3rd AETC AHPS SOW RFI Attch_Redacted.pdf

Statement of Work for

3rd Annual Air Education & Training Command (AETC) Aircrew Human Performance Summit

(5 May 25 – 8 May 25)

1.0 Scope:

The AETC Aircrew Human Performance Summit (AHPS) is a four-day event that requires a rental or lease of a non-residential conference and/or training center in the Destin-Fort Walton Beach, FL region. The location must be within Federal Travel Regulation local commuting distance (<50 miles) of Hurlburt Field, FL and Eglin AFB, FL. The venue must offer daily use of free parking and scheduled shuttle service to/from nearby hotels. To reduce TDY cost, the venue must be located within walking distance and/or 1 mile of hotels offering government rates. The venue must be near an international airport. The venue shall be able to support 700 people in the main meeting room and provide audio and visual (A/V) equipment and support to maintain A/V capabilities for the entirety of the event. The venue must be able to provide A/V equipment in all meeting rooms and onsite A/V technicians from 0700-1200 and 1300-1700 each day of the event. The venue shall also be able to provide two (2) breakout rooms, in addition to the main conference room for small group sessions, as part of the summit’s detailed agenda. The venue shall provide one (1) private office space, one (1) foyer for event registration, and one (1) concession with light refreshments available for purchase. The venue shall set up and tear down all equipment, including tables, chairs, and A/V equipment, required for the event. The venue must provide concessions with coffee, water, light snacks, and lunch available to attendees for purchase. The venue must provide an onsite contract manager who shall be responsible for the performance of the work.

2.0 Background:

The Chief of Staff of the Air Force (CSAF) has directed the alignment of embedded human performance efforts. In response, AETC is hosting its 3rd Annual AHPS. This 4-day conference aims to unify human performance efforts in support of aircrew, bringing together leading experts from various fields, including aerospace physical therapy, physiology, strength and conditioning, sports science, athletic training, medicine, engineering, psychology, cognitive performance, and nutrition. The summit seeks to convene key leaders interested in developing and enhancing human performance assets for aircrew, with a focus on building on existing efforts and establishing a foundation for entities that are looking to establish similar programs. The conference will enhance the knowledge and understanding of human performance professionals, ensuring they are equipped to provide the most current, evidence-based practices to support USAF aircrew, ultimately furthering the mission of AETC. Hosted by the Aircrew Human Performance Team at Eglin Air Force Base, this conference will provide a platform for experts to share their expertise, discuss best practices, and collaborate on initiatives that promote optimal human performance for aircrew. By attending this summit, human performance professionals will gain valuable insights and knowledge, enabling them to make a meaningful impact on the performance and well-being of USAF aircrew.

The venue shall be available from 5 May 2025 – 8 May 2025 to include set up and tear down by the venue.

The venue shall be located within the Destin-Fort Walton Beach, FL region.

The venue shall have sufficient Audio Visual (A/V) equipment and personnel for A/V set up and tear down for the main room and breakout rooms.

Equipment should include:

Location: Main Conference Room Equipment Quantity Dates 10’x18’ screen + projection capabilities to 10’x18’screen

2 5-8 May

Microphone: Handheld wireless 6 5-8 May

USA Flag (backdrop to riser) 15’x25’ 1 5-8 May

Extension cord/power strip combo 6 5-8 May

Enhanced riser lighting 1 5-8 May

Line Array Speakers 1 5-8 May

8’ x 16’ Riser 1 5-8 May

Podium 1 5-8 May

Location: Breakout Room #1 Equipment Quantity Dates

9’ x 12’ screen + projection capabilities to 9’x 12’ screen

1 5-8 May

Microphone: Handheld wireless 1 5-8 May

White Board 3’x2’ with white board accessories 1 5-8 May

8 x 16’ Riser 1 5-8 May

Podium 1 5-8 May

Microphone: Handheld wireless 1 5-8 May

Location: Breakout Room #2 Equipment Quantity Dates 9’ x 12’ screen + projection capabilities to 9’x 12’ screen

1 5-8 May

White Board 3’x2’with white board accessories 1 5-8 May

8 x 16’ Riser 1 5-8 May

Podium 1 5-8 May

Microphone: Handheld Wireless 1 5-8 May

Day 4 only: conference room style microphone or microphone(s)

5-8 May

Additional requirements include:

The venue shall have adequate internet/Wi-Fi for each of the four (4) rooms and possess the ability to connect laptop and display slides for audience viewing in the three (3) meeting rooms.

The venue shall also accommodate the AHPS in assisting with any communication outages and unforeseen technical difficulties with A/V equipment during the above specified hours. The venue must also be able to replace equipment in case of technical difficulties or failure. The venue must be able to immediately resolve issues as they arise for the duration of the summit.

The venue shall be able to provide professional and/or broadcast quality audio and produce exceptional sound quality for the duration of the summit.

The venue shall also set up all tables and chairs for all three (3) rooms as follows:

Main meeting room: classroom style seating accommodating 700 people Breakout room #1: auditorium style seating accommodating 300 people Breakout room #2: days 1-3 (May 5th- 7th, 2025) auditorium style seating accommodating 300 people and day 4 (May 8th, 2025) conference room style seating accommodating 40 people.

Private office space: seating available for 15 people

The venue shall provide one (1) foyer for event registration and (1) cash concession.

The venue shall be able to provide complementary parking space for attendees.

The venue shall be responsible for set up and tear down of the event.

The venue shall maintain a clean facility and provide cleaning support prior to, during, and after the summit from 5 May 2025 –8 May 2025.

Emergency Procedures: The venue shall have emergency response plans in the event any emergency arises. The fire alarm pull-station must be accessible in the event of a fire. All other emergency procedures must be in-place by the facility’s management to maintain compliance with all state and local requirements.