W912CL-16-Q-0036 _PESCAA_Conferences.pdf

SEE ADDENDUM

(No Collect Calls)

W912CL-16-Q-0036 19-Oct-2016

b. TELEPHONE NUMBER

210-295-7158

8. OFFER DUE DATE/LOCAL TIME

12:00 PM 17 Nov 2016

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

W912CL9. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

FITHO SIMPLICE

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED ORX

SMALL BUSINESS

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

410TH CONTRACTING SUPPORT BRIGADE

REGIONAL CONTRACTING CENTER AMERICAS

CCEC-AMF-4130 STANLEY RD STE 320

JBSA FORT SAM HOUSTON TX 78234-2726

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE W586EV 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

0000 HQ HHB ARMY HQ AND HQ

MAJ JOE CONTRERAS

2720 HOWITZER STREET

JOINT BASE SAN ANTONIO TX 78234

TEL: 201-808-6953 FAX:

210-808-9473/9474FAX:

TEL: 210-295-XXXX SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$32,500,000

NAICS:

721110

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF79

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

W912CL-16-Q-0036

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES ESTIMATED

QUANTITY

UNIT UNIT PRICE ESTIMATED AMOUNT

0001 500 Meal Breakfast (Prep Conference)

FFP

The contractor shall provide a breakfast buffet on 22 - 25 August 2017 from 6:30 AM to 8:00 AM in accordance with Preparatory Conference PWS paragraph 5.6.3 and Table 4 of the PWS.

FOB: Destination

ESTIMATED

NET AMT

UNIT UNIT PRICE ESTIMATED AMOUNT

0002 375 Meal Lunch (Prep Conference)

FFP

The contractor shall provide a buffet style lunch on 22 - 24 August 2017 from 11:30 AM to 1:30 PM in accordance with Preparatory Conference PWS paragraph

5.6.4 and Table 4 of the PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

0003 375 Meal Dinner (Prep Conference)

FFP

The contractor shall provide a buffet style dinner on 22 - 24 August 2017 from 6:00 PM to 7:30 PM in accordance with Preparatory Conference PWS paragraph

5.6.5 and Table 4 of the PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

0004 375 Each Coffee Breaks (AM) (Prep Conference)

FFP

The contractor shall provide buffet style coffee breaks on 22-24 August 2017 from 10:00 AM to 11:00 AM in accordance with Preparatory Conference PWS paragraph 5.6.6 and Table 5 of the PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

0005 375 Each Coffee Breaks (PM) (Prep Conference)

FFP

The contractor shall provide buffet style coffee breaks on 22-24 August 2017 from 3:00 PM to 4:00 PM in accordance with Preparatory Conference PWS paragraph

5.6.6 and Table 5 of the PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

0006 125 Each Social Event (Prep Conference)

FFP

The contractor shall provide a social event on 21 August 2017 at 7:00 PM in accordance with Preparatory Conference PWS paragraph 5.6.5.1 and Table 4 of the

PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

0007 1 Job Translation Service (Prep Conference)

FFP

The contractor shall provide two (2) translators to be physically available at the National Capital Region conference site from 17 – 18 August 2017 and from 21 – 24 August 2017 in accordance with Preparatory Conference PWS paragraph 5.2.1 and Table 1a of the PWS. Offerors shall provide unit pricing for this CLIN on Attachment 4, Unit Pricing Data.

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0008 1 Job Interpretation Service (Prep Conference)

FFP

The contractor shall provide four (4) interpreters (2 Spanish / 2 Portuguese) to be physically available at the National Capital Region conference site from 21 - 24 August 2017 in accordance with Preparatory Conference PWS paragraph 5.3.1 and Table 1b of the PWS. Offerors shall provide unit pricing for this CLIN on

UNIT UNIT PRICE ESTIMATED AMOUNT

0009 1 Package Audio Visual Equipment (Prep Conference)

FFP

The contractor shall provide audio visual equipment in accordance with Preparatory Conference PWS paragraphs 5.8 - 5.8.2 and Table 7 of the PWS.

Offerors shall provide unit pricing for this CLIN on Attachment 4, Unit Pricing Data.

UNIT UNIT PRICE ESTIMATED AMOUNT

0010 1 Nights Bilateral Meeting Room (Prep Conference)

FFP

The contractor shall provide one (1) Bilateral Meeting Room (Non-smoking) from 23-24 August 2017 in accordance with Preparatory Conference PWS paragraph

5.5.3.1 and Table 2 of the PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

0011 5 Nights Medical Officer Suite (Prep Conference)

FFP

The contractor shall provide one (1) Medical Suite (Non-smoking) from 21-26 August 2017 in accordance with Preparatory Conference PWS paragraph 5.5.3.2 and Table 3 of the PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

0012 1 Package Conference Rooms (Prep Conference)

FFP

The contractor shall provide conference rooms in accordance with Preparatory Conference PWS paragraphs 5.7.1 - 5.7.6 and Table 6 of the PWS. Offerors shall provide unit pricing for this CLIN on Attachment 4, Unit Pricing Data.

