A04_2024_PIA_Statement_of_Work.docx

STATEMENT OF WORK

1.0 Description: The Bureau of Indian Affairs (BIA), Midwest Region is hosting the 2024 Partners in Action (PIA) Conference, subject to the approval of the Department of the Interior (DOI) and availability of funds. The Conference will be 100% in-person participation. This Conference serves as a primary means by which the Midwest Region implements the U.S. DOI’s mission to promote well-being, equity and justice for Tribes, American Indians, Alaska Natives, Native Hawaiians, and Insular Communities. All thirty-six of the Region’s tribes are invited and have historically participated in PIA. For the 2024 Partners in Action Conference the Midwest Region is looking for a hotel, casino hotel or conference venue with lodging onsite to host the event and provide lodging for the attendees.

Requirements to support the conference are provided below.

1.1 Location: Wisconsin.

1.2 Date of Conference: August 6 - 8, 2024. The Conference will begin Tuesday morning at 8:00 am, with registration beginning Monday afternoon at approximately 4:00 pm (CDT). The Conference is estimated to end Thursday, August 8, 2024, at 12:00 pm (CDT).

1.3 Participants: Approximately 400 to 500 people in attendance.

1.4 Parking: The property should have sufficient parking for all attendees.

1.5 Lodging: The Contractor should be able to provide a block of 400 single/double occupancy rooms at the GSA per diem rate for the lodging location (see rates below). If the Contractor is unable to provide a block of rooms, please provide the number of rooms available to set aside for this conference. Individuals will contact the hotel directly for room reservations and reserve the rooms with their personal credit card or government issued charge card. The BIA will not be responsible for the payment of “no-shows.” The Contractor should hold the group block until 30 days before the conference, July 6, 2024. Any rooms not reserved by that date should be released back to general inventory.

2.0 Conference Rooms:

Requirements for the conference rooms are listed below.

2.1 Size/Availability

2.1.1 Main Ballroom/Conference Room: Conference room to comfortably accommodate 400 attendees for opening and closing sessions. This room may also be used for large training events during the conference. A dinner/round table set-up is the first choice, but rectangular tables will be considered. It is desired that tables be covered with a tablecloth/skirt. Table arrangement shall accommodate the flow of attendees throughout the room and shall be handicap accessible. The view of the speaker(s) from all conference participant seating areas shall not be blocked by structural support columns or partial walls.

2.1.2 Nine (9) Conference Rooms: The Contractor shall be capable of providing breakout rooms for training sessions that can accommodate 25-40 people each. Tables should be a conference or classroom set-up with a tablecloth/skirt. Table arrangement shall accommodate the flow of attendees throughout the room and shall be handicap accessible. The view of the speaker(s) from all training session participant seating areas shall not be blocked by structural support columns or partial walls.

2.1.3 Two (2) Small Conference Rooms: The Contractor shall provide two private council session rooms that can accommodate up to 15 people. Table set up should be boardroom style all facing each other with tablecloths/skirts. Table arrangement shall accommodate the flow of attendees throughout the room and shall be handicap accessible.

2.1.4 Information Booth Location: A designated location for up to twenty (20) organizations to set up an information booth. One or two rectangular tables with two chairs each. It is desired that tables be covered with a tablecloth/skirt. This area can be separate rooms or throughout the hallway in common space.

3.0 Audio/Visual Equipment (see quote for detailed information):

3.1 Electrical Power Outlets: The Contractor shall provide sufficient outlets (power supply) for presenters and meeting facilitators to plug in laptop computers in the main ballroom, conference rooms and small conference rooms. The presenters and facilitators will supply their own laptops.

3.2 Wi-Fi Bandwidth: The Contractor shall provide sufficient bandwidth on the existing or isolated network to accommodate the conference attendees (est. 400 – 500 people) and virtual conference meeting and breakout sessions. The vendor shall provide an optional ethernet connection to the network as a redundant network option for all Presenters, to connect at the speaker podiums, in case of Wi-Fi failure.

3.3 Conference Room Support: The venue shall have personnel available on site to support conference room requirements as needed (i.e. IT/AV troubleshooting, electrical issues, table issues, etc.)

3.4 Projector and Projection Screen: The hotel shall provide a projector and projection screen or wall suitable screen for displaying presentations for all attendees to see in main ballroom, conference rooms and small conference rooms.

3.5 Sound System: A minimum of three (3) microphones, podium, and a sound system for all attendees to be able to hear presenters speak in main ballroom.

3.6 Podium: A podium is required for the main ballroom, ten conference rooms and two private council rooms.

3.7 Stage In Main Ballroom: There should be stage risers, drape & piping, a podium, up to two rectangular tables with tablecloth/skirt and up to eight chairs for presenters.

4.0 Light Refreshments:

4.1 Morning Breaks (Tuesday, Wednesday, and Thursday): The Contractor shall provide light refreshments during the morning break. Light refreshments shall include coffee, assortment of teas & ice water (available all day), juice, pastries, muffins, donuts, and fruit. Please provide a menu for low carbohydrate and gluten free options.

4.2 Afternoon Breaks (Tuesday and Wednesday): The Contractor shall provide light refreshments during the afternoon break. Light refreshments include, but are not limited to crackers, cheese, fruit, cookies, bars, chips, soda including diet or Zero, iced tea and ice water (available all day). Please provide a menu for low carbohydrate and gluten free options. (Estimate does not have to include these items exactly and is only provided as an example of could be included.

Tuesday, August 6, 2024, morning and afternoon breaks - 400 attendees Wednesday, August 7, 2024, morning and afternoon breaks - 400 attendees Thursday, August 8, 2024, morning break - 400 attendees

5.0 Contractor’s Representative:

The Government shall contact the following contractor personnel for prompt contract administration (Offerors to insert the POC information).

(a) MAIN POC:

Name of Individual:

Title of Individual:

Address:

Tel No. (Office):

Fax No. (Office):

Mobile Phone No:

Email address:

(b) ALTERNATIVE POC:

Name of Individual:

Title of Individual:

Address:

Tel No. (Office):

Fax No. (Office):

Mobile Phone No:

Email address:

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