W91QF023Q1001 Strategic Programs Administrator 2023-2028.pdf

Combined Synopsis/Solicitation for Strategic Programs Administrator 2023-2028 at the U.S. Army War College (USAWC), Carlisle Barracks, PA.

The solicitation number is W91QF023Q1001. The solicitation is issued as a Request for Quotation (RFQ) pursuant to FAR 13.5.

This notice incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2005- 101 effective 26 October 2018 and Defense Federal Acquisition Regulation Supplement (DFARS). The complete text of any of the clauses and provisions may be accessed in full text at:

https://www.acquisition.gov/.

The associated NAICS code for this procurement is 611310 and the small business size standard is $35M.

The Product Service Code is U009. The description of all requirements is in the Performance Work Statement (PWS) to follow.

Quotes are due No Later Than (NLT) 1/3/2022 at 7:00 AM EDT. Quotes shall be emailed to the POCs for this requirement, Contract Specialist Bethany Flynn at bethany.l.flynn.civ@army.mil and Contracting Officer Kevin Kauffman at Kevin.l.Kauffman.civ@army.mil. All questions shall be submitted via e-mail to the POCs for this requirement and they will be responded to on an amendment to this solicitation.

Questions should be submitted by 12/14/2022 at 7:00 AM EDT. Questions submitted after that date may not be addressed.

All vendors submitting a quote must be registered in the System for Award Management (SAM).

Quoters must include a completed copy of the following provisions with its quote unless this information has been included in their System for Award Management (SAM) registration. Quoters are not required to re-submit the information if it is already in SAM.

52.212-3 (with ALT I), Offeror Representations and Certifications -- Commercial Items 52.219-1, Small Business Program Representations– Alternate I 52.204-26 Covered Telecommunications Equipment or Services- Representation (MUST BE the

Oct 2020 version!) If one or both of the answers is/are ‘Does’, add:

*52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance

Services or Equipment (Oct 2020) **Only if you answered “Does” in 52.204-26. **

The following FAR clauses and provisions also apply to this acquisition.

The clause at 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (Aug 2020), applies to this acquisition.

The provision at 52.212-1, Instructions to Offerors - Commercial, applies to this acquisition (See attachment for Addendum)

The provision at 52.212-2, Evaluation -- Commercial Items, applies to this acquisition (See attachment for Addendum).

The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition.

The clause at 52.212-5 DEV, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items, applies to this acquisition.

Any award resulting from this solicitation will be issued on a Standard Form (SF) 1449.

Additionally:

1. All information on the solicitation must be filled out completely and returned. Incomplete submissions will be determined not in conformance to the Solicitation and may be rejected.

2. Please be sure to read the entire solicitation for sections that require vendor information to be submitted.

3. All contractors must be actively registered in SAM in order to receive a Department of Defense contract (See DFARS 252.204-7004 ALT A). Registration information can be obtained at the following website: https://sam.gov/ . Contractors are advised to register upon receipt of this solicitation since there is a time lag between registration and registration availability. No payment is required to register for SAM, but a notarized letter will be required. Any site requiring payment is a third-party site that will do the registration for you.

4. Quotes which are unrealistic in terms of technical or unrealistically low in price will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity of the proposed contractual requirement and may be rejected.

https://sam.gov/

W91QF023Q1001

Section SF 1449 - CONTINUATION SHEET

PWS

U.S. Army War College Performance Work Statement

Strategic Programs Administrator

1. GENERAL INFORMATION:

1.1. Background. The U.S. Army War College (USAWC) educates and develops leaders for service at the strategic level while advancing knowledge in the global application of Landpower. The USAWC supports the U.S. Army’s Futures efforts by incorporating Futures related issues into curriculum, strategic thought, discussion, and advancement of knowledge. USAWC will engage strategic leaders to increase their understanding of the role of emerging and disruptive technologies in support of the National Security Strategy, the U.S. Army’s core competencies, the U.S. Army's Title 10 responsibilities, and strategic leadership. This requirement fills a workforce and expertise gap currently not resident at Carlisle Barracks.

1.2. Events supporting Academic and Research Programs. The Center for Strategic Leadership (CSL) conducts various exercises, wargames, symposiums, working groups, and other events that support and benefit academic programs for the USAWC and external Army and Joint organizations. These programs develop USAWC students and support external stakeholder initiatives. As such, CSL serves as a strategic thought leader for the US Army. This contract will lead and assist in developing, planning, managing, and executing events in support of academic programs and research projects.

