of Charlotte Douglas International Airport

1.4.5.1 – 1.4.5.4 Reserved.

1.4.5.5 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.5.6 -1.4.5.10 Reserved.

1.4.5.11 Requirement for OPSEC Training. In accordance with AFI 10-701, Operations Security, OPSEC PMs/Signature Managers/Coordinators will provide OPSEC training or training materials to contract employees within 30 days of employees’ initial assignment to the contract and prior to having access to any critical information (CI) and annually thereafter. General organizational orientations may need to be supplemented by duty-related orientations in the work center targeted toward specific critical information and vulnerabilities associated with the work. Initial training (OPSE 1301 - OPSEC Fundamentals) is located on the ADLS website and refresher OPSEC training is conducted annually (at Commander's Call). The contractor shall

Controlled by: NCNG-USPFO/ASD CUI Categories: SP-PROCURE/SP-SSEL Ver. May 2018 submit certificates of completion for each contractor employee to the KO within 15 calendar days after completion of training.

1.4.5.12 -1.4.7 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 Subpart 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. 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 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 – 1.4.15 Reserved.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 Contracting Officer (KO): 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 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

Controlled by: NCNG-USPFO/ASD CUI Categories: SP-PROCURE/SP-SSEL Ver. May 2018

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

2.1.6 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:

AR Army Regulation AT/OPSEC Antiterrorism/Operational Security CMRA Contractor Manpower Reporting Application DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer NGB National Guard Bureau PII Personally Identifiable Information POC Point of Contact PWS Performance Work Statement QA Quality Assurance QC Quality Control SSN Social Security Number

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: none

3.2 Materials: none

3.3 Equipment: none

3.4 Services: none

3.5 Utilities: none

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

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

5.0 Requirements: The contractor shall:

A. Dates and Geographical Locations:

Controlled by: NCNG-USPFO/ASD CUI Categories: SP-PROCURE/SP-SSEL

Arrival Date: 17 May 2024

Departure Date: 19 May 2024

Location: Retreat like feel resort/venue with beach access within

275 miles of Charlotte Douglas International Airport

Final Head Count Deadline: 5 days prior to event; the Government will only be liable for the quantity of rooms/meals not released back to the vendor.

Estimated # of attendees: 70

Conference Rooms 1 main conference room

1 dining area All convention space shall be housed in one facility All sleeping rooms shall be housed in one facility

Parking Fees: Include in Lodging Rate

Maximum JTR Lodging/Meal Rates – For meals and lodging, ensure the unit pricing is no more than the JTR to include all fees; Federal/State Tax Exempt

*Note: Gov’t is excluded from paying State and Federal taxes. The Supremacy Clause of the Constitution prevents any State government from imposing state and local taxes on a federal government entity.

B. Sleeping Rooms: An estimated total of 35 double occupancy rooms for attendees to accommodate at least 2 adults.

1. Minimum Room Requirements:

All lodging facilities shall be cleaned according to applicable state law and come equipped with linens, towels, and other supplies adequate for the occupancy rate.

2. Incidentals: The federal government will only pay for the room charges. At the time of check-in, attendees’ personal credit card shall be placed on file at the hotel to cover any incidental expenses such as room service, telephone calls, movies and game rentals, restaurant invoices, etc. These expenses are the responsibility of the individual, and shall be billed to their personal credit card account or deducted from cash provided during check-in. NOTE: If cash or credit card is unavailable, incidental services shall be blocked for use in the room.

C. Meeting Spaces:

Friday, 17 May 2024: Hotel audio and visual representatives shall be available to meet in conference room to test AV equipment on Friday between 4:00pm and 5:00pm.

Controlled by: NCNG-USPFO/ASD

1. Check-in Space:

a. Shall be located in hotel lobby with desk or 2 draped 6’ tables located in view of registration desk from 4:00pm – 7:00pm.

b. As members arrive, they will check-in with both Strong Bonds staff, and Hotel staff for room assignment.

2. Dining Area – Dinner Meal (1 ea):

a. One room or area to serve dinner for 70 personnel. This room is separate from the conference room/meeting area to conserve time.

b. This room shall be available from 6:30pm – 7:30pm

3. Conference Room (1 ea):

a. Room shall accommodate at minimum 70 members with circle table seating from

7:00pm - 9:00pm.

i. The room shall have a table for presenter’s computer, and a podium. The conference room shall have air-conditioning and heating capability for climate control. The conference space shall be set up with Audio/Visual Equipment. The contractor shall provide A/V equipment to include video projector (HDMI), screen (8 foot minimum), & lapel style microphone that connects to house sound system. The contractor shall ensure electrical outlet usage is possible and connection cables are available.

ii. Screens shall be large enough to ensure all attendees can easily view presentations.

iii. If it becomes necessary, the Government is permitted to supply, setup, and utilize their own LCD projectors, and laptop computers with Microsoft PowerPoint applications to be used in conjunction with contractor-provided equipment in the conference room at no additional cost.

b. Meeting spaces shall be designated for this event only allowing conference supplies, materials, and equipment to remain in place throughout the conference.

c. Room shall include coffee/tea, water, and light snack service.

Saturday, 18 May 2024: The conference room shall be available from 8:00am-4:00pm. The dining area shall be available for scheduled meals and times.

