STATEMENT_of_WOR-ATTACHMENT_1-SOW.docx

STATEMENT of WORK Contract Services for Meeting Locations

INTRODUCTION/PURPOSE/FOR PROCUREMENT/STATEMENT OF WORK:

To acquire various conference facilities to host U.S. Department of Labor (DOL), Office of Inspector General, Conferences in order to provide: (1) conference facility training and function spaces within 75 mile radius from 200 Constitution Avenue, NW, Washington DC 20210; (2) sleeping accommodations for attendees; (3) breakout rooms (4) food and beverage service for attendees; and (5) audio visual, computer/wireless and other ancillary and conference support services (e.g., concierge desk, security, business operations center, meeting room signage and housekeeping/setup/cleanup, on-site parking, etc.). The period of performance for contract services is five (5) years from date of contract award.

The conference site must provide accommodations (sleeping rooms and conference/meeting spaces) and meal/break services for the entire group within or below the current government per diem rate.

Specific descriptions are identified below for: (1) conference sleeping rooms schedule; (2) conference meeting room requirements; (3) audio/visual equipment requirements; (4) breaks/meal requirements; and (5) general requirements.

(1) Conference sleeping rooms

• Sleeping accommodations for attendees

• Single and Double room requirement

• Safes for sensitive items

• Private bathroom facility

(2) Conference/breakout meeting room requirements

• We will need rooms dedicated to individual breakout sessions, executive meetings, and administrative use sessions.

• Each break out room should be able to accommodate up to 30 individuals.

• Projection screen

• Instructor podium or lectern (available)

• Flip chart/markers

• High speed wireless internet access

• Dedicated electric outlet for instructor(s)

• Flip chart/markers

(3) Audio/Visual Equipment requirements

• Fixed microphones on head table/dais with chairs for four speakers

• Podium with fixed microphone

• Projection screens

• Flip chart/markers

• High speed wireless internet access

• Walk-around microphones

(4) Breaks/meal requirements

• Coffee

• Soda

• Hot/cold tea/water

• Cookies or brownies

• Chips/pretzels/nuts

• Fresh fruit

• Disposable cups/plates/utensils may be used for the break services

• Breakfast service should be available between 6:00 a.m. and 8:30 a.m.

• Lunch service should be available between 11:30 a.m. and 1:15 p.m.

• Dinner service should be available between 5:30 p.m. and 7:00 p.m.

(5) General Requirements

• All meeting room set up, cleaning, and take down activities will be performed by contractor staff.

• Standard classroom set up includes but not limited to: chairs, tables, instructor's stands or podium, electrical power strips/outlets, wireless internet access, projection screens, and white boards.

• All conference facilities must be compliant with Americans with Disabilities Act (ADA) requirements for accessibility and mobility.

Conference rooms (not limited to):

Conference rooms should include pads of paper and pens at each seat, candy, pitchers of water with glasses/napkins at each table, flip chart packages, meeting room screen packages, standing or table top podium, table with four chairs on a riser at the front of the conference room for the speakers, room and tables/chairs set up classroom style and other standard conference equipment. The group may provide some of its own audio-visual equipment to be used in the general sessions and in the break out rooms.

Meeting rooms should include ‘room signage' to provide direction to the class rooms, breakout rooms, and general sessions.

A professional audio-visual staff shall be readily available to assist in the planning process and for troubleshooting any audio-visual issues that arise during the conference.

Participants will be billed separately should they request additional lodging space and/or meals to accommodate their personal guests who may accompany them. Therefore, we request information regarding the availability and cost rates for additional lodging rooms. These rooms may be provided on a "space available" basis with no additional cost to the government. Information related to the availability of larger rooms/suites and meal rates for participants' guests will be provided to participants who will be individually responsible for payment of any costs incurred for lodging and/or meals provided for their guests.

Conference services staff on site shall be available to assist with all conference meeting and lodging needs.