PWS_-_DACH_Training_Support_(3_Year_Contract_-_V5).pdf

Performance Work Statement (PWS)

For

Office of the Chief of Chaplains

DACH Training and Logistical Support

11 July 2016

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services requirement to provide training event planning, coordination and logistical support for training requirements of Department of the Army, Chief of Chaplains (DACH). 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 training event planning, coordination, and logistical support as defined in this Performance Work Statement except for those items specified in Part 3 as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2. Background: The Army Chaplain Corps provides training to Chaplains, Chaplain Assistants, and Soldiers, including single Soldiers, married couples, and Army Families. Training includes the Strong Bonds program, which is the Army Chief of Chaplains program designed to assist commanders in building and strengthening the structure of Army Families throughout the

Army/Soldier lifecycle, and enable relationship resilience and readiness. Strong Bonds training events are commander-requested, chaplain-led, and Army-resourced. Training also includes other key Chief of Chaplain (CCH) training requirements to ensure fulfillment of the Army

Chaplaincy Strategic objectives which are nested within the Army Strategic Planning Guidance

(ASPG). Event planning, coordination, and logistical support services are needed to provide training events for authorized attendees.

1.2.1. CCH Training Events: Training is typically conducted at government/federal facilities, but at times are conducted in commercial lodging facilities. Training includes the “Strong Bonds

Instructor Certification Training” as well as CCH-directed training events. Authorized support includes providing curriculum vendor support, audiovisual support, training conference space, curriculum/training materials, meals, lodging, and transportation.

1.2.2. Strong Bonds (SB) Training Events: Training events are typically conducted by Unit

Ministry Teams (UMT). UMTs are composed of one chaplain and one chaplain assistant (CA), and at times have a certified volunteer Strong Bonds instructor. Unit Level Strong Bonds

Training Events are delivered in two formats.

1.2.2.1 Strong Bonds Local Events: Training conducted locally (on or off the installation) during duty hours or non-duty hours. Training events are typically 4 hours (Alpha Event) or 8 hours

(Bravo Event) in duration. Authorized support includes audiovisual support, childcare, training conference space, curriculum/training materials, and meals.

1.2.2.2 Strong Bonds Overnight Events: Training conducted away from the installation, normally during weekends, and hosted at lodging/resort facilities worldwide. Training events are typically three days and two nights (Charlie or Delta Event). Authorized support includes audiovisual support, childcare, training conference space, curriculum/training materials, meals, lodging, and transportation.

1.3 Objectives: To Logistics Support The Army Required training and event planning support includes assisting unit ministry teams with site selection and negotiation; coordination for audio visual services and information technology, child care, conference space, curriculum/training materials, lodging rooms, meals, and transportation. Administrative support includes assistance with attendee registration, post-event after action reporting, invoice reconciliation, confirmation of receipt of services, and onsite support for selected DACH level training events as identified in the performance work statement.

1.4 Scope: The contractor shall provide full time coordination for event solutions for DACH conferences and training events conducted worldwide. The majority of the training events will focus on “Strong Bonds Training Events” and “Strong Bonds Instructor Certification Training”.

A total of 3000 worldwide unit level training events and six (6) instructor certification trainings are anticipated annually. The typical attendance size for most unit level events is sixty (60) adult participants plus children. Training attendance goal is (60) single Soldiers, thirty (30) married couples, and thirty (30) Families per event.

1.5 Period of Performance: The Period of Performance is as identified in the Delivery

Information Section.

1.6 General Information

1.6.1 Quality Control: Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government in accordance with FAR

52.246-4, Inspection of Services -- Fixed-Price and 52.246-5, Inspection of Services – Cost

Reimbursement. The Contractor shall develop, implement and maintain an effective Quality

Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the

Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non- conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints. The contractor shall upon request provide to the Government their quality control documentation. The contractor shall develop and submit, within 30 days after contract award, electronic copies of a comprehensively written QCP to the Contracting Officer (KO) and Contracting Officer's

Representative (COR), and within 5 working days when changes are made thereafter. Any blanket QCP developed and approved at the base contract level should be reviewed and tailored to the contract requirement as necessary prior to submittal. After acceptance of the quality control plan the contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to their 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 a

Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract.