1. Dining Area - Breakfast (1 ea):

a. One room or area to serve breakfast for 70 personnel. This room is separate from the meeting area/conference room to conserve time.

b. This room shall be available from 7:30am – 8:30am.

2. Conference Room (1 ea):

a. Room shall accommodate at minimum 70 personnel with circle table seating from 8:00am – 4:00pm.

i. Table for presenter’s computer, and a podium. The conference room shall have air-conditioning and heating capability for climate control. The conference space shall be set up with Audio/Visual Equipment. The contractor shall provide A/V equipment to include video projector (HDMI), Controlled by: NCNG-USPFO/ASD CUI Categories: SP-PROCURE/SP-SSEL Ver. May 2018 screen (8 foot minimum), & lapel style microphone that connects to house sound system. The contractor shall ensure electrical outlet usage is possible and connection cables are available.

ii. Screens shall be large enough to ensure all attendees can easily view presentations.

iii. If it becomes necessary, the Government is permitted to supply, setup, and utilize their own LCD projectors, and laptop computers with Microsoft PowerPoint applications to be used in conjunction with contractor-provided equipment in the conference room at no additional cost.

b. Meeting spaces shall be designated for this event only allowing conference

3. Dining Area - Lunch (1 ea):

a. One room or area to serve lunch for 70 personnel. This room is separate from the meeting area to conserve time.

b. This room shall be available from 12:00pm – 1:00pm

4. Dining Area – Dinner (1 ea):

a. One room or area to serve dinner for 70 personnel. This room is separate from the meeting area to conserve time.

b. This room shall be available from 6:00pm – 7:00pm

Sunday, 19 May 2024: With the exception of the dining space, all meeting spaces listed below shall be available from 8:00am-12:30pm The dining area shall be available for scheduled meals and times.

1. Dining Area - Breakfast (1 ea):

a. One room or area to serve breakfast for 70 personnel. This room is separate from the meeting area to conserve time.

b. This room shall be available from 7:30am – 8:30am.

2. Conference Room (1 ea):

a. Room shall accommodate at minimum 70 personnel with circle table seating from 8:00am – 12:30pm.

i. Table for presenter’s computer, and a podium. The conference room shall have air-conditioning and heating capability for climate control. The conference space shall be set up with Audio/Visual Equipment. The contractor shall provide A/V equipment to include video projector (HDMI), screen (8 foot minimum), & lapel style microphone that connects to house sound system. The contractor shall ensure electrical outlet usage is possible and connection cables are available.

ii. Screens shall be large enough to ensure all attendees can easily view presentations.

iii. If it becomes necessary, the Government is permitted to supply, setup, and utilize their own LCD projectors, and laptop computers with Microsoft PowerPoint applications to be used in conjunction with contractor-provided equipment in the conference room at no additional cost.

Controlled by: NCNG-USPFO/ASD CUI Categories: SP-PROCURE/SP-SSEL Ver. May 2018

b. Meeting spaces shall be designated for this event only allowing conference

D. Catering: Contractor shall send final menu to Gov’t POC to confirm choices 10 calendar days prior to event (Gov’t will allow for minor variations from proposed menu to final menu.)

1. Breakfast Meal:

a. Two meat options

b. Two egg options

c. Pancake or French Toast option

d. Fresh Fruit

e. Milk, Coffee, Water, Juice, Tea

f. Breakfast meals shall be served buffet style.

2. Lunch/Dinner Meal:

a. Two meat options

b. Two vegetable options

c. Two starches

d. Rolls

e. Salad w/ dressing options

f. Dessert

g. Vegetarian option shall be offered to those who have a dietary restriction.

h. Tea, Water, Soft Drinks

i. Lunch/dinner meals shall be served buffet style.

Meal Example:

Breakfast | Buffets (6:30am – 7:45am) Sausage and Bacon Scrambled and Hard Boiled Eggs Pancakes Fresh Fruit Milk, Coffee, Water, Juice, Tea

Luncheon/Dinner | Buffets (12:30pm -1:30pm) Grilled Breast of chicken with 5 cheese blend with tomato basil sauce Beef Burgundy House Salad / Cesar salad w/ dressings Mixed Vegetables Rice Pilaf Mashed Potatoes w/ gravy Chef selection of dessert Rolls Tea, Water, Soft Drinks

Controlled by: NCNG-USPFO/ASD

1. Contractor shall provide the following miscellaneous items throughout the entire conference period:

a. Sign(s) identifying to participants the location of training

2. Contractor shall provide a point of contact for all pre-event coordination activities and an on-site point of contact at each event.

F. ATOPSEC & FEMA:

1. The venue shall be cleared by NC ANG ATOPSEC Personnel & FEMA to be eligible to receive a contract. The FEMA database will be reviewed prior to award.

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 or http://farsite.hill.af.mil/

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/cu rrent/index.html or http://farsite.hill.af.mil/

AR 530-1

Operations Security

09/26/2014 OK http://armypubs.army.mil/ProductMaps/PubF orm/AR.aspx https://www.acquisition.gov/?q=browsefar http://farsite.hill.af.mil/ http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://farsite.hill.af.mil/ http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx