A02 IDEC Hotel SOW - 2025.pdf

STATEMENT OF WORK

39th International Drug Enforcement Conference (IDEC)

SCOPE

On August 26-28, 2025, the Drug Enforcement Administration will hold its annual International

Drug Enforcement Conference (IDEC) in Nashville, Tennessee. This a DEA-led multilateral conference attended by senior drug law enforcement officials from various countries around the world to collaborate in our global fight to combat and to prevent transnational organized crime and related threats to U.S. national security. In addition to sufficient meeting space, there will be approximately 400 conference attendees that require lodging.

GENERAL INFORMATION

The contractor shall provide the following:

Task 1: Lodging

• The contractor shall provide a sleeping room block of 400 between August 25-28, 2025, at the prevailing federal government per diem rate of $217.00 per night, excluding taxes where applicable.

Task 2: Meeting Rooms

• IDEC requires 1 plenary; with at least 10 additional breakout meeting rooms where various presentations will be given to attendees each day.

Plenary

▪ The plenary requires enough seating for 600-800 attendees, preferably 100% classroom style, but can be flexible with 30% classroom and 70% theater style.

▪ 7-8 full-size soundproof interpretation booths located within a clear view of the stage.

▪ Space to accommodate PA system mixer station (approx. 10’ x 5’).

▪ Medium (20’ x 24’) to large (24’ x 32’) stage.

Breakout Meeting Rooms Agenda Item Set Up Attendees

Workshop Classroom/possible theater for all because of workshop numbers 52

Workshop Theater 54

Workshop Cabaret 42

Workshop Classroom/ Theater 111

Workshop Classroom/ Theater 86

Workshop Classroom 30

Workshop Classroom 41

DEA Secretariat Conference Table 10

Bilateral Mtgs Conference Table 10

Chemist U or what works for approximately 30 30-40

Task 3: Audio Visual

If the contractor can provide in-house A/V, the minimum requirements are listed below.

Otherwise, A/V services can be contracted through an outside source agreeable to both parties.

• In-house lighting – adjustable in every room

• In-house sound system

• Podium in main plenary

• 8-10 microphones – wireless handheld & 2 hands-free headsets

• 2 confidence monitors

• 1 jumbo screen

• 2 side screens

• Technicians

CONSIDERATIONS

The contractor must be aware and take into consideration the security parameters that accompany a law enforcement conference.

Security Requirements:

All contractor personnel supporting this procurement are expected to maintain a certain level of trust due to the nature of DEA’s mission. The Government expects the contractor will employ persons of integrity and trustworthiness. To ensure this, DEA reserves the right to conduct background screening or a full background investigation on all employees if a need arises. While all services listed above are provided by the contractor, all contracting staff may require to be escorted if the need arises to enter rented spaces. DEA reserves the right to modify the security requirements at any time.

Proposed Performance Period

Most attendees will arrive on Monday, August 25 and depart on Thursday, August 28th, there will be many members of the conference planning team who will arrive and depart 1-3 days on each end.

CONTACT INFORMATION: TBD