2018_Legal_Training_Statement_of_Work.pdf

Statement of Work 2018 EOIR Legal Training Program

Agency/Office:

U.S. Department of Justice Executive Office for Immigration Review

Location:

Within 50 miles of 5107 Leesburg Pike, Falls Church, Virginia.

Title:

Lodging, Training/Meeting Space and Audiovisual Equipment

Description:

The Department of Justice, Executive Office for Immigration Review (DOJ/EOIR) intends to procure a venue for its 2018 EOIR Legal Training Program. Internal approval is required before issuing award. The training is to be held at a location within 50 miles of 5107 Leesburg Pike, Falls Church, Virginia, for the dates of June 10 through June 14, 2018, with check-in on June 10, 2018. The majority of attendees will check-out on June 14, 2018, the last day of training, and the remainder of attendees will likely check-out on the morning of June 15, 2018. Interested vendors must be able to provide training space that accommodates 750 attendees. The venue must be within a 1/2 mile walkable distance to restaurants. Vendor must be amenable to a site visit and provide a point of contact for coordinating such visit.

These dates have been pre-established. Other weeks will not be considered.

The vendor must be able to provide all requirements specified for training needs in Parts A, B, C, and D, and F below. Lodging as listed in Part A may be provided by a third party. If lodging is provided by a third party, the lodging arrangements are the responsibility of the prime contractor to reserve the room blocks. Lodging venue must be within a 1/2 mile walkable distance from the training venue. Proposals from third-party contractors or sub-contractors will not be considered for parts B, C, D, and F. To be eligible for award under this solicitation, the training and lodging facilities MUST be listed with an active status in the System for Award Management [hereinafter "SAM"] (www.sam.gov) and be Federal Emergency Management Agency [hereinafter "FEMA"] approved. The lodging facility or facilities must be listed on the U.S. Fire Administration Hotel-Motel National Master List found at apps.usfa.fema.gov/hotel/ and must provide lodging rates at or lower than the June 2018 Government per diem rate based on the location of the lodging, as found at www.gsa.gov/travel/plan-book/per-diem-rates.

Proposed facilities not listed in the SAM and FEMA lists will be rejected as technically unacceptable. In addition, all facilities must be compliant with the requirements of the Americans with Disabilities Act (Public Law 01-336) (42 U.S.C. § 12010 et. seq.).The lodging facility or facilities must meet the following requirements:

Part A: Lodging. Based on availability of dates requested (June 10 — June 14, 2018).

• Sunday, June 10 - for approximately 475 sleeping rooms

• Monday, June 11 - for approximately 475 sleeping rooms

• Tuesday, June 12 - for approximately 475 sleeping rooms

• Wednesday, June 13 - for approximately 475 sleeping rooms

• Thursday, June 14 - for approximately 150 sleeping rooms (with check-out on Friday morning, June 15)

Rooms must be individual/private sleeping rooms with toilet facilities at or below the June 2018 Government per diem rate based on the location of the lodging, as found at www.gsa.gov/travel/plan-book/per-diem-rates. All rooms must have the same amenities. The Government would also like these rates available for two (2) days before and after the contracted dates. Payments for Part A shall be the sole responsibility of each attendee, including any no-show fees.

Please provide the cut-off dates by which room reservations must be made for the dates requested (June 10 — June 14, 2018).

Part B: Meeting/Training Space and Audio-Visual Services.

All meeting/training space and the business office must be in close proximity to training space and must also be on a 24-hour hold throughout the contracted dates, from Sunday, June 10, 2018, at 2:00 p.m., through Thursday, June 14, 2018, at 1:00 p.m. All meeting/training space must have unobstructed views. Proposal must indicate whether the hotel agrees to allow DOJ/EOIR to use its own audio-visual equipment, such as LCD projectors, laptops, cameras for filming, or other agency-owned equipment and if there is a cost incurred for connection to hotel equipment or the internet. Proposal should also include the cost for any curtains or other materials needed to cover any mirrors behind presenters.

Friday, June 8, 2018, before training program through Sunday, June 10, 2018

• Provide a secure space to store up to 20 boxes of supplies and equipment.

Sunday, June 10, 2018

• Provide a secure business office to accommodate up to fifteen (15) staff with internet access with six (6) or more work stations (e.g., desks and tables) to accommodate laptops, a printer, and a mini-fridge.

• Provide eight (8) 6ft - 8ft covered tables and seating for sixteen (16) for registration/information area outside of the main training room. These tables should remain in place throughout the training week.

• Provide five (5) easels and signboards (or similar signage) for placement around registration/information areas.

