Attachment 1 - Performance Work Statement.pdf

Performance Work Statement for

Conference Rooms Rental Services

1.0. Description of Services The contractor will provide reservations, set-up, and support for one ballroom and three breakout rooms equipped with comprehensive audio/visual equipment.

The contractor will provide the necessary logistical support and infrastructure, including a well-equipped ballroom and breakout rooms for meetings and briefings, for the period of June 15-21, 2025, for 150 people at the South Point Hotel and Casino in Las Vegas, Nevada, in support of the 58th Rescue Squadron operations.

2.0. Facility Setup and Management. The contractor will perform complete setup, management, of one Ballroom and three Breakout Rooms designed to support a Senior Leadership Working Group. This includes providing all necessary audio/visual equipment, ensuring functional connectivity, and accommodating any facility-specific requirements for the duration of the event.

2.1. Audio/Visual Equipment Setup. The contractor will provide, install, and ensure proper operation of all audio/visual equipment necessary for the presentations and communications within the Ballroom and Breakout Rooms, to include HDMI input capability and HDMI cables, projectors, screens, microphones, speakers, and any related cables and power supplies. The contractor must be ready to address any technical issues promptly each day during the event. See paragraph 5.2., Audio Visual Equipment Requirements, for specific audio/visual equipment requirements in each room.

2.2. Room Configuration and Readiness. The contractor will setup and manage one Ballroom and three Breakout Rooms. See paragraph 5.1., Room Set Up Schedule, for specific days and times each room is required. Rooms must be unlocked with the lights turned on 30 minutes prior to the coordinated activity times each day. The ballroom must be configured for 150 people with chairs and tables arranged in the following initial layout: the ballroom will be set up in classroom style with rows of chairs facing the podium and screen with an empty row down the middle, the breakout rooms will be set up with circular tables surrounded by chairs to accommodate a maximum of 50 people in each breakout room. This includes providing all necessary audio/visual equipment, ensuring functional connectivity, and accommodating any facility-specific requirements for the duration of the event. The contractor will also provide a small table in the ballroom for a Missing Man display.

2.3. Set Up Time. The contractor will complete room set up and audio/visual equipment installation and testing no later than 1 to 3 hours on the first day of ballroom and breakout room’s use. The contractor will ensure rooms are set up and audio/visual equipment is functional each day between June 15-21, before activities start time.

2.4. Connectivity and Technical Support. The contractor will provide continuous on-site technical support to manage the connectivity requirements including internet access, teleconferencing setups, and any other communication platforms used during the entire event.

Contractor support personnel must be available each day to swiftly resolve any connectivity or technical issues that may arise.

2.5. Contractor Representative. The contractor must provide an on-site representative to act as a liaison with the Government Representative/s. The contractor representative must be of sufficient authority to resolve issues as they arise. The contractor will provide the name and cell phone number of the contractor representative to the Contracting Officer upon contract award.

2.6. Facility Breakdown and Clean-Up. The contractor will ensure all disassembly and removal of all equipment, furniture, and materials used during the event, in accordance with hotel policy. The contractor will also ensure the facility is returned to its original state, leaving no trace of the event set up.

2.7. Facility Breakdown and Clean-Up. The contractor will be responsible for the disassembly and removal of all equipment, furniture, and materials after the end of the last scheduled event.

3.0. Logistical Coordination and Support. The contractor will coordinate all logistical aspects of the event to ensure smooth operations before, during, and after participant group meetings.

4.0. Security and Access Control. The contractor will implement and manage appropriate measures to ensure the security, safety and confidentiality of equipment, participants, meetings, and briefings during the entire duration of the event, including after each event.

4.1. Emergency Protocols: The contractor will establish and communicate clear emergency protocols, including evacuation routes, medical assistance processes, and contingency plans. On-site staff must be trained to effectively implement these protocols if necessary.

5.0 Deliverables

5.1. Room Set Up Schedule

Day Room Time # of Attendees

June 15 Breakout Rooms 1, 2, 3 5:00 p.m.– 10:00 p.m. 50 each room

Jun 15 Ballroom 5:00 p.m. – 10:00 p.m. 150

June 16 Ballroom 7:00 a.m. – 5:00 p.m. 150

June 16 Breakout Rooms 1, 2, 3 12:00 p.m. – 5:00 p.m. 50 each room

June 17 Ballroom 7:00 a.m. – 5:00 p.m. 150

June 17 Breakout Rooms 1, 2, 3 12:00 p.m. – 5:00 p.m. 50 each room

June 18 Ballroom 7:00 a.m. – 5:00 p.m. 150

June 18 Breakout Rooms 1, 2, 3 12:00 p.m. – 5:00 p.m. 50 each room

June 19 Ballroom 7:00 a.m. – 5:00 p.m. 150

June 19 Breakout Rooms 1, 2, 3 12:00 p.m. – 5:00 p.m. 50 each room

June 20 Ballroom 7:00 a.m. – 5:00 p.m. 150

June 20 Breakout Rooms 1, 2, 3 12:00 p.m. – 5:00 p.m. 50 each room

June 21 Ballroom 7:00 a.m. – 10:00 p.m. 150

June 21 Breakout Rooms 1, 2, 3 12:00 p.m. – 5:00 p.m. 50 each room

5.2. Audio Visual Equipment Requirements

Rooms Equipment

Breakout Rooms 1, 2, 3 Setup and strike

Breakout Room # 1 60” TV w/HMDI

Breakout Room # 2

1) 7’ x 11’ Front Screen

2) 5K Laser Projector

3) 8 Channel Audio Mixer

4) Wired Podium Mic

Breakout Room #3 60” TV with HDMI

Grand Ballroom Setup and strike only

Grand Ballroom

1) 2x 12’ x 21’ Front Screen Flown

2) 2x 12K Panasonic Projectors Flown

3) 60” Confidence Monitor Front of Stage

4) Video Switcher for Multiple Inputs

5) Freestanding Podium

6) 1x wired Podium Microphone

7) 1x Wireless Microphone

8) Audio Mixer (Up to 32 Channel)

9) 6x Main 4x Sub Speaker Sound System

10) PCDI Laptop Sound Adaptor

11) Wireless Presenter Clicker

12) 4x LED Uplights (Choice of Color)

13) 2x 6 ParBar Stage Wash lights

14) Power HDMI Computer Cable

15) House Light Control

16) Wireless lavalier microphone

17) Lighting for missing man table

18) 60" TV w/HDMI

Grand Ballroom Audio Visual Technicians to run events estimated 8 hours