PWS__Strong_Bonds_June_2018_Updated.docx

Performance work statement (pws) For Strong bonds family training event

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and other items and non-personal services necessary to perform Strong Bonds Family Training event as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the terms, conditions and standards in this contract.

1.2 Background: The113th District of Columbia Air National Guard (DCANG) is located at Camp Springs, MD. This command supports over 1,100 airmen in the Washington, DC Tri-State area by providing air and ground support to the surrounding Tri-State area as well to the President of the United States. This Strong Bonds Family training event is a Chaplain lead event which provides airmen with necessary tools to deal with issues that all families face like communication, stress, and support (in addition to deployment and re-integration).

1.3 Period of Performance: The period of performance is from 28 June- 1 July 2018. Location: Williamsburg, VA.

1.4 General Information: This is a non-personnel services contract to provide support for the Strong Bonds Family Training event on 28 June-1 July 2018, planned for Williamsburg, VA. 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 Prime Contractor who, in turn is responsible to the Government.

1.4.1 Quality Control: N/A

1.4.2 Quality Assurance: The government will evaluate the contractor’s performance under this contract in accordance with the Performance Requirements Summary (PRS). The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. Non-conforming services shall be re-performed at no increase in contract price. If non-conforming services are recurring, cannot be re-performed, or the services fail to achieve the Performance Requirements Summary (PRS), the Government may reject the nonconforming service(s) and document the contractor’s performance record accordingly. The Government may also issue a Contract Discrepancy Report (CDR) in which the contractor shall be required to respond with the development of a corrective action plan (CAP) which identifies the root cause, corrective action (CA) for the root cause, CA for the specific nonconformance, and the date the CAs shall be complete. The Government may also reduce the payment to the contractor IAW the PRS, or reduce payment to reflect the value of the services performed, or may perform the services and charge the Contractor for any related cost incurred and/or may terminate this contract for cause.

1.4.4 Event Location: From 1200 on 28 June 2018 through 1500 on 1 July 2018, a conference (staff) room will be established with internet connectivity for up to ten (x10) staff members. A Strong Bonds Family event registration desk shall be setup to accept registration from event participants on 29 June 2018, beginning at 2:00 pm and concluding at 9:00 pm, preferably in the lobby of the lodging facility or in proximity to the lodging facility’s registration desk. There will be a Strong Bonds Welcome/Meet and Greet held on the evening of 29 June 2018, from 5:00 pm to 6:15 pm on the event participants’ day of arrival. The first formal program event will begin at 6:30 pm on 29 June 2018. The program(s) will start at 9:00 am and end NLT 3:00 pm on 30 June 2018. The programs will consist of up to two breakout rooms for 75 attendees each for group training sessions. There will also be a child and youth program provided for the duration of the event; a room to accommodate 20 is needed. On the last event day, 1 July 2018, the Strong Bonds Family event will consist of three breakout sessions again that will begin at 7:00 am and end at 2:00 pm to allow for cleanup of each training session. This time frame will include worship service, breakfast and three breakout sessions and shall begin at 7:00 am and end by 12:00 pm for attendees. Lodging shall be provided under government contract for attendees and staff. Space for a minimum of 160 persons to be located in an area adjacent to the General Sessions room; a rooming list will be given to the contractor. The following meals shall be required; Friday, 29 June 2018 – heavy Hors d’oeuvres; Saturday, 30 June 2018 – Breakfast and Lunch; and Sunday, 1 July 2018 - Breakfast. The dining area will be separate from the actual training session rooms.

Part 2: Definitions & Acronyms

2.0 Definitions and Acronyms:

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

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

2.1.3 CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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

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

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

2.1.8 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

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

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

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

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

2.1.13 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privacy of contract with the subcontractor.

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

2.2 ACRONYMS:

Part 3: Government Furnished Property (GFP), Equipment, and Services

3.0 GOVERNMENT FURNISHED ITEMS AND SERVICES: The Government will not provide any services, facilities, or utilities, equipment or material to the contractor to assist the contractor with the requirements of this PWS.