1.6.3 Federal Government Holidays: The contractor shall not be required to interact with the

Government on the following days.

New Year’s Day 1st day of January

Martin Luther King Jr.'s Birthday 3rd Monday of January

Presidents Day 3rd Monday of February

Memorial Day Last Monday of May

Independence Day 4th day of July

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October

Veterans Day 11th day of November

Thanksgiving Day 4th Thursday of November

Christmas Day 25th day of December

1.6.4 Hours of Operation: The contractor is responsible for conducting business with the

Government, between the hours of 8:00 AM to 5:00 PM Monday thru Friday Eastern Time except

Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. 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.

1.6.4.1 On-Call Support: Services to be performed under this contract shall generally be performed during normal duty hours. However, many training events will be conducted during non-duty hours and on weekends across multiple time zones worldwide which may require work to be accomplished at times other than normal duty hours. The contractor shall provide on-call support during non-duty hours when required to meet mission requirements.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at the contractor site.

1.6.6 Type of Contract: The government will award a Firm Fixed Price contract for labor with

Cost-Reimbursable CLINs for travel and other direct costs (conference support).

1.6.7 Security Requirements: All contractor employees requiring access to government installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee to the COR within 30 calendar days after completion of training by all employees. AT level I awareness training is available at the following website: http://jko.jten.mil.

http://jko.jten.mil/

1.6.7.1 Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the

DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel

1.6.7.2 The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

1.6.7.3 All contractor employees and associated subcontractor employees requiring access to government information systems must complete the DoD IA awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8140.01 and AR 25-2 within six months of employment.

1.6.7.4 Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security

Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.7.5 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.6 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the

Contracting Officer.

1.6.7.6.1 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying.

When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.6.2 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.7.7 DFARS Clause 252.225-7043, Antiterrorism/Force Protection for Defense Contractors

Outside the US. The clause shall be used in solicitations and contracts that require performance or delivery in a foreign country. This clause applies to both contingencies and non-contingency support. The key AT requirement is for non-local national contractor personnel to comply with theater clearance and allows the combatant commander to exercise oversight to ensure the contractor’s compliance with combatant commander and subordinate task force commander policies and directives.

1.6.8 Network Security: The Contractor shall communicate and provide information to assist the Government IAPM (Information Assurance Program Manager) representative in obtaining network accreditation as determined by DoDI 8500.1, AR 25-1 and AR 25-2. The Government requires the ability to validate the network security of the Strong Bonds Web Portal by availability of log files and other security measures as determined by the IAPM.

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, Post Award Orientation. The

Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically, quarterly as a minimum, 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, and specifications; monitor Contractor's performance and notify 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.

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.

1.6.12 Identification of Contractor Employees: All contract 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 in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.13 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract.

Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

1.6.14 Contractor Travel: The contractor shall be required to travel during the performance of this contract as identified in Part 5 of the performance work statement to attend meetings, conferences, and training. The contractor will be authorized travel expenses consistent with the substantive provisions of the Federal Travel Regulations (FTR) and Joint Travel Regulation (JTR) incorporated by FAR 31.205-46(a)(4). All travel requires notification to the COR and Government approval

/authorization by the COR prior to travel commencing.

1.6.16 Data Rights and Public Disclosure: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the

Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights. Public disclosure of information derived from or knowledge gained as a result of work under this contract whether by press release, word of mouth, written correspondence or any other means is prohibited without the advance written consent of the Contracting Officer. Request for authority to release such information must be made in writing and submitted by the contractor to the Contracting Officer.

This applies to the contractor and any sub-contracts hereunder relating to performance of work under this contract.

1.6.17 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work 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 Organizational Conflict of Interests (OCI) as defined in FAR

Subpart 9.5. The Contractor shall notify the Contracting Officer 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 Contracting Officer to avoid or mitigate any such OCI. The

Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the

Contracting Officer and in the event the Contracting Officer unilaterally determines that any such

OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect 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.

1.6.18 Phase-In Plan. The contractor shall develop comprehensive procedures for phasing in contractor performance to the level prescribed and within the time allowed under the terms of this contract. The contractor shall submit a completed Phase-In Plan in accordance with Technical

Exhibit 2.