UNIT UNIT PRICE ESTIMATED AMOUNT

0013 1 Package Computers (Prep Conference)

FFP

The contractor shall provide computers in accordance with Preparatory Conference PWS paragraph 5.9 and Table 8 of the PWS. Offerors shall provide unit pricing for this CLIN on Attachment 4, Unit Pricing Data.

0014 1 Each Contractor Manpower Reporting (CMR) FY17

FFP

The Contractor is required to report ALL contractor manpower (including subcontractor manpower) required for the performance of this contract. The contractor is required to completely fill in all the required fields in the reporting system using the following web address: https://cmra.army.mil/. The requiring activity will assist the Contractor with the reporting requirement as necessary. The Contractor may enter reports at any time during the reporting period, which is defined as the period of performance not to exceed 12 months ending 30 September of each government fiscal year. Reporting must be completed no later than 31 October for every year or part of a year for which the contract is in place.

Failure to comply with this reporting requirement will result in contract termination.

UNIT UNIT PRICE ESTIMATED AMOUNT

0015 800 Meal Breakfast (PESCAA Conference)

FFP

The contractor shall provide a breakfast buffet on 7 - 10 November 2017 from 6:30 AM to 8:00 AM in accordance with PESCAA Conference PWS paragraph 5.6.3 and Table 4 of the PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

0016 600 Meal Lunch (PESCAA Conference)

FFP

The contractor shall provide a buffet style lunch on 7 - 9 November 2017 from 11:30 AM to 1:30 PM in accordance with PESCAA Conference PWS paragraph

5.6.4 and Table 4 of the PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

0017 600 Meal Dinner (PESCAA Conference)

FFP

The contractor shall provide a buffet style dinner on 7 - 9 November 2017 from 6:00 PM to 7:30 PM in accordance with PESCAA Conference PWS paragraph

5.6.5 and Table 4 of the PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

0018 600 Meal Coffee Break (AM) (PESCAA Conference)

FFP

The contractor shall provide buffet style coffee breaks on 7 - 9 November 2017 from 10:00 AM to 11:00 AM in accordance with PESCAA Conference PWS

UNIT UNIT PRICE ESTIMATED AMOUNT

0019 600 Meal Coffee Break (PM) (PESCAA Conference)

FFP

The contractor shall provide buffet style coffee breaks on 7 - 9 November 2017 from 3:00 PM to 4:00 PM in accordance with PESCAA Conference PWS

UNIT UNIT PRICE ESTIMATED AMOUNT

0020 200 Meal Social Event (PESCAA Conference)

FFP

The contractor shall provide a social event on 6 November 2017 at 7:30 PM in accordance with PESCAA Conference PWS paragraph 5.6.5.1 and Table 4 of the

UNIT UNIT PRICE ESTIMATED AMOUNT

0021 1 Job Translation Services (PESCAA Conference)

FFP

The contractor shall provide two (2) translators to be physically available at the National Capital Region conference site from 02 – 03 November 2017 and from 06

- 09 November 2017 in accordance with PESCAA Conference PWS paragraph

5.2.1 and Table 1a of the PWS. Offerors shall provide unit pricing for this CLIN on Attachment 4, Unit Pricing Data.

UNIT UNIT PRICE ESTIMATED AMOUNT

0022 1 Job Interpretation Service(PESCAA Conference

FFP

The contractor shall provide four (4) interpreters (2 Spanish / 2 Portuguese) to be physically available at the National Capital Region conference site from 06 - 09 November 2017 in accordance with PESCAA Conference PWS paragraph 5.3.1 and Table 1b of the PWS. Offerors shall provide unit pricing for this CLIN on

UNIT UNIT PRICE ESTIMATED AMOUNT

0023 1 Package Audio Visual Equip (PESCAA Conference)

FFP

The contractor shall provide audio visual equipment in accordance with PESCAA Conference PWS paragraphs 5.8 - 5.8.2 and Table 7 of the PWS. Offerors shall

UNIT UNIT PRICE ESTIMATED AMOUNT

0024 20 Nights Bilateral Rooms (PESCAA Conference)

FFP

The contractor shall provide ten (10) Bilateral Meeting Rooms (Non-smoking) from 7 - 9 November 2017 in accordance with PESCAA Conference PWS paragraph 5.5.3.1 and Table 2 of the PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

0025 5 Nights Medical Officer Suite(PESCAA Conference)

FFP

The contractor shall provide one (1) Medical Suite (Non-smoking) from 6 -11 November 2017 in accordance with PESCAA Conference PWS paragraph 5.5.3.2 and Table 3 of the PWS.

