B08_140P2124Q0293_Attachment_1_Statement_of_work_-_FY2025_AO-FM_Training_20240816.docx

Statement of Work Project Title: Meeting Space and Lodging for National Park Service (NPS) FY2025 AO/FM Training Workshop Objective: The objective of this project is to provide a meeting space with a comprehensive set of services for hosting the National Park Service (NPS) FY2025 AO/FM Training Workshop and capacity for accommodating guests at a hotel (at the same meeting location or within walking distance), in one of the below listed cities during the first week of May or June 2025. If these dates are not available, facilities are encouraged to submit alternate dates with availability, excluding any weeks with Federal holidays. The facility must be capable of offering meeting space with specific capacities and incorporating remote meeting technology for presenters. Additionally, accessibility options for persons with disabilities must be included for meeting and hotel room capability.

Scope of Work:

1. Meeting Space Facilities:

· The facility must provide a total of eight (8) meeting rooms for the duration of the event, currently scheduled for May 6-9, 2025 or June 3-6, 2025.

· Request NPS access to the meeting spaces the day before on Monday, May 5 or June 2, 2025 for setup or negotiated alternative.

· Any dates may be quoted from March through July 2025 so long as the week in question is continuous and does not contain a Federal Holiday.

· One (1) meeting room must have the capacity to accommodate up to 700 people and be fully accessible for persons with disabilities.

· The remaining seven rooms must have the capacity to accommodate approximately 75-100 people each and include accessibility features as required by relevant regulations.

· All meeting rooms must be equipped with appropriate audio-visual equipment, including projectors, screens, microphones, and sound systems.

· The facility or approved contractor must provide comprehensive A/V services, including setup, operation, and technical support for projectors, screens, sound systems, microphones, and other necessary equipment.

· Technical staff must be available and on-call at the on-site location to assist with any A/V needs and troubleshoot issues as they arise.

· High-speed internet connectivity must be available in all conference rooms.

· Remote meeting technology must be integrated into the conference rooms to facilitate virtual presentations by remote presenters.

· The facility must ensure the cleanliness and maintenance of all conference rooms throughout the duration of the event.

· As part of the meeting space, the facility must provide light refreshments, including beverages (coffee, tea, water, and soft drinks) and snacks (pastries, fruit, and light finger foods) throughout the event, up to established quantities.

· Refreshment stations shall be conveniently located near meeting rooms and replenished regularly, up to established quantities.

2. Hotel Room Accommodations:

· The lodging facility must be within the same facility or within 1 mile or 15 minutes walking distance of the meeting location.

· The facility must have availability to enter into a separate agreement regarding individual reservations and payment for up to 700 rooms at Government per diem rate for the duration of the event - with reduced quantities the day before and after the event to accommodate training coordinators. Individual rooms will be individually reserved and funded separately using Governmental Travel cards.

· Any dates may be quoted from March through July 2025 so long as the week in question is continuous and does not contain a Federal Holiday. Example schedule:

· Sunday, May 4 or June 1, 2025 – up to 100 rooms

· Monday, May 5 or June 2, 2025 - Thursday, June 5, 2025 – up to 700 rooms

· Friday, May 9 or June 6, 2025 – up to 400 rooms

· Rooms must be equipped with standard amenities.

· The facility must ensure the cleanliness and maintenance of all rooms throughout the duration of the event.

3. Event Location:

· Quotes will be accepted from hotels that meet the requirements listed herein from any of the following locations:

· Austin, TX

· Dallas, TX

· Denver, CO

· Ft. Worth, TX

· Kansas City, MO

· Phoenix, AZ

· Salt Lake City, UT

· San Antonio, TX

· Tucson, AZ

4. Event Management:

· The facility must provide event planning and coordination services to assist with the organization and execution of events, ensuring accessibility considerations are provided.

· Event staff must be available to assist with logistics, including room set-up and signage.

· Event staff must be trained to aid persons with disabilities as needed.

5. Additional Services:

· The facility shall offer additional amenities and services such as parking facilities and a business center for the convenience of guests, ensuring accessibility features are incorporated where necessary.

Deliverables:

· Confirmation of availability and booking of meeting rooms as per specifications, ensuring accessibility features are in place.

· Provision and operation of A/V services including the integration of remote meeting technology in conference rooms.

· Confirmation of lodging room block availability for appropriate daily quantities at per diem rate (to be billed individually).

· Provision of light refreshments.

· Final invoice for all services rendered (to be billed centrally).

Timeline:

· The facility shall confirm the availability of meeting space and lodging room block as soon as possible.

· All services shall be delivered according to the schedule outlined in the event plan.

Final Overview of Requirement:

· The facility shall be deemed to have met the requirements of this Statement of Work upon confirmation of room block reservation, availability of meeting rooms, provision and operation of A/V services, provision of light refreshments, and satisfactory completion of event logistics.