1.6.19 Phase-In Period: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have all key personnel on board, during the 30-day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the start date of the base period of performance. The Contractor shall obtain their CAC, local access badges, complete any specific government training, conduct inventory, and transfer GFP during the phase-in period. The Contractor shall submit a Phase-in plan to the COR 30 days before support commences.

1.16.20 Phase-Out Period: Prior to the completion of this contract, an observation period shall occur, at which time team management personnel of the incoming Contractor may observe operations. This will allow for orderly turnover of facilities, equipment, and records and will help to ensure continuity of services.

The Contractor is ultimately responsible for performing full services IAW the contract, during the phase-out period, and shall not defer any requirements for the purpose of avoiding responsibility or of transferring, such responsibility to the succeeding Contractor. The outgoing Contractor shall fully cooperate with the succeeding Contractor and the Government, so as not to interfere with their work or duties.

To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have all personnel on board during the phase-out period. The Contractor shall be prepared to transition the workload to the newly selected Contractor during the thirty (30) day phase-out period, which will occur at the end of the period of performance of the contractual effort.

1.16.21 Phase-Out Plan. The Contractor shall develop a phase-out plan to affect a smooth and orderly transfer of contract responsibility to a successor. The plan shall fully describe the Contractor’s approach to the following issues, at a minimum: data and information transfer; current status and turn-over of all work in progress, identify key points of contract (name, email, phone numbers) for coordinating events, clean-up of Contractor work areas, turn-in of CAC / local access badges; and any other actions required to ensure continuity of operations. The Contractor shall provide the plan to the COR thirty (30) days before the phase-out period commences.

1.6.21.1 The Contractor shall provide weekly written phase-in reports to the Contracting Officer

Representative (COR) covering the status of phase-in tasks. A final phase-in report covering all phase-in tasks should be provided not less than five days prior to the conclusion of the phase-in period.

1.6.21.2 If phase-in tasks are not accomplished, the COR will notify the Contracting Officer (KO) in writing and the KO will address the Contractor to remedy or cure performance. If the Contractor fails to remedy performance issues, the KO will take appropriate action.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1.3. 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.

2.1.4. 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.

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

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

2.1.7. GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY

(GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8. 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.

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

2.1.10. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11. QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.12. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

2.1.14. STRONG BONDS: The Army Chief of Chaplain’s skills-based relationship building program designed to assist commanders in building and strengthening Family structure.

2.1.15. STRONG BONDS ALPHA. Four (4) hours of structured unit level Strong Bonds training conducted locally in a military or commercial facility.

2.1.16. STRONG BONDS BRAVO. Eight (8) hours of structured unit level Strong Bonds training conducted locally in a military or commercial facility.

2.1.17. STRONG BONDS CHARLIE. Twelve (12) hours of structured unit level Strong Bonds training conducted overnight in a commercial offsite venue away from the military installation.

2.1.18. STRONG BONDS DELTA. Twelve (12) hours of structured installation/garrison level

Strong Bonds training conducted overnight in a commercial offsite venue away from the military installation.

2.1.19. STRONG BONDS SINGLES. Relationship training that focuses on skills for building a great relationship, managing expectations, making healthy choices, coping, resiliency, and finding the right partner.

2.1.20. STRONG BONDS MARRIED COUPLES. Relationship training that helps strengthen the marital bond, giving couples the tools and information they need for better communication and relationship building.

2.1.21. STRONG BONDS FAMILIES. Relationship training that teaches effective communication and listening skills to parents and children; builds parental skills to help care for and manage children. Note. Children are active participants for all Strong Bonds – Families events.

2.1.22. STRONG BONDS FAMILIES OF DEPLOYED SOLDIERS. Relationship training that provides the tools to enable Families to not just survive, but thrive in the midst of their Soldier’s deployment. Note. Children are active participants for all Strong Bonds – Families of Deployed

Training events.

2.1.23. STRONG BONDS PREDEPLOYMENT. Relationship training with module(s) identifying unique challenges single Soldiers, married couples, and Army Families will face and planning how they will manage their relationships through the stress of pre-deployment.

2.1.24. STRONG BONDS REINTEGRATION. Relationship training which provides tools to assist Soldiers and their Families with issues pertaining to the transition from the battlefield to the home front, as Family members adjust to disrupted routines and challenges of reconnection.

