Attachment A Statement of Work for-PSA Strategic Planning Conference for Bargaining Unit Employees rev10152024.pdf.pdf

Statement of Work for “PSA Strategic Planning Conference for Bargaining Unit Employees (BUE)” Page 1 of 6

PSA Strategic Planning Conference for Bargaining Unit Employees Statement of Work:

1.0 BACKGROUND:

The mission of the Pretrial Services Agency for the District of Columbia (PSA) is to promote pretrial justice and enhance community safety. In fulfilling this mission, PSA assists judicial officers in both the Superior Court of the District of Columbia (DC Superior Court) and the United States District Court for the District of Columbia (US District Court) by conducting a risk assessment for every arrested person who will be presented in court, identifying detention eligibility and formulating release recommendations, as appropriate, based upon the arrestee’s demographic information, criminal history, drug use and/or mental health information. For defendants who are placed on conditional release pending trial, PSA provides supervision and treatment services intended to reasonably assure that they return to court and do not engage in criminal activity pending their trial and/or sentencing.

PSA was created by an act of Congress (the District of Columbia Bail Agency Act) in 1967.1 Under the National Capital Revitalization and Self-Government Improvement Act of 1997, PSA was established as an independent entity within the Court Services and Offender Supervision Agency (CSOSA) in the Executive Branch of the Federal Government.

The District of Columbia (DC or District) operates a bail system that promotes clear and reasoned decisions about release or detention. The foundation of this system is the DC bail statute, which emphasizes the use of least restrictive release conditions for eligible defendants, provides an option of preventive detention for those who pose an unacceptable risk to the community, and limits the use of money-based detention. PSA employs evidence-based practices to help judges in the District of Columbia’s local and federal courts make appropriate and effective bail decisions. PSA’s efforts focus on creating a customer-centric culture that meets the needs of the judges, protects the rights of defendants, and remains cognizant of the Agency’s responsibility to the DC community. The result is enhanced public safety, a fairer and more effective system of release and detention, and judicious use of jail resources.

2.0 SCOPE:

Pretrial Services Agency for the District of Columbia (PSA) has a requirement to seek a venue to host a three (3) day off-site Strategic Planning Conference for Bargaining Unit Employees (BUE) within a 15-mile radius (DC, Maryland, or Virginia) of PSA’s office located at 633 Indiana Avenue, NW, Washington, DC. Venues must be within 0.5 miles walking distance from public transportation (Metro-rail station, bus, etc.) and within 0.5 miles walking distance from a public parking facility to perform this requirement.

The Conference must occur on three (3) consecutive weekdays, from Wednesday, November 6, 2024, through Friday, November 8, 2024.

This Conference supports PSA’s Management Objective of Effective Agency Administration, as identified in the Agency’s FY 2022-2026 Strategic Plan. The goal of the Conference is to offer an environment for PSA's Bargaining Unit Employees, free of day-to-day work distractions, to focus on developmental topics.

This procurement is being conducted under Simplified Acquisition Procedures and according to Parts 12 and 13 of the Federal Acquisition Regulations (FAR). The North American Industrial Classification System (NAICS) code is 611430 (Hotels, Except Casino Hotels, and Motels), and the small business size standard is $10M.

Statement of Work for “PSA Strategic Planning Conference for Bargaining Unit Employees (BUE)” Page 2 of 6

3.0 APPLICABLE CONDITIONS: The Contractor must provide facilities to accommodate approximately 90 participants, daily, with the following specifications:

3.1 Venue: The meeting venue must be located within the Washington, DC metropolitan area (DC, Maryland, or Virginia) and within a .5 mile walking distance to public transportation (Metrorail station, bus, etc.).

3.1 (a) The venue location must be within a .5 mile walking distance from a public parking facility.

3.1(b) The venue location must include four (4) reserved on-site parking spaces (at no additional cost), and "with “in and out” entry and exit parking privileges, to accommodate four (4) primary facilitators of the conference.

3.1(c) The meeting location must have access to on-site restaurant(s) or access to a variety of dining establishments within a .5-mile walking distance.

3.1(d) Participants must have space to eat breakfast and lunch within the venue.

3.2 Meeting Space: The facility must include one large meeting space to accommodate an estimate range 90 seated participants with banquet-style seating (circular tables or crescent round circular table set up) plus one (1) podium for the facilitator.

3.2(a) The meeting space must be a minimum of 2800 sq. ft. to comfortably seat all participants and provide for facilitators and participants ease of movement between tables and around the room for engagement.

3.2(b) The meeting venue must have/allow event/directional signage in the entrance to the meeting space.

3.2(c) The meeting venue must have space that will serve as a reception area for participants in the entrance to the meeting space.

3.2(d) All participants must have the ability to view the facilitator and viewing screen(s), while seated, without any obstructions (columns, barriers within the room) to their view.

3.2(e) Meeting space(s) with natural light is desirable.

