Performance_Work_Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

75th Ranger Regiment

Field Grade /Sergeant Major Leader Professional Development Conference

Atlanta, GA

POP: 22-25 (Tuesday-Friday) January 2019

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide lodging and conference center. The

Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform lodging and conference hosting services as defined in this Performance Work Statement except for those items specified as government furnished property and services. For lodging, we will 44 rooms, each capable of holding up to two people. If there are a mixture of single and double rooms, we will work and try to make it work. The hosting services we require are two separate conference rooms large enough to host 40-50 people in each. The conference rooms need to be equipped with audio visual equipment so we can project information on a TV or screen and hear throughout the conference center. It does not matter if the conference room is set up as a classroom, u-shape, or rounds of 10. If we have rooms with the appropriate equipment we can make it work. The contractor shall perform to the standards in this contract.

1.2 Background: Therefore, leaders throughout the Regiment will conduct a leader development event to increase collective understanding of the Regiment’s campaign plan and decision making ability of its leaders. In addition, the leaders’ spouses will attend in order to understand the different organizations available to help Rangers and Ranger families.

1.3 Objectives: Procurement of lodging, meals, dining room, beverages, two conference rooms, and audio-visual (AV) support. F o r m e a l s w e r e q u i r e t o h a v e b r e a k f a s t a n d l u n c h o n W e d n e s d a y 2 3 J a n u a r y a n d T h u r s d a y 2 4 J a n u a r y f r o m

0 7 0 0 - 0 8 0 0 a n d 1 2 0 0 - 1 3 0 0 e a c h d a y . F o r b r e a k f a s t w e w o u l d l i k e a h o t b r e a k f a s t b u f f e t . F o r l u n c h w e w o u l d l i k e a b u f f e t s t y l e a s w e l l . It is anticipated that approximately 80 personnel will be present. The meals should be served in a room nearby the conference rooms and allow for all 80 personnel to eat at the same time. We would require to have snacks 1000-1030 and 1430-1445 on both days as well. Snacks can include coffee, water, and something small to eat. This event is being held in

Atlanta, GA. Participants will arrive Tuesday afternoon and all parties are to depart Friday. This will be a best value requirement.

1.4 Scope: All services related to providing lodging and conference hosting services. Services include:

Procurement of lodging, meals, dining room, beverages, two conference rooms, and audio-visual (AV) support. . The contractor shall accomplish planning, reservation and setup no later than 21 JAN 19 in order to facilitate a successful conference.

1.5 Period of Performance: January 22-25 2019.

1.6 General Information:

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program 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 quality control program is the means by which he assures himself that his work complies with the requirement of the contract. Plan shall be delivered to the COR no later than 1 day prior to the beginning of the conference.

After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the

Government must 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 the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: Contractor no required to perform services on holidays.

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of

8am-5pm Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The hotel shall be located within 2 mile radius of Atlanta’s Lennox Square in

Buckhead.

1.6.6 Type of Contract: The government will award a best value contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract do not need a security clearance at time of the proposal submission, and must maintain the level of security required for the life of the contract. The security requirements are in accordance with the attached DD254

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with

Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative

(COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The

COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract:

issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of

Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The follow personnel are considered key personnel by the government: COR.

The contractor shall provide a contract manager who shall be responsible for the performance of the work.

The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8AM-5PM Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

PART 2

DEFINITIONS & ACRONYMS

2. 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. 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. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. 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 Key Personnel listed in 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.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS

ACOR Alternate Contracting Officer's Representative

AFARS Army Federal Acquisition Regulation Supplement

AR Army Regulation

CCE Contracting Center of Excellence

CFR Code of Federal Regulations

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

COTR Contracting Officer's Technical Representative

COTS Commercial-Off-the-Shelf

DA Department of the Army

DD250 Department of Defense Form 250 (Receiving Report)

