4.02.3 Attach 3_Quote_Submittal_Spreadsheet.xlsx

Sheet1 (2) Quote Submittal Spreadsheet for

MILITARY LAW AND OPERATIONS STRATEGIC ENGAGEMENT 2025 (HQ USINDOPACOM)

Enter the individual rate(s) in the yellow highlighted boxes.

Enter the total in the orange highlighted box.

Enter any additional rates/fees (if any) in the spaces provided.

Enter the subtotal total for each Section in the blue highlighted boxes.

Enter GRAND Total for all Sections in the green highlighted box at the end of the spreadsheet.

Hotel Name:

The MCR will be used for General Sessions of the conference from 7:00 am to 5:00 pm daily Monday, 8 September through Thursday, 11 September 2025. The MCR must be co-located at the venue selected. The attendees’ seating will have an unobstructed view of the Main Stage. Under no circumstances may any sound from adjoining rooms or other areas of the facility interfere with the presentations. The MCR must be completely set up and fully operational with all required computers, A/V equipment, tables, chairs, stage, etc. by noon (12:00 P.M.) of the day prior to the conference start date in order to test IT equipment and perform a general inspection of the completed conference room setup.

The MCR shall meet the following requirements:

a. Size/Availability: Minimum room size of 2,500 square feet to accommodate 200 participants with classroom style seating.

b. Contain sufficient electricity supply to provide power to the requirements listed in the Information Technology/Audio Visual portion of this Performance Work Statement (Paragraph 3.2.2).

c. Controlled Access: MCR to have controlled access (locking door) with three (3) keys provided to conference organizers. The Government shall be able to physically secure the room during period of non-operation, accessible only to conference and housekeeping personnel.

d. Fully adjustable light intensity and climate controls for the room.

e. Table/Chairs: Conference table arranged to accommodate 200 delegates at a square or rectangular skirted tables and chairs set up classroom style with central aisles to comfortably accommodate two hundred (200) conference participants. Bottled water (and drinking glasses) to be pre-set on each table for each conference attendee daily.

f. Main Stage: A main stage to be placed front-center of the Main Conference Room. The specific requirements of the main stage are listed below.

i. The stage is to be raised approximately sixteen inches (16”) above the height of the room floor. The stage is to be of sufficient size to hold the required personnel, tables, chairs, and one (1) LED Wall (P3 Led Wall, 3 x 5m), aluminum Platform, Cat 5 Cables and Links, Power Pack, Laptop for Video Playback, V4EX Video Mixer, and/or any peripherals required to operate the LED Wall (3 feet above stage and centered on stage), as outlined in this PWS.

ii. Two (2) coffee tables and/or end tables with 6-10 chairs to be placed offstage at stage-left to accommodate different stage setup for speakers and panels. Bottled water and serving glasses to be pre-set on each table for conference speakers and panel members, to be changed between panel sessions.

iii. A podium or lectern (free of scuffs and visible damage) provided and arranged at stage right. Contractor will provide the Government with the podium dimensions one (1) week after award of contract so that the Government will be able to create and provide its own MILOPS podium signage or Contractor shall present the MILOPS logo if the podium allows digital display.

iv. The view of the Main Stage from all conference participant seating areas must not be compromised or altered by structural support columns or partial walls.

g. Final Room Arrangement: It is anticipated the Government will conduct a post-award conference to make final arrangements with the Contractor as to the layout/organization of the Main Conference Room immediately after contract award.

h. Reception Area/Break Space: Provide a reception area adjacent to the Main Conference Room for refreshments, coffee station, and reception (high-top) tables. The hotel shall provide two (2) breaks; morning and afternoon coffee/tea and light refreshments.

i. Miscellaneous: Provide one (1) white board with markers and easel or display stand to write announcements for delegates. The break area is to be available to conference attendees.

The ACC will be used by government personnel to perform administrative and operational functions including command and control of key personnel, security operations center, pay operations, equipment support, registration, and conference closeout from 10:00 AM on Saturday, 6 September through 5:00 pm on Thursday, 11 September 2025.

The ACC shall meet the following requirements:

a. Size/Availability: Minimum size of 750 sq. ft. to comfortably accommodate seven (7) workstations.

b. Contains sufficient electricity supply and power strips to provide power to the computers and copy machine listed in the Information Technology/Audio Visual portion of the Performance Work Statement (Paragraph 3.2.3).

c. Controlled Access: ACC to have controlled access (locking door) with three (3) keys provided to conference organizers. The Government shall be able to physically secure the room during period of non-operation, accessible only to conference and housekeeping personnel.

d. Fully adjustable light intensity and climate controls for the room.

e. Tables/Chairs: Contain seven (7) six-foot (6’) skirted tables with two chairs each. Tables to be arranged U-shaped style to accommodate the flow of participants through the room and different stations (e.g. registration/conference check-in, conference materials, information desk, etc.).

f. Telecommunications: Contain one (1) house phone line with in-house and local calling capability, one (1) direct dial commercial phone line with conference phone number/long distance access. Five (5) high-speed broadband or WI-FI internet connections are required for the ACC (connections will be used for registration, administration, paying agent, conference coordinator, and speaker coordinator). See paragraph titled “Information Technology/Audio Visual Requirements” in this Performance Work Statement for a complete description.

g. Miscellaneous: Provide one (1) white board with markers and one (1) message board with pins or magnets and appropriate easels or stands, waste baskets, and nearby access to restrooms.

h. Final Room Arrangement: In the ACC, the Paying Agent Station will be separated with dividers and include one (1) table, (2) chairs, and a separate lounge area. It is anticipated the Government will conduct a post-award meeting immediately after contract award to make final arrangements with the Contractor as to the layout/organization of the ACC and all other spaces.