2.1.25. STRONG BONDS PROGRAM MANAGER: Department of the Army administrator of the Strong Bonds Program, is the primary point of contact for issues pertaining to the program.

2.1.26. STRONG BONDS APPROVED CURRICULUM: Includes the following approved training materials for presentation at Strong Bonds Training Events

Active Military Life & Resiliency Skills Active Military Families Couples Communication I Couples Communication II Eight Habits of a Successful Marriage Five Love Languages Got Your Back Marriage Lasting Intimacy through Nurturing, Knowledge and Skills (LINKS) Prevention and Relationship Enhancement Program (PREP) Seven Habits of Highly Effective Army Families

Seven Habits of Successful Soldiers

Survival Skills for Healthy Families (Family Wellness) Premarital Interpersonal Choices and Knowledge (PICK) – How to Avoid Marrying a

Jerk(ette) Our Home Runs

2.1.27. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The

Government does not have privity of contract with the subcontractor.

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

2.1.29. WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative

AFARS Army Federal Acquisition Regulation Supplement

AR Army Regulation

CFR Code of Federal Regulations

CMR Contract Manpower Reporting

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer’s 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

KO Contracting Officer

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

OCCH Office of the Chief of Chaplains

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: The Government shall provide personnel to conduct training events.

3.2 Facilities: The Government will provide facility access to contractor personnel as required for contract performance. Contractor employees requiring access to Government computer networks are required to acquire and maintain a Common Access Card (CAC). The COR will be the Trusted Agent for validating CAC issuance using the Contractor Verification System.

3.2.1 Contractor eligibility remains in force for the duration of employment under this contract.

The CACs shall be returned to the COR when the contractor employee’s employment is terminated or upon expiration of the contract. The CACs will expire when contractor eligibility terminates, or three years from the issuance date, whichever occurs first.

3.3 Equipment: The Government may provide audiovisual equipment for executing some training events.

3.4 Materials: The Government will provide the contractor with access to all existing and relevant Standard Operating Procedures and Policies associated with the required services.

3.5 Information: The Government will provide annual training projections and listing of approved training events, locations, and unit points of contact on a quarterly basis.

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.

4.2 Facility Clearance: None

PART 5

SPECIFIC TASKS

5. Specific Tasks:

TASK 5.0 Basic Services. The contractor shall provide training event planning services in support of U.S. Army Chaplaincy Training requirements. The contractor shall work closely with designated training program managers, training event stakeholders, and subject matter experts to ensure program requirements and customer expectations are satisfied throughout the period of performance.

A project meeting with the COR and designated Government personnel will be held within five days of contract award to prioritize events, coordinate a master schedule, and complete other necessary planning to support program execution. Outcomes for the meeting include refinement and verification of the technical approach and process, and Government acceptance of the deliverable schedule.

5.0.1. Experience Requirements: The contractor shall have experience in the following:

(1) Automated information systems and databases supporting event management and planning.

(2) Development and coordination of actions within DOD.

(3) Contract and cost negotiations.

(4) Experience with exhibits and displays.

(5) Evaluation and assessment of locations, satisfying meeting and sleeping room requirements, and all related services required for event scheduling and program management.

5.0.2. Authorized Reimbursables: The contractor shall be reimbursed for authorized and actual direct costs/charges incurred by themselves, by the conference facility, or 3rd party contractor, in direct support of training events. Authorized direct costs include lodging, meals, training/conference rooms, information technology, audio visual services, on-site child care, ordering and shipping of training curriculum and course materials such as paper, pencils, and pens.

Ancillary charges incurred by guests not directly associated with room accommodations are not authorized for reimbursement. Examples of ancillary charges include: long distance telephone service, valet service, pay television, and laundry. All expenses are subject to review and approval by the Contracting Officer / Contracting Officer’s Representative.

TASK 5.1 Training Events Logistics Support

The contractor shall in coordination with unit ministry teams, select the facility or facilities most suited to host CCH training events or training events for Soldiers and their Families. Unit ministry teams and/or approved curriculum instructors will be onsite to manage, facilitate and lead all Strong Bonds training events. The contractor shall contract lodging, meals, training/conference space, audiovisual, and other authorized program support in accordance with mission requirements identified by the Government. Training events typically range from four hours to three days.