UNIT UNIT PRICE ESTIMATED AMOUNT

0026 1 Package Conference Rooms (PESCAA Conference)

FFP

The contractor shall provide conference rooms in accordance with PESCAA Conference PWS paragraphs 5.7.1 - 5.7.6 and Table 6 of the PWS. Offerors shall

UNIT UNIT PRICE ESTIMATED AMOUNT

0027 1 Package Computers (PESCAA Conference)

FFP

The contractor shall provide computers in accordance with PESCAA Conference PWS paragraph 5.9 and Table 8 of the PWS. Offerors shall provide unit pricing for this CLIN on Attachment 4, Unit Pricing Data.

0028 1 Each Contractor Manpower Report (CMR) FY18

FFP

The Contractor is required to report ALL contractor manpower (including subcontractor manpower) required for the performance of this contract. The contractor is required to completely fill in all the required fields in the reporting system using the following web address: https://cmra.army.mil/. The requiring activity will assist the Contractor with the reporting requirement as necessary. The Contractor may enter reports at any time during the reporting period, which is defined as the period of performance not to exceed 12 months ending 30 September of each government fiscal year. Reporting must be completed no later than 31 October for every year or part of a year for which the contract is in place.

Failure to comply with this reporting requirement will result in contract termination.

PWS - PREPARATORY CONFERENCE

Performance Work Statement (PWS) for Permanent Executive Secretariat of the Conference of American Armies (PESCAA)

United States Army South (USARSOUTH) Preparatory Conference

National Capital Region (NCR) 17 August 2017 - 25 August 2017

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

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 in providing lodging, meals, coffee breaks, conference facilities and equipment, and other supplies and services needed to support an estimated 125 conference attendees; and non-personal services necessary to perform interpretation and translation services in Spanish, Portuguese, and English at the conference as defined in this PWS, except for those items specified as Government Furnished Property (GFP) and Government Furnished Services (GFS). The contractor shall perform to the standards specified in this contract.

1.2 Background: The PESCAA plans, coordinates, and executes for members to draft accords of the Conference of American Armies.

1.3 Objectives: The objective of this PWS is to provide conference facilities and equipment, lodging and meals, and translation and interpretation services in support of the Preparatory Conference held in the NCR.

1.4 Scope: The Contractor shall provide all conference support equipment and services, to include lodging, meals, conference space, admin space, audiovisual equipment and support services, translation and interpretation services, and Information Technology (IT) support for the conference as specified in this PWS.

1.5 Period of Performance: The period of performance shall be 17 August 2017 - 25 August 2017.

1.6 General Information:

1.6.1 Quality Control Plan (QCP): The Contractor shall develop and implement procedures to ensure all work described in this contract is performed at or above the standard defined in the Performance Requirements Summary (PRS). Procedures are developed by the contractor for its internal use to ensure that it performs and delivers high-quality service. The contractor shall identify and prevent defects in quality of products and services performed before the level becomes unacceptable.

1.6.2 Place of Performance: The work to be performed under this contract will be performed at a hotel conference facility to be determined (TBD), located in the NCR.

1.6.3 Type of Contract: The Government anticipates the award of a Fixed Price Requirements type contract with task orders issued for each conference.

1.6.4 Access and General Protection Policy and Procedures:

1.6.4.1 Physical Security: The contractor shall be responsible for safeguarding all Government equipment, information, and property provided for contractor use. The contractor must pass a formal Criminal Activity Threat

Assessment via the U.S. Army Criminal Investigation Command (CID) Intelligence Division, Threat Assessment Desk. The contractor must provide its point of contact information for its Director of Security during the coordination of the assessment.

1.6.4.2 Personnel Security Clearance Requirements: None.

1.6.4.3 Background Checks: The Contractor shall ensure contractor employees and subcontractor employees performing services under this contract have passed a security check conducted by the Host Nation Police Department of their residence or the State Police Department of their U.S. residence. Security checks that have been completed as part of a personnel security clearance background investigation, or a previous background check that was a condition of employment, meet this requirement. Documentation of these checks will be made available to the Contracting Officer (KO) or Contracting Officer’s Representative (COR) upon request. The Government retains the right to exclude any employee from performance of duties under this contract if a background security check reveals an employee is a security risk. The exclusion of an employee for security reasons will not relieve the Contractor from performance of services required under this contract. If the Government determines additional background checks are required, at a minimum, and upon request from the Government, the Contractor shall provide to the KO or COR, the following information on any contractor or subcontractor employee performing services under this contract:

Full birth name Married name (if applicable) SSN or local equivalent (ID card number) Date of birth Place of birth (city, country)

1.6.4.3.1 Background Check Notification Requirements: If a background check on any employee or subcontractor employee performing services under this contract, whether the check was conducted as a condition of employment or as part of the contract with the Government, reveals any information from any source (including host country law enforcement) of criminal activity by Contractor employees, subcontractors, or subcontractor employees, the Contractor shall immediately notify the KO and COR of that information. The Contractor shall make notification of:

(1) Traffic violations, other than parking, will be reported to the KO or COR only if the contract is for drivers for the Government;

(2) Any suspicious activity by Contractor employees, subcontractors, or subcontractor employees the Contractor believes may pose a risk to U.S. or host nation national security or imminent risk of deadly bodily harm to any person; and

(3) Any actions taken against Contractor employees, subcontractors, or subcontractor employees pursuant to this requirement.

