Attachment 1 - Statement of Work.pdf

Attachment 1

Leadership Strategic Planning Retreat

Department of Homeland Security Office of the Chief Procurement Officer

Statement of Work

Facility Requirements for the OCPO Leadership Strategic Planning Retreat

January 2023

Introduction

The Department of Homeland Security (DHS), Office of the Chief Procurement Officer (OCPO) has a requirement to secure a facility rental for a meeting space, lodging and meals for a OCPO Leadership Strategic Planning Retreat to be held on January 10 – 13, 2023.

Purpose

The purpose of the three-day retreat is to exchange information to facilitate senior leadership engagement and input into opportunities to improve procurement service delivery, enrich the DHS procurement experience, identify future programing and planning, and develop a strategic roadmap for the procurement line of business. This retreat will encourage participant information sharing, networking, and collaboration.

The outcome is to develop a strategic roadmap to improve procurement-related service delivery.

This will be realized through a series of facilitated workshops, topical briefings, panel discussions, mission site visits, and keynote speaker remarks during select meals (lunch and/or dinner) The event will instill a greater sense of collective responsibility and inspire participants to work to improve procurement processes and service delivery across the Department.

Further, after almost three years of remote work, which have included leadership changes and new challenges, it is critical to provide a multi-day space to interact in an informal manner to a greater extent than what otherwise occurs in the normal course of work. This is important to developing stronger and more effective working relationships and trust-building that will promote more collaborative and cohesive work.

Given the focus both substantive strategic planning activities as well as informal, team-building and trust-building activities, the request is to permit securing a facility that offers both meeting room space as well as overnight lodging accommodations. Ideally, the facility would be inclusive of audio visual support and of catering meals, to permit the group to remain together and focused on the goals of the retreat.

Requirements

DHS needs to secure a facility/location within two hours driving distance of the Washington, DC metropolitan area that includes the following requirements:

Attachment 1

Leadership Strategic Planning Retreat

Facility Requirements:

a) Facility which can provide lodging for up to 50 participants for check in on January 10, 2023 and check out on January 13, 2023. Projected attendance by day is as follows: Day 1 (1/10/23 – 1/11/23) = 50 attendees; Day 2 (1/11/23-1/12/23) = 32 attendees; Day 3 (1/12/23 – 1/13-23) = 25 attendees.

b) Facility which can provide the following Audio-Video equipment and service: LCD projector and screen, podium with microphone, broadband, internet, PC audio connections, WiFi connection, screen to project PC for participants to view slides.

c) Facility which can provide a large meeting room for 50 participants and two smaller break-out rooms for 25 participants from Tuesday afternoon of January 10, 2023 through Friday afternoon of January 13, 2023.

d) Facility that has on-site meal service for meeting participants inclusive of 3 meals per day as well as mid-moring and mid-afternoon beverage services (starting with dinner on January 10, 2023 and ending with mid-afternoon beverage service for meeting participants on January 13, 2023).

d) Facility that has informal convening space to encourage team-buiding and trust-building conversations and engagement for participants.

c) Facility shall be within 2 hours driving distance from Washington, DC metropolitan area and within 30-45 minutes of a DHS mission site (such as a regional airport, K-9 training center, USCG base, FLETC training center, etc.).

Pricing for this requirement should be inclusive of meeting space, audio-visual equipment and services, lodging and meals). Total participants will be capped at 50.