Part 4: Contractor Furnished Items and Services

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

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: N/A

Part 5: Specific Tasks

5.0 Requirements: The contractor shall provide services to support the Strong Bonds Family event that include: lodging, meeting space, meals, audio/visual, child and youth care services, additional support items identified in annex e, and parking. The Government will not be responsible for room service charges, long distance phone calls, movie rental charges, internet service charges, laundry, or other incidental room charges. Any such charges shall require the occupants to provide their personal credit cards to secure payment for those charges. The Government shall provide a total room count by 21 June 2018 and will cancel NLT 25 June 2018. The Government shall only pay for rooms used. See the following annexes for further specific task details:

5.1.1 Lodging and Meeting Rooms: The Contractor shall provide lodging for Staff and Attendees for this Strong Bonds Family event. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria. The total estimated rooms for attendees, staff and presenters are 81 rooms for an estimated total of three (x3) night stays; broken down as follows:

5.1.1.1 The contractor shall provide rooms for attendees: 150 estimated attendees will need lodging for a total of two (x2) nights, 29-30 June 2018 (assumption: 1 room per family [unless extenuating circumstances exists]. Estimated room total for attendees is 30 for stays 29-30 June 2018. Attendee rooms under contract for two (x2) nights = 60 night stays).

5.1.1.2 The contractor shall provide staff – three (x3) nights: seven estimated Staff members will need lodging for three nights, 28-30 June 2018 (assumption: 1 room per staff. Estimated room total for Staff staying three nights is ten. Ten (x10) staff x three (x3) nights = 30 nights).

5.1.1.3 Security: The Hotel shall be in low crime area. Contractor shall limit conference area entries to outsiders during the event.

5.1.1.4 General: The contractor shall allow No onsite hotel renovations or other activities that will interfere with this event.

5.1.2 Meeting Rooms: Contractor shall provide meeting rooms for one General Session room, three Breakout session rooms and Staff Operations room.

5.1.2.1 The contractor shall provide one Meeting Room available 29 June 2018 from 5:00 pm to 6:30 pm for a Strong Bonds Family event Welcome/Meet & Greet capable of holding up to 160 attendees in rounds of 8-10.

5.1.2.2 The contractor shall provide one General Session’s room capable of holding up to 160 persons in rounds of 8-10, from Friday, 6:30 pm to 7:00 pm.

5.1.2.3 The contractor shall provide one General Session room capable of holding up to 160 attendees in rounds of 8-10 from Saturday, 7:00 am to 4:00 pm and again on Sunday, 7:00 am to 2:00 pm. This General Session room shall be available for setup 6:00 am both days. This room shall contain a podium, rounds and seating for 160 personnel with speakers and a conference sound system.

5.1.2.4 The contractor shall Provide two breakout rooms capable of holding up to 75 attendees in rounds of 8-10 from Saturday, 7:00 am to 4:00 pm and again on Sunday, 7:00 am to 2:00 pm and one breakout room capable of holding up 20 attendees. The room shall be available for setup 6:00 am both days. This room shall contain a podium and microphone with speakers and a conference sound system.

5.1.2.5 The contractor shall provide a sufficient number of pads and pens for eight (8) to ten (10) individuals on every attendee session table for both Saturday and Sunday mornings (depending on table size). The room shall contain water stations and/or pitchers filled with water, coffee, tea, juice, and glasses/cups for each room’s seating from (8:00 until 4:00 PM Saturday, and 8:30 to 11:00 a.m. Sunday. *Government shall provide Event Agendas for break times to refresh rooms).

5.1.2.6 The contractor shall Provide separate Dining Area to seat up 160 attendees and Staff members for (Friday dinner, Saturday breakfast and lunch, and Sunday breakfast).

5.1.3 Audio Visual: Contractor shall provide audio visual equipment for General Session rooms and Breakout rooms to include screens, handheld wireless and lavaliere microphones (mics), and laptop audio connections.

5.1.3.1 The contractor shall provide one (x1) screen for each meeting room.

5.1.3.2 The contractor shall provide handheld wireless and lavaliere mics for each of the session rooms as follows:

5.1.3.3 The contractor shall provide audio connections for each presentation laptop that will be used in each presentation room to play videos.

5.1.3.4 The contractor shall provide one (1) high speed internet access point per meeting room for the duration of the event.