Monday, June 11, 2018

• Provide a secure business office to accommodate up to fifteen (15) staff with telephone line, internet access, tables and chairs for six (6) or more work stations, a printer, and a mini-fridge. The secure business office should be located on the same floor and in close proximity to the registration/information area.

• Provide eight (8) 6ft - 8ft covered tables and seating for sixteen (16) for registration/information area outside of the main training room.

• Provide five (5) easels and signboards (or similar signage) for placement around registration/information areas and one easel and signboard (or similar easily changed signage) outside each meeting room and training space.

• Provide two (2) meeting rooms classroom style for groups of fifteen (15). Identify the rooms selected.

• Provide two (2) meeting rooms classroom style with a telephone for groups of ten (10).

Identify the rooms selected.

• Provide training space classroom style for 750 people. Identify the training space selected. The training room should include: two (2) projection screens, two (2) LCD projectors, a podium with microphone, two (2) wireless microphones, two (2) table microphones, and a five (5) channel mixer. The space must be divisible in half. Each half of the room to include: one (1) projection screen, one (1) podium with microphone, one (1) table with microphone, one (1) wireless microphone, and one (1) LCD projector.

In lieu of dividing the 750 person meeting space in half, the vendor may provide, in addition to the 750 person meeting space, a separate breakout room that accommodates 250 people. Such room must include: one (1) projection screen, one (1) podium with microphone, one (1) table with microphone, one (1) wireless microphone, and one (1) LCD projector.

• Provide three (3) additional breakout rooms each accommodating 100 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone, one (1) wireless microphone, and one (1) LCD projector. Identify the rooms selected.

• Provide three (3) additional breakout rooms each accommodating 50 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone, and one (1) LCD projector. Identify the rooms selected.

• Provide one additional training space for 150 people classroom style to include: one (1) projection screen, one (1) podium with microphone, two (2) additional microphones for Q&A and panel sessions, and one (1) LCD projector.

• Provide a small secure room for nursing mothers with up to 5 chairs, tables, and a mini-fridge. Identify the room selected.

Tuesday, June 12, 2018

• Provide a secure business office to accommodate up to fifteen (15) staff with telephone line, internet access, tables and chairs for six (6) or more work stations, a printer, and a mini-fridge. The secure business office should be located on the same floor and in close proximity to the registration/information area.

• Provide eight (8) 6ft - 8ft covered tables and seating for sixteen (16) for registration/information area outside of the main training room.

• Provide five (5) easels and signboards (or similar signage) for placement around registration/information areas and one easel and signboard (or similar easily changed signage) outside each meeting room and training space.

• Provide two (2) meeting rooms classroom style for groups of fifteen (15). Identify the rooms selected.

• Provide two (2) meeting rooms classroom style with a telephone for groups of ten (10).

Identify the rooms selected.

• Provide training space classroom style for 750 people. Identify the training space selected. The training room should include: two (2) projection screens, two (2) LCD projectors, a podium with microphone, two (2) wireless microphones, two (2) table microphones, and a five (5) channel mixer. The space must be divisible in half. Each half of the room to include: one (1) projection screen, one (1) podium with microphone, one (1) table with microphone, one (1) wireless microphone, and one (1) LCD projector.

In lieu of dividing the 750 person meeting space in half, the vendor may provide, in addition to the 750 person meeting space, a separate breakout room that accommodates 250 people. Such room must include: one (1) projection screen, one (1) podium with microphone, one (1) table with microphone, one (1) wireless microphone, and one (1) LCD projector.

• Provide three (3) additional breakout rooms each accommodating 100 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone, one (1) wireless microphone, and one (1) LCD projector. Identify the rooms selected.

• Provide three (3) additional breakout rooms each accommodating 50 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone, and one (1) LCD projector. Identify the rooms selected.

• Provide one additional training space for 150 people classroom style to include: one (1) projection screen, one (1) podium with microphone, two (2) additional microphones for Q&A and panel sessions, and one (1) LCD projector.

• Provide a small secure room for nursing mothers with up to 5 chairs, tables, and a mini-fridge. Identify the room selected.

Wednesday, June 13, 2018

• Provide a secure business office to accommodate up to fifteen (15) staff with telephone line, internet access, tables and chairs for six (6) or more work stations, a printer, and a mini-fridge. The secure business office should be located on the same floor and in close proximity to the registration/information area.

• Provide eight (8) 6ft - 8ft covered tables and seating for sixteen (16) for registration/information area outside of the main training room.

• Provide five (5) easels and signboards (or similar signage) for placement around registration/information areas and one easel and signboard (or similar easily changed signage) outside each meeting room and training space.

