2018_JLC_Training_Conference_Draft_SOW.docx

Statement of Work 2018 EOIR Judicial Law Clerk Training Program

Agency/Office:

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

Location:

Washington, D.C. Metropolitan Area

Title:

Lodging, Training Program/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 Judicial Law Clerk Training Program. Internal approval is required before issuing award. The training is to be held in the DC metropolitan area for the dates of October 16 through 18, with check-in on Monday, October 15. The attendees will checkout on Friday, October 19, 2018. Interested vendors must be able to provide classroom-style training space that accommodates 130 attendees. The venue must be within a (0.5) half-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.

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 (0.5) half-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 shall 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 October 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: Hotel Lodging. Based on availability of dates requested (October 15 – October 19, 2018).

· Monday - for 100 sleeping rooms

· Tuesday - for 100 sleeping rooms

· Wednesday - for 100 sleeping rooms

· Thursday - for 100 sleeping rooms

Rooms must be individual private sleeping rooms with toilet facilities at or below the October 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, to the maximum extent possible. 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 noshow fees.

Please provide the cut-off dates by which room reservations must be made for the dates requested (October 15 – October 19, 2018).

CANCELLATION NOTIFICATION

Hotel must permit individual lodging reservations to be cancelled without penalty with a maximum of 24 hours’ advance notice required.

Part B: Meeting Space and Audio-Visual Services.

All meeting/training program space and the business office must be in close proximity to training program space and must also be on a 24-hour hold throughout the contracted dates starting Monday, October 15, 2018, at 2:00 p.m. until Friday, October 19, 2018, at 12:00 p.m. Responses 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, October 12, 2018, before training program through Monday, October 15, 2018

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

Monday, October 15, 2018

· Provide a secure business office to accommodate up to ten (10) staff with internet access with three (3) or more work stations (e.g., desks and tables) to accommodate laptops, a printer, and a mini-fridge.

· Provide three (3) 6 - 8ft covered tables and seating for five (5) for registration/information area outside of the main conference room. These tables should remain in place throughout the training week.

· Provide three (3) easels and signboards (or similar signage) for placement around registration/information areas.

Tuesday, October 16, 2018

· Provide a secure business office to accommodate up to ten (10) staff with telephone line, internet access, tables and chairs for three (3) 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 three (3) 6 - 8ft covered tables and seating for five (5) for registration/information area outside of the main conference room.

· Provide three (3) 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 conference space.

· Provide one (1) meeting room conference style for a group of fifteen (15).

· Provide one (1) meeting room classroom style for a group of thirty (30).

· Provide conference space classroom style for 130 people. The conference room should include: two (2) projection screens, two (2) LCD projectors, a podium with microphone, one (1) presentation computer with internet access and USB or CD/DVD drive for data transfer, two (2) wireless microphones, three (3) table microphones, a six (6) channel mixer, and one (1) wireless laser pointer presenter (“clicker”). Identify the room selected.

Wednesday, October 17, 2018

· Provide a secure business office to accommodate up to ten (10) staff with telephone line, internet access, tables and chairs for three (3) 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 three (3) 6 - 8ft covered tables and seating for five (5) for registration/information area outside of the main conference room.

· Provide three (3) 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 conference space.

· Provide one (1) meeting room conference style for a group of fifteen (15).

· Provide one (1) meeting room classroom style for a group of thirty (30).

· Provide conference space classroom style for 130 people. The conference room should include: two (2) projection screens, two (2) LCD projectors, a podium with microphone, one (1) presentation computer with internet access and USB or CD/DVD drive for data transfer, two (2) wireless microphones, three (3) table microphones, a six (6) channel mixer, and one (1) wireless laser pointer presenter (“clicker”). Identify the room selected.

Thursday, October 18, 2018

· Provide a secure business office to accommodate up to ten (10) staff with telephone line, internet access, tables and chairs for three (3) 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 three (3) 6 - 8ft covered tables and seating for five (5) for registration/information area outside of the main conference room.

· Provide three (3) 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 conference space.

· Provide one (1) meeting room conference style for a group of fifteen (15).

· Provide one (1) meeting room classroom style for a group of thirty (30).

· Provide conference space classroom style for 130 people. The conference room should include: two (2) projection screens, two (2) LCD projectors, a podium with microphone, one (1) presentation computer with internet access and USB or CD/DVD drive for data transfer, two (2) wireless microphones, three (3) table microphones, a six (6) channel mixer, and one (1) wireless laser pointer presenter (“clicker”). Identify the room selected.

Friday, October 19, 2018, after training program

· Provide a secure space to store up to 20 boxes of supplies and equipment for pick-up.

Part C: Location Requirements: (1) Facilities that are located in the Washington, D.C., metropolitan area will receive the highest consideration as this is the most desirable location for this event. (2) If lodging is not on-site and is provided by a third party, it must be within a (0.5) half mile walkable distance to the training venue. (3) Restaurants shall be within a (0.5) half 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. Venue must provide its own security services. The DOJ/EOIR Office of Security will also be on-site and advise on security services.