1.03 FY25_DNS SP_IFLEX_Kellogg_Facility_SOW.docx

PERFORMANCE STATEMENT OF WORK

Purpose: The Intermediate Flag and Senior Executive course (IFLEX) is a 5-day intensive residential learning experience that is designed to ensure the successful transformation of Flag/General officers and Senior Executive Service (SES) (O8+ or service equivalent) into new roles as members of the Department of the Navy’s (DoN) 2-star and senior leadership team. The goal of IFLEX is to bring together this leadership to navigate a whole new level of rapid change and dynamism in their roles to build a culture of excellence, warfighter resilience & readiness, and learning organizations with a growth mindset. Chartered by the Vice Chief of Naval Operations (VCNO) and developed/delivered by the College of Leadership & Ethics (CLE) team at the Naval War College (NWC), the IFLEX course introduces fresh ideas and concepts in a collaborative and interactive format meant to challenge and evolve senior leader critical and strategic thinking. Academic experts from the nation's top universities join DoN’s senior leaders and accomplished professionals from the private sector to provide a diverse mix of thought leadership and relevant insights on issues of critical importance to IFLEX participants.

Dates: The FY25 IFLEX training begins on Sunday, 21 September 2025 and will end on Friday, 26 September 2025.

Estimated number of attendees: Approximately 30 participants to include military, government civilians and guest speakers are expected to attend this event. (Note: approx. 20 are invited participants)

Location: The IFLEX training will be hosted by the VCNO at The Kellogg Conference Hotel, Capitol Hill at Gallaudet University (the preferred location for this event). The facility is located within 10 miles of the Pentagon and Ronald Reagan Washington National airport (DCA).

Lodging: Lodging shall include approximately 30 (includes 2 guest speakers) sleeping rooms for attendees each night from 21 –26 September 2025 (checkout is 26 September) and option to extend to 27 September at the per diem rate, 5 sleeping rooms will begin on 21 September. Attendees will make reservations online via a private weblink provided by the venue. This link must be active immediately after contract award and provided to IFLEX manager for distribution. If possible, pricing reflected in the link should not combine lodging and meals. Link will remain active 7 days past reservations deadline. Venue shall provide weekly (or as requested) updated RSVP reports to IFLEX manager. Attendees are billed individually and are responsible for all payments via their government travel credit card for the sleeping room, including no-show or late departure fees, if applicable. Lodging rates must be within the stated federal government per diem rate for the geographic area. The rate charged shall not include the $5 incidental expense portion of per diem. Lodging taxes shall be in accordance with local, state and federal exemption rules. The per diem rate should also be available for participants arriving 1 day (21 September 2025) before the training or remaining 1 day (27 September 2025) after the training. Lodging reservations, which includes meals, may be accepted or cancelled up to 14 days prior to 21 September (before 07 September) without penalty charge/fee. Additional lodging requirements: ability to set temperature to a comfortable setting in room, complimentary high-speed internet connection, smoke-free rooms, elevator access and security.

Catering: Beginning with dinner on 21 September through lunch on 26 September 2025.

1. Dining facility to accommodate breakfast, lunch and dinner for approximately 30 attendees at one time in an indoor and private setting and in an hour time frame. All meals will be in the same location throughout the course; Sunday dinner may be the only exception if venue cannot accommodate but still must be within close proximity. Additionally, both meal serving and dining location will be in a separate room from lounge/social area. Dinner will include bar option and paid by the individual. Standard meal times to support daily training schedules shall be 0600-0800 (Breakfast), 1100-1300 (Lunch), 1800-1900 (Dinner). However, the dining facility should have the capability to shift meal hours on short notice (1 hour prior to mealtime). Dinner on Monday, 22 September, will not be provided nor charged by the venue and lunch that day will need to be completed by 1230. If the 22 September dinner shifts to another date as communicated by IFLEX manager, venue will make change without a contract modification or charge, unless specifically requested. Lunch on Friday, 26 September, will be offered as optional for participants depending on their travel plans. No meals will be offered as boxed meals unless requested by IFLEX manager. In addition, a breakout room close to the main training area should provide daily snack items (i.e. chips, crackers, fruit, yogurt and other healthy choice options) and beverages (i.e. coffee, tea, water, soda and juices) for attendees between 0800-1100 and 1300-1700. These items will be re-stocked immediately between each break. It is strongly preferable that this snack/break area is not shared with other parties/guests. Meal and snack accommodations will be provided to those with food allergies (i.e. gluten-free, dairy-free, vegan, etc.). A list of number of attendees with allergies will be provided no later than 2 weeks of training start.

2. Special working meals will be held in same private location with only staff/services provided by contract. Individuals are still responsible for paying their meals. Meals will be buffet-style using existing menu.

Sunday 21 September – No-host social with bar followed by working dinner

3. Meal rates must be within the stated federal government per diem rate for the geographic area. Note: first night dinner and last day breakfast and lunch (if requested) will equal 1 day of meal per diem. The rate charged shall not include the $5 incidental expense portion of per diem. Per Federal Travel Regulations, the cost of meals shall include all taxes and gratuity. The per diem rate should also be available for participants arriving 1 day (21 September 2025) before the training or 1 day (27 September 2025) after training. Attendees shall be billed individually and responsible for all payments via their government travel credit card for meals. At check-out, venue will email a copy of the invoice directly to the guest.