1.3. Period of Performance. The period of performance shall be for one Base Year of 12 months and four (4) Option Years of 12 months each.

1.4. Place of Performance. Primary working location is Collins Hall on Carlisle

Barracks, in close proximity to the rest of the CSL team. The Government COR, or other Government representative, will direct where contractor will perform tasks, with the expectation that normal work will take place in Government facilities on or supporting Carlisle Barracks, PA. Government COR, or other Government representative, may direct Contractor to perform tasks at other locations: a contractor site, at offsite locations, or remotely.

1.4.1. Telework: Due to the security requirements of this contract, this position is NOT eligible for 100% telework. The Key Personnel as identified in PWS 1.11 and AFARS Clause 5152.204-4001 should be within reasonable commuting distance.

The Government will not pay for any costs incurred due to extended commutes.

1.4.2. Travel: Travel is anticipated with this requirement. Contractor shall be authorized travel expenses consistent with the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the COR prior to travel. Failure to obtain prior authorization could result in invoice denial. Government will only pay for costs incurred, and not exceeding the contract travel budget.

1.5. Scope. The contractor shall provide non-personal, administrative, academic, and intellectual support to the Center for Strategic Leadership, USAWC, in support of developing, planning, managing, and executing events in support of academic programs and research projects

1.6. Operating Hours. The requirements and tasks shall be accomplished by a single individual, primarily working a Monday – Friday, 40-hour work week. Some weekend work may be required. Contractor is expected to work primarily during normal duty hours (an eight-hour period between the hours of 0700-1700). The Government may direct telework.

1.6.1. Recognized Holidays: The contractor shall not be required to work on Federal

Holidays, unless specifically directed by the Government. The following Federal legal holidays are observed by this installation:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day Washington’s Birthday Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

1.7. Dress Code Duty Uniform:

1.7.1. Contractor personnel will wear the “uniform of the day” for civilian students as directed by the Commandant or delegated to other USAWC leadership. In the absence of other direction, the contactor will wear Business Casual attire while performing duties under this contract. The USAWC defines Business Casual:

gentlemen: slacks, dress shirt or collared polo shirt/buttoned shirt and/or sweater, leather shoes, boat shoes, or loafers (no sneakers); ladies: skirt or slacks with top or casual dress and casual shoes. Uniform is subject to change based on mission necessity, or changing USAWC dress standards.

1.8. Security Requirements:

1.8.1. Physical Security: The contractor shall be responsible for safeguarding all

Government equipment, information, and property provided for contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.9. 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: assure that 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 Contracting Officer and Contractor of any deficiencies; coordinate availability of Government Furnished Property (GFP), 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 contract. The COR will be identified by separate letter.

1.10. 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, 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 shall 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.

1.11. Key Personnel: Must be identified by the potential Contractor at time of bid submission. The contractor shall be responsible for submitting a replacement candidate for approval in the case where the approved Key Personnel leaves the employ of the contractor. See FAR Clause 5152.204-4001.

1.12. 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 are required to obtain and wear badges in the performance of this service.

1.12.1. Display of ID Badges: Contractor personnel shall wear the ID badge at all times when performing work under this contract to include attending Government meetings and conferences. Unless otherwise specified in the contract, each contractor employee shall wear the ID badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit such placement.

1.12.2. Answering Telephones: Contractor personnel shall identify themselves as contractor employees when answering Government telephones.

1.12.3. Utilizing Electronic Mail:

a. When contractor personnel send e-mail messages to Government personnel while performing on this contract, the contractor's e-mail address shall include the company name together with the person's name.

b. When it is necessary for contractor personnel to have a user address on a

Government computer, the Government shall ensure that person's e-mail address identifies them as a contractor.

1.13. Conduct of Employees: The contractor is fully responsible for the performance and conduct of his employees at all times while on post performing under this contract.

The contractor shall not allow any employees to perform work under this contract while under the influence of alcohol, drugs, or any other incapacitating agent.

Military police and other law enforcement personnel on post have the right to deny entry to post or remove from post any contractor employee for misconduct, which endangers the health or safety of people or property or for reasons of security. In addition, the Post Commander may bar an individual from entering the post under the authority of 18 U.S.C. 1382. Removal from post of a contractor employee in accordance with the above shall not relieve the contractor from the requirement to meet all of the terms and conditions of the contract.

2. DEFINITIONS AND ACRONYMS:

2.1. Definitions:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. 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.

2.1.3. 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.

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

2.1.8. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor.

The Government does not have privity of contract with the subcontractor.