1.6.4.3.2 Remedies: In addition to other remedies available to the Government, the Contractor’s failure to comply with the requirements of paragraph 1.6.4.3.1 may result in requiring the Contractor to remove a Contractor employee or employees from the performance of the contract.

1.6.4.3.3 Subcontracts: The Contractor shall include the substance of paragraph 1.6 and the preceding paragraphs in all subcontracts.

1.6.4.4 Employment Eligibility: The Contractor shall ensure that all Contractor employees and sub-contractor employees performing services under this contract in the U.S. or its territories have been pre-screened for employment eligibility using the E-verify Program on the Department of Homeland Security website http://www.uscis.gov/e-verify. Personnel that have not met the employment eligibility requirement on this website are not authorized to perform services under this contract. Verification of the eligibility check will be made available to the KO or COR upon request. This requirement is not in lieu of and does not relieve the Contractor from the I-9 Employment Eligibility Verification Forms for employment of personnel.

1.6.5 Post Award Conference/Contract Periodic Progress Meetings: The Contractor shall attend the post award conference convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation (FAR) Subpart 42.5. The KO, COR, and with other Government personnel as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the KO will apprise the contractor of how the Government views the Contractor's performance and the Contractor 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.

1.6.6 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: ensure 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 KO 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.

1.6.7 Key Personnel: The following personnel are considered key personnel by the Government: Contract Manager and Alternate Contract Manager. 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 KO upon award of the contract. 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. Qualifications for all key personnel are listed below:

1.6.7.1 Contract Manager and Alternate: The Contract Manager and Alternate must have knowledge of common Department of Defense (DoD) concepts.

1.6.8 Special Qualifications or Certifications: Translator/Interpreter personnel shall meet the U.S. Department of State Foreign Affairs Handbook Volume 3 Handbook 2 - Foreign Service National Handbook “Level 5 Professional Translator/Interpreter or Equivalent.” A copy of their Professional Certification shall be submitted to the COR upon contract award.

1.6.8.1 Translators shall have previous experience working with USSOUTHCOM, USARSOUTH, or other U.S.

Military and Federal Agencies, and shall be proficient in military terminology. The translators shall at a minimum meet the Interagency Language Roundtable (ILR) skill level five (http://www.govtilr.org) and successfully apply translation methodology to translate a wide variety of complex texts that contain difficult, abstract, idiomatic, highly technical, and colloquial writing. The translators must be able to capture subtleties, nuances, and tone and register (such as official, formal, and informal writing). Translators must be trained and proficient in the use of Microsoft Word and Power Point presentations.

1.6.8.2 Interpreters shall have previous experience working with USSOUTHCOM, USARSOUTH, or other US Military and Federal Agencies, and shall be proficient in military terminology. The interpreters shall at a minimum meet the Interagency Language Roundtable (ILR) skill level five (http://www.govtilr.org) and be able to interpret simultaneous accurate renditions of the speaker faithfully, including details and nuances, reflecting the style, register, and cultural context of the source language, without omissions, additions or embellishments. The delivery must be a good delivery, with pleasant voice quality and only occasional hesitations, repetitions or corrections.

1.6.9 Identification of Contractor Employees: Contractor employees shall identify themselves as Contractor personnel and shall avoid representing themselves as Government employees. Contractor personnel identification shall be easily identifiable through the display of badges, name tags, lanyards, etc. to be provided by the organizers of the conference.

1.6.10 Badging of Contractor Employees: If required by the Government, contract personnel and all associated subcontractors employees accessing U.S. facilities or activities, shall present a valid picture ID provided by the Government while accessing Government owned or contracted facilities and shall adhere to facility security policies and restrictions. If applicable, Government issued access badges will not be worn outside designated facility where visible to the general public. Contractor personnel shall return all U.S. Government issued identification to appropriate U.S. Government authorities within 5 days of the end of their contractual duties.

1.6.10.1 Uniform: The Contractor shall provide a standard uniform for all Contractor and subcontractor employees performing services under this contract, and ensure they wear the uniform during appointed duty hours. The uniform may consist of professional business attire or the same type and color shirt and slacks for all workers.

