PWS.pdf

Ver. October 2022

PERFORMANCE WORK STATEMENT (PWS)

FOR

Family Programs Annual Volunteer Workshop Conference

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 Family Programs Volunteer event services, as defined in this PWS.

1.1.1 Objectives: Provide training and award recognition for state appointed volunteers.

1.2 Background: The North Carolina National Guard Family Programs and Child and Youth Program plan to conduct a Family Readiness Volunteer Conference from May 16, 2024 – May 19, 2024. Contractor shall provide accommodations as outlines below.

1.3 Period of Performance (PoP): The Period of Performance shall be the 16th-19th of May 2024

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 0630-1900 on Thursday through Sunday, 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:

The Government does not permit the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Planning (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 Reserved

1.4.5.4 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 receive 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.

1.4.5.10 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.

1.4.9 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: Reserved

1.4.12: 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 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

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

None.

3.1: Reserved

3.2: Reserved

3.3: Reserved

3.4: Reserved

3.5: Reserved

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:

Arrival Date: 16 May 2024

Departure Date: 19 May 2024

Location: Greensboro or Winston-Salem, NC

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

Room Cancellation Deadline: 72 hours prior to event; the Government will only be liable for the quantity of rooms not released back to the vendor on the Room Cancellation Deadline.

Estimated number of attendees: 45

Conference Rooms: 1 area by hotel registration for check in.

1 large breakout room 1 dining area available all day All convention space shall be housed in one facility.

All convention space needs to meet CDC Covid-19 spacing requirements.

All sleeping rooms shall be housed in same facility as convention space.

Maximum JTR Lodging Rate Guilford County, NC: $116.00/day, NTE (Inclusive of all fees; Federal/State Tax Exempt*)

Maximum JTR Lodging Rate Forsyth County, NC: $107.00/day, NTE (Inclusive of all fees; Federal/State Tax Exempt*)

Parking Fees: Include in Lodging Rate

Maximum JTR Meal Rates Greensboro, NC:

$14.00/breakfast, NTE $16.00/lunch, NTE $29.00/dinner, NTE

(Inclusive of all fees; Federal/State Tax Exempt*)

Maximum JTR Meal Rates Winston-Salem, NC:

$13.00/breakfast, NTE $15.00/lunch, NTE $26.00/dinner, NTE

(Inclusive of 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.

5.1 Sleeping Rooms: An estimated total of 24 single occupancy rooms for adult attendees per day to be billed to master account on 17-19 May 2024. Additionally, there need to be 21 single occupancy rooms for Staff per day to be paid for with individual credit cards from 16-19 May 2024.

1. Minimum Room Requirements:

“Staff” and “adult attendees” rooms shall be individual/private sleeping rooms with toilet and shower/tub facilities, and one king or queen bed (rooms with two beds are acceptable if rooms with only one bed are unavailable).

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.

5.1.1 Meeting Spaces:

Thursday, 16 May 2024 to Sunday, 19 May 2024: With the exception of the dining space, unless used as a breakout room, all meeting spaces listed below shall be available from 6:30AM

– 8:00PM. The dining area shall be available all day and for scheduled meals. Hotel audio and visual representatives shall be available to meet in briefing room to test AV equipment before 1:00PM Thursday 16 May 2024 All meeting room spaces should conform to all CDC and State guidelines for proper physical distancing.

1. Meeting Rooms (2 ea):

a. Room one to serve breakfast, lunch, and dinner meals for up to 45 personnel.

This room can be used as a breakout room after meals, no AV or equipment needed.

b. Room two shall accommodate at maximum 45 pax, with round tables for seating and activities.

i. Contractor shall provide projector, and projection screen (ensuring visibility for all participants in the area, connections for a laptop (PowerPoint presentation), laptop audio and wireless microphone, and 1 presentation clicker.

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.

c. These rooms shall be available from 6:30 am – 8:00 pm

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

e. Room shall include Water Station daily.

2. 5.1.2 Check-in Space: (Friday 4:00pm-5:00pm only)

a. Shall be located with 2 6’ tables located in view of registration desk.

b. As volunteers arrive, they will check-in with both Family Programs staff, and

Hotel staff for room assignment.

5.1.3

1. Thursday 16, 2024 (staff training starts at 1pm-5pm)

a. One room for meeting space with AV/Screen, maximum 45 pax

b. No meals needed.

c. 21 blocked sleeping rooms for staff (16-19 May 2024)

2. Friday 17, 2024 (8am-8pm)

a. One room for meeting space with AV/Screen, max 45 pax

b. Dinner provided 5:30pm (45pax). No breakfast or lunch needed.

c. 24 blocked sleeping rooms for attendees-billed to master account (17-19 May).

3. Saturday 18, 2024 (8am-5pm)

a. One room for meeting space with AV/screen, max 45 pax.

b. Breakfast, lunch, and dinner served 45 pax.

c. Tables for 12 vendors (6”) set up between 9:00am until 3:00pm Saturday only.

d. Tables can be in hallway close to primary meeting room.

4. Sunday 19, 2024 (8am-1pm)

a. One room for meeting space with AV/screen, max 45 pax.

b. Breakfast served and Box Lunch to go.

5.1.4 Catering:

Contractor shall send menu to Gov’t POC to confirm choices prior to event. We would like menus to vary per meal as to not have the same meal every day.

1. Breakfast Meal:

a. Breakfast shall be served from 6:30am-8:00am;

b. Breakfast meals shall be served buffet style.

2. Lunch Meal:

a. Lunch shall be served from 11:30pm - 1:00pm.

b. Lunch meals shall be served buffet style.

3. Dinner Meal:

a. Lunch shall be served from 5:30pm - 7:00pm.

b. Lunch meals shall be served buffet style.

4. Meal Count per Day:

a. 17 May 2024: Dinner will be provided for 45 pax

b. 18 May 2024: Breakfast, Lunch, and Dinner will be provided for 45 pax

c. 19 May 2024: Breakfast and Lunch will be boxed lunch to go for 45 pax

Meal Example:

Breakfast | Buffets (6:30am – 8:00am) Scrambled and Hard Boiled Eggs Sausage and Bacon Pancakes / Waffles / Biscuits Fresh Fruit Milk, Coffee, Water, Juice, Tea

Luncheon | Buffets (12:00pm -1:00pm) Sandwiches (turkey, beef, ham, and vegetarian) with tomatoes, lettuce, pickles wrapped separate on hoagie style bread Condiments (mayonnaise and mustard) Soup House Salad / Cesar salad Fresh Fruit Chef selection of dessert Tea, coffee, water, soda

Dinner | Buffets (5:30pm -7:00pm) Choice between two meats Two vegetables House salad / Cesar Salad Fresh Fruit Rolls Chef selection of dessert

Tea, coffee, water, soda

Boxed lunch (11:00am)- 19 May 2024 only Sandwiches (turkey, ham, and vegetarian) with tomatoes, lettuce, pickles wrapped separate on hoagie style bread.

Condiments (mayonnaise and mustard) Chips Cookie wrapped separate Water or soda to go

5.2 Other:

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.

5.3 ATOPSEC & FEMA:

1. The venue shall be cleared by NC ARNG 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