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

2.1.13. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. Acronyms:

ACOR Alternate Contracting Officer's Representative AER Academic Evaluation Report AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CAC Common Access Card CCE Contracting Center of Excellence CD Course Director

CFR Code of Federal Regulations CMS Content Management System CNSP Commandant’s National Security Program CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf CSL The Center for Strategic Leadership DA Department of the Army DD254 Department of Defense Contract Security Requirement List DDE Department of Distance Education DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation GFE Government Furnished Equipment GFM Government Furnished Material GFP Government Furnished Property HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer LAN Local Area Network NLT Not Later Than OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) OPMEP Officer Professional Military Education Policy (OPMEP) POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan TBD To Be Determined TE Technical Exhibit USAWC U.S. Army War College

3. SUMMARY OF REQUIREMENTS: The contractor shall conduct the following tasks at Carlisle Barracks, PA, other locations, or remotely as directed by the Government. USAWC CSL leadership may decide not to execute some of the tasks listed below. In this case, the appointed COR will notify the contractor not to execute a task and the Government will take no negative actions against the contractor.

3.1. Strategic Landpower Symposium Coordinator. The USAWC Strategic

Landpower Symposium or iterations of a similarly scoped event, under a different title, related to strategic topics.

3.1.1. Strategic Landpower Symposium Description. The USAWC Strategic

Landpower Symposium is an annual, multi-day event hosted by the U.S. Army War College (USAWC), bringing together senior leaders, national security professionals, academics (faculty and students), and think tanks to address strategic challenges. The goal of the symposium is to examine the current and future application of Landpower through multiple, evolving, strategic perspectives. This symposium supports USAWC and Army missions by exploring strategic Landpower and its role in national security. The USAWC and the Army will use the results of the symposium to shape strategic thought and the future of strategic Landpower. The Strategic Landpower Symposium operates similar to an academic conference: with a call for papers; abstracts; and paper submission process. The symposium team will use these papers and the Symposium presentations to produce various print, audio, and video material.

3.1.2. Primary Integrator. The contractor shall serve as the primary integrator for the

USAWC’s efforts to develop and execute the annual Strategic Landpower Symposium. As the Primary Integrator for the Landpower Symposium, the contractor will coordinate across the USAWC enterprise, managing and integrating direction, guidance, and input. The contractor will prepare and update reports that offer recommendations to USAWC leadership and coordinate with internal and external audiences when developing the annual Symposium.

a. Serve as Subject Matter Expert: Provide intellectual, program, and administrative support, subject matter expertise, and consultation to USAWC students, faculty, staff, and outside agencies (including other War Colleges), focused on program management, media management, and event development, management, planning, and execution. Describe actions taken under this paragraph in the monthly contractor report.

b. Develop and staff conference approval packages, following USAWC, US Army, and DOD guidance, as required.

c. For Landpower Symposium development, planning, and updates: Develop written and oral presentations; schedule meetings and facilities; develop and distribute meeting objectives and agenda; develop, collect, and distribute read ahead materials; manage meetings; take notes during meeting; distribute post meeting materials. Provide written and oral updates weekly or as directed by the Government.

d. As directed, coordinate with leaders across the USAWC enterprise, Army, and

Joint Force to address strategic concepts and challenges relevant to the Symposium.

e. Manage the USAWC Strategic Landpower Symposium event website.

f. Manage correspondence related to the Strategic Landpower Symposium.

3.1.3. Support to Academic and Research Programs. The contractor will provide management and administrative support to courses, projects, and programs related to the Landpower Symposium, such as: Integrated Research Projects;

Strategic Landpower Symposium; electives; educational programs; and special projects. Working independently and as part of a team, contractor will apply experience, initiative, and teamwork to accomplish assigned tasks. Management and administrative tasks include:

a. Manage Schedules and Scheduling

1) Schedule: facilities, classes, meetings, guest speakers, internal and external audiences, online and virtual meetings

2) Develop, maintain, and manage scheduling and tracking mechanisms, on a variety of physical and digital media.

3) Update, maintain, and manage calendars on a variety of physical and digital media

b. Manage Databases

1) Develop appropriate data bases for tracking students, grades, guest speakers, deadlines, and other related items.

2) Manage databases to ensure they are accurate, up-to-date, and accessible.

c. Manage Information flow: Using various electronic media and collaborative tools, keep team members and the organization informed with regard to schedules, tasks, deadlines, readings, and other applicable material.

1) Develop procedures, checklists, databases, and other associated tools to ensure rapid and accurate communications to internal and external audiences.