Company logo is optional.

1.6.11 Contractor Travel: None.

1.6.12 Other Direct Costs (ODC): None.

1.6.13 Data Rights: 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 KO. 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.

1.6.14. Non-Disclosure Requirements: Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. Neither the Contractor, nor Contractor personnel, shall divulge, nor release data or information developed, or obtained under performance of this work statement, except to authorized Government personnel or upon written approval of the KO. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall apply, and shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

1.6.14.1 Non-Disclosure Statements: All Contractor employees in direct support of this event, including each employee of any and all Subcontractor(s), must sign a non-disclosure agreement requiring the employee to comply with the provisions of paragraph 1.6.14 and its subparagraphs. The Contractor shall provide the signed non-disclosure agreements to the Government prior to commencement of work under the contract. Disclosure of information by Contractor personnel may result in the removal of Contractor personnel from performance of duties under this contract.

1.6.14.2 Advertisement and Social Media: The Contractor shall NOT post information to public websites or social media locations, personal or professional, that in any way disclose names, locations, hotel data, participants, discussions, pictures, etc. before, during or after the contract period of performance without the express consent of the Government. The use of propaganda violates DOD Commercial Use of Imagery Guidelines stated at http://www.defenseimagery.mil/products/DODimagery/commercialuse.html. The Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any marketing tools, to include its company website.

1.6.14.3 Information Assurance (IA): At no time will the Contractor or associated sub-contractor employees transmit Government documents or information using methods that do not meet the security requirements specified in the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-171, "Protecting

Controlled Unclassified Information in Nonfederal Information Systems and Organizations" such as personal electronic mail accounts, public digital data storage sites (cloud storage), social media platforms or instant messaging. Approved Government sites such as U.S. Army Aviation and Missile Research Development and Engineering Center (AMRDEC) Safe Exchange at https://safe.amrdec.army.mil/SAFE/About.aspx, or All Partners Access Network (APAN) at https://community.apan.org/, or other transmission means determined by the Government must be used.

1.6.15 Reserved.

1.6.16 Phase-in/Phase-Out (PIPO) Period: None.

1.6.17 General Training Requirements:

1.6.17.1 OPSEC Awareness: If the Contractor, or a subcontractor, or employees of either disclose any information that disrupts or harms the Government's operations or activities, then the Government retains the right to exclude any employee from performance of duties under this contract. The exclusion of an employee for security reasons will not relieve the Contractor from performance of services required under this contract. By way of example, personnel shall not sketch or take photos of Government facilities or activities, unless related to the service to be provided. All Government paper products and removable digital storage material that is received, generated, or stored during the contract will be destroyed completely when no longer needed to preclude recognition of information. The Contractor must identify its own OPSEC program manager (PM) to oversee OPSEC training and compliance of all contractor (and subcontractor) employees. The Contractor's OPSEC PM would interface with the Government OPSEC Officer prior to the event and throughout the conference. This Government OPSEC Officer will approve/deny the OPSEC plan developed by the contractor. The Contractor shall implement and maintain an OPSEC program for preventing the disclosure of critical information or sensitive information which could jeopardize the Government’s ability to execute its mission or to adequately protect its personnel and/or equipment.

The Contractor shall develop an OPSEC Standing Operating Procedure (SOP)/plan within 90 calendar days of contract award and present the SOP/plan to the COR or KO to be reviewed and approved by the Government OPSEC Officer on the supporting installation. The SOP must contain a training plan that includes an initial OPSEC brief, continuous awareness, and annual OPSEC training. Awareness/training includes, but is not limited to, information disclosure via letters, conversations, photographs, resumes, electronic mail (e-mail), social media/networking sites, dissemination of information and documents disposal. OPSEC Program shall fully comply with the provisions of AR 530-1, Operations Security.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 Definitions:

2.1.1 Contractor. The total contractor organization or a separate entity of it; such as an affiliate, division, or plant that performs its own purchasing.

2.1.2 Contracting Officer (KO). A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.3 Contracting Officer’s Representative (COR). An individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions.

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 National Capital Region (NCR). Includes Washington, DC; Arlington, VA; and Alexandria, VA.

2.1.8 Performance Work Statement (PWS). A performance work statement for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

2.1.9 Physical Security. Protection of the perimeter area, Government property, and assets that prevent the loss or damage of Government property.

2.1.10 Quality Assurance. The various functions, including inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

2.1.11 Quality Control (QC). Tasks performed by the Contractor to improve the quality of the organization’s output.

2.1.12 Shall. An imperative command; has a duty to or is required to. Denotes that a regulation must be followed unless the Contracting Officer has obtained a deviation.

2.1.13 Subcontractor. Any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime contractor or another subcontractor.

2.1.14 Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.15 Work Week. Monday through Friday, unless specified otherwise.