DD254 Department of Defense Contract Security Requirement List

DFARS Defense Federal Acquisition Regulation Supplement

DMDC Defense Manpower Data Center

DOD Department of Defense

FAR Federal Acquisition Regulation

HIPAA Health Insurance Portability and Accountability Act of 1996

KO Contracting Officer

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: None

3.2 Facilities: None

3.3 Utilities : None

3.4 Equipment : None

3.5 Materials : None

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General : The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.3. Materials : None

4.4. Equipment Audio Visual:

1. The hotel conference rooms shall have a built-in or accessible sound system which includes a minimum of 1 large screen, 1 projector, 1 wireless lapel microphone, and 1 handheld wireless microphone.

2. Hotel shall provide a table with easy access to a power supply/electrical outlet in conference room.

3. Hotel shall provide a wireless lapel microphone and a handheld wireless microphone in the conference room.

4. Hotel shall provide a podium with access to an electrical outlet for the purpose of using a laptop computer by the event planners.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide services for the following:

5.2. Reserve Hotel Lodging/Conference Room: There will be 44 Sleeping rooms for 3 nights (Tue-

Fri). Room counts included in the event requirements are approximate and may vary. Hotel shall be flexible and adjust if the requirement changes. All sleeping rooms must be located in one complex and if necessary be accessible by elevator.

The resort shall provide o n e c o n f e r e n c e s p a c e f o r d a y o n e ( 2 3

J a n u a r y 2 0 1 9 ) a n d two conference spaces for f o r d a y t w o ( J a n u a r y

2 4 ) that can accommodate up to 50 personnel comfortably in each. The conference room shall have access to white boards and AV equipment. 40-50 personnel will be in each of the conference spaces during the training. Up to 90 personnel will utilize the conference spaces during meals.

1. All meeting space shall be located in the same complex.

2. All guest rooms shall be equipped with complimentary internet connectivity.

3. Participants shall not be required to pay out of pocket fees that are involved in this event.

4. The hotel shall provide rooms/lodging, meeting space, meals, and AV equipment. The hotel will also provide 5 parking passes for 3 days/2 nights for support staff if parking passes are required for the hotel. These parking passes will be rolled up into the overall cost of the hotel and will include unlimited coming and going off the hotel premises.

Vendor shall identify the meeting space/banquet hall proposed for use with a diagram. The meeting space/banquet hall will be large enough to accommodate all adults for meals; as well as, be able to quickly convert to a room with seats arranged in 4 rows of 10 seats along with full AV capabilities.

5.2.1 Provide Meals: Wednesday 23 January 2019

1 – Breakfast meal (full, hot breakfast) for approximately 90 adults.

1 – Lunch meal for approximately 90 adults.

Thursday 24 February 2019

1 – Breakfast meal (full, hot breakfast) for approximately 90 adults.

1 – Lunch meal for approximately 90 adults.

5.3. CONTRACTOR MANAGEMENT REPORTING (CMR): The Office of the Assistant Secretary of the

Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the

Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative

(COTR) or also know as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4)

Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data;

(5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8)

Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10)

Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity

(the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work

(specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31

October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a

Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

PART 6

APPLICABLE PUBLICATIONS

APPLICABLE PUBLICATIONS (CURRENT EDITIONS): NA

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

TECHNICAL EXHIBIT 1

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

(The Service required—usually a shall statement)

Standard Performance Threshold (This is the maximum error rate. It could possibly be

“Zero deviation from standard”)

Method of

Surveillance

PRS # 1.

The contractor shall provide lodging/conference room.

The contractor provided 44 rooms/1 conference room in time for the POP.

44 rooms secured. 100% inspection by

COR

PRS # 2

Contractor shall provide meals.

The contractor provided all requested meals.

Every guest was fed. 100% inspection by the COR

PRS # 3

Contractor shall provide audio/visual equipment/podium.

Contractor provided all requested audio/visual equipment in time for the POP

All equipment provided on time and in working order.

100% inspection by the COR