2) Manage tools and processes to ensure rapid and accurate communications to internal and external audiences.

d. Maintain proficiency on collaborative and knowledge management systems in use by the USAWC Enterprise.

e. Provide administrative support to presentations, classes, and meetings (in person or virtual).

1) Working with faculty and staff, develop invitations and schedules.

2) Schedule facilities and any necessary IT support: including collaborative platforms for virtual/hybrid meetings; and recording of the event

3) Assist in the development of and compile presentation materials (hardcopy and electronic). Develop, collect, and distribute read ahead materials.

4) Ensure presentation materials are ready and accessible at the time of the event.

5) Working with speakers, lecturers, and subject matter experts, ensure all necessary coordination, support requirements, and rehearsals are completed prior to the event.

6) Support execution of presentations, classes, and/or meetings (in person or virtual).

7) Accomplish post event administrative procedures.

8) Keep appropriate faculty and staff informed.

9) Assist with other tasks as necessary to conduct presentations, classes, and meetings (in person or virtual).

10) Provide written and oral status updates weekly or as directed by the

Government.

f. Media Management. Work with internal and external agencies to manage, coordinate, and track messaging though a variety of media outlets.

1) Support and assist development of informational efforts and campaigns for courses, projects, programs, and events.

2) Coordinate information efforts and campaigns with internal and external agencies.

3) Ensure information efforts and campaigns are current, accurate, and presentable.

3.1.4. Strategic Landpower Symposium Coordinator: The contractor, in cooperation with USAWC staff and faculty, shall plan, develop, and execute the USAWC Strategic Landpower Symposium or similar event should the name change. This task includes the following actions as well as the requirement to track and report progress of each action.

a. Administrative Support: Contractor will provide management and administrative support (as described in para 3.1.1) for the Strategic Landpower Symposium, with tasks including: management of event related schedules and scheduling;

management of event related databases; management of event related schedules and scheduling; management of event related databases;

management of event related information flow; support to presentations and presenters; and other administrative support tasks related to planning and executing an event.

b. Media Management. Work with internal and external agencies to manage, coordinate, and track messaging and information flow through a variety of media outlets.

1) Develop informational efforts and campaigns for projects, programs, and events.

2) Coordinate information efforts and campaigns with internal and external agencies.

3) Ensure information efforts and campaigns are current, accurate, and presentable.

4) Coordinate with online and print media to advertise Symposium-related material to include, but not limited to: call for papers, presentations, registration, news releases, and other information

5) Receive, process, track, and organize abstracts, papers, presentation material, and other submissions ahead of event as required per the scope of the event

6) Coordinate with the public affairs office for media coverage and news releases related to the event

c. Pre-Event Tasks

1) Develop and assist in developing event agenda, methodology, desired outcomes, and supporting scenarios.

2) Reserve event facilities, briefing rooms, and rehearsals space

3) Complete, submit, and track required event request and approval documentation (such as the Department of the Army Conference Request Packet).

4) Develop collaborative and knowledge management systems in support of the event

5) Develop and assist in developing the following event information and provide it to invitees via approved email, webpage, or other electronic messaging applications

a) Agenda/schedule

b) Goals, Objective, and Methodology

c) Abstract and paper submission information

d) Registration

e) Directions

f) Accommodations

g) Read Ahead Materials

h) Other pertinent information

6) Develop and send invitations (hardcopy or electronic) to potential attendees and track status.

7) Coordinate with appropriate security personnel to ensure Symposium attendees conform to all appropriate security requirements. Inform security personnel of requirements for symposium attendees’ access to installations, buildings, and rooms.

8) Invite approved guest speakers and other select attendees and complete required documentation to include:

a) Distinguished visitor reports

b) Request for speaker fees, honorarium, and travel pay

c) Other travel and administrative documents as needed

9) Coordinate with staff and faculty to manage all conference and event attendee travel requirements

10) Track all attendee, guest speaker, panelist, support staff, and other guests for event.

11) Identify, inform, and track status: responsible organizations of Information Technology requirements.

12) Identify, inform, and track status: responsible organizations of note-taking and/or recording requirements.

13) Identify, inform, and track status: responsible organizations of requirement for photography support.

14) Identify, develop, inform, and track status: responsible organizations for signage to include: external directions to facility, distinguished visitor parking; internal posters, and internal and external electronic displays.

15) Develop a food and beverage plan and inform responsible organizations of requirements. Track status.

