W912CM-18-Q-0002_Amendment_2.pdf

0011098653

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

a. The purpose of this amendment is to revise paragraph 1.6.10 Place of Performance.

b. Date and time for receipt of quotes remains unchanged - 11 December 2017, 10:00 AM Central European Time.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 13

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 05-Dec-2017

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W912CM-18-Q-0002

X 9B. DATED (SEE ITEM 11)

18-Oct-2017

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

05-Dec-2017

CODE

ECC RCO WIESBADEN

KO DIRECTORATE OF CONTRACTING

KONRAD-ADENAUER-RING 39, BLDG. 5301

65187 WIESBADEN

GERMANY

W912CM 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W912CM-18-Q-0002

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been modified:

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

U.S. Army Europe Public Affairs Symposium 2018

Part 1 General Information

1. Introduction: This is a non-personal services contract to provide a conference facility package, to include lodging, meals, meeting rooms and parking from January 16 to 19, 2018. 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 Background: U.S. Army Europe Public Affairs Office (PAO) will host its second annual public affairs symposium from January 16 to 19, 2018, in an effort to bring all key theater public affairs staff from subordinate and rotational units together and provided on-site training and long term planning. The training symposium ultimately benefits the Army and contributes to the Army mission in Europe. Innovative strategic messaging needs to be developed; implementation of updated technology and an aggressive senior leadership engagement plan will be covered in an effort to improve the profession of Public Affairs. Also, during the seminar leadership can address most suggested changes to the Public Affairs vocation.

1.2 Responsibilities: The Contractor shall assume total responsibility for all requirements stated herein on the commencement date of the performance period. The Contractor shall perform as specified in this Contract and under the direction of the Contracting Officer (KO).

1.2.1 Work Responsibility: The Contractor shall perform all work and assume responsibility for planning, programming, administering, managing, and executing all functions necessary to provide the services specified in this PWS. The Contractor shall conduct work in accordance with this PWS and all applicable United States (U.S.), German, and local laws, regulations, standards, provisions, and directives to include applicable publications in PWS Part 6. The Contractor shall ensure that all work meets the level of service, performance standards, or tolerances specified in the PWS or in applicable referenced documents.

1.2.2 Administrative Responsibility: The Contractor shall perform all related administrative actions required to provide services or perform work such as material requisitioning, quality control (QC), financial control, meetings, and correspondence. The Contractor shall compile data, prepare required reports, and submit information as specified by the Deliverable List presented in this PWS.

1.3 Objectives: The Contractor shall provide the services described in this PWS to support the execution of the PAO Symposium 2017.

1.4 Functional Areas: The Contractor shall provide lodging, conference facilities, and meals as described in this PWS. Lodging, to include breakfast and lunch, shall not exceed the local Per Diem Rate established by the Department of State.

1.5 Period of Performance: January 16 to 19, 2018.

1.6 Management and Administration:

1.6.1 Phase In /Phase Out Period: RESERVED

1.6.2 Contractor Management: The Contractor shall perform continual management of the functional areas contained in this PWS and shall provide a Project Manager physically present on-site during normal duty hours. The Project Manager shall conduct overall management coordination and shall be the central point of contact (POC) with the Government for performance of all work under the PWS. Within two (2) days of Contract award, the Contractor shall submit to the Government Point of Contact (POC), in writing, the name, title, office, home and mobile telephone number of the Project Manager. An Alternate Project Manager shall be designated to act for the Project Manager when work is being performed during the Project Manager’s absence. Both the Project Manager and the Alternate shall have full authority to act for the Contractor on all Contract matters relating to daily operation of this Contract.

1.6.3 Contractor Responsiveness: The Project Manager or Alternate shall be available for telephone communication or site attendance, with the Government POC, as required by the Government POC, Monday – Friday during normal business hours. A personal answering service is permitted at other than normal Contract workdays and work hours, provided that the Project Manager or Alternate responds to all calls within one (1) day.

1.6.4 Meetings, Conferences, and Briefings: The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Project Manager or Alternate shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start or end outside of regular duty hours.

1.6.5 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 0800- 1700 Monday through Friday. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.6 Recognized Holidays: RESERVED

1.6.7 Training Holidays: RESERVED

1.6.8 Quality Control: RESERVED

1.6.9 Quality Assurance: The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rates.

1.6.10 Place of Performance: The work to be performed under this contract shall be performed at the Contractor’s facility in Berlin, Germany. The facility shall be within 1000 meters distance from the U.S. Embassy or within 3 minutes walking distance of direct public transportation - U-Bahn and S-Bahn.