• Provide two (2) meeting rooms classroom style for groups of fifteen (15). Identify the rooms selected.

• Provide two (2) meeting rooms classroom style with a telephone for groups of ten (10).

Identify the rooms selected.

• Provide training space classroom style for 750 people. Identify the training space selected. The training room should include: two (2) projection screens, two (2) LCD projectors, a podium with microphone, two (2) wireless microphones, two (2) table microphones, and a five (5) channel mixer. The space must be divisible in half. Each half of the room to include: one (1) projection screen, one (1) podium with microphone, one (1) table with microphone, one (1) wireless microphone, and one (1) LCD projector.

In lieu of dividing the 750 person meeting space in half, the vendor may provide, in addition to the 750 person meeting space, a separate breakout room that accommodates 250 people. Such room must include: one (1) projection screen, one (1) podium with microphone, one (1) table with microphone, one (1) wireless microphone, and one (1) LCD projector.

• Provide three (3) additional breakout rooms each accommodating 100 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone, one (1) wireless microphone, and one (1) LCD projector. Identify the rooms selected.

• Provide three (3) additional breakout rooms each accommodating 50 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone, and one (1) LCD projector. Identify the rooms selected.

• Provide one additional training space for 150 people classroom style to include: one (1) projection screen, one (1) podium with microphone, two (2) additional microphones for Q&A and panel sessions, and one (1) LCD projector.

• Provide a small secure room for nursing mothers with up to 5 chairs, tables, and a mini-fridge. Identify the room selected.

Thursday, June 14, 2018

• Provide a secure business office to accommodate up to fifteen (15) staff with telephone line, internet access, tables and chairs for six (6) or more work stations, a printer, and a mini-fridge. The secure business office should be located on the same floor and in close proximity to the registration/information area.

• Provide eight (8) 6ft - 8ft covered tables and seating for sixteen (16) for registration/information area outside of the main training room.

• Provide five (5) easels and signboards (or similar signage) for placement around registration/information areas and one easel and signboard (or similar easily changed signage) outside each meeting room and training space.

• Provide two (2) meeting rooms classroom style for groups of fifteen (15). Identify the rooms selected.

• Provide two (2) meeting rooms classroom style with a telephone for groups of ten (10).

Identify the rooms selected.

• Provide training space classroom style for 750 people. Identify the training space selected. The training room should include: two (2) projection screens, two (2) LCD projectors, a podium with microphone, two (2) wireless microphones, two (2) table microphones, and a five (5) channel mixer. The space must be divisible in half. Each half of the room to include: one (1) projection screen, one (1) podium with microphone, one (1) table with microphone, one (1) wireless microphone, and one (1) LCD projector.

In lieu of dividing the 750 person meeting space in half, the vendor may provide, in addition to the 750 person meeting space, a separate breakout room that accommodates 250 people. Such room must include: one (1) projection screen, one (1) podium with microphone, one (1) table with microphone, one (1) wireless microphone, and one (1) LCD projector.

• Provide three (3) additional breakout rooms each accommodating 100 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone, one (1) wireless microphone, and one (1) LCD projector. Identify the rooms selected.

• Provide three (3) additional breakout rooms each accommodating 50 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone, and one (1) LCD projector. Identify the rooms selected.

• Provide one additional training space for 150 people classroom style to include: one (1) projection screen, one (1) podium with microphone, two (2) additional microphones for Q&A and panel sessions, and one (1) LCD projector.

• Provide a small secure room for nursing mothers with up to 5 chairs, tables, and a mini-fridge. Identify the room selected.

Part C: Location Requirements. (1) The training venue must be within 50 miles of 5107 Leesburg Pike, Falls Church, VA 22041. (2) If lodging is not on site and provided by a third-party, it must be within a 1/2 mile walkable distance to the training venue. (3) Restaurants shall be within a 1/2 mile walkable distance from training and lodging venues.

Part D: Printing and Distribution. Venue must provide access to its business center for faxing, use of copier machines, and other available business services.

Part E: Catering. There will be no catering services provided. All attendees will be responsible for their own food and beverages.

Part F: Security. The DOJ/EOIR Office of Security will be on-site and advise on security services. Venue must provide, in addition to its normal security services, two uniformed, sworn police officers of the responsible jurisdiction in which the training program is held, during training program hours, for the duration of the program to provide additional security to training program participants. These officers will be present and rove in the immediate vicinity of the training program participants and training activities during training program hours to provide a visible presence to deter criminal or surveillance activity and to detect and respond to any potential threats to training program attendees.

Attachments:

Addendum 1 —Evaluation Factors