16) Coordinate with appropriate agencies to have food and beverages at event

17) Produce the following for each attendee:

a) Name Tags

b) Name Tents

c) Read Ahead Materials

d) Other required materials

18) Schedule and conduct monthly (or as directed) coordination meetings upon the completion of the event until 60 calendar days prior to the event.

19) Schedule and conduct weekly (or as directed) coordination meetings starting 60 calendar days prior to the event.

a) Invite meeting participants

b) Establish meeting agenda

20) Schedule and conduct at least two walk-throughs of the facility (or as directed), one at least ninety (90) calendar days prior to the event and the second at least seven (7) calendar days prior to the symposium in order to identify any shortfalls.

21) Conduct sufficient rehearsals prior to the event, as directed.

22) Manage Schedules and Scheduling

a) Develop, maintain, and manage scheduling and tracking mechanisms

b) Update, maintain, and manage calendars on a variety of media

c) Schedule: facilities, classes, meetings, guest speakers, internal and external audiences, online/virtual meetings, panelists, rehearsals

23) Coordinate with online and print media to advertise Symposium-related material to include, but not limited to: call for papers, registration, news releases, and other information

24) Receive, process, track, and organize abstracts, papers, presentation material, and other submissions ahead of event as required per the scope of the event

25) Coordinate with the public affairs office for media coverage and new releases related to the event

26) Ensure participants sign electronic release forms and other appropriate documents for event participation

d. Event Tasks

1) Set up registration area and provide information to arriving participants.

2) Set up main and small group rooms to include but not limited to:

a) White boards and markers

b) Displays

c) Audio visual displays

d) Notepads and pens

e) Coordinate IT support including collaboration and video conferencing systems.

3) Record the event through note-taking and/or recordings.

4) Facilitate plenary and small-group discussions.

5) Compile a list of participants along with their organization, role, telephone numbers, and email addresses.

6) Coordinate with caterer, media, Public Affairs, and other supporting organizations throughout the event

7) Provide appropriate space for support staff to complete their assigned missions for event

8) Coordinate with external and internal staff and agencies during the event to ensure that prior support requests are appropriately carried out

e. Post-Event Tasks

1) Submit post-symposium documentation, after action review, and written reports, within 14 days or as directed by the Government.

2) Complete documentation for guest speakers, panelists, and other attendees within 14 days or as directed by the Government, to include:

a) Distinguished visitor reports

b) Submit and track speaker fees, honorarium, and travel pay

3) Coordinate with staff and faculty to complete all conference and event attendee travel requirements and supporting staff processes, within 30 days or as directed by the Government.

f. Audio and Video Recordings

1) Plan, schedule, and facilitate audio and video recordings. Schedule and reserve facilities for conducting audio and video recordings.

2) Coordinate with PAO and other USAWC agencies to edit and post videos to the USAWC YouTube channel or other website.

3.1.5. Editing and Publishing. The Strategic Landpower Symposium operates similar to an academic conference: the USAWC will release a call for papers and authors will submit abstracts for consideration as part of the Symposium. The USAWC team will review the abstracts and release decisions to the authors whether or not to produce a full papers. The authors will then write papers and submit them to the USAWC. After the Symposium, the USAWC will edit these papers. The team will use these edited papers, in addition to Symposium presentations and other materials, to produce various print, audio, and video material.

a. Support the USAWC team in sorting, writing, and editing Symposium papers and other materials. Coordinate and track publishing post-symposium reports, books, articles, or other publications to include audio and video recordings. Contractor will make recommendations to the USAWC team on publishing venues and formats.

b. Call for papers process (initial call goes out approximately 10 months before the

Symposium):

1) Coordinate with online and print media to advertise call for papers

2) Develop advertising plan to ensure wide distribution of call for papers

3) Track and manage correspondence with internal and external agencies

c. Abstract Submissions process (begins immediately after the Call for Papers and ends approximately 7 months before the Symposium):

1) Receive and process abstracts and resumes in response for the

Symposium call for papers advertisements

2) Adhere to established deadlines

3) Assist USAWC faculty to select appropriate abstracts

d. Paper Submissions process (begins immediately after the Abstract Submission process and ends approximately 5 months before the Symposium):

1) Receive and process papers

2) Adhere to established deadlines

3) Assist USAWC faculty to process, sort, and edit paper submissions

e. Prepare papers for editing and publication (begins when the USAWC receives the first paper and ends approximately 60 days after the conclusion of the Symposium):

1) Compile all paper submissions

2) Place papers into publisher-directed format

3) Edit papers and make recommendations to USAWC faculty

f. Publish Papers (within 60 days after the conclusion of the Symposium):

1) Manage publishing process: coordinate with USAWC team and publishing agents. Track and meet publisher’s deadlines; keep USAWC team informed of status.