1.6.11 Type of Contract: The Government will award a Firm-Fixed Price (FFP) Purchase Order contract.

1.6.12 Security Program: RESERVED

1.6.13 Physical Security: Contractor personnel performing work under this contract must allow the Government to inform local police of scheduled events and allow Government security personnel to perform required security review and observation. See DFARS 252.225-7043. The Contractor shall permit German and US security forces to sweep with personnel, equipment, and working animals in all areas of the facilities to include hotel, conference locations, and dining locations as deemed necessary by security protocol from 16-19 January 2018.

1.6.14 Operations Security (OPSEC) Training, Anti-Terrorism (AT) Level I Training, iWATCH Training, Information Assurance (IA) Training: RESERVED

1.6.15 Key Control: The Contractor shall maintain keys and secure all work areas and Conference Rooms upon the completion of each day.

1.6.16 Special Qualifications: RESERVED

1.6.17 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.18 Contracting Officer Representative (COR): RESERVED

1.6.19 Key Personnel: The following personnel are considered key personnel by the Government – Program Manager and Alternate. 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 Government POC within two (2) days of Contract award.

The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m., Monday through Friday.

1.6.20 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. Contractor personnel identification shall be easily identifiable through the display of badges IAW AER 27-715 Contractor Identification.

1.6.21 Contractor Travel: RESERVED

1.6.22 Other Direct Costs: RESERVED

1.6.23 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 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.

1.6.24 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 effect 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.

1.6.25 Safety: Curtains in the meeting rooms shall be closed and all doors to the outside shall be able to be secured. U.S. Government will oversee the set-up of the room prior to the conference. Additionally, the Contractor shall facilitate the random distribution of principal event participants in rooms throughout the facility.

1.6.25.1 Safety Plan and Program: RESERVED

1.6.26 Environmental Compliance: RESERVED

1.6.26.1 Environmental Compliance Plan and Program: RESERVED

PART 2

DEFINITIONS & ACRONYMS

2. Definitions And Acronyms:

2.1 Definitions:

Contractor - A supplier or Contractor awarded a contract to provide specific supplies or service to the Government.

The term used in this contract refers to the prime.

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.

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.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

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.

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

Public Affairs - PAO

Quality Assurance - The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

Quality Assurance Surveillance Plan (QASP) - An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

Quality Control - All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Subcontractor - One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

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

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement 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) POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement PAO Public Affairs Office QA Quality Assurance 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: RESERVED

3.2 Facilities: RESERVED

3.3 Utilities: RESERVED

3.4 Equipment: RESERVED

3.5 Materials: RESERVED

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 Secret Facility Clearance: RESERVED

4.3 Materials: The Contractor shall provide the materials necessary to meet the requirements in Part 5 of this

PWS.

4.4 Equipment: The Contractor shall provide the equipment necessary to meet the requirements in Part 5 of this

PWS.

PART 5

SPECIFIC TASKS

5.1 Basic Services: The Contractor shall provide services for lodging, meals, refreshments, parking, Conference Room and breakout rooms, and audio/visual (AV) support from January 16-19, 2018. Contractor shall allow a military working dog to have unrestricted access to all areas in support of event execution, if deemed necessary by the U.S. Government. Contractor shall allow a military working dog to sleep with handler in his or her lodging room, if deemed necessary by the U.S. Government.

5.2 Detailed Services to be Provided by the Contractor:

Lodging Room Requirements. The Contractor shall provide lodging according to the following table (check-in on January 16, 2018 and check-out on January 19, 2018). All lodging will be paid by the individual guest and will not be paid under this Contract.

Room Type 15 Jan 16 Jan 17 Jan 18 Jan 19 Jan Standard Rooms 3 Check-in 70 70 70 Check-out 70

5.2.1 Lodging for Standard Rooms, to include breakfast, shall not exceed the local Joint Travel Regulations (JTR) established by the Department of State. All rooms shall have climate control, a working safe, complimentary high speed Wi-Fi wireless internet, and a minimum of one (1) working lock on each door. Each Standard Room shall be a single occupancy room.