2.2 Acronyms:

AI Area of Interest AMRDEC U.S. Army Aviation and Missile Research Development and Engineering Center ANSI American National Standards Institute AOR Area of Responsibility APAN All Partners Access Network AR Army Regulation AT Anti-Terrorism CID US Army Criminal Investigation Command CMR Contract Manpower Reporting COR Contracting Officer’s Representative DOD Department of Defense DODD Department of Defense Directive DODI Department of Defense Instruction FAR Federal Acquisition Regulation FY Fiscal Year GFE Government Furnished Equipment GFP Government Furnished Property GFS Government Furnished Services HR Hotel Representative IA Information Assurance IAW In Accordance With ILR Interagency Language Roundtable

IT Information Technology JTR Joint Travel Regulation KO Contracting Officer NCR National Capital Region NIST National Institute of Standards and Technology NLT No Later Than OCI Organizational Conflict of Interest ODC Other Direct Costs OPSEC Operations Security PESCAA Permanent Executive Secretariat of the Conference of American Armies PIPO Phase-in/Phase-out PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QCP Quality Control Program RA Requiring Activity SOP Standing Operating Procedure SP Special Publication TBD To Be Determined TE Technical Exhibit USARSOUTH United States Army South U.S.C. United States Code USSOUTHCOM United States Southern Command

PART 3

GOVERNMENT FURNISHED EQUIPMENT (GFE), GOVERNMENT FURNISHED PROPERTY (GFP), AND

GOVERNMENT FURNISHED SERVICES (GFS)

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 Part 3 of this PWS.

4.2 Facility Security Clearance. See paragraph 1.6.4.1.

4.3. Materials. The Contractor shall furnish all materials and supplies necessary to meet the requirements under this

4.4. Equipment. The Contractor shall provide all equipment required for an audience of about 125 participants to ensure success of the Preparatory Conference listed in the specific tasks (Part 5).

PART 5

SPECIFIC TASKS

5. Specific Tasks: The contractor shall provide services for Lodging, Meals, Coffee Breaks, Conference Facilities, Computers, and Audio-Visual Equipment. Contractor shall also provide non-personal services in the form of translation and interpretation from Spanish to English and Portuguese, English to Spanish and Portuguese, and Portuguese to English and Spanish for the PESCAA in support of the Preparatory Conference to be held in the NCR, to include simultaneous interpretation during the conference, document translation prior to and during the conference, all required technical equipment, and technician support to ensure that their team is able to perform the translation and interpretation services throughout the event.

5.1. Basic Services. The contractor shall provide services for Lodging, Meals, Coffee Breaks, Conference Facilities, and Audio-Visual Equipment. The Contractor shall provide translation and interpretation services from Spanish to English and Portuguese, English to Spanish and Portuguese, and Portuguese to English and Spanish. The conference will be conducted primarily in Spanish and will require interpreters and translators capable of providing simultaneous interpretation and translation support in English, Spanish, and Portuguese.

5.2 Translation Services:

5.2.1 On-site Document Translation Services. The contractor shall provide two (2) translators to be physically available at the NCR conference site from 17 – 18 August 2017 and from 21 – 24 August 2017, as shown in Table 1a. The contractor shall return translated documents to the designated Government Representative for review and approval once translation is complete. Translators will be expected to complete a minimum of 3000 words in text documents or 30 PowerPoint slides per eight (8) hour day. The work schedule will be published one week before the start of the conference. Contractor shall be prepared to conduct business for a period of 8 hours daily in order to successfully translate all required documents.

5.3 Interpretation Services.

5.3.1 On-site Interpretation Services. The contractor shall provide four (4) interpreters (2 Spanish / 2 Portuguese) to be physically available at the NCR from 21 - 24 August 2017, as shown in Table 1b. Interpreters will provide Simultaneous Interpretation during Plenary Sessions using the contractor provided equipment. Interpreters will provide Consecutive Interpretation during Working Group Sessions using the sound equipment provided by the hotel.

5.4 Equipment Technician Services. The contractor shall provide on-site equipment support throughout the conference to ensure that equipment is fully functional at all times.

Table 1a Work Schedule for Translators

Date Description QTY U/I # of Hrs per Translator Total # of Hours Remarks

17 AUG 2017 Translators 2 HR 8 Hrs 16 On-site Translation 18 AUG 2017 Translators 2 HR 8 Hrs 16 On-Site Translation 21 AUG 2017 Translators 2 HR 8 Hrs 16 On-site Translation 22 AUG 2017 Translators 2 HR 8 Hrs 16 On-site Translation 23 AUG 2017 Translators 2 HR 8 Hrs 16 On-site Translation 24 AUG 2017 Translators 2 HR 8 Hrs 16 On-site Translation

Table 1b

Work Schedule for Interpreters

Date Description QTY U/I # of Hrs per Interpreter Total # of Hours

Remarks

21 AUG 2017 Interpreters 4 HR

12:00 PM – 11:00 PM

(10 hrs)

On-site Interpreters and Set-up / Test day. Set-up attendees will be given a one

(1) hour meal break.