2) Ensure submitted materials adhere to publisher style

3) Track status of submitted material, to include correspondence with publisher and requirements for USAWC faculty

g. Audio and Video Recordings

1) Plan, schedule, and facilitate audio and video recordings. Schedule and reserve facilities for conducting audio and video recordings.

2) Coordinate with PAO and other USAWC agencies to edit and post videos to the USAWC YouTube channel or other website.

3.2. Event Coordinator: The contractor, in cooperation with USAWC staff and faculty, shall plan, develop, and execute up to two (2) events (conference, workshop, or invitational meeting). This task includes the following actions as well as the requirement to track and report progress of each action.

a. Administrative Support: Contractor will provide management and administrative support (as described in para 3.1.1) for two events (conference, workshop, or invitational meeting), with tasks including: management of event related schedules and scheduling; management of event related databases;

management of event related information flow; support to presentations and presenters; and other administrative support tasks related to planning and executing an event.

b. Media Management. Work with internal and external agencies to manage, coordinate, and track messaging and information flow through a variety of media outlets.

1) Develop informational efforts and campaigns for projects, programs, and events.

2) Coordinate information efforts and campaigns with internal and external agencies.

3) Ensure information efforts and campaigns are current, accurate, and presentable.

4) Coordinate with online and print media to advertise Symposium-related material to include, but not limited to: call for papers, presentations, registration, news releases, and other information

5) Receive, process, track, and organize abstracts, papers, presentation material, and other submissions ahead of event as required per the scope of the event

6) Coordinate with the public affairs office for media coverage and news releases related to the event

c. Pre-Event Tasks

1) Develop and assist in developing event agenda, methodology, desired outcomes, and supporting scenarios.

2) Reserve event facilities, briefing rooms, and rehearsals space

3) Complete, submit, and track required event request and approval documentation (such as the Department of the Army Conference Request Packet).

4) Develop collaborative and knowledge management systems in support of the event

5) Develop and assist in developing the following event information and provide it to invitees via approved email, webpage, or other electronic messaging applications

a) Agenda/schedule

b) Goals, Objective, and Methodology

c) Abstract and paper submission information

d) Registration

e) Directions

f) Accommodations

g) Read Ahead Materials

h) Other pertinent information

6) Develop and send invitations (hardcopy or electronic) to potential attendees and track status.

7) Coordinate with appropriate security personnel to ensure Symposium attendees conform to all appropriate security requirements. Inform security personnel of requirements for symposium attendees’ access to installations, buildings, and rooms.

8) Invite approved guest speakers and other select attendees and complete required documentation to include:

a) Distinguished visitor reports

b) Request for speaker fees, honorarium, and travel pay

c) Other travel and administrative documents as needed

9) Coordinate with staff and faculty to manage all conference and event attendee travel requirements

10) Track all attendee, guest speaker, panelist, support staff, and other guests for event

11) Identify, inform, and track status: responsible organizations of Information Technology requirements.

12) Identify, inform, and track status: responsible organizations of note-taking and/or recording requirements.

13) Identify, inform, and track status: responsible organizations of requirement for photography support.

14) Identify, develop, inform, and track status: responsible organizations for signage to include: external directions to facility, distinguished visitor parking; internal posters, and internal and external electronic displays.

15) Develop a food and beverage plan and inform responsible organizations of requirements. Track status.

16) Coordinate with appropriate agencies to have food and beverages at event

17) Produce the following for each attendee:

a) Name Tags

b) Name Tents

c) Read Ahead Materials

d) Other required materials

18) Schedule and conduct monthly (or as directed) coordination meetings upon the completion of the event until 60 calendar days prior to the event.

19) Schedule and conduct weekly (or as directed) coordination meetings starting 60 calendar days prior to the event.

a) Invite meeting participants

b) Establish meeting agenda

20) Schedule and conduct at least two walk-throughs of the facility (or as directed), one at least ninety (90) calendar days prior to the event and the second at least seven (7) calendar days prior to the symposium in order to identify any shortfalls.

21) Conduct sufficient rehearsals prior to the event, as directed.