5.2.2 General Room Requirements.

5.2.2.1 Cleaning. Each Standard Room shall be cleaned daily in accordance with standard commercial practices.

Cleaning shall include exchanging soiled towels and linens as necessary.

5.2.2.2 Gym Facilities. The Contractor shall provide guests courtesy access to all regular facilities and amenities, to include the health and wellness facility, gym or fitness area. Contractor shall provide access to the health and wellness facility, gym or fitness area from January 15 to 19, 2018, starting no later than guest check-in and ending upon facility closing time each day until guest check-out.

5.2.2.3 All additional incidental charges, such as laundry, dry cleaning, room service, items from the minibar, spa charges, phone calls, and in room movies shall be the responsibility of the individual assigned to the room. The US Government shall not be liable for any individual incidental charges. The Contractor shall be responsible for obtaining individual credit card information during the registration to cover these charges. The lodging cost shall include breakfast daily, in accordance with the hotel business practice.

Notice of any room change will be provided by the U.S. Government no later than two (2) weeks prior to January 16, 2018.

5.2.3 Check-in and Check-out. All rooms shall be ready for guests to check-in no later than 1200 on the day of required availability, unless coordinated with the Government POC. The Contractor shall provide for early check-in and late check-out at 1300 for select guests at no additional charge. A U.S. Government representative will provide information for guests requiring early check-in or late check-out one (1) week prior. Contractor shall allow people to check out the evening prior to the departure date.

5.2.4 Conference and Breakout Rooms. The Conference Rooms and breakout rooms shall be secured with a lock when it is not in use. All Conference Rooms shall have closeable window curtains or blinds. Conference Room and Breakout Rooms shall be available for use during the times stated in the table below. All rooms shall include complimentary high speed Wi-Fi wireless internet. The Contractor shall provide Conference Rooms according to the following schedule. Contractor shall coordinate with Government POC to ensure that Government POC is present during conference facility set-up to the maximum extent practicable.

Room Type 16 Jan 17 Jan 18 Jan Conference Room

Room set-up

NLT 1600

0700 - 1800 0700 - 1500

Breakout Room #1

Not Required 1100 - 1400 Not Required

Breakout Room #2

Not Required 1100 - 1400 Not Required

Welcome Reception Area

1800-2000 Not Required Not Required

The Contractor shall provide technical support on-site at the facility to assist with any technical support needs.

The Contractor shall provide temporary storage for jackets, coats, umbrellas, and other personal items within the conference space.

All tables in use in each of the rooms in the table above shall be presentable or otherwise be covered with a tablecloth. The Conference Room, Breakout Room #1 and #2 shall be cleaned daily and dirty dishes shall be removed after lunch, should lunch be served in the room(s).

See Attachment 3 Floor Layout for the required room layout. Final room set up shall be arranged with the Government POC.

5.2.4.1 Conference Room.

a. Contractor shall provide a welcome table outside of the Conference Room, and directional sign holders that identify meeting locations clearly. For security and safety reasons, all signs shall not have any Government logos.

b. Contractor shall provide one (1) clean Conference Room, set up in “Schoolroom or Classroom” with tables and seating to comfortably accommodate 75 people. The Conference Room shall be setup on January 16, 2018 no later 1600 and will not be occupied by participants until January 17, 2018. The Conference Room shall include one (1) center table with three (3) chairs and one (1) side table to accommodate six (6) people with appropriate connections for computer/laptop connection to AV system (with VGA/HDMI/DVI) and two (2) hardline internet connections. The Contractor shall provide a notepad with paper, one (1) pen at each seat and water on each portion of the table easily accessible to attendees seated at the tables. Contractor shall ensure each table has a minimum of four (4) electrical connections.

c. Audio/Visual (A/V) Requirement. The Conference Room shall include one (1) podium. Contractor shall provide an A/V system, to include one (1) screen, one (1) projector with appropriate VGA/HDMI/ DVI plug-ins, four (4) microphones, and a sound system. The Contractor shall provide access to a minimum of three (3) high-speed Ethernet/hardwired internet lines in the Conference Room including Wi-Fi access for event organizers.

Contractor shall provide a dedicated Wi-Fi access point for up to four (4) computers in the Conference Room.

d. Contractor shall provide all necessary tables, tablecloths, and chairs. Conference Room shall be cleaned at the end of each day.

e. The Contractor shall ensure any occupants of adjoining rooms maintain an appropriate low noise levels, ensuring no disruptions to the governments events.

