Attachment 02 Work Statement.docx

Statement of Work

This document aims to list the specific vendor conference room and audio-visual requirements for the DHA’s Annual Dental Conference that will be held each year in March for three years. There will be a base period of performance (POP) with two option periods.

Table 1

This event will host both active duty and DoD employees from around the world to obtain specialized training pertaining to the fabrication of dental appliances.

The resulting contract derived from this solicitation will cover the rental of the conference room(s) and the audio-visual support service costs for the dental conference.

The specific requirements are:

Contract Line Item (CLIN) X001 Conference Rooms:

•Integrated on-site audio-visual (AV), sound, and microphone support for a large ballroom, 9 breakout rooms, Lecture Hall, and an executive meeting room.

•A projector and screen to display a presentation for 200+ guests within a large ballroom. The seating in the ballroom should remain in a general assembly set up for the duration of the symposium. For the social event, the ballroom and any hallway area outside the ballroom will be utilized.

•The seating for the ballroom will be set up for a general assembly to fit all attendees. There will only be assigned seating for the distinguished guest. The breakout rooms should be set up classroom style to fit 20-30 attendees. A classroom seating arrangement is sufficient. And for the executive meeting room there should be a conference table to seat 15-20 attendees.

•Lecture Hall with stadium style seating, capable of supporting 30-40 students, with projector for auditorium style lecture.

•Meeting space for social events separate from other meeting spaces.

•On site security, 24-hour support, and/or locking doors for meeting space(s) •On site meal options for purchase for breakfast, lunch, and dinner for 250+ guests. Breakfast should be available as early as 0630.

•Electrical capacity to power 50+ dental laboratory equipment pieces, simultaneously, with voltage varying from 120-220 Volts, or as required. The dental lab equipment will be utilized in several of the breakout rooms.

•Wi-Fi capability for 250 guests to connect 1-2 peripheral devices.

•9 additional projectors/screens for the small breakout rooms.

•Electrical capacity to host 10-50 laptops in EACH breakout room.

•Electrical support and physical space for 10-15 vendor booths (Separate from other meeting spaces) The vendor booths are rectangular tables with 2 chairs. The vendors booths will take up about half a ballroom, tables are lining the wall.

•The conference rooms will be utilized from 0730-1700. When general assembly ends, there will be classes and business meetings held in the conference rooms.

•Hotel accommodations for 250+ guests. Attendees will pay for their own lodging and meals. No group catering or group meals are being requested. Providing coffee and water as part of the conference is acceptable. Attendees are encouraged, but not required, to pay for their meals with their Government Travel Card (GTC). Lodging facilities should accept GTC as payment.

•Lodging reservations for the attendees are made through the Defense Travel System (DTS) and are a separate, related requirement. The lodging is not contracted as a block, as the attendees will be paying for the lodging individually using per diem. Lodging facilities must be available for booking through DTS. Depending on flight schedules and transportation options, attendees will generally depart the day after the last session (1530 to 1630) of the last day of the conference. The lodging requests are expected to allow the attendees to attend the three days of the conference.

CLIN 0002 Audio-Visual Requirements:

•Executive meeting room with AV Support, capable of supporting virtual meeting space with hardline connections and projectors/screens.

•On site support for a 3-day conference, to support 250 participants, multiple breakout rooms, large lecture hall, a plenary session, and executive meetings.

•3 days of support for Wi-Fi connectivity for 250 members •Direct support of an executive meeting, occurring concurrently with breakout rooms, capable of hardwire connections to facilitate virtual conferences with up to 10 geographically separated individuals.

•Familiar with floorplan of venue, integrated with hotel preferred.

•Support for projectors, microphones, sound, and ancillary support for plenary session, lecture hall, executive meeting space, and breakout rooms.

•Attendees will bring their own laptops. They are not bringing laptops in support of the audio-visual portion of the requirement.