22) Manage Schedules and Scheduling

a) Develop, maintain, and manage scheduling and tracking mechanisms

b) Update, maintain, and manage calendars on a variety of media

c) Schedule: facilities, classes, meetings, guest speakers, internal and external audiences, online/virtual meetings, panelists, rehearsals

23) Coordinate with online and print media to advertise Symposium-related material to include, but not limited to: call for papers, registration, news releases, and other information

24) Receive, process, track, and organize abstracts, papers, presentation material, and other submissions ahead of event as required per the scope of the event

25) Coordinate with the public affairs office for media coverage and new releases related to the event

26) Ensure participants sign electronic release forms and other appropriate documents for event participation

d. Event Tasks

1) Set up registration area and provide information to arriving participants.

2) Set up main and small group rooms to include but not limited to:

a) White boards and markers

b) Displays

c) Audio visual displays

d) Notepads and pens

e) Coordinate IT support including collaboration and video conferencing systems.

3) Record the event through note-taking and/or recordings.

4) Facilitate plenary and small-group discussions.

5) Compile a list of participants along with their organization, role, telephone numbers, and email addresses.

6) Coordinate with caterer, media, Public Affairs, and other supporting organizations throughout the event

7) Provide appropriate space for support staff to complete their assigned missions for event

8) Coordinate with external and internal staff and agencies during the event to ensure that prior support requests are appropriately carried out

e. Post-Event Tasks

1) Submit post-symposium documentation, after action review, and written reports, within 14 days or as directed by the Government.

2) Complete documentation for guest speakers, panelists, and other attendees within 14 days or as directed by the Government, to include:

a) Distinguished visitor reports

b) Submit and track speaker fees, honorarium, and travel pay

3) Coordinate with staff and faculty to complete all conference and event attendee travel requirements and supporting staff processes, within 30 days or as directed by the Government.

f. Audio and Video Recordings

1) Plan, schedule, and facilitate audio and video recordings. Schedule and reserve facilities for conducting audio and video recordings.

2) Coordinate with PAO and other USAWC agencies to edit and post videos to the USAWC YouTube channel or other websites.

3.3. Subject Matter expert: Provide intellectual, program, administrative support, subject matter expertise, and consultation to USAWC students, faculty, staff, and outside agencies (including other War Colleges), focused on program management, media management, and event planning, development, management, and execution. Describe actions taken under this paragraph in the monthly contractor report.

3.4. Symposia Attendance: The contractor shall attend up to three (3) approved symposia (conferences, workshops, wargames, or similar events), sponsored by organizations outside the USAWC, focused on military or national strategy, landpower, or other topics taught/researched at the USAWC. The goal of attending these outside events is to improve symposia, conferences, workshops, or invitational meetings at the USAWC. The location of symposia is not restricted if contractor does not exceed travel costs (ref. paragraph 8.3 below). This task includes the following actions:

3.4.1. Propose event participation with rationale showing support for the USAWC mission; obtain concurrence from USAWC on attendance not later than fourteen

(14) calendar days prior to the event.

3.4.2. Attend, present, or facilitate group discussions.

3.4.3. Within seven (7) calendar days of returning, submit written post-symposium report and required documentation.

3.5. Meetings and Reports. The contractor shall attend the following meetings at

Collins Hall, Carlisle Barracks, PA, or remotely as directed by the Government:

3.5.1. Initial Meeting. The contractor shall attend an initial meeting with the Government representative, on a date to be determined (TBD), but Not Later Than (NLT) five

(5) calendar days after award of contract, to discuss work to be performed and to receive Government Furnished Equipment (GFE), materials, and workspace.

3.5.2. Weekly Meeting. The contractor shall attend meetings with a Government representative on a weekly basis to discuss past and future tasks, deliverables, and status updates (unless on specified travel or COR approved absence).

3.5.3. Weekly Status Update. The contractor shall, as directed by the Government, provide weekly oral and written update to CSL and USAWC leadership on status of Landpower Symposium and the other two events. Contractor will develop appropriate “stop light” charts, or other visual methods, to convey status of ongoing efforts.

3.5.4. Monthly Report. Provide to the Government (COR) a written report prior to the 3rd of each month describing actions taken the previous month in accomplishing tasks in the PWS, status of ongoing tasks, planned actions to accomplish tasks in the PWS, planned and executed travel, with associated costs and cost estimates, and actions taken as Subject Matter Expert.

4. QUALIFICATIONS. The contractor will meet the following qualifications.

4.1. Education. Only degrees from an accredited college or university recognized by the Department of Education are acceptable to meet positive education requirements or to substitute education for experience.

4.1.1. Required: Bachelor’s Degree.

4.1.2. Desired: Master’s Degree.

4.1.3. Highly Desired: Master’s Degree and Program Management Professional, Program Management Certification, or similar certification.