The Breakout Rooms serve as the meeting room for bilateral and multilateral discussions between allies and partners attending the conference from 7:00 am on Monday, 8 September through 5:00 pm on Thursday, 11 September 2025.

The Breakout Rooms shall meet the following requirements:

a. Size/Availability: Two (2) rooms shall be provided with a minimum size of 500 sq. ft. to accommodate twelve (12) participants each.

b. The room location shall be within the vicinity of the Main Conference Room.

c. Controlled Access: The Government shall be able to physically secure the room during period of non-operation, accessible only to conference and housekeeping personnel.

d. The Government shall have 24-hour access.

e. Tables/Chairs: Breakout Room #1 contains one (1) boardroom style table no less than six-feet (6’) with twelve (12) executive chairs. Table to be arranged executive conference room style. Breakout Room #2 will comfortable accommodate two (2) persons with two (2) club/lounge chairs and coffee tables and/or end tables to support high level one on one engagement(s). Room will be arranged lounge style for the two participants and have four to six additional chairs and a table in the background for their executive staff members.

f. Miscellaneous: Each room contains one (1) white board with markers and one (1) message board with pins or magnets and appropriate easels or stands, waste baskets, and nearby access to restrooms.

PWS SECTION 3.2.1 IT/AV Technician

a. The IT/AV person is required to provide technical support for the engagement and perform the following tasks: Set up all IT/AV equipment and conduct testing to ensure proper operation; troubleshoot and resolve any IT/AV equipment deficiencies in the most efficient manner; assist conference participants with using IT/AV equipment; and disconnect/break down equipment after the last day of the engagement.

b. Following proper set-up/troubleshooting, only one (1) on-call technician is required to cover all technical support services throughout event.

PWS SECTION 3.2.2 Main Conference Room (MCR) IT/AV Requirements

a. LED Wall: P3 LED Wall. 3 x 5m. LED Wall and all peripherals to include but not limited to Aluminum Platform, Cat 5 Cables and Links, Power Pack, Laptop for Video Playback, and Roland V4EX Video mixer or equivalent. LED Wall to be centered on the stage and raised 3 feet so as to not be obstructed by those seated on stage.

b. Projectors: As needed, two (2) projectors and screens on either side of the stage to allow for slide or video presentation to those members that may not have a clear line of sight to the LED Wall.

c. Sound System: Sound system and/or audio mixing console for clear and audible presentation appropriate for room size. Ten (10) total microphones - four (4) located on the main stage tables to be used by panel members/speakers (wireless/hand-held mics with boom stand); four (4) floor microphones positioned throughout the Main Conference Room to be used by conference attendees (wireless/hand-held mics with boom stand); one (1) lapel clip-on microphone; and, one (1) microphone at the podium located stage right (wireless/hand-held mic with boom stand).

d. Computers: Two (2) laptop computers (mouse included) with Windows XP, Microsoft Word, Microsoft PowerPoint, Microsoft Excel, and Adobe Acrobat software installed. Computers must have CD/RW and USB capability. Computers must also have ample Random Access Memory (RAM) to process large graphic files with sound, ease, and efficiency (computers must not freeze due to insufficient RAM). Computers’ speaker system to be connected to main sound system. Tables with computers will be set up along the wall in front of stage right.

e. A/B Switch Box: An analog A/B switch box must connect the two (2) computers mentioned above, as the agenda coordinator will be switching back and forth between presentations on both computers WITH ASSISTANCE FROM THE IT/AV TECHNICIAN.

f. Repeater: One (1) 50” LCD monitor (repeater) to be placed adjacent to the podium on the main stage conference room.

PWS Section 3.2.3 Command Center IT/AV Requirements:

a. Copy Machine: One (1) high speed/high volume photocopy machine with stapling and duplex capability (black, white and color). The copy machine is required from 10:00 am on Saturday, 6 September through 5:00 pm on Thursday, 11 September 2025.

b. Computers: Five (5) laptop computers (mouse included) with Windows XP, Microsoft Word, Microsoft PowerPoint, Microsoft Access, Microsoft Excel, Microsoft Outlook, Adobe Acrobat Reader, and Internet Explorer software installed. In addition, each computer must have CD/RW capability and USB ports.

c. Internet: All five (5) computers in the Command Center must be connected to a high-speed broadband or WI-FI Internet connection.

d. Printers: Two (2) high-speed color laser printers (NOT inkjet) networked to the five (5) computers in the Command Center as described above in paragraph 3.1.2. The printers must be capable of producing color, 8 ½” X 11” conference certificates on cardstock type paper, table tents for assigned seating, and nametags with speed and efficiency.

Guest Rooms: The Contractor shall provide 100 rooms of single occupancy rooms. The room shall be no smaller than 250 square feet, and include a TV, phone, and in-room safe.

The Contractor shall provide a scenic indoor or outdoor location such as poolside, garden, or terrace to comfortably accommodate 200 participants in several rows:

h. Reception Area/Break Space: Provide a reception area adjacent to the Main Conference Room for refreshments, coffee station, and reception (high-top) tables. The hotel shall provide two (2) breaks; morning and afternoon coffee/tea and light refreshments.

GRAND TOTAL:

By submission of this quote, the offeror acknowledges the requirement for Blocked Guest Rooms and Suites identified in Performance Work Statement (PWS) Sections 3.3.3 and that the offeror is able to meet all requirements contained in the PWS, with no exceptions taken.