3.3 Video, Audio & Internet Requirements:

3.3(a) Access to audio and video equipment (e.g., lavalier and handheld wireless microphones, interfaces for connection of electronic devices, large viewing screen with suitable viewing capability from all seats when the room is arranged with banquet-style seating).

3.3(b) The ability to connect facilitator laptop(s) and electronic devices to audio-visual equipment for use for event presentations.

3.3(c) Wireless internet access for all participants. The ability for participants to connect to the internet and to use and charge laptops, cellular phone, and electronic devices while in the conference space.

3.3(d) Access to an on-site business center that can provide copying, printing, and basic desktop applications for use by attendees.

3.4 Storage & Loading Dock:

3.4(a) Access to on-site storage area for conference materials one-day prior to the event and the ability to store conference materials overnight for the first two days of the event.

3.4(b) The venue must provide details loading and unloading conference supplies and materials before and after the event (e.g. loading dock location and access, service elevator location and access).

3.5 Government Qualification:

3.5(a) The contractor must be registered in the official U.S. government system, SAM.gov.

3.5(b) The venue must be compliant with the Americans with Disabilities Act (ADA).

3.5(c) The venue must comply with all Federal, state, and local guidelines, regulations, and laws on accessibility, health, and safety.

Statement of Work for “PSA Strategic Planning Conference for Bargaining Unit Employees (BUE)” Page 3 of 6

4. SPECIFICATIONS:

The successful offeror must be able to meet, at a minimum, the following requirements:

4.1: Meeting Location The meeting location must be within the immediate Washington, DC metropolitan area (DC, Maryland, or Virginia). The location should be within .5 mile walking distance of public transportation (Metro-rail station, bus, etc.) and within .5 mile walking distance of a public parking facility. The meeting location should not exceed 15 miles from PSA’s Office located at 633 Indiana Avenue, NW, Washington, DC 20001.

4.2: Meeting Space:

One large meeting space to accommodate approximately 90 employees; and

The meeting space must be equipped with a podium, lavalier and handheld wireless microphones, interfaces for connection and display of electronic devices, and a large viewing screen with suitable viewing capabilities from all seats when the room is arranged banquet-style seating (circular or crescent round circular table set up).

Meeting space(s) must be private with doors and floor-to-ceiling walls that block sound.

Meeting space(s) with natural light are desirable.

Meeting space(s) must be exclusively available to PSA for the duration of the conference period. Showings of the meeting space for non-PSA employees or non-hotel employees or vendors while the event is in session shall not be permitted.

Ergonomic or cushioned chairs with adjustable settings, armrests, and wheels are desirable.

Meeting spaces must be well-ventilated and free from support posts, columns or other obstacles and provide unobstructed views of projecting screen(s).

Meeting space(s) must have access to a wireless internet connection for the duration of the Conference.

Meeting space(s) must have loading dock access for loading/unloading conference supplies and materials before and after the conference.

4.3: Meals and Breaks

The meeting location must have access to on-site restaurant(s) or access to a variety of dining establishments within a .5 mile walking distance.

The meeting location shall provide water pitchers, water stations, or similar amenities for all participants throughout the three-day event.

Participants must have space to eat breakfast and lunch within the venue.

4.4 Equipment and Supplies

Access to equipment for the duration of the Conference, to include, at a minimum:

• One (1) Podium

• Large unobstructed viewing screen(s) from all seats when the room is arranged banquet-style seating layout (circular or crescent round circular table set up).

• Lavalier and handheld wireless microphones, interfaces for connection and display of electronic devices.

• Wireless internet connection.

• Three (3) Flip Charts

• Three (3) Easels

Statement of Work for “PSA Strategic Planning Conference for Bargaining Unit Employees (BUE)” Page 4 of 6

4.5: Meeting Dates and Times The meeting must occur on three (3) consecutive weekdays, Wednesday, November 6, 2024, Thursday, November 7, 2024, and Friday, November 8, 2024.

Time: 7:00 AM to 6:00 PM (EST) for all three (3) days

4.6: Parking Accommodations Four (4) reserved on-site parking spaces (at no additional cost), with “in and out” entry and exit parking privileges (at no additional cost) to accommodate four (4) primary facilitators of the conference.

5. GOVERNMENT FURNISHED MATERIAL/INFORMATION:

A roster to identify PSA representatives authorized to make additional charges to the master account, such as requesting copies or facsimile services. Any additional charges listed on the final invoice will include the date and name of the individual who authorized the charge.

6. CONTRACTOR FURNISHED INFORMATION (After Contract Award):

• Conduct kick-off meeting within five (5) business days after receipt of award to review requirements and discuss logistics.

• Conduct walk-through of venue within five (5) business days after receipt of award to view venue and to further discuss logistics.

• Designated on-site point of contact and audio-visual personnel support for each day of meeting.

• The Contractor is required to be available onsite at the venue location as the designated onsite point of contact to address contract concern to ensure compliance.

• Provide photos of floor layout of the meeting space(s) with proposal.

• Any changes after award must be approved by the PSA’s Contracting Officer.