Interpretation services will not be required during the meal break.

22 AUG 2017 Interpreters 4 HR

8:00 AM – 7:00 PM

(10 hrs)

Duty Day. Conference attendees will be given a one

(1) hour meal break.

Interpretation services will not be required during the meal break.

23 AUG 2017 Interpreters 4 HR

8:00 AM – 7:00 PM

(10 hrs)

Duty Day. Conference attendees will be given a one

(1) hour meal break.

Interpretation services will not be required during the meal break.

24 AUG 2017 Interpreters 4 HR

8:00 AM – 7:00 PM

(10 hrs)

Duty Day. Conference attendees will be given a one

(1) hour meal break.

Interpretation services will not be required during the meal break.

5.5 Lodging:

5.5.1 The hotel shall be located in a safe, low crime area in the NCR no more than 3 miles from the Pentagon and no more than 4 miles from the Reagan Airport to maximize use of time for conference presentations and activities.

5.5.2 The hotel must have a full service restaurant on the property or have the ability to cater breakfast, lunch, dinner, and morning and afternoon conference breaks.

5.5.3 The hotel must have sufficient capacity to accommodate 125 conference attendees in 70 single/double rooms at the Government contract rate, to include self-paying guests. Rooms shall include a king or queen size bed with pillows, work desk with high-speed internet access, appropriate furniture, hot and cold running water, clean linen, heat and air conditioning, private bath with shower and vanity, 40” or higher HD TV with cable channels, in accordance with industry standards. Rooms shall be equipped with an in-room safe, desk, iron and ironing board, and a refrigerator.

5.5.3.1 Bilateral Meeting Room (Non-smoking). The hotel shall provide a bilateral meeting room to be used for informal bilateral meetings with a table and couches for 10 personnel, as shown in Table 2. The setup of the room is only for a rehearsal to the PESCAA Conference. A single regular room may be used for this purpose.

Table 2 Bilateral Room (Non-smoking)

Number of Bilateral Meeting Rooms

Arrival Date Departure Date Total Nights Total Number of

Room Nights

1 23 AUG 2017 24 AUG 2017 1 1

TOTAL 1

5.5.3.2 Medical Suite. The hotel shall provide one suite to be used by the Medical Officer to provide a 24-hour presence in the hotel with a separate area to examine/treat patients for basic ailments, as shown in Table 3.

Table 3 Medical Suite (Non-smoking)

Number of Guests Rooms Arrival Date Departure Date Total Nights Total Number of

Room Nights

1 Medical Officer 21 AUG 2017 26 AUG 2017 5 5

ESTIMATED TOTAL 5

5.5.4 Check-in and Check-out: The Contractor shall allow for early check-in before 4:00 PM and late check-out after 12:00 AM for guests with early flight arrivals or late flight departures based on room availability.

5.5.5 Reserved.

5.5.6 Amenities: All hotel guest facilities and amenities, to include the business center, swimming pool, spa, and exercise facilities, shall be made available for conference participants, as long as they are registered in the hotel.

5.5.7 Service Breakdowns: The hotel shall ensure required maintenance or repairs for hotel equipment, to include guest rooms, conference facilities, admin rooms, etc., shall be corrected immediately at the expense of the hotel.

5.5.8 The US Government will pay for rooms in tables 2, 3, and 6. The US Government will not pay for telephone calls, mini-bar, room service, and hotel charges other than those specifically provided for in this contract. It is highly recommended that the hotel request a credit card from guests upon check-in to secure potential unauthorized charges. Charges not covered by the conference are to be resolved between the guests and the hotel.

5.5.9 The US Government will only pay for rooms and services actually used and any applicable penalties due to late cancellations.

5.5.10 Hotel Representative: The hotel shall provide a representative as a liaison for the conference. The hotel representative (HR) must be vested with the authority to resolve issues involving conference execution and payment as they arise. The HR shall be available throughout the time period the hotel is in use by the Government. The hotel shall provide a list of on-call hotel points-of-contact, who have the authority to resolve issues affecting their particular areas of support, for example, room maintenance, security, banquets, payment, etc. when the HR is not available.

5.5.11 The hotel Security Manager shall provide the Government Security Director an orientation of the hotel. In addition, the hotel Security Manager shall meet with the Government Security Director to establish a direct point of contact within the hotel staff to solve security issues.

