PWS_FETI.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

24-26 June 2019 in Columbia, SC

Sexual Assault and Response Program (This PWS is subject to change depending on the requirement and event)

1.0 INTRODUCTION

The vendor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services necessary to perform a Certified Forensic Experiential Trauma Interview Workshop for Service Members to improve methodology for understanding an individual’s high stress or traumatic experience while conducting investigations. These events are for the Service Members, and Civilians of the South Carolina National Guard. All Service Member attendees are placed on travel orders and/or invitational travel orders in accordance with the Joint Federal Regulation (JFTR), the Joint travel regulation (JTR) and with Operation Order (OPORD) 08-102 mandated by Congress.

2.0 BACKGROUND

Enhance Army readiness through the prevention of sexual assault, sexual harassment, and associated retaliatory behaviors while providing comprehensive response capabilities.

OBJECTIVES:

Vendor shall:

– Provide high quality sleeping rooms with adequate space and amenities for Service Members or Family Members with or without children. Vendors are required to identify the number and types of rooms in their proposals if they are not broken down into double size bed rooms, king size bed rooms, queen size bed rooms or two queen size bed rooms on the line items.

Non-smoking rooms are preferable, but if the hotel does not have enough, they must indicate in their proposal.

3.0 SCOPE

3.1. Lodging:

Vendor shall contact the Contracting Officer Representative (COR) prior to conference start date to reconfirm actual number of attendees and review the agenda. The quantities ordered in this contract are estimates. The Federal Government is tax exempt. Vendor accommodations must be within the area of Columbia, SC zip code 29201.

All sleeping rooms must be at or below the Government’s per diem rate. The support staff usually arrives on Sunday - one day prior to the event start date which is Monday. These staff members should be provided with assistance from Hotel Managers or Event Coordinators in order to be ready for in-processing on Sunday. Attendees who meet our requirements for lodging will start to arrive on Sunday. On Sunday prior to event start date, the COR and Program Manager will arrive to do the final walk through with the hotel staff to ensure that everything asked for within the Purchase Order is received. The time frame for this to occur can be from 9:00am-4:00pm.

3.2. Billing:

The vendor shall invoice for actual services/supplies provided only. Actual services/supplies provided/rendered in accordance with the terms and conditions of this contract will be accepted and paid for by the Government. The Vendor will receive a final count no later than June 7, 2019 at 5:00 pm

If the quantity of a unit-priced item in this contract is an estimated quantity and the actual quantity of the unit-priced item varies more than 15% above or below the estimated quantity, an equitable adjustment in the contract price shall be made upon demand of either party. The equitable adjustment shall be based upon any increase or decrease in costs due solely to the variation above 115% or below 85% of the estimated quantity (FAR 52.211-18 Variation in Estimated Quantity).

3.3. Personal Expenses:

Personal expenses in guest rooms such as long distance phone charges, movie rentals, laundry, room service, etc. will be paid for by the guest and shall not be billed under the resultant contract.

3.4. Conference Space:

Conference space must be co-located with sleeping accommodations. They are required to be located in the same facility as the guest rooms. No onsite renovations or other activities shall interfere with meeting space with noise or unsightly distractions. Line of site requirements: no pillars or posts obscuring views.

Comfortable padded chairs are required to accommodate extended meetings. Conference space should be secluded to minimize distractions and improve counseling process. Conference space will be held from 0700-1700 Monday through Wednesday.

Meeting Rooms:

Meeting Requirements are needed for three days (Monday-Wednesday). Please see requirements below Section 6.0.

Conference Rooms:

These rooms should have a water station at the back of the room/s. A small table for projector in second or third row with enough space for one individual to monitor with laptop connection. Please see requirements below. Section 6.0

3.5. Security:

No conference meeting spaces are allowed in basements. The meeting rooms shall be secured enough for Attendees, Staff, Government’s information, supplies, equipment and other properties.

3.6. Space: (The dimensions mentioned below are different for all events. Size of the meeting rooms are determined by the number of attendees). Therefore Hotel Managers or Event Coordinators are required to work closely with the Contracting Officer’s Representatives. Please see requirements below.

Seating style – Round Tables. The Square footage indicated in section 6.0 is a minimum square footage required. Please see requirements below for room Square footage required for each break out/conference room. Section 6.0

3.7. Schedule or Performance Period: A tentative schedule (subject to change) should be sent to you at least 3 days after a contract is provided to you (Vendor). Receipt of an Agenda for the events is dependent on when you receive a contract. Once again, Hotel Managers or Event Coordinators are required to work closely with Contracting Officer’s Representatives for questions and answers pertaining to room setup and layout after Purchase Order is received.

Monday- Please see requirements below. Section 6.0 Tuesday - Please see requirements below. Section 6.0 Wednesday- Please see requirements below. Section 6.0

3.8. Set-up:

Area must be well lit. Windows must have coverings to darken the room and enable the viewing of videos and slides. Additional or less items may be required for “Audio Visual” depending on each event and the turnout of attendees.

3.9. Refreshments:

Ice water, glasses. The items shall be replenished at the beginning of each session (as necessary).

3.10. Invoicing: Invoices shall be submitted via the Wide Area Work Flow (WAWF) system. The quantities ordered in this contract are estimates. The vendor shall invoice for actual services/supplies provided only. Actual services/supplies provided/rendered in accordance with the terms and conditions of this contract will be accepted and paid for by the Government. Upon sending a final invoice you must also provide a rooming roster of all personnel that was booked under the contract.

3.11. Site Visits: Site visits will be conducted on two (2) separate occasions. The first site visit will be conducted once we receive notice of those who meet the requirements to ensure that those vendors actually met our requirements. Those 2 individuals will make a recommendation to the KO to omit them from the selection pool and or process. The second site visit will be once a contract is awarded the COR and Program Manager will schedule a visit with the Hotel Staff to give a detailed description of conference room set-up.

4.0 TECHNICAL REQUIREMENTS

Technical Requirements: Lighting must be easily adjustable to accommodate multiple transitions from Power Point presentations to group discussion and practical exercises. (The dimensions mentioned below are different for all events)

Please see requirements below Section 6.0

5.0 DEFINITIONS

5.1. CONTRACTOR: The term refers to the primary (prime) vendor.

5.2. CONTRACTING OFFICER: The government official who has authority to enter into contract, administer or terminate contracts. He/she can make related determinations and findings on behalf of the government. He/she is the ONLY individual who can legally bind the government.

5.3. CONTRACTING OFFICER’S REPRESENTATIVE (COR): An employee of the U.S.

Government appointed by the Contracting Officer to monitor contractor’s performance. This individual has authority to provide technical direction to the Vendors, 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.

Dates: 23-26 June 2019 Location: Columbia, SC 29201

Requirements Sun, Jun 23th Mon, Jun 24th Tue, Jun 25th Wed, Jun 26th

Sleeping Rooms 60 60 60 Breakfast Coupons 60 60 60 General Session 0 75 75 75

Breakouts 0 10 10 10

AV N/A See Below See Below

Meeting Space

Event Pax Set Up Square Footage

General Session #1 75 Round Tables 6 per 6,360 sq. ft.

Breakout # 1 10 Class room 572 Sq. ft.

AV Requirements: Two Days Required (Mon-Wed)

Quantity Days Description

3 Wireless internet access

6.0 Specifications