4.2. Program management experience. Leadership and Administrative skills in support of managing academic or similar programs: managing schedules, developing, and reproducing support materials (hardcopy or electronic), maintaining databases, and related activities.

4.2.1. Required: At least three years’ experience.

4.2.2. Desired: Three to five years’ experience.

4.2.3. Highly Desired: More than five years’ experience.

4.3. Planning operations and/or events experience. Working independently and as part of a team, develop plans for large operations and events (50 or more people, budget of 10’s of thousands of dollars, and lasting from one or more days).

4.3.1. Required: At least three years’ experience organizing and planning operations, events, projects, or programs.

4.3.2. Desired: At least three years’ experience in a leadership role coordinating teams in organizing or planning operations, events, projects, or programs.

4.3.3. Highly Desired: More than three years leading and coordinating teams in organizing or planning operations, events, projects, or programs.

4.4. Executing operations and/or events experience. Working independently and as part of a team execute large operations and events (50 or more people, budget of 10’s of thousands of dollars, and lasting from one or more days).

4.4.1. Required: At least three years’ executing operations and/or events

4.4.2. Desired: At least three years’ experience in a leadership role executing operations and/or events.

4.4.3. Highly Desired: More than three years’ experience in a leadership role executing operations and/or events.

4.5. Editing Experience

4.5.1. Required: None

4.5.2. Desired: At least one years’ experience managing and editing documents for publication.

4.5.3. Highly Desired: More than three years’ experience managing and editing documents for publication.

4.6. Military Experience.

4.6.1. Required: None

4.6.2. Desired: Served in the US Military as a senior non-commissioned officer or a company-grade officer.

4.6.3. Highly Desired: Served in the US Military as a field-grade officer.

4.7. Security.

4.7.1. Required: Candidate must be able to attain and maintain a SECRET Clearance.

To qualify, the vendor must also possess a valid Facility Clearance (FCL) of equal or greater level. The candidate must be a U.S. citizen.

4.8. Information Technology Skills.

4.8.1. Required: The contractor shall be proficient in basic computer skills to include, but not limited to, Microsoft Office applications, basic writing and editing skills, search/create folders, and computer terminology. Contractor shall be proficient in on-line collaborative platforms such as Teams, Zoom, Blackboard and other collaborative tools.

5. GOVERNMENT FURNISHED FACILITIES, SUPPLIES, AND SERVICES:

5.1. General Information. The Government will furnish or make available to the

Contractor certain facilities, equipment, supplies and materials, and services. The Contractor shall not use items provided for any other purpose than execution of work under this contract.

6. DELIVERABLES:

6.1. Weekly written report IAW 3.5.3: The contractor shall, as directed by the

Government, provide weekly oral and written update to CSL and USAWC leadership on status of Landpower Symposium and the other two events.

Contractor will develop appropriate “stop light” charts, or other visual methods, to convey status of ongoing efforts.

6.2. Monthly written report IAW 3.4.3: prior to the 3rd of each month describing actions taken the previous month in accomplishing tasks in the PWS, status of ongoing tasks, planned actions to accomplish tasks in the PWS, planned and executed travel, with associated costs and cost estimates, and actions taken as Subject Matter Expert.

6.3. Other written or oral reports, included in paragraphs above, required to tack status of on-going tasks.

7. QUALITY:

7.1. Responsibility. It is the responsibility of the contractor to ensure that all deliverables (draft or final) meet the Government's evaluation standards as regulated by AR 25-50 Preparing and Managing Correspondence, dated 3 June 2002, and as revised or updated. Upon initial Government review, if draft or final deliverables do not meet the evaluation standards for quality, the draft or final deliverables will be returned to the contractor for revision within five (5) working days. It shall be the responsibility of the contractor to correct the errors without additional cost to the Government. The Government review period will not begin until initial Government review finds that the deliverable(s) meet acceptable standards for all quality requirements.

7.2. Format. All documents shall be developed and delivered using the approved version of MS Office products.

7.3. Deliverable Medium. Draft deliverables shall be provided in electronic form only.

Final deliverables shall consist of one print ready paper copy and an electronic copy. Electronic copies shall be delivered through the Government information technology network and/or on \. All electronic media copies shall be virus-checked before submission. All deliverables will be provided to the COR. As required, Government may direct Contractor to provide all appropriate deliverables via electronic means.

8. OTHER CONSIDERATIONS:

8.1. AT Level I training.