5.6 Meals:

5.6.1 Scheduled meals, as shown in Table 4, shall be prepared according to predetermined menus. The designated Government Representative will identify individuals with dietary restrictions. The hotel shall strive to accommodate special diets where feasible and within contracted meal rates.

5.6.2 A breakfast buffet will be provided for each conference participant lodging in the hotel.

5.6.3 Breakfast: The hotel shall provide a breakfast buffet from 6:30 AM to 8:00 AM on 22 - 25 August 2017 at an appropriate facility on site as agreed to by the vendor and the Government.

5.6.4 Lunch: The hotel shall provide a buffet style lunch from 11:30 AM to 1:30 PM on 22 - 24 August 2017.

Lunch shall, at a minimum, consist of main entrees, side dishes (vegetables, salads, starches), fruit, dessert, and non-alcoholic beverages such as water, juice, soft drinks, tea and coffee, and be consistent with a value sufficient to provide a complete luncheon meal. The hotel shall provide a minimum of two choices for its lunch buffet/menu selections.

5.6.5 Dinner: On 22 - 24 August 2017, the hotel shall provide a buffet style dinner from 6:00 PM to 7:30 PM.

Dinner shall, at a minimum, consist of main entrees, side dishes, dessert, and a non-alcoholic beverage such as water, juice, soft drinks, tea and/or coffee and be consistent with a value sufficient to provide a complete dinner meal. The hotel shall provide a minimum of two choices for its dinner buffet menu selections

5.6.5.1 Social Event: On 21 August 2017, the hotel shall provide a selection of heavy hors d’oeuvres and non-alcoholic beverages such as water, juice, and soft drinks, in substitution for the dinner buffet during the Social Event to be held at approximately 7:00 PM. Small appetizers such as spicy meat, fish, cheese, or a preparation of chopped or creamed foods, often served on crackers or small pieces of toast, for eating at cocktail parties or other gatherings, are acceptable. Examples of Hors d’ oeuvres include: buffalo wings, canapés, cold cuts, crudités (raw vegetables used for dipping), deviled eggs, cheeses, nachos, sausages, dumplings, bruschetta, cocktail wieners, tongue toast, etc. Two non-alcoholic drinks per person must also be provided. Alcoholic beverages may be purchased through a “Cash Bar” and are the responsibility of each individual.

NOTE: Payment for any drink containing alcohol is the responsibility of and must be paid for separately by the guest requesting such beverage.

Table 4

Schedule of Contracted Meals

DATE BREAKFAST LUNCH DINNER TOTAL MEALS

21 AUG 2017 X X 125 125

22 AUG 2017 125 125 125 375

23 AUG 2017 125 125 125 375

24 AUG 2017 125 125 125 375

25 AUG 2017 125 X X 125

TOTAL 1375

5.6.6 Coffee Breaks: The hotel shall provide buffet style coffee breaks, as shown in Table 5, in close proximity to the main conference room and admin rooms. Morning coffee breaks shall consist of water, coffee, and tea, bagels with cream cheese, pastries and fruit. Afternoon coffee breaks shall consist of water, coffee, and tea, sodas, assorted cookies and/or other snack items. Menu selections or substitutions shall be coordinated with the Government Representative 60 days prior to the start of the conference. Setup shall be completed by the scheduled time and removed within one hour and 30 minutes unless otherwise directed by the designated Government Representative.

Table 5

Estimated Number of Coffee Breaks

DATE TIME QUANTITY

22 AUG 2017 10:00 AM – 11:00 AM 125

22 AUG 2017 3:00 PM - 4:00 PM 125

23 AUG 2017 10:00 AM – 11:00 AM 125

23 AUG 2017 3:00 PM - 4:00 PM 125

24 AUG 2017 10:00 AM – 11:00 AM 125

24 AUG 2017 3:00 PM - 4:00 PM 125

TOTAL 750

5.7 Conference Facilities: All conference facilities, as shown in Table 6, shall have adequate lighting and be climate controlled. The room may be used continuously twenty-four hours a day. The hotel shall provide grounded electrical connections with extension cords and surge protectors to support office equipment. The rooms must be securable to prevent access to unauthorized personnel. Only the designated Government Representative will be authorized to request or receive keys for all conference facilities. Ashtrays shall not be placed in any of the conference facilities, as smoking will not be permitted at indoor conference functions. Hotel staff shall clean conference facilities daily in the evenings or early morning before the start of the workday (8:00 AM). All Conference Facilities must be on the same floor with sole access/control of the floor to include the Main Conference Room, the Operations Center, and the Internet Café. The dining area also needs to be on this same floor.

5.7.1 Main Conference Room: The main conference room must be fully setup and available no later than (NLT) 8:00 AM on 21 August 2017 and will be used through approximately 5:00 PM on 24 August 2017. Setup will include tables, chairs, podiums, microphones, sound system, projector screens, projectors, and other equipment as necessary.