Atch 1_PWS_AFDW PACOM FY26 Forum.pdf

PERFORMANCE WORK STATEMENT

(PWS)

FOR FY26 FORUM OPERATIONAL AND

TECHNICAL SERVICES

Draft Date: September 10, 2026

Version: 3.1

1.0 PROJECT DESCRIPTION

1.1 BACKGROUND

The Air Force District of Washington, Air Force Element, Military Personnel

Exchange Program, ODE Indo-Pacific, coordinates bilateral and multilateral military exchange discussions across the Pacific region. Attending personnel are primarily stationed at detached units, remote liaison elements, and allied partner defense facilities distributed throughout the Indo-Pacific Area of Responsibility (AOR) that are not located on traditional Air Force installations. Because these military personnel are geographically dispersed across multiple international time zones and partner nation assignments, convening an in-person forum within the Indo-

Pacific AOR is essential to operational readiness, program alignment, and theater security cooperation. The FY26 Forum serves as the principal vehicle to conduct mandatory training, leadership deliberations, and strategic defense discussions.

1.2 OPERATIONAL JUSTIFICATION AND VENUE INTEGRATION

Securing a centralized, consolidated venue within the Indo-Pacific AOR is mission-critical to the success of this forum. Operating in a single, all-inclusive facility delivers decisive operational and financial advantages:

• It eliminates transit delays, localized transportation costs, and logistical vulnerabilities associated with moving dispersed defense personnel between separate hotel and meeting venues across a major metropolitan area;

• It maximizes delegate engagement and schedule adherence across condensed two to three day itineraries by integrating lodging accommodations, primary assembly areas, private leadership session rooms, breakout training facilities, and full meal catering under one coordinated operational footprint;

• It ensures proper operational security, delegate accountability, and protocol compliance for high-level military leadership and international exchange officers.

1.3 OBJECTIVES

The objective of this contract is to secure comprehensive, non-personal operational, logistical, and technical coordination services for the FY26 Forum. The Contractor shall deliver high-quality management across all phases of the event cycle, including pre-event coordination, on-site technical execution, and post-event administrative finalization under the technical direction of the Primary or Alternate Contracting

Officer's Representative (COR). The Contractor shall execute these tasks to maintain a seamless, professional, and secure environment that meets all stated quality thresholds.

1.4 APPLICABLE DOCUMENTS AND STANDARDS

The Contractor shall perform all services in accordance with the Joint Travel

Regulations (JTR), specifically Section 0302, which governs military and civilian conference planning, hosting, and attendance parameters; and Air Force Instruction

(AFI) 16-107, Military Personnel Exchange Program, which authorizes and governs the administration of bilateral and multilateral military exchange forums.

1.5 PLACE OF PERFORMANCE

The primary place of performance shall be located within the United States Indo-

Pacific Command (USINDOPACOM) Area of Responsibility (AOR). To support regional accessibility for detached exchange personnel throughout the theater, the designated facility for on-site services shall be in Sydney, Australia.

1.6 PERIOD OF PERFORMANCE

The period of performance is from 21 September 2026 through 23 September 2026.

2.0 REQUIREMENTS AND SPECIFIC TASKS

TASK 1: PROJECT MANAGEMENT AND PRE-EVENT PLANNING

The Contractor shall establish a rigorous project management structure to monitor progress, track deadlines, and coordinate communication channels with the Primary and Alternate COR.

• The Contractor shall draft a comprehensive Project Management Plan (PMP) detailing milestones, risk mitigation strategies, and critical paths within seven calendar days of contract award;

• The Contractor shall lead weekly planning conferences with the Primary or

Alternate COR via secure teleconference, providing detailed progress reports and updated action-item trackers;

• Due to the expedited performance window, the Contractor shall conduct a virtual or on-site operational kick-off meeting with the COR within twenty-four hours of contract award.

TASK 2: VENUE AND LOGISTICS COORDINATION

The Contractor shall coordinate with venue management to verify that all minimum meeting spaces and catering provisions are established in accordance with the agreement.

• The Contractor shall verify the reservation, layout, and readiness of the mandatory minimum meeting spaces across the active two to three days of forum proceedings, consisting of:

• One Primary Conference Room configured in a Cabaret setup to accommodate at least 70 to 100 participants simultaneously for general assemblies, plenary briefings, and keynote addresses;

• One Upper Leadership Private Conference Room configured in a Boardroom setup with a capacity of up to 25 people, equipped with dedicated power distribution and network infrastructure to allow continuous laptop usage for upper leadership to conduct private consultations while main briefings proceed;

• One Dedicated Breakout Meeting Room configured in a Boardroom setup for

12 to 20 personnel to conduct parallel mandatory training and specialized workshops;

• One Dedicated Dining Area utilizing existing setups to deliver daily working delegate lunches;

• The Contractor shall coordinate event schedules, catering deliveries, and setup timelines to prevent venue-imposed surcharges, including late operational labor fees, excessive cleaning penalties, or waste disposal surcharges;

TASK 3: AUDIOVISUAL AND INFORMATION TECHNOLOGY COORDINATION

The Contractor shall plan, manage, and operate all technical systems required to facilitate forum presentations, live broadcasts, and leadership communications.

• The Contractor shall furnish, configure, and operate high-definition visual projection equipment, projection screens, and a dedicated master of ceremonies podium equipped with an integrated microphone and public address system within the primary conference room;

• The Contractor shall deploy broadcast-quality video capture and streaming systems to broadcast live sessions securely to detached-unit personnel stationed across the Indo-Pacific AOR who cannot attend in person;

• The Contractor shall coordinate with the venue audiovisual team or manage outside technical integration to implement reliable and cost-effective audiovisual infrastructure without incurring unauthorized service fees;

• The Contractor shall establish robust power distribution and high-speed network connectivity in the upper leadership private conference room to facilitate concurrent laptop computing and secure communications;

• The Contractor shall maintain continuous on-site technical personnel throughout all active sessions to monitor audio levels, manage presentation feeds, and immediately resolve any system connectivity failures.