5.2.4.2 Breakout Rooms #1 and #2: Contractor shall provide two (2) clean small Breakout Rooms, on 17 January from 11:00 to 14:00 set up in “Schoolroom or Classroom”, each with seating and tables to accommodate 20 people.

a. Breakout Room #1: The Contractor shall provide at least eight (8) tables in the middle of the room set up in classroom style with four (4) additional chairs.. Contractor shall ensure room has sufficient electrical and internet connections to support at least two (2) computers, one (1) projector, and speakers.

b. Breakout Room #2: The Contractor shall provide at least eight (8) tables in the middle of the room set up in classroom style with four (4) additional chairs. Contractor shall ensure room has sufficient electrical and internet connections to support at least one (1) computer, one (1) projector, and speakers.

c. Audio/Visual (A/V) Requirement: each Breakout Room shall include one (1) podium or one (1) table for presenters use. Contractor shall provide an A/V system, to include one (1) screen, one (1) projector with appropriate VGA/HDMI/ DVI plug-ins, one (1) microphones, and a sound system. The Contractor shall provide access to a minimum of two (2) high-speed Ethernet/hardwired internet lines in each Breakout Room.

5.2.4.3 Welcome Reception Area: The Contractor shall provide a private Welcome Reception Area from 1800 - 2000 on 16 January for up to 100 people. The space shall be set up to allow people to sit, stand, and socialize.

Contractor shall provide a small welcome table for distribution of name tags. Contractor shall provide a welcome table outside of the Welcome Reception Area, and directional sign holders that identify meeting locations clearly.

For security and safety reasons, all signs shall not have any Government logos. The Welcome Reception may be held in the Conference Room or adjoining facilities as long as there is appropriate access to beverages.

5.2.4.4 Meals and Beverages

a. The Contractor shall ensure all food preparation and serving standards are maintained throughout the service process in accordance with customary German regulations. The Government will not pay for personal meal requests outside of this contract.

b. Welcome Reception on 16 January. The Contractor shall provide buffet-style food service that includes assorted peanuts, pretzels, a selection of hors d’oeuvres, canapes, salad with house or Caesar dressing, and a selection of desserts. At least one (1) vegetarian and one (1) gluten free option shall be available. Contractor shall provide non-alcoholic beverages. Alcoholic beverages shall be available for individual purchase; the price for these alcoholic beverages is not included in this Contract.

c. Breakfast: Contractor shall provide a buffet style breakfast for up to 70 people in a designated area from 0700 to 0830hrs on 17, 18, and 19 January. Contractor shall provide necessary chairs, tables, and tablecloths.

Breakfast shall be included in the room rate.

d. Lunch on 17 and 18 January. The Contractor shall provide a buffet style lunch, to include soup, salad, selection of side dishes, main dishes, breads and dessert, and unlimited non-alcoholic beverages, for up to 70 people from 1200-1330. Lunch main dish shall include one (1) vegetarian option. Contractor shall provide necessary chairs, tables, and tablecloths. The Government prefers that the lunch is served in the Conference Room, adjoining room(s), or areas in close proximity to the conference area.

e. Refreshment Breaks on 17 and 18 January: The Contractor shall provide two (2) refreshment breaks on or about 1100-1115 and 1430-1445. The Government will provide a final agenda to the Contractor with exact breakout times no later than one (1) week prior to the event. Contractor shall provide a selection of assorted light sweet and savory cakes, cookies, and seasonal fruits. Contractor shall provide coffee, tea, to include sugar, sweeteners and milk, and water (still and mineral) shall be available outside of the Conference Room beginning on January 17, 2018 and ending on January 18, 2018 for up to 75 people.

5.3 Parking. Contractor shall provide at least one (1) on-site parking spaces for vehicles (vans) in a parking garage within the Contractor’s facility from 16 to 19 January, 2018. Contractor shall ensure these parking spaces are reserved and accessible for U.S. Government vehicles and rental vehicles 24 hours a day. Additional parking for principal event participants shall also be available on site, and will be paid for by the individual guests. Only three

(3) reserved parking spaces will be paid for under this Contract.

5.4 Web Portal. Upon Contract award, the Government will provide an attendee list to the Contractor. Within three

(3) days of Contract award, Contractor shall provide a consolidated web-portal for principal event participants to register and confirm their reservation. This information shall be available and provided to the Government POC on demand and shall serve as the up-to-date lodging list, by name and room.

