AFRS 332 RCS SOW Annual - Revised 6.3.2024.docx

STATEMENT OF WORK

HOTEL ACCOMODATIONS AND CONFERENCE SERVICES FOR AIR FORCE RECRUITING PERSONNEL PARTICIPATING IN ANNUAL TRAINING

OCTOBER 27 – OCTOBER 31, 2024

Last Revised June 3, 2024

1. BACKGROUND

1.1. The 331, 332, and 345 RCS (Recruiting Squadrons), are required to hold an annual conference for mandated training and to formally recognize the efforts and accomplishments of its members. This procurement is for hotel accommodations for approximately 275 rooms paid by the individual attendees with GTCs (government travel cards) and conference space & services paid by government contract. It will be held on the dates listed in the table of paragraph 2.1.2. The location should be as close as possible to Nashville, TN, which is geographically advantageous to the 3 participating squadrons. If no location exits, it should be within 250 miles of the Nashville International Airport.

2. REQUIREMENTS

2.1. General Comment by KLEISER, ANDREW N CIV USAF AMC 375 CONS/PKB1: Recommend specifying a distance from a major airport where members may fly into or will be people be driving?

2.1.1. The vendor shall provide accommodation and conference room services for approximately 350 participants with daily training conducted per the table in paragraph 2.1.2.

2.1.2 Training will be conducted on October 29-October 31 in the conference rooms according to the following schedule and specifications: Comment by KLEISER, ANDREW N CIV USAF AMC 375 CONS/PKB1: This seems vague. Are multiple conference rooms needed for breakout sessions? If so, how many? Or is one large conference space acceptable for the entire event?

b. Staging room

c. conference space

c. conference space

d. Awards Ceremony

c. conference space

c. conference space

2.1.3. Specific Requirements

a. welcome table. A table or area near hotel check-in facilities that allows for event host(s) to welcome attendees, check attendance, and provide event information.

b. Staging room. A private planning room capable of holding trophies, posters, props, and power/internet access for a printer. It should be able to hold at least 10 individuals for event planning. This room should have 24/7 access and should be as close as possible to the main conference room for the awards.

c. Conference space. The specific requirement for conference space should be available from 8AM to 5PM on the training days to accommodate the following:

1. A main conference room capable of seating 350 participants with audio-visual capabilities.

2. 3 squadron breakout rooms capable of holding 100 participants with audio-visual capabilities. Each room should be reasonably isolated from other events where sound could distract from squadron training.

3. 2 breakout rooms capable of holding 25 individuals each with audio-visual capabilities.

4. The audio-visual capabilities should each include a projector and screen large enough for the participants to easily read, a podium with a microphone (wireless is preferable), an audio speaker system that projects clear sound, and computer connection hub with multiple connection options including HDMI for displaying presentations. There should be an audio-visual specialist on standby to fix any basic issues.

5. Light refreshments should be provided during all training days to include water, tea, coffee, and snacks.

6. Tables and chairs provided in each conference room area.

d. Awards Ceremony. This is the signature event that highlights the accomplishments of the 3 squadron’s recruiting efforts on an Air Force wide level. As such, it involves high level leadership and is a formal event in presentation, attire, and requires extra care for the event’s success. The following are additional specific needs for this event:

1. The main conference room could be the utilized for this event. The staging room will be utilized to run through scripts, pull out awards, and hold items necessary to the event.

2. There should be a stage that can hold approximately 20 participants at a time when entire teams are presented with awards.

3. The stage will require 2 podiums with 2 microphones, wireless preferred.

4. The stage should have 2 total sets of stairs for entry and exit.

5. We will require a dedicated audio-visual specialist that can manage the presentation during the event which runs from approximately 5PM-10PM. This will involve playing audio and visual elements during key presentation parts on the already provided audio-visual system.

6. The awards ceremony should include a meal service. The meal should be a plated service to expedite the time constraints of the event. A buffet style meal for 350 participants would delay the ceremony processions. The meal options should suit a variety of dietary restrictions including vegetarian, kosher, halal, and vegan.

7. Round tables with chairs should accommodate 10-12 people comfortably.

2.2. Accommodations Comment by KLEISER, ANDREW N CIV USAF AMC 375 CONS/PKB1: Its important to specify lodging will be paid by individual travel cards and cannot exceed the GOV per diem rate for lodging in that area. Comment by KLEISER, ANDREW N CIV USAF AMC 375 CONS/PKB1: -Reiterate total number of rooms required -Consider allowing interested vendors to include neighboring hotel space as part of their proposal. 350 rooms is a lot and may not be in one hotel. But, if the contractor can secure space at neighboring hotels within 5 min walk and/or provide shuttle service could that still meet the requirement?

2.2.1. Approximately 275 single occupancy accommodations (in twin bed or single bedrooms) for each participant. Should there not be enough rooms at the main hotel, neighboring properties can be utilized provided that transportation is provided and is no longer than 15 minutes to the main conference venue.

2.2.2. Each room shall have bathroom and shower amenities. Mini-fridge and microwaves are preferable.

2.2.3. Check in to hotel/accommodation rooms shall not be later than 4:00PM and check out not earlier than 11:00AM.

2.2.4 The accommodations price should reflect the General Services Administration’s daily lodging rates for the location and time for which the rooms are purchased and should not exceed government per diem rate for lodging in that area.

2.2.5 Hotel wifi internet should be provided with the room purchase.

2.2.6 Each room will be purchased by the individual participant’s government travel card.

2.2.7 Parking should be included in the room rate.

2.2.8 Security for participant’s parked vehicles should be provided and commensurate with the locality’s need for preventative measures against theft.

2.2.9 All applicable state and federal tax exemptions for the locality should be honored on the room rate.

3. PRICING AND PAYMENTS

3.1. The contract type will be a fixed priced purchase order.

3.2. The price shall include all direct and indirect costs, insurance, overhead, and profit. No additional sums will be payable on account of any escalation in the cost of materials, equipment, or labor, or because of the quoters failure to properly estimate or accurately predict these prices or difficulty of achieving the results required by this contract.