2024 NASIC Senior Leader Summit PWS.pdf

ATTACHMENT 1: PERFORMANCE WORK STATEMENT SOLICITATION FA860124Q0029

PERFORMANCE WORK STATEMENT

FOR

NASIC SENIOR LEADER SUMMIT

REVISED, 19 Dec 2023

1. BACKGROUND: The National Air and Space Intelligence Center (NASIC) Commander will host the 2024 NASIC Senior Leader Summit (SLS) on 29 April – 3 May 2024. This event will include approximately 90 NASIC senior leaders, current and inbound. The purpose of the SLS is to focus on refining NASIC strategy and increasing resiliency, collaboration, and camaraderie among NASIC commanders and senior leadership, current and inbound. The event includes panel discussions, presentations, and break-out sessions. There is no substitute for face-to-face interaction, such as a telephone conference or video teleconference, in order for senior leaders to attain the full benefit of the conference.

2. REQUIREMENTS

2.1. The contractor shall provide the following:

2.1.1. Lodging and conference facility, preferably in a secluded area, with the purpose of minimizing/eliminating external distractions, within one (1) hour driving distance of the National Air and Space Intelligence Center, Wright-Patterson Air Force Base, Ohio.

2.1.1.1. Lodging should be located on-site and in the same vicinity as the conference

2.1.2. Individual lodging rooms for approximately 90 personnel on 30 April – 3 May 2024. Rooms should be in the same area of the resort to maintain group integrity.

Rooms will be separately paid for by each individual using Government Travel Cards (GTC).

2.1.2.1. Final number of personnel attending the entire conference will be provided to the contractor by the NASIC Action Officer prior to close of business on 27 April 2024.

2.1.2.1.1. The NASIC Action Officer will be identified at contract award.

2.1.2.2. Check-in will be on the 30th of April and checkout will be on the 3rd of May.

2.1.2.3. If requested, dedicated resort transport shall be provided for the duration of the conference. Examples of dedicated transport include trolleys or buses.

2.1.3. At least three (3) meeting rooms capable of supporting approximately 100 personnel:

2.1.3.1. The meeting rooms must be available from 30 April-3 May 2024.

2.1.3.2. One (1) meeting room must be capable of holding a minimum of 100 personnel with the ability to divide the space into two (2) rooms.

2.1.3.3. The additional two (2) meeting rooms must allow the ability to host breakout sessions capable of supporting up to 45 personnel each.

2.1.3.4. Rooms must have audio/visual capability including projectors and screens, sound systems, podiums, microphones (including wireless microphone), the ability to connect laptops to the system, and Wi-Fi.

Contractor must ensure rooms are set up based on NASIC requirements prior to the beginning of the conference, provide instructions on equipment operation, and provide personnel available for technical support as needed throughout the conference.

2.1.3.4.1. Audio visual requirements for all conference and break-out rooms. There will also be audio visual requirements for the dining space/room for scheduled guest speakers during sessions.

2.1.3.5. Eight (8) flip charts (minimum size 36” x 24”) and markers. Whiteboards

(same minimum size) and dry erase markers and erasers are suitable substitute/alternative.

2.1.3.6. Room layouts should be circular tables in a ballroom setup

2.1.3.7. Light refreshments should be made available during meetings and breaks throughout the duration of the conference, including but not limited to coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips, or muffins.

2.1.3.7.1. The light refreshments will be included in the contract price.

2.1.4. Breakfast, lunch, dinner, and beverage options must be available for the duration of the event and will be paid separately from the contract price:

2.1.4.1. Meals shall be hot, include vegetarian-friendly options and set up buffet-style (ex. Breakfast – pork sausage, bacon, eggs, bread, orange juice, etc.).

The options that will be made available to the attendees must be identified in the contractor’s proposal.

2.1.4.2. Meal options (breakfast, lunch, and dinner) will be discussed after contract award.

2.1.4.3. Based on the options discussed after contract award, meals shall be available during the following times:

Breakfast: 0730-0830 Lunch: 1145-1300 Dinner: 1830-1930

2.1.4.4. Food and beverages can be consumed in the meetings rooms.

2.1.5. Availability of social activities will be separately paid for by the attendees through a landing fee:

2.1.5.1. Social activities can be events such as trivia, karaoke, a social hour, etc.

2.1.6. A Team Building/Camaraderie Event

2.1.6.1. Contractor must provide a space for a team building/camaraderie event that will be planned by the Action Officers or by an external vendor.

2.1.6.2. Event space must be able to support approximately 90 personnel.

2.1.6.3. Primary plan is to have the event outdoors, but must have an alternate indoor location.