7. BILLING:

• Meals and all incidental charges outside the scope identified above must be the responsibility of the individual participant(s) and must not be charged to the master agreement.

• Contractor must bill, under the master contract: all meeting spaces, audio-visual equipment/services, business center copying services (used by PSA staff). Master account/purchase order must be billed based on actuals.

• PSA is a tax-exempt Federal Government Agency.

• Contractor is to provide an itemized invoice for charges billed to the master account/purchase order.

8. DELIVERABLES:

Meeting spaces that accommodate approximately 90 participants on the referenced dates (see section 4.5 Meeting Dates and Times).

Statement of Work for “PSA Strategic Planning Conference for Bargaining Unit Employees (BUE)” Page 5 of 6

9. QUALITY ASSURANCE SURVEILLANCE PLAN:

A. Background: The quality assurance surveillance plan (QASP) describes how PSA will monitor and evaluate contractor performance. This QASP describes in more detail how services will be evaluated and the consequences of performance below requirements. Contractor performance will be evaluated by PSA staff and participants attending the conference.

B. Purpose: The QASP describes the general level of performance that will be acceptable for each type of service listed in the solicitation.

C. Acceptable Quality Levels and how performance will be measured:

Contract Service Area /

Deliverable Acceptable Quality Level (AQL)

Method of Measuring Quality/Monitoring Method

Incentive/Price Reduction

1. Provide floor layout of the meeting space(s) with proposal.

Any changes after award must be approved by the PSA’s Contracting Officer

Deadline met Adherence to floor layout submission date

Positive/Negative Performance Evaluation

2. Conduct a kick-off meeting Deadline met; Meeting submittal Positive/Negative within five (5) business days Contractor(s) facilitates date; evaluation of Performance after receipt of award (to meeting the quality and Evaluation review requirements and content of the discuss logistics meeting by Program Director or Account Manager

3. Conduct a walk-though venue Deadline met; Meeting submittal Positive/Negative meeting within five (5) business Contractor(s) facilitates date; evaluation the Performance days after receipt of award (to meeting. quality and content Evaluation view venue and discuss of the meeting by the logistics) Program Director or Account Manager

4. Provide a state-of-the-art meeting space(s).

Deadline met;

facilitates, as scheduled

Faculty feedback Positive/Negative Performance Evaluation

5. Provide quality in person customer service commensurate of three out of five stars or higher quality rating for each day of meeting

Deliver each residential event with no more than 3 participant complaints per event

Customer feedback and program evaluations

Positive/Negative Performance Evaluation

6. Provide quality customer service commensurate of a three out of five stars or higher quality rating

Deliver each residential training event with no more than 3 participant complaints per event

Customer feedback and program evaluations

Positive/Negative Performance Evaluation

Statement of Work for “PSA Strategic Planning Conference for Bargaining Unit Employees (BUE)” Page 6 of 6

10. CONTRACTOR RESPONSE:

To be considered for award, offerors should provide, at minimum, the following information with their proposal:

1. Description of the venue location. Include a map detailing the location (15 mile radius) of the conference facility in relationship to 633 Indiana Avenue, NW, the nearest public transportation (Metro-rail station, bus, etc.), the four (4) reserved on-site facilitator parking spots (with “in and out” entry and exit parking privileges), and the nearest public parking facility.

2. Narrative description of the proposed facility and how it will satisfy the minimum requirements identified in specification 2 above. Offerors should include photographs of the facility and meeting space(s) and a floor plan/diagram of the meeting space and how it will satisfy the banquet-style seating accommodations for all participants.

3. List and Confirm Conference Meeting dates as cited under 4.5: Meeting Dates and Times.

4. Quote expiration date.

5. Description of equipment/supplies, including audio-visual equipment, the vendor is able to provide.

6. Listing of local dining establishments and/or on-site eating venues open for both breakfast and lunch meals within a .5 mile walking distance of the meeting venue.

7. Identification of space for participants to consume outside food and beverages during lunch, morning and afternoon breaks.

8. Proposals must include a list of contractor and venue personnel who will be assigned to work with PSA during the conference. Include a list of contractor and venue key roles and responsibilities. Include the name of contractor personnel who will be available, on site and in person, for access by PSA contract representatives for any emerging customer service needs.

9. Proposal must include a narrative of its corporate and team experience in hosting similar events. Offeror must include at least three (3) references. Reference information must include:

(a) Company or agency name

(b) Name and date(s) of event

(c) Point of Contact (individual name, phone number, and email address)

10. Copy of any proposed agreement(s) required by the offeror for this event. A copy of the final, mutually agreeable agreement must be incorporated into and made a part of any resultant contract.

11. Proposal must include detailed pricing for the event. At a minimum, pricing details must include the following:

Price for meeting room(s). The same rooms/set up must be available for all three (3) consecutive days. This price must include all audio-visual equipment/services, gratuity, use of onsite business center, parking fees, and any other fees as per the above statement of work. The price should be presented as a per day price with a total price for all three (3) days.