Statement of Work - Environmental Conference.pdf

STATEMENT OF WORK (SOW)

Department of Veterans Affairs (DVA)

VHA Institute for Leadership, Education and Development (ILEAD)

1.0: TITLE OF PROJECT:

Conference Services (Hotel Meeting Space) for the VHA Environmental Program Service Conference.

2.0: BACKGROUND:

The U.S. Department of Veterans Affairs (DVA), VHA Institute for Learning, Education and Development (ILEAD) provides educational services and instruments to VHA. One of the services ILEAD provides is formal educational meetings for discussions and training (i.e., Conferences).

For fiscal year 2023, DVA ILEAD will be hosting the VHA Environmental Program Service Conference. To host this conference, DVA ILEAD has determined that Conference Services are needed to reserve/hold short-term lodging, conference rooms, and other services such as Internet Services and Shipping and Handling services.

3.0: OBJECTIVE:

Per the desired event locations and dates, reserve/hold short-term lodging, conference rooms, and other services such as Internet services and Shipping and Handling services.

4.0: SCOPE:

In general, per the requirements in Section 7, the vendor shall provide:

Reserve/hold Short-term lodging Conference services (meeting space) Other services (Internet services, Shipping and Handling services).

5.0: PERFORMANCE PERIOD:

August 14 – 18, 2023 –

Travel in Monday August 14, 2023 Conference dates are (Tue-Thu) August 15 - 17, 2023 Checkout Friday August 18, 2023

6.0: PLACE OF PERFORMANCE:

Atlanta, GA [OR]

Orlando, FL [OR]

Washington, DC

7.0: MANDATORY DELIVERABLES:

7.1 Short Term Lodging

7.1.1 Sleeping Rooms

DVA travelers shall check-in individually and shall pay guest room costs by individual Government or personal credit card.

The Hotel shall provide a room block of 245 sleeping rooms (peak) per night (965 total room nights) and the required meeting space to be housed in the same facility but will accept alternate proposals for multiple facilities within short walking distance.

Lodging rates must be within the Government Per Diem rate or lower for selected area.

Hotel shall provide state and local tax-exempt forms for DVA travelers to submit as this travel constitutes official business of the Federal Government.

DAY DATE # OF ROOMS Summary

Monday Aug 14, 2023 245 Check-In

Tuesday Aug 15, 2023 245 Conference Day 1

Wednesday Aug 16, 2023 245 Conference Day 2

Thursday Aug 17, 2023 230 Conference Day 3

Friday Aug 18, 2023 Check out Check Out

Total Anticipated Room Nights: 965

7.2 Conference Services

7.2.1 Meeting Rooms

Pricing for meeting room space shall be all-inclusive, to include, but limited to, services charges or any other related charges for the meeting space. (965 total)

7.2.2 General Session Room

One (1) General Session:

Room needed at 12:00pm Monday (setup day) until

Thursday at 5:00pm Conference starts on Tuesday at 8:00am Room to be 3800 sq. ft. or larger with no pillars & no ceiling lights hanging below 14’ (Rationale is for large screens and front projection).

Set for 250 attendees 1-riser 12’x24’ (or larger) with steps/rails on one side, ramp/rails on the other Set two (2) six-foot tables with 6-chairs on riser Set four (4) six-foot tables with 12-chairs in the rear of the room for faculty/staff 1-standing lectern/podium 24-hour hold Do not use GS as a Breakout Room

Four (4) Breakout Rooms: Required Tues-Thurs (Mon as Setup Day starting at 12pm)

Room required at 12:00pm Monday (setup day) until Thursday at 5:00pm

Conference starts on Tuesday at 8:00am Rooms to be 1100 sq. ft. or larger with no pillars Set in crescent rounds for 250 attendees 1-six-foot table (panel) with 3-chairs on the stage at front of room for panel, next to podium 1-podium 24-hour hold

One (1) Exhibit Room: Required Tuesday - Thursday, Set-up on Monday, starting at 12pm.

