Teen Symposium - PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

For

FY25 Teen Symposium

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 various services for the MEARNG youth program, as defined in this PWS.

1.2 Background: The Maine Army National Guard (MEARNG) family program intends to host a Teen Symposium Event that provides training and resources for teens who are family members of Maine National Guard Service Members per guidance found in FY25 NGB-J1 Resource Guidance Child and Youth Services (CYS).

1.3 Period of Performance (PoP): The Period of Performance shall be for three days.

Base period: 16 May 2025 to 18 May 2025

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 12:00 pm on Friday May 16, 2025 to 2:00 pm on Sunday, May 18, 2025, except on recognized US holidays. The contractor shall at all times maintain an adequate workforce 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. Location of the facility shall be within 75 miles of Augusta Maine.

1.4.1.1 Telework: The Government does not permit the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Plant (COOP), a telework program may be enacted to ensure that the Government’s mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

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): Reserved

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 Installation Access and Security Requirements. Reserved

1.4.5.1 For contractors requiring Common Access Card (CAC): Reserved

1.4.5.1.1 Homeland Security Presidential Directive (HSPD)-12 Background Investigation Requirements: Reserved

1.4.5.1.2 Trusted Associated Sponsorship System (TASS): Reserved

1.4.5.1.3 Reserved

1.4.5.1.4: Reserved

1.4.5.1.5 Reserved

1.4.5.1.5.1 Failure to comply with these requirements may result in withholding of final payment.

1.4.5.1.6 Reserved

1.4.5.2. Reserved

1.4.5.3 Awareness Training (AT) Level 1: Reserved

1.4.5.4 iWATCH Training: Reserved

1.4.5.5 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or received a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government’s computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.6 Use of Government Information System (IS). Reserved

1.4.5.6.1 Reserved

1.4.5.6.2 Reserved

1.4.5.6.3 Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know.

1.4.5.6.4 Reserved

1.4.5.6.5 Reserved

1.4.5.7: Reserved

1.4.5.8: Reserved

1.4.5.9 Information Assurance (IA)/Information Technology (IT) certification: Reserved

1.4.5.10: 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.

1.4.5.11 OPSEC Training: Reserved

1.4.5.12 OPSEC SOP/Plan: Reserved

1.4.5.13: Reserved

1.4.5.14: Reserved

1.4.6 Physical Security. Reserved

1.4.6.1 Key Control. Reserved

1.4.6.2 Lock Combinations: Reserved

1.4.7 Special Qualifications: The contractor shall ensure all employees possess all required licenses and safety certifications, for all team building activities (high/low ropes, course, zipline, etc) in order to performed this contract. This does not include education or other qualifications for the position in which the contractor employee is performing, dress codes, or other information. (NOTE: The Government does not provide training to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certified, and otherwise qualified to provide services.)

1.4.7.1 The contractor shall ensure all employee posses all local and state required food safety certifications for preparing/serving food and food items in the performance of this contract. This does not include education or other qualification for the position in which the contractor employee is performing, dress codes, or other information. The contractor shall ensure all employees engaged in the preparation and serving of food are medically cleared by medical professionals prior to execution of this contract. Note: The Government does not provide training and/or medical screening to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certify, and qualified to provide service.

1.4.7.2 The contractor shall possess a current American National Standard Institute (ANSI)- Conference for Food Protection (ServSafe) – (or a similar accredited program). The Government will not be liable for the cost of the certification. The ANSI Accreditation certificate can be found at: ANAB - ANSI National Accreditation Board

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 contractor’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 COR, 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: All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractors’ personnel are suitably marked as contractors’ products or the contractors participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.10.1 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: Reserved

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: Reserved

PART 2

DEFINITIONS & ACRONYMS

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:

PART 3

GOVERNMENT PROPERTY (GP) AND SERVICES

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: Reserved

3.2 Materials: Reserved

3.3 Equipment: Reserved

3.4 Services: Reserved

3.5 Utilities: Reserved

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

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.

4.2 Secret Facility Clearance: Reserved

4.3 Contractor Security Clearance: Reserved

PART 5

SPECIFIC TASKS

5.0 Requirements: The contractor shall provide:

5.1 Event Management: an on-site point of contact that will conduct all pre-event planning and on-site execution of the conference with the Government Contracting Officer Representative (COR) and other authorized Government officials.

5.1.1 Security: appropriate precautions to prevent unauthorized individuals from accessing conference and lodging facilities.

5.1.2 Lodging: 2-3 Cabins that can comfortably accommodate, at a minimum, fifty (50) personnel. The 50 personnel are comprised of 45 teens and five adults. The Contractor shall have accommodations that allow for separation of male and female teens.

5.1.2.1 Rooms for the Adult attendees that are separate from the teen attendees.

5.1.2.2 Lodging accommodations should have reasonable access to lavatories and shower facility.

5.1.3 Meals: Hot meals and snacks for the fifty (50) participants for the entire duration of the training event.

5.1.3.1: Meals that consist of, at a minimum, dinner on Friday May 16th 2025, Breakfast, Lunch and dinner on May 17th, 2025 and breakfast, along with a bagged lunch, on Sunday May 18th, 2025.

5.1.3.2: Between meal snacks for the entire duration of the event. Starting after dinner meal on May 16, 2025, and ending after dinner on May 17, 2025.

5.1.3.3: The contractor (or subcontractor) shall possess and maintain a current American National Standard Institute (ANSI)- Conference for Food Protection – Accreditation program (or a similar accredited program) and a Maine State food License issued by the Maine Department of Agriculture.

