REVISED Statement of Work_DSF COCON 24 Feb 2022.docx

Statement of Work

75120PR220000168

DSF Commanding Officer’s Conference (COCON) 07 March – 11 March

Below is a list of requirements for the DSF COCON

· Facility must have a capacity in a large single room for 140 people

· Facility must provide at a minimum 3 additional smaller rooms for break-out sessions

· Price must include Set up, take down, janitorial services daily

· Must provide enough chairs for everyone, tables for 140 people (May be shared tables), 2 podiums at the front, 3 microphones (Preferably wireless), speakers, HD projectors, presentation screens/televisions, video conferencing capabilities (Camera and audio), and have a backup computer if needed.

· Facility must provide an on-call IT Support person to assist with any complications in presentation. (Must be able to respond and be on-site in 15 minutes)

· Must have free-wifi for all attendees and have speeds capable of presenting the presentation on Microsoft teams. Internet speeds must be no less than 1Gbps

· Must provide free parking on-site for all attendees

· Facility must have a nearby hotel no more than 10 minutes away by car.

· Facility must be no more than 20 miles from either Washington Dulles International Airport or Ronald Reagan Washington National Airport by car or at a reasonable enough distance that conference attendees can expect to pay no more than $75 in Uber/taxi fares round trip from the closest airport.

· Facility must have security services including roving patrol and security cameras

· Facility must be compliant with FEMA Fire Prevention and Control Guidelines – VA0857

· Facility must have an onsite medical emergency response team and onsite fire response unit with a hospital no more than ten minutes away by car

· Facility must have adequate conference/breakout room lighting

· Facility must be located no more than five minutes walking distance to at least three different food options.

· Facility must have on-site lodging with vacancy for at least 80 individual rooms

· Facility must have fitness center on-site

· Large space and break out spaces will be required to have full IT support from 7:00 a.m. to 6:00 p.m. daily and access to spaces until 10:00 p.m.

· Facility must have an additional large banquet space available for an after-hours event for at least 110 people on Wednesday March 9th. The banquet space must be available for set-up at 4:00 p.m. with the event lasting until 11:00 p.m. The Facility will provide and set up banquet tables, linens and a speaking podium for the event.

COVID-19 Precautions

· Facility MUST have a policy that employees reporting COVID-19 symptoms are prohibited from reporting to work

· Any employee that is working with ANY member attending the conference MUST BE masked

· Janitorial services must include daily sanitizing of all surfaces including: tables, door knobs, light switches, handles, desks, toilets, faucets, sinks, printers, and electronics

· Facility must have HVAC systems operating properly and maintained as appropriate

· Facility must have sanitation stations (hand sanitizer stations) readily available

· Facility must utilize paper towel in lieu of air hand dryers in the restrooms

· Facility restrooms must have ample room to allow all participants to utilize the restrooms within a fifteen-minute period