One Room required on Monday at 12 pm – Thursday 5pm Rooms needs to be 10,000-12,000 sq ft Up to 80 -100 vendors – each one requires an 8’x10’ space for displays/exhibits 24-hour hold

One (1) Registration Area:

One (1) Secured Registration Area: Required Tues-Thurs (Mon as Setup Day starting at 8am)

Area to be outside the General Session Early registration on Monday from 12pm to 7pm

Conference starts on Tuesday at 8:00am Four (4) six-foot shirted tables w/6-chairs, 3-classroom tables behind, against the wall 24-hour hold

One (1) Lockable Office (near registration/general session area);

Required Tues-Thurs (Mon as Setup Day starting at 8am)

Room required Monday at 8am until Thursday at 5pm Set in Boardroom Style for 10-people Set 4-six-foot tables against walls, around perimeter of room Six (6) Keys for conference staff 24-hour hold

7.3 Other Services

7.3.1 Internet Connections (Shall be provided by the Hotel)

Internet Service Registration (Mon 8am-Thurs 5pm) :(6) Basic wireless General Session (Mon 12pm-Thurs 5pm) :(250) Basic wireless (1)

Wired presenter 4-Breakout Rooms (Mon 12pm-Thurs 5pm): (100) Basic wireless Wired for presenter Lockable Office (Mon 8am-Thurs 5pm) :(10) Basic Wireless Exhibit Room (Mon 8am-Thurs 5pm) :(80) Basic wireless for vendors Total Connections: (346) Basic Wireless Internet connections and

(5) Hard-Wired Connections

7.3.2 Storage/Handling/Shipping

Hold/store and deliver conference training materials.

Shipping and Handling: (receive and deliver to meeting area) 250 lbs. inbound and outbound

8.0: SECURITY SERVICE:

Vendor shall provide security for the equipment. DVA ILEAD shall not be liable for lost, stolen or misplaced equipment that is furnished by the vendor, as perquisite of this SOW.

9.0: LABOR:

Vendor shall abide by all labor laws IAW all the U.S Department of Labor, as it relates to pay rates, hours worked and other pertinent aspects of labor law.

10.0: EXTRANEOUS HOTEL FEES (IF APPLICABLE):

DVA ILEAD shall not pay for extraneous hotel venue charges related to the conference setup and strike down for services that are not outlined in the SOW, identified in the government issued solicitation and priced in the price proposal for these services. Examples of these types of extraneous hotel charges are power outlet usage within the confines of the conference/event space, audio patch fees (i.e., house sound system), and rigging fees (i.e., video camera, tripods, stage lighting, etc.).

Prior approval for extraneous venue charges, which extend beyond the examples listed in this SOW, shall be approved by the issuing Contracting Officer, in writing, prior to accepting those charges on behalf of DVA ILEAD.

11.0: ACCEPTABLE MEANS OF CONTRACT MODIFICATION:

DVA ILEAD and DoD employees attending the conference/event specified by this SOW DO NOT have any contractual authority whatsoever. Therefore, no attendees can make any requests that will be considered a material change to the contract. All contract modifications shall be made and executed by the Contracting Officer or the assigned Contract Specialist, to include funding requests for this level of effort.

12.0: SUPPLEMENTAL SERVICES:

Vendor shall participate in a technical crew rehearsal if applicable.

Vendor shall provide the level of service such that the government’s event is not disrupted or delayed unduly, due to equipment failures, particularly equipment provided by the vendor.

Vendor shall provide a single customer focused POC on site and prior to the event. The POC shall assist in technical direction of Audio-Visual placement and environment to ensure a successful event.

13.0: FORCE MAJEURE (COVID-19):

The performance of the Agreement by either party shall be subject to Force Majeure, including but not limited to acts of God, fire, flood, natural disaster, war or threat of war, acts or threats of terrorism, civil disorder, unauthorized strikes, governmental regulation or advisory, recognized health pandemic as determined by the World Health Organization, the Centers for Disease Control, or local government authority or health agencies including but not limited to the health threats of COVID-19 and all variants to include (Delta - B.1.617.2), (Omicron - B.1.1.529), (BA.2) and all other subsequent variants of COVID-19, mandated VHA travel ban for non-mission-critical employees due to COVID-19 surge, or other similar occurrences beyond the control of the parties, where any of those factors, circumstances, situations, or conditions or similar ones prevent, dissuade, or unreasonably delay at least 25 percent of prospective Event attendees from appearing at the Hotel, or where any of them make it illegal, impossible, inadvisable, or commercially impracticable to hold the Event or to fully perform the terms of the Agreement. The Agreement may be cancelled by either party, without liability, damages, fees, or penalty for any one or more of the above reasons.

14.0: SYSTEM SECURITY:

The Certification and Accreditation (C&A) requirements do not apply, and that a Security Accreditation Package is not required.