SOW - VING Annual Volunteer Workshop.docx

STATEMENT OF WORK (SOW)

FOR

VING State Military Family Readiness Program Annual Volunteer Workshop FY26

1.0 General:

1.1 Scope: The contractor shall provide a conference package to include lodging, meals, and conference location, co-located in the same location, necessary to effectively conduct the Virgin Islands National Guard (VING) Military Family Readiness Program (MFRP) Territorial Annual Volunteer Workshop FY2026 as defined in this PWS.

1.2 Background: VING has a requirement to conduct the Territorial Annual Volunteer Workshop on St. Croix (STX) to serve up to 48 volunteers for three (3) days whose objectives are to 1) provide efficient and effective services and resources to Soldiers and their Families to support unit and personal readiness and retention with resource priority on Focused Readiness and mobilizing/deploying units; 2) actively market the programs and services available to Soldiers and families and emphasize ARNG Family involvement as a partnership with the unit to foster a sense of well-being; 3) empower Soldiers and Families through life skills and resilience training and provide the tools necessary to support individual and family readiness; 4) promote self-reliance and resiliency in Soldier, their Families, and volunteers by preparing, assisting, and supporting their Service Member for the obligations of local, State, and Federal military service; 5) Recruit, train and recognize an ARNG Volunteer Corps capable to support unit and state-level Family Readiness needs outside of that provided by paid staff; 6) support Financial Literacy requirements and Career Readiness Standards by providing targeted financial education, as identified by statute, at Soldier Lifecycle touchpoints.

1.3 Period of Performance (PoP): The Period of Performance shall be for 3 days (Friday, Saturday, and Sunday) on St. Croix, USVI. The actual period of performance dates will be finalized based on contractor availability.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services on St. Croix, VI for Conference/Meeting Room between the hours of 1600 -2200 hours Friday (exact date TBD); 0800 – 2200 hours Saturday (exact date TBD); and 0800 – 1630 on Sunday (exact date TBD), except on recognized US holidays. The contractor shall provide a conference package to include lodging, meals, and conference location that is co-located in the same location. The contractor shall provide continuous lodging accommodation during the period of performance. The contractor shall, always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.

1.4.2 Reserved.

1.4.3 Reserved.

1.4.4 Reserved.

1.4.5 Reserved.

1.4.5.1 Reserved.

1.4.5.2 Reserved.

1.4.5.3 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.

1.4.6 Reserved.

1.4.7 Reserved.

1.4.8 Reserved

1.4.9 Reserved.

1.4.10 Reserved.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Reserved.

1.14.13 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 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 Physical Security: Actions that prevent the loss or damage of Government property.

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

2.2 Acronyms:

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): None.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The contractor shall provide a conference package, to include lodging rooms and meals, necessary to effectively conduct the VING MFRP Territorial Annual Volunteer Workshop.

5.0 Requirements: The contractor shall:

5.1 The contractor shall provide a conference package, to include a General Session conference room (capable of being divided into two breakout rooms), lodging and meals, necessary to effectively conduct the VING MFRP Territorial Annual Volunteer Workshop. The contractor shall provide a conference package which includes lodging, meals, and the conference location that is co-located in the same location.

5.1.1 Contractor shall provide audiovisual services to include at least 2 microphones, podium, and 1 screen with Projector per each breakout room.

5.1.2 Contractor shall provide hotel on St. Croix, VI with conference room/meeting space to accommodate 48 individuals in one general room, large enough to separate into two smaller rooms to accommodate approximately 24 individuals each.

5.2 Lodging:

5.2.1 Contractor shall provide 14 single occupancy lodging rooms to accommodate fourteen individuals.

5.2.2 Contractor shall provide two double occupancy lodging rooms to accommodate four individuals.

5.3 Meals and Refreshments:

5.3.1 Contractor shall provide breakfast meals within the conference area for 18 individuals on Saturday and Sunday.

5.3.2 Contractor shall provide lunch meals within the conference area for 48 individuals on Saturday and Sunday.

5.3.3 Contractor shall provide a dinner meal within the conference area for 48 individuals on Saturday.

5.3.4 Contractor shall provide vegetarian meals as an option upon request. There are no known dietary restrictions currently.

5.3.5 Contractor shall provide morning refreshments for 48 individuals at 10:00 o’clock on Saturday and Sunday.

5.3.6 Contractor shall provide afternoon refreshments for 48 individuals at 3:00 o’clock on Saturday and Sunday. Refreshments shall include granola bars, yogurt, fruits, cookies, and pastries.

5.3.7 Contractor shall provide drinks with all meals to include tea, coffee, a variation of juices, and water equal to accommodate the number of meals served.

5.4 Contractor shall ensure all safety and health protocols are upheld as per regulations established by the local laws.