26Q0010_Attch 1_PWS_28 Jul 26.pdf

PERFORMANCE WORK STATEMENT

for

AIR FORCE MEDICAL COMMAND

(AFMEDCOM)

PROGRAM OBJECTIVE MEMORANDUM (POM)

WORKING GROUP CONFERENCE

SUPPORT SERVICES

Solicitation # FA800326Q0010

Version: 28 July 2026

1.0 DESCRIPTION OF SERVICES / GENERAL INFORMATION

The Contractor shall provide turnkey event planning and execution services to include securing conference space, reserving a dedicated lodging block, and providing fully integrated Audio/Visual (A/V) multimedia support for a Department of the Air Force (USAF) conference.

The Contractor shall act as the primary liaison with the hotel/venue and is solely responsible for all third-party coordination, facility fees, and technical setup.

Geographic Boundary Constraint: All services, meeting spaces, and lodging blocks must be co-located within a single commercial hotel facility proposed by the Contractor and approved by the Government. This facility must reside within a five (5) mile driving radius of the Defense Health Headquarters (DHHQ) located at 7700 Arlington Blvd, Falls Church, VA 22042.

2.0 SPECIFIC PERFORMANCE REQUIREMENTS

2.1 Venue and Space Accommodations. The Contractor shall secure the following dedicated spaces within their proposed and approved hotel facility:

• Main Conference Space: A single, dedicated room available continuously from 14 September

2026 through 17 September 2026.

• Capacity & Layout: Must comfortably accommodate 80 attendees with a minimum of 15 square feet per attendee (minimum 1,200 sq. ft. total).

• Furnishings: The room must be configured in a "School House" (classroom) setting with tables and seating that facilitate notetaking. All seating must face a clearly defined, highly visible focal point for the presenter (an elevated stage is optional, but lines of sight must be unobstructed).

• Secondary/Breakout Space: A dedicated space co-located in the same building as the main conference space, available concurrently from 14-17 September 2026.

• Capacity & Layout: Must accommodate up to 10 personnel. Furnishings must be configured to facilitate collaborative, in-depth discussions and small-group note-taking.

2.2 Lodging Block Management. The Contractor shall secure a dedicated block of lodging rooms within the proposed hotel facility.

• Quantity & Duration: Approximately 35 standard single-occupancy rooms available for check-in on 13 September 2026 and check-out on 18 September 2026 (5 nights).

• JTR Compliance: The daily rate for these rooms must not exceed $275.00 per night (the published GSA/JTR maximum lodging per diem rate for Falls Church, VA in September 2026, found at: https://www.gsa.gov/travel/plan-book/per-diem-rates). The Contractor https://www.gsa.gov/travel/plan-book/per-diem-rates shall ensure NO conference space rental costs or A/V fees are bundled, loaded, or absorbed into the individual lodging rates.

2.3 Multimedia and Audio/Visual (A/V) Support. The Contractor shall provide, install, and support all A/V equipment necessary to augment or supplement the main conference space.

• Equipment: The Contractor shall provide, install, and configure all hardware, cabling, and systems necessary to meet the minimum standards specified in Appendix 1 (Equipment List) of this PWS.

• Audio Projection: Microphones and speakers must project the presenter’s voice clearly and legibly across the entire space (minimum 1,200 sq. ft.) with zero vocal strain required by the speaker.

• Visual Display: Visual mediums (e.g., projectors/screens or large monitors) must display facilitator-provided media from a standard government laptop. The media must remain clearly legible to attendees seated up to 50 feet away.

• Synchronization: If multiple displays are utilized to meet the legibility requirement, the

Contractor must ensure all displays are technically synchronized to the presenter’s laptop with no latency.

• Operational Readiness: All A/V services, installation, and testing must be completed, rendering the space fully multimedia-capable no later than 0800 on 14 September 2026.

(The Contractor may utilize a “Day 0” setup on 13 September 2026 if required by the venue).

2.4 Facility Coordination and Risk Management. The Contractor is solely responsible for verifying and complying with all venue-specific policies prior to execution.

• The Contractor shall coordinate all load-in/load-out times, union labor requirements, and technical restrictions directly with their proposed hotel's event staff.

• The Government will NOT pay any auxiliary hotel-imposed fees (e.g., electrical drop fees, internet patch fees, or exclusive vendor penalties) that are not explicitly priced in the Contractor's firm-fixed-price proposal.

3.0 PERFORMANCE REQUIREMENTS / SERVICE SUMMARY (SS)

The following table outlines the Acceptable Quality Levels (AQL) for this requirement. Failure to meet these standards may result in a reduction of the contract price or negative Past Performance documentation.

Performance Objective

PWS

Reference Acceptable Quality Level (AQL) Inspection Method

Timely Operational Readiness

2.3

100% of A/V equipment is installed, tested, and fully operational by 0800 on 14 Sep 2026. Zero delays permitted.

Direct Government Observation prior to event start

A/V Legibility & Clarity 2.3

Visuals are legible at 50 feet; audio is clear across the entire room without speaker vocal strain. Zero technical interruptions lasting longer than 10 minutes.

Periodic Government Observation / Attendee Feedback

Main Conference Space Configuration

2.1

Room is set up in the required "School House" configuration with correct attendee capacity prior to 0800 on Day 1.

Direct Government Observation

Secondary Conference Space Configuration

2.1

Room is co-located in same building as the main conference space with collaborative configuration and correct attendee capacity prior to 0800 on Day 1.

Direct Government Observation

JTR Lodging Compliance 2.2

100% of rooms in the block are available at or below the $275.00 GSA per diem lodging rate.

Review of lodging agreement / invoices

4.0 GOVERNMENT FURNISHED PROPERTY / INFORMATION

The Government will provide the laptops and the presentation media (e.g., PowerPoint slides). The Contractor is responsible for providing all necessary standard connection cables (e.g., HDMI) to interface with the Government laptops.

Appendix 1: Equipment List

PROGRAM OBJECTIVE MEMORANDUM (POM) WORKING GROUP CONFERENCE

SUPPORT SERVICES

14- 17 September 2026

Audio Visual Equipment Qt. Equipment 3 Medium Screens (minimum 8’ x 8’) 3 Projectors, each with individual HDMI cables (one per screen) 3 PowerPoint slide remote control devices with 30–50-foot range 1 Large Speaker, synched to Handheld Wireless Microphones 6 Handheld wireless microphones 2 Microphone Stands 3 Laptops ( furnished by the Government)

Note**Projectors should connect with sound system so that audience may hear both video and microphone sound Technical Support and Government Equipment

• Contractor shall provide qualified onsite A/V technical support during setup, event days, and strike to immediately resolve any technical issues

• Contractor shall accommodate and permit connection of government provided computer equipment to A/V devices.

Labor

• Contractor shall start setup on 13 September 2026 and Teardown completed by 17 September 11:30 local time

• Contractor shall ensure careful handling, proper operation, and timely strike of all equipment.