A03 PWS 2024 Portland Family Member Update Portland ME.docx

PERFORMANCE WORK STATEMENT

MEETING SPACE, AUDIO VIDEO SUPPORT, AND LIGHT REFRESHMENTS

FOR THE

FAMILY MEMBER UPDATE (PORTLAND, MAINE)

1.0. GENERAL

1.1. The Contractor shall furnish facilities, furniture, equipment and supplies, management, supervision, and labor to provide meeting space, audio video support, and light refreshments for the Portland, Maine Family Member Update (FMU) in support of the Defense POW/MIA Accounting Agency (DPAA). The purpose for the FMU is to meet with family members of missing servicemen from WWII, the Korean War, the Cold War, and the Vietnam War and brief them on the U.S. government’s efforts to recover their loved one’s remains and return them to their families for burial with full military honors.

Date: Saturday, 2 November 2024 Location: Portland, Maine Meeting: Defense POW/MIA Accounting Agency Family Member Update (FMU) Estimated Attendance: 400

1.2. Hotel star ratings are general quality indicators and should be regarded as just that - broad guidelines in measuring a hotel’s general quality, amenities, and customer satisfaction; ratings are not meant to be perfectly precise critiques. Facilities under this agreement are expected to maintain a minimum Three Star Hotel/Resort rating.

1.3. Hotel/motel shall be located within 5 miles of Portland, Maine and in a setting within reasonable walking distance to food establishments.

1.4. Hotels facilities shall be handicap-accessible and have sufficient driveway clearance to allow passage for a bus, vans, and cars as well as for guests to load and unload luggage in close proximity to their guest rooms.

2.0. REQUIRED SERVICES. Meeting rooms and audio video support will be for a period of one (1) day (2 November 2024). Light refreshments will also be for 2 November 2024.

2.1. MEETING REQUIREMENTS: The Hotel will provide all of the function space you require in accordance with the schedule of events which is described below.

SCHEDULE OF EVENTS

BALLROOM FOYER

Saturday, November 2, 2024 6:00 am – 5:00 pm

· 25 - Tripod Easels

· 2 - 6’ banquet tables, 4 chairs, 1 wastebasket (Registration)

· 3 - 6’ banquet table, 6 chairs, 1 wastebasket (DNA collection)

· 1 - 6’ table for handouts

BALLROOM

Saturday, November 2, 2024 6:00 am – 5:00 pm

· Ballroom to seat 400

· Tables to be configured in rounds or crescent rounds

Ballroom will have no columns in the room

· 2-12’ screens

· Draped projection stand

· 2-Projectors with HDMI Connection

· 1-HDMI Splitter (To Connect one Laptop to the projects and TVs)

· 1-lavalier microphones

· Power strips and VGA and HDMI extension cables as required for audio visual set-up

· 1-confidence monitor for briefings

· 2-75” TVs with HDMI connection (if needed depending on room set-up)

· 3-wireless handheld microphones

· podium and microphone

· microphone mixer with 4 outputs

· house sound system (as required for audio)

· A/V interface cable

· Small riser for podium

· Box tissues on each table

· Hard wired Internet connection

· Pen & paper at each place setting

· Water pitcher and glasses on each table

BREAKOUT ROOM ONE

8:00 am – 6:00 pm

· 1-tripod easel

· 1-8’ tripod screen

· 1-draped projection stand (client will bring projector)

· Power strips and VGA extension cables as required for audio visual

· 1-podium and microphone

· 1-anchor sound system (as required for audio)

· Breakout Room to hold 5 Rounds, 10 chairs per table

BREAKOUT ROOM TWO

8:00 am – 6:00 pm

· 1-tripod easel

· 1-8’ tripod screen

· 1-draped projection stand (client will bring projector)

· Power strips and VGA extension cables as required for audio visual

· 1-podium and microphone

· 1-anchor sound system (as required for audio)

· Breakout Room to hold 10 rounds, 10 chairs per table

Box Handling Fee

· 2 days storage for conference materials and delivery to ballroom by 6:00 AM Saturday.

12 – 23”x11” boxes 1 – 33”x50”x 8” poster case 1 – 31”x23”x19” IT case 1 – 18”x11”x32” flag stand case 1 – 54”x10”x8” flag case

Sleeping Room Block – All rates or fees for lodging and parking offered to the purchaser or individual conference attendees (including U.S. Government personnel) shall be no higher than the lowest rate or fee offered to commercial or government customers at, or six months prior to, the date of the conference.

2.0. CUSTODIAL/SANITATION/LINEN SERVICES

2.1. Daily services shall include, but not be limited to, room cleaning, table cleanliness, adequate quantities of hand sanitizer, sanitized drinking glasses, napkins, plates, and utensils.

3.0. EXTRA SERVICES. All extra services not specified in this Performance Work Statement, or not normally included in the room rate, shall be paid for by the guest(s) requesting and receiving this extra service. The Contractor shall have the ability to provide guest services not covered by the Government in this contract (phone charges, movie rental) without placing holds on individual guests’ debit/credit cards or charging deposits.

4.0 SPECIAL REQUIREMENTS. Certain FMU attendees may have special attendee requirements, i.e., handicap rooms, special foods and or handicapped dependents. It is incumbent upon the Government to identify any special requirements at time checking availability with the facility.

5.0 ORDERING INSTRUCTIONS. FMU attendees may have specific needs, and the contractor shall be contacted at a minimum of 15 days beforehand by the requesting Government POC verifying availability of the facility and advising them of what the particular requirements for that FMU will be.

6.0. RESPONSIBILITIES

6.1. Government

a. Co-ordinate availability with the contractor at least 15 days prior to event date.

b. Place a purchase order request through the supporting contracting office.

c. Confirm receipt of purchase order by contractor at least five (5) days prior to event date.

d. Submit changes to requirement to the supporting contracting office and contractor at least 72 hours prior to event.

6.2. Contractor

a. Once contacted by Government tentatively make the appropriate reservations.

b. Contact the issuing contracting office of any requested changes to the terms and conditions of a purchase order.

7.0. CANCELLATIONS

7.1. In the event Government needs to modify its initial purchase order, either by postponing the event to another date, canceling the event altogether, or modifying the previously agreed upon terms, this must be done in accordance with the terms and conditions specified within the contract.

7.2 Notice to modify its initial purchase order, either by postponing the event to another date, canceling the event altogether, will be made by the issuing contracting office or the Contracting Officers Representative (COR). Notice will be by phone or email and followed by a purchase order modification confirming the change.

8.0. CODE OF CONDUCT. It is expected that that Servicemembers, Government employees and family members attending events under this agreement shall conduct themselves in a good and orderly fashion. Incidents of misbehavior will be reported by the contractor immediately to the Government’s POC in attendance.

9.0. INVOICING. Services shall be invoiced after the final day of the event and in accordance with the Terms and Conditions of the Purchase Order.