Training requirements:

1. Registration area: To begin setup up no later than at 1430 on Sunday, 21 September 2025 before the training. 1 table 6 feet in length and 2 chairs set up. IFLEX manager will provide table dressing.

2. Access: IFLEX manger shall be given location and access to each attendee’s room to put welcome package (includes course material that is required) in room prior to participant’s arrival. Convention Service Manager will ensure Front Desk is aware and prepared for this requirement.

3. Work room: Near training area for meeting preparation, storage and VIP holding area to include tables and chairs, available 21 September 2025 and throughout the training with capacity for 10 participants. Workroom must have Ethernet for computer internet connection and color printer. Materials may be delivered as early as 1 day (21 September 2025) prior to the training start date.

4. Information/Business center: Facility to receive incoming messages for training attendees and provide information to IFLEX manager (beginning with advance team arrival 1 day prior (21 September 2025) to and throughout the training), to include a message board/easel, data outlets and large working/storage area. The capability to print up to 30 photocopies of briefs and other multi-page documents on short notice (1hr or less) per day.

5. Photo: Venue shall provide an area for a private group photo. This area may be indoor or outdoor depending on weather and IFLEX manager determination. IFLEX manager will provide photographer. Convention Service Manager shall ensure proper lighting and that photo area is clear of others so they are not photographed.

6. Training and Breakout Rooms: Beginning 0800 on 22 September through 26 September 2025.

A. The venue must have the ability to support the following training requirements simultaneously: 1 training room capable of seating 30 participants; 3 breakout rooms capable of seating 10 participants each. All training and breakout rooms will have the ability to control temperature for a comfortable setting while doors and windows remain closed to prevent outside noise/distractions. As a backup, fans or heating units will be made available and setup by the venue at discretion of IFLEX manager. IFLEX manager may provide and display banners and signs that are self-standing or do not require wall mounting as well as table clothes with graphics.

B. The training room requires the following Information Technology (IT) and Audio/Visual (AV) requirements:

1.) Standing lectern/podium in good condition with 1 wireless microphone 2.) 6 microphones total – see below) 3.) 3 Wireless lavalier (lapel) microphones 4.) 2 Wireless handheld microphones 5.) 2 70” high definition monitors 6.) Screen with Dress Kit sound system (12 channel mixer), amplifier, sound card 7.) 2 direct boxes 8.) Laptop with ability to run Microsoft (Power Point, Zoom, Video and Movie capability) 9.) Password Protected Wireless internet capable (Wi-Fi) 10.) One hardwire for internet connected to AV station 11.) Power supplied to each working station in main training room and cable 12.) Virtual audio/video teleconference capability (camera/microphone/cabling/sound card/direct boxes) 13.) IT and A/V technician available within 5 minutes from 0700 to 1800 daily, starting Saturday 28 Oct for event setup 14.) 6 easels with paper and pens 15.) Adequate number of 8.5x11 sleeves for directional signs located around the venue 16.) “Quiet” “Do Not Disturb” or similar signs will posted on doors and in hallways in vicinity of events

C. Training room set-up: IFLEX manager will provide design of the training room no later than 2 weeks of training start. This design may be readjusted at IFLEX manager’s discretion.

D. Breakout room set up: IFLEX manager will provide design of the training room no later than 2 weeks of training start. This design may be readjusted at IFLEX manager’s discretion.

E. No later than Sunday 21 September, all training and breakout rooms will be configured and setup per IFLEX manager design. A joint walk-through with Convention Service Manager designated representative will be conducted in the afternoon of that day.

Fitness Center: Venue shall have a 24-hour indoor fitness center to include weight machines, treadmills, step aerobics and yoga/calisthenics area. Additionally, at least two separate rooms (cannot be a breakout room) where organized physical training can be conducted for attendees from 0530-0630. IFLEX manager have the option to provide fitness instructor/assessment program/nutrition counseling on a daily basis. Finally, at least a 1-mile path/trail onsite (indoor or outdoor acceptable) that can support morning and afternoon group team building, training run, or team building physical activity course with various levels of difficulty to develop trust, confidence and listening skills.

Venue Staff requirements: The venue shall provide and meet the following requirements:

1. Assignment of a primary, and secondary in their absence, Convention Service Manager that is available and will ensure that all of the meeting and catering arrangements are fulfilled, to provide assistance with reservations, VIPs and other special requests. Further, this manager will address situations requiring assistance with noise complaints or to resolve other problems that impact the course, in a timely manner. Additionally, venue shall provide a billing/invoicing point of contact.

2. Convention Service Manager is responsible to ensure IT requirements are available, tested and ready. Convention Service Manager will schedule an advance party walk-thru 30-45 days prior to course start with IFLEX manager and supervisors of departments involved (i.e. IT/AV, event coordinator, housekeeping, front desk etc). Convention Service Manager will also advise IFLEX manager of other events/parties that will be in vicinity of the IFLEX spaces.

3. Venue shall have experience in hosting senior-level military and civilian officials or demonstrate a capability of supporting such an event.

4. Venue shall have at least one (1) Automated External Defibrillator on-site with staff qualified and ready to use and conduct cardiopulmonary resuscitation.

Parking: Complimentary parking for all attendees and guests.

Transportation: Venue to offer shuttle service capability, directly or via third-party, to and from Ronald Reagan Washington National airport (DCA).

Map: Attachment details locations of dining, break/social, physical fitness and working rooms