5.1.1. CCH Training Events: The Contractor shall provide logistics and administrative support

(on-site registration, room setup, prepare/print names badges and tents, track attendance, etc) for

DACH level non-Strong Bonds training events. Training is typically conducted at government/federal facilities, but at times are conducted in commercial lodging facilities.

Participants will attend training in a TDY status. U.S. Army Chaplains will facilitate all events, but the contractor shall contract with selected facilities (if held in a commercial establishment) for authorized support, audiovisual support, training conference space, curriculum/training materials, meals, lodging, parking, and transportation. Participants typically attend training in a TDY status.

5.1.1.1. Strong Bonds Instructor Training Course Logistical Support

The Contractor shall provide logistics and administrative support at the training sites (on-site registration, room setup, pick-up/distribute training materials, prepare/print names badges and tents, track attendance, prepare/print training certificates, conduct briefing on logistics support, etc) for Strong Bonds Instructor Training Courses. A total of six (6) training events are projected annually, one week in duration, with up to 150 participants per event. Three (3) events will be conducted in the continental United States (CONUS) and three events outside the continental United States (OCONUS) in Hawaii, Germany, and Korea. Event dates and locations will be provided by the Contracting Officer’s Representative.

5.1.2 Strong Bonds (SB) Training Events: Training events are typically conducted by Unit

Ministry Teams (UMT). UMTs are composed of one chaplain and one chaplain assistant (CA), and at times have a certified volunteer Strong Bonds instructor. Unit Level Strong Bonds

Training Events are delivered in two formats.

5.1.2.1 Strong Bonds Local Events. Training conducted locally (on or off the installation) during duty hours or non-duty hours. Training events are typically 4 hours (Alpha Event) or 8 hours

(Bravo Event) in duration. Authorized support includes audiovisual support, childcare, training conference space, curriculum/training materials, and meals. Approximately 750 events is anticipated annually.

5.1.2.2 Strong Bonds Overnight Events. Training conducted away from the installation, normally during weekends, and hosted at lodging/resort facilities worldwide. Training events are typically three days and two nights (Charlie or Delta Event). Authorized support includes audiovisual support, childcare, training conference space, curriculum/training materials, meals, lodging, and transportation. Approximately 2250 events is anticipated annually.

5.1.2.3 Training Locations. Anticipated major military garrisons/locations that require Strong Bonds event planning services with training conducted up to 300 miles from garrison are Ft.

Benning, GA; Ft. Bliss, TX; Ft. Bragg, NC; Ft. Campbell, KY; Ft. Carson, CO; Ft. Drum, NY; Ft.

Gordon, GA; Ft. Hood, TX; Ft. Huachuca, AZ; Ft. Irwin, CA; Ft. Jackson, SC; Ft. Knox, KY; Ft.

Lee, VA; Ft. Leonard Wood, MO; Ft. Lewis, WA; Ft. Riley, KS; Ft. Rucker, AL; Ft. Sill, OK; and

Ft. Stewart, GA. Additionally, OCONUS requirements exist in Germany, Italy, Korea, Hawaii, and

Alaska. Other locations may exist but are contingent upon command training demand.

TASK 5.2 Childcare Coordination

The Contractor shall obtain childcare for each training event as needed. Childcare will be performed onsite in the training facility where event is being conducted. Based on the ages and number of children present, the Contractor shall ensure a sufficient number of childcare workers are present to meet adult/child ratios as required by Army Regulation 608-10 and/or current

Army regulatory guidance.

5.2.1 The Contractor shall make initial contact with Army Child, Youth and School Age

Services (CYSS) when coordinating childcare support. If CYSS is not available, the unit ministry team event point of contact will be contacted to determine other childcare options.

Alternate accredited childcare sources may be utilized if Army provided childcare is not available.

5.2.2 The Contractor shall verify that childcare workers have completed required screening and background checks before entering into an agreement for childcare services. Only childcare workers with the appropriate completed background checks as required by Army Directive

2014-23 and/or other current Army regulatory guidance will be utilized to support Army childcare requirements. The Government will identify specific agencies and/or points of contact for the contractor to utilize to verify the completion of required background checks.

5.2.3. The Contractor shall ensure childcare vendors provide a standard operating procedure outlining the services to be provided. A written summary of care shall be provided to parents at the end of each training event.