5.4 Enterprise-Wide Contractor Manpower Reporting Application (eCMRA):

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the PAO Symposium via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2018.

Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mill.

If contract period of performance ends prior to September 30, the contractor has 30 calendar days from end date of the contract to complete the eCMRA requirement.

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions):

6.1.1 Joint Travel Regulation (JTR)

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1 Attachment 1 – Performance Requirements Summary

7.2 Attachment 2 – Deliverables Schedule

7.3 Attachment 3 – Floor Layout

7.4 Attachment 4 – Tentative Conference Agenda

TECHNICAL EXHIBIT 1

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

PERFORMANCE OBJECTIVE STANDARD PERFORMANCE

THRESHOLD

METHOD OF

SURVEILLANCE

1) Conferences Facilities Provisions identified in this PWS for conferences facilities (one main room and two rooms at appropriate sized on identified day) and room’s set-up in accordance with Section 5.

Additional evaluation provisions also noted in 7.2.1.3.

Surveillance Process Audits

>95 Percent Total Overall PRS Inspection Checklist Compliant Rate

100% Inspection of

COR PRS

Inspection Checklist.

2) Facility Related Services Provisions identified in this PWS for facility related services and equipment which includes cleaning, maintenance and AV/internet, other technical services, tables and chairs.

This includes specific items identified in sections 4 and 5.

Surveillance Process Audits

>95 Percent Total Overall PRS Inspection Checklist Compliant Rate

Periodic 100% Inspection of COR PRS Inspection Checklist.

3) Food and Beverage Services Provisions identified in this PWS for food and beverage services; which include breakfast, lunch and “coffee breaks” and items provided within the designated Conference Rooms as noted in section 5. This also include the prevision of a no host socials identified in section 5.11.1.

Surveillance Process Audits

>95 Percent Total Overall PRS Inspection Checklist Compliant Rate

100% Inspection of

COR PRS

Inspection Checklist.

4) Reserved Rooms Provisions identified in this PWS for 70 reserved hotel rooms. Contractor should also facilitate the random distribution of principal event participants in rooms throughout the facility as identified in Section 4 and 5.

Surveillance Process Audits

>95 Percent Total Overall PRS Inspection Checklist Compliant Rate

95% Inspection of

COR PRS

Inspection Checklist.

5) Technical/Support Services Provisions identified in this PWS in Sections 1-4-5-6 the Contractor provided appropriate technical/service support to address any issues, concerns and/or provide resolutions. Group/Event coordinator(s) should be available and response within 24hrs of Governments request or communication.

Monthly and weekly COR PRS inspection checklist Pass / Fail criteria.

>95 Percent Total Overall PRS Inspection Checklist Compliant Rate

95% Inspection of

COR PRS

Inspection Checklist.

6) Value Added Tax Provisions identified in this PWS the Contractor shall ensure that the German MwSt.

or Value Added Tax is removed/not included in any or all invoices as specified in Section 1.

Surveillance Process Audits

>100 Percent Total Overall PRS Inspection Checklist Compliant Rate

100% Inspection of

COR PRS

Inspection Checklist.

7) Parking Provisions identified in this PWS Contractor shall provide at least one (1) covered on-site parking spaces for vehicles (vans) within the Contractor s facility. These parking spaces should be reserved and accessible for U.S. Government vehicles and or rental vehicles 24 hour a day as identified in Section

1.6. Additional parking for principal

event participants.

Surveillance Process Audits

>95 Percent Total Overall PRS Inspection Checklist Compliant Rate

100% Inspection of

COR PRS

Inspection Checklist.

8) Location proximity Provisions identified in this PWS Contractor shall be within a reasonable walking distance from the U.S. Embassy in Berlin, public transportation ((bus (airport bus), U-Bahn and S-Bahn) and from key cultural activities and sites as identified in Section 1.

Surveillance Process Audits

>100 Percent Total Overall PRS Inspection Checklist Compliant Rate

100% Inspection of

COR PRS

Inspection Checklist.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

1) Program Manager and Alternate Program Manager Contact Information

(PWS 1.6.18)

Within two (2) days of Contract award.

1 In writing via email Government POC

2) Web Portal (PWS 5.4)

Within three (3) days of Contract award

1 Electronically, with supporting information provided via email

Government POC

(End of Summary of Changes)