TASK 4: REGISTRATION AND DATA MANAGEMENT

The Contractor shall develop and maintain a centralized registration database to manage delegate attendance and coordinate credential distribution.

• The Contractor shall build a secure, user-friendly online registration portal for delegates to input attendance details and dietary restrictions;

• The Contractor shall manage the registration database, providing weekly attendance reports to the Primary or Alternate COR containing detailed delegate matrices;

• The Contractor shall produce high-quality, professional badges, lanyards, and registration packets for all confirmed delegates, distributing these materials at the on-site registration desk starting on the first day of arrival.

TASK 5: ON-SITE COORDINATION AND CATERING MANAGEMENT

The Contractor shall provide on-site operational management to maintain the physical environment and catering services in alignment with the contract specifications.

• The Contractor shall operate a dedicated information and registration desk throughout the conference, serving as the central point of contact for delegate inquiries and venue logistics;

• The Contractor shall coordinate with venue catering personnel to provide daily breakfast and daily working lunches for all attendees across the two to three days of forum proceedings, ensuring meal rates comply with allowable government per diem meals and incidental expense thresholds;

• The Contractor shall monitor food and beverage ordering to satisfy agreed catering minimums, verifying that morning coffee breaks, delegate refreshments, and afternoon teas comply with dietary requirements submitted in advance;

• The Contractor shall manage catering service times to verify that meal and beverage breaks align precisely with the forum schedule, preventing delays in session restarts.

TASK 6: SAFETY AND SECURITY COORDINATION

The Contractor shall coordinate with venue security personnel to establish a safe and compliant environment for all attendees.

• The Contractor shall coordinate the scheduling of licensed security personnel to meet venue safety mandates during designated forum events;

• The Contractor shall monitor security coverage and staff hours to adhere to venue policies while preventing unbudgeted overages;

• The Contractor shall establish clear emergency evacuation protocols and communicate these procedures to all participants at the commencement of the forum.

TASK 7: POST-EVENT ADMINISTRATIVE FINALIZATION

The Contractor shall execute all closeout tasks to formally conclude the project and compile historical data.

• The Contractor shall conduct a comprehensive post-event session with the

Primary or Alternate COR within 14 calendar days of the event conclusion to review performance metrics and gather feedback;

• The Contractor shall compile and deliver a Final Event Report containing final registration data, technical performance summaries, financial reconciliation reports, and compiled attendee feedback;

• The Contractor shall perform a detailed reconciliation of the final hotel master bill, identifying and resolving any billing discrepancies with the venue before submitting the invoice packet to the Primary or Alternate COR.

3.0 PROGRESS AND PERFORMANCE MONITORING

3.1 METHOD OF SURVEILLANCE

The Primary COR, or the Alternate COR in the absence of the Primary COR, shall monitor the Contractor's performance using a variety of surveillance methods, including periodic progress reviews, weekly planning conference observations, direct monitoring of on-site sessions, and thorough audits of deliverables and final invoices.

3.2 SERVICE SUMMARY AND ACCEPTABLE QUALITY LEVELS

The following Service Summary table defines the performance standards, acceptable quality levels, and surveillance methods for this contract:

Performance Standard Performance Threshold

(AQL)

Method of Surveillance

Project Management Meets 100% of milestones on schedule

Primary or Alternate COR inspection of periodic reviews

Venue Space Readiness Guarantees 100% readiness of primary, leadership, and breakout spaces prior to scheduled starts

Direct visual inspection by Primary or Alternate

COR

AV and IT System Uptime

Delivers 99.9% seamless system uptime and continuous live video broadcast stability during active sessions

Direct observation and user feedback

Surcharge Prevention Incurs zero unauthorized fees, late labor surcharges, or waste penalties

Review of final invoice

Deliverable Quality Submits all reports and plans in accordance with the specified timeline

Primary or Alternate COR inspection and approval

4.0 KEY PERSONNEL AND ROLES

The Contractor shall provide qualified personnel to perform all required tasks. The following roles are designated as key personnel for this contract:

• Project Manager: This individual shall serve as the primary commercial point of contact for the Contracting Officer (CO) as well as the Primary and Alternate

COR. The Project Manager shall possess a minimum of five years of experience managing large-scale, high-level defense or government conferences, and shall remain on-site throughout the entire execution window;

• Lead Audiovisual Technician: This individual shall manage all technical, network, and presentation systems. The Lead Audiovisual Technician shall possess professional certifications in technical event production and a minimum of three years of experience operating integrated AV and IT systems.

5.0 GLOSSARY OF TERMS AND ACRONYMS

• ACOR: Alternate Contracting Officer's Representative;

• AFDW: Air Force District of Washington;

• AFI: Air Force Instruction;

• AOR: Area of Responsibility;

• AQL: Acceptable Quality Level;

• AV: Audiovisual;

• CO: Contracting Officer;

• COR: Contracting Officer's Representative;

• DoD: Department of Defense;

• IT: Information Technology;

• MC: Master of Ceremonies;

• MPEP: Military Personnel Exchange Program;

• PMP: Project Management Plan;

• PWS: Performance Work Statement;

• SOW: Statement of Work;

• USAF: United States Air Force;

• USINDOPACOM: United States Indo-Pacific Command.