5.1.3.4 Contractor shall supply cooked meals ready to serve within 15 minutes of the specified times. Meals must be maintained at proper temperature if transported and throughout the serving periods.

5.1.3.5 The contractor shall comply with sanitation requirements of the State and Local laws regarding food code which would result in a satisfactory or better rating from a health inspection. To the greatest extent possible, all food should be prepared on the day it is to be served.

5.1.3.6 The contractor shall maintain a clean and sanitary workspace that follows health standards in either an indoor or outdoor service situation.

5.1.3.7 The contractor shall ensure all menu items will be prepared, transported, served and maintained at the temperatures recommended by the USDA. Food will be handled in strict adherence to food safety and precautions as recommended by the State of Maine and the U.S. Department of Agriculture (USDA) http://www.fsis.usda.gov/fact_sheets/safe_food_handling_fact_sheets.

5.1.3.8 The contractor shall ensure caterer’s staff will wear hairnets and if handling food, wear gloves and have a general neat, clean appearance.

5.1.3.9 All Contractor employees shall wash their hands upon reporting for work, immediately after visiting the lavatory, after using tobacco products, and after handling raw meat, poultry, garbage, or soiled items. All Contractor personnel shall maintain and keep fingernails clean, cut short and devoid of nail polish (food handlers and attendants).

5.1.3.10 The Contractor shall inspect contractor personnel for any evidence of communicable diseases, infectious wounds, open sores, or acute respiratory infection. Personnel with any health problems shall not be permitted to work any capacity where there is likelihood of food or food contact surface contamination with pathogenic organisms or transmitting disease agents to others. Personnel relieved of duty due to physician diagnosed illness must have a medical clearance before returning to work.

5.1.3.11 The contractor shall provide condiments, such as Mayonnaise, mustard, ketchup, steak sauce, hot sauce, salad dressing, syrup, salt, and pepper, etc.

5.1.3.12 The contractor shall provide special dietary meals upon request from the MEARNG PoC. The contractor will be notified No Later Than (NLT) five Calander days before scheduled meal dates.

5.1.3.13 The MEARNG will identify any individuals with special dietary restrictions NLT five (5) calendar days before the scheduled meal dates. The contractor shall fully strive to accommodate special diets where feasible and within contract meal rates.

5.1.3.14 Contractor shall have the internal resources to be able to deliver, serve, and package-upon request for all meals.

5.1.3.15 Menu Guidelines: To include, but not limited to the following:

Breakfast Meal to Include:

1 Starch (e.g., pancakes, waffles, French toast, biscuits, or home fries,) 1 Fruit (e.g., Banana’s apple, and orange’s) or Juice) 1 Eggs, (Single Serving) 1 Baked Good – (e.g., Biscuits, Muffins or Bread) 1 type Meat entrée (e.g., Bacon, Sausage, or ham) 1 Beverage – (e.g., Juice, Milk, coffee, or tea)

Lunch Meal to Include:

1 Entrée, 1 Starch (Potato, Rice, and Pasta) 1 Vegetable 1 Bread or crackers 1 Dessert (e.g., cookies, brownies, pies, or pudding) 1 Beverage (e.g., Juice, milk, coffee or tea)

Dinner Meal to Include:

1 Entrée, 1 Starch (Potato, Rice, and Pasta) 1 Vegetable 1 Bread or crackers 1 Dessert (e.g., cookies, brownies, pies, or pudding) 1 Beverage (e.g., Juice, milk, coffee or tea)

Snack Meal to Include:

1 Fruit (e.g., Banana’s apple, and orange’s) or Juice) 1 Baked Good – (e.g., Biscuits, Muffins or Bread) 1 Beverage (e.g., Juice, milk, coffee or tea)

5.1.4 Meeting Room: An indoor conference space/meeting room that can accommodate up to fifty (50) conference attendees comfortably without any adverse restrictions on the attendees or interfere with the meeting process. The space should be large enough for attendees to hold breakout sessions for small group team building.

5.1.5 Team Building Activities: A physical team building activity for a 4-8 hour time block in order to work on problem solving and team building on a physical and rigorous course. (e.g., high/low ropes, zipline, etc)

5.1.5.1 at least one (1) certified trainer on the confidence course in order to oversee and manage the course to prevent injury.

5.1.6 Event Staff: Properly trained and, if applicable, have proper certification on the event they’re running. Contractor shall also provide copies of certifications and proper documentation to the COR, ensuring that all staff have a complete background check with favorable results.

5.1.6.1 Staff shall not, at any point around the teen attendees, consume or have on their persons alcohol, tobacco, vape pens, marijuana, drugs or drug paraphernalia.

5.2: Invoicing: All contractor invoices shall be submitted via Wide Area Workflow (WAWF) using contract line-item numbers (CLINs). The contractor shall be required to establish account(s), access method(s), log-in(s), and get all necessary training prior to submitting invoices through WAWF. Invoices not submitted via WAWF shall not be accepted or paid.

Part 6 Applicable Publications

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

Publication (Chapter/Page)

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

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/travelreg.cfm

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

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/

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/

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

DD 1172-2

Application for Identification Card/DEERS Enrollment

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

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).

TECHNICAL EXHIBIT 2

Meal Schedule

Prepared By:

CPT Hobbs, Elizabeth State Family Program Director MEARNG Ver. October 2022