5.1.4 ANNEX B: Catering

5.1.5 Food and Beverage. The contractor shall provide 640 meals commencing with 160 meals (Dinner) on Friday at the Welcome/Meet & Greet, 320 meals (Breakfast and Lunch) on Saturday, the first full event day on 29 June 2018. Sunday, the day of departure, only a breakfast meal for 160 shall be provided. Food and beverage charges are based upon a total of servings per meal. Self-serve beverage stations are preferred at each meal. Local government per diem rates for food shall apply. The dining room needs to be a separate room from the meeting rooms. The contractor shall identify the notification time frame for meal cancellation. The cancellation time frame should be consistent with commercial practice. The contractor must be in compliance with all applicable Air Force regulations regarding food and beverage services.

5.1.5.1 Breakfast. Hot food buffet shall be available from 7:30 am to 9 am on the following days: 30 June-1 July 2018. The buffet shall include such items as: pancakes, bacon, sausage, eggs, ham, assorted fresh fruit, pastries and cereal. Drinks shall consist of: coffee, milk, and juice. Self-serve beverage stations are preferred.

5.1.5.2 Lunch. Hot food buffet shall be available from 12 noon to 1:15 pm on the following day: 30 June 2018. Buffet(s) shall include such items as: garden salad with assorted toppings and dressings, meat selections, vegetables, and starch selection. Drinks shall consist of coffee, milk, tea and juice for 100 adult lunches. Provide small plates for children with child-friendly food choices such as macaroni and cheese, chicken nuggets, and Sloppy Joe sandwiches available for at least 60 kids. The total lunch meal charges shall be the sum of adult and children meals. Self-serve beverage stands are preferred.

5.1.5.3 Dinner. Hot food buffet shall be available from 5 pm to 6:30 pm on the following day: 29 June 2018. Buffet entrée choices shall include: example: chicken dish, beef or casserole dish, vegetable, soup or salad and dessert. Drinks shall consist of coffee, milk, tea and soft drinks for 100 adult dinners. Provide small plates for kids and child-friendly food choices such as macaroni and cheese, chicken nuggets, and Sloppy Joe sandwiches available for at least 600 children. The total dinner meal charges shall be the sum of adult and children meals. Self-serve beverage stands are preferred.

5.1.5 ANNEX C: Additional Support Items

5.1.6.1 The contractor shall provide a copy machine or the capability for making bulk copies of up to 30 copies (for handouts) or have a copy machine made available for event use from Friday through Sunday of the Event. Total copy capability for Friday thru Sunday will not exceed 75 copies with an average page count of 10 pages. No color reproduction is required. All sheets will be 8.5” x 11”. Printing will be single sided and each set of copies staples in the upper left corner. No folding will be required. If self-service, on Thursday, the contractor shall brief Government staff of the copier location, operation and troubleshooting, and the process to obtain paper and toner cartridge replacement 15 June 2018.

5.1.6.2 The contractor shall provide two tables with skirts and chairs in the registration area (Hotel Lobby on Friday) for attendee event registration and in-processing.

5.1.6.3 The contractor shall provide up to two tables with skirts and chairs in the registration area (Hotel Lobby on Friday) for Unit Representatives check in and for late arrival attendee event registration and in-processing.

5.1.6.4 The contractor shall provide up to six (x6) display stands/easels able to support standard poster sized signage to place throughout the Event(s) area.

5.1.6.5 The contractor shall provide a means to communicate with contractor staff, hand held radios or other means to communicate quickly with Hotel Staff during the event periods.

5.1.6.7 The contractor shall provide a dedicated Audio/Visual person on-site to be available to assist during all event days from 3 pm-9 pm on Friday to 8 am-3:30 pm, Saturday, and from 7 am-1 pm on Sunday.

5.1.6.8 The contractor shall provide three cork boards or “white boards” each 6 ft. x 4ft. or larger to be located near the registrations area/hotel lobby on Friday and Saturday of the event. If “white boards” are provided, the contractor shall also provide for each one eraser and, as a minimum, four “white board” markers consisting of two (2) black and two of another color. If cork boards are provided, the contractor shall provide 50 pins for each to post note on the cork boards.

5.1.6 ANNEX D: Parking, Transportation and Shuttle Service

5.1.7.1 Parking or Transportation: The contractor shall provide 38 parking spaces per night for two (x2) nights 29-30 June 2018 in an adjacent parking ramp or lot to accommodate the vehicles for government employees attending this event.

5.2 Contractor Manpower Reporting Application (CMRA): N/A

5.2.1 Not used

6.0 Applicable Publications: None

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