TASK 5.3 Transportation Coordination

The Contractor shall obtain transportation for the movement of Soldiers and their Families to and from the training location. Transportation coordination responsibilities are limited to group movement from a single location via charter bus, commercial vans, etc to the training event.

When privately owned vehicles (POV) is the authorized mode of travel, the Contractor shall also provide for the payment of hotel/facility parking fees (an authorized reimbursable).

Individual transportation requirements for temporary duty (TDY) travel or invitational travel authorizations, are a unit level responsibility.

TASK 5.4 Training Material/Approved Curriculum Coordination

The Contractor shall coordinate orders for the delivery of Strong Bonds training materials to designated sites worldwide. Shipment of training materials is limited to authorized Strong

Bonds curricula and associated support materials. Training material shall be shipped to the

Government designated event point of contact at the training venue and arrive no later than two

(2) business days prior to commencement of each event.

TASK 5.5 Training Event After-Action Reporting (AAR)

The Contractor shall provide data and assist with the completion of after action reports no later than 14 days after the completion of each Strong Bonds training event. The Contractor shall provide a comprehensive summary of itemized costs (childcare, curriculum, meals, lodging, travel, etc) and a copy of invoices to the event point of contact and COR for services provided.

Required data, format, and method for report submission will be provided by the contracting officer’s representative (COR).

TASK 5.6 Receipt of Services (ROS)

The Contractor shall provide a comprehensive summary of itemized costs (childcare, curriculum, meals, lodging, travel, etc) and a copy of invoices to the event point of contact and

COR for services provided. This data enables the event point of contact to complete the Receipt of Services. Required data, format, and method for report submission will be provided by the contracting officer’s representative (COR).

TASK 5.7 Travel

The Contractor shall travel to Fort Belvoir and the Pentagon for periodic visits and planning sessions. Additionally, the contractor shall travel and provide administrative support (on-site registration, room setup, pick-up/distribute training materials, prepare/print names badges and tents, track attendance, prepare/print training certificates) for the following training events:

Strong Bonds Instructor Training Courses (two staff members, six (6) events projected)

Strong Bonds Delta training events (four staff members, five (5) events projected)

Non-Strong Bonds / OCCH training conferences (two staff members, (2) events projected)

All travel will comply with Federal Acquisition Regulation (FAR) 31.205-46 and require prior coordination through the COR before commencing. All expenses are subject to review and approval by the Contracting Officer / Contracting Officer’s Representative.

TASK 5.8 Instructors/Event Speakers.

The Contractor shall obtain instructors/events speakers for selected events as identified by the

Office of the Chief of Chaplains. All travel will comply with Federal Acquisition Regulation

(FAR) 31.205-46 and require prior coordination through the COR before commencing. All expenses are subject to review and approval by the Contracting Officer / Contracting Officer’s

Representative.

TASK 5.9 Contractor Reporting

The Contractor shall provide scheduled and ad-hoc reports and statistics.

5.9.1. At a minimum management deliverables include:

Notes from the initial and periodic meetings with Government representatives

Same day incident reports of anything relating to life, health, and safety

Weekly status report of completed events including issues, incidents, and resolution

Registration and hotel reservation reports

Childcare provider reports

Financial reports for each event

Monthly event status and cost reports

Annual report highlighting the volume of funds expended at each event, hotel and region.

Invoicing, which includes all supporting documentation for authorized reimbursable expenses.

All deliverables will be in a Microsoft Office product format and delivered electronically.

Management support tasks shall commence after contract award and continue throughout the entire period of performance.

5.9.1.2. Audit/Examination of Records. The contractor agrees that the Contracting Officer or

Contracting Officer’s duly authorized representative shall have the right to examine and audit the books and records directly pertaining to the contract during the period of the contract and for three years after termination or expiration.

5.9.2. 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://cmra.army.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical

Representative (COTR) or also known 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

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor (to include subcontractors) shall abide by all applicable regulations, publications, manuals, and local policies and procedures. All publications listed are available via the Internet at the specified e-mail address. US Code is available from http://uscode.house.gov/search/criteria.shtml. Army publications are available from www.usapa.army.mil, DOD publications are available at www.defenselink.mil.

Army Regulation 25-2 Information Assurance

Army Regulation 165-1…