Attachment A - Statement of Work PSA Strategic Planning Mgmt 3 day Conference.pdf

Statement of Work

Contract Support for Strategic Planning Management Meeting

1.0 BACKGROUND:

The Pretrial Services Agency for the District of Columbia (PSA) is an independent entity within the Court Services and Offender Supervision Agency (CSOSA) in the Executive Branch of the

Federal government. PSA has served the District of Columbia for over 55 years and is widely recognized as a leader in the pretrial field. PSA’s mission is to promote pretrial justice and enhance community safety. Our vision is to improve public safety and serve the community through data-driven decision-making by a committed workforce that provides evidence-based pretrial supervision and support services.

PSA promotes community safety and return to court while honoring the presumption of innocence. The agency plays a vital role in the District of Columbia’s criminal justice system.

PSA gathers and presents information about newly arrested defendants and available release options for use by judicial officers in deciding what, if any, conditions are to be set for released defendants. Additionally, PSA supervises defendants released from custody during the pretrial period by monitoring their compliance with conditions of release and by helping to ensure that they appear for scheduled court hearings. PSA supervision gives defendants the opportunity to participate in a variety of pro-social interventions that decrease the likelihood of future criminal behavior. PSA was established by the National Capital Revitalization and Self-Government

Improvement Act of 1997 and was certified as a federal agency under the Executive Branch in

August 2000.

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 Management Conference 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

(Metrorail station, bus, etc.) to perform this requirement.

The Conference must occur on three (3) consecutive days, from Wednesday August 21, 2024, through Friday, August 23, 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 Agency leadership, free of day-to-day work distractions, to focus on FY 2025 strategic planning priorities and related management development 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.

3.0 APPLICABLE CONDITIONS:

The Contractor must provide facilities to accommodate approximately 110 participants with the following specifications:

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

• The venue location must include four (4) reserved parking spaces (at no additional cost) to accommodate the four (4) primary facilitators of the conference.

• The facility must include one large meeting space to accommodate an estimate range of 110 participants with banquet-style seating (rectangular or circular tables) and one facilitator at a podium.

• The meeting location must have access to on-site restaurant(s) or access to a variety of eating venues within 1.0 mile walking distance (to a variety of breakfast and lunch venues).

• Access to audio and video equipment, (e.g., lavalier and handheld wireless microphones, interfaces for connection of electronic devices, adequate screen viewing capability from all seats when the room is arranged banquet style).

• Wireless internet.

• Access to an on-site business center that can provide copying, printing, and basic desktop applications for attendees.

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

• The venue must comply with all Federal, state, and local guidelines, regulations, and laws on accessibility, health, and safety.

4.0 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 (Metrorail station, bus, etc.). The meeting location should not exceed 15 miles from PSA’s Office located at 633 Indiana Avenue, NW, Washington, D.C. 20001.

4.2: Meeting Space:

One large meeting space to accommodate approximately 110 employees; and the following:

The meeting space must be equipped with a podium, lavalier and handheld wireless microphones, interfaces for connection and display of electronic devices, and adequate screen viewing capability from all seats when the room is arranged banquet style

(rectangular or circular tables).

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

Meeting space(s) must be exclusively available to PSA for the duration of the conference period.

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.

4.3: Meals and Breaks

The meeting location must have access to on-site restaurant(s) or access to a variety of dining options within a 1.0 mile walking distance.

4.4: Equipment and Supplies

Access to equipment for the duration of the Conference, to include:

• Podium

• Lavalier and handheld wireless microphones, interfaces for connection and display of electronic devices, and adequate screen viewing capability from all seats when the room is arranged banquet style (rectangular or circular tables).

• Wireless internet connection.

• One Flip Chart

• One Easel

4.5: Meeting Dates and Times

The conference/meeting must occur on three consecutive days, Wednesday, August 21, 2024, Thursday, August 22, 2024, and Friday, August 23, 2024. Time: 7:00 a.m. to 6:00 p.m.

Wednesday and Thursday time: 7:00 a.m. to 6:00 p.m. and Friday time of 7:00 a.m. to 1:00 p.m.

4.6: Parking Accommodations

Four (4) reserved parking spaces.

5.0 GOVERNMENT FURNISHED MATERIAL/INFORMATION:

PSA will provide the contractor with a list of individual participants one week in advance of the conference. The roster will contain the full names of all participants. The roster of participant names may change up to the actual date of the conference. The roster will also 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.

6.0 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.

• Provide floor layout of the meeting space(s) with proposal. Any changes after award must be approved by the PSA’s Contracting Officer.

7.0 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.

8.0 DELIVERABLES:

• Meeting spaces that accommodate approximately 110 participants on the referenced dates (see Section 2.0).

9.0 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 within five (5) business days after receipt of award (to review requirements and discuss logistics

Deadline met;

Contractor(s) facilitates meeting

Meeting submittal date; evaluation of the quality and content of the meeting by Program Director or Account Manager

Positive/Negative Performance Evaluation

3.

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

Deadline met;

facilitates, as scheduled

Faculty feedback Positive/Negative Performance Evaluation

4.

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

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 of the conference facility in relationship to location of the nearest public transportation (Metrorail station, bus, etc.) and parking lot, and local eating establishments.

2. Narrative description of the proposed facility and how it will satisfy the minimum requirements identified in specification (see Section 4.0). Offerors should include photographs of the facility and meeting space(s).

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

4. Quote expiration date.

5. Listing of local dining establishments and/or on-site eating venues open for both breakfast and lunch meals.

6. Description of equipment/supplies the vendor is able to provide.

7. Proposals must include a list of key personnel who will be assigned to work with PSA during the conference. Include a list of key roles and responsibilities.

8. 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)

9. 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.

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

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