F2XHD40196A001 PWS Chaplain Summit in Orlando FL.doc

US Air Force Chaplain Corps

Performance Work Statement (PWS) Services/Support for Air Force Chaplain Corps Summit

1.1. Description of Services

The contractor shall provide room availability and conference support services for a maximum of 350 participants supporting the Air Force Chaplain Corps Summit 15-22 May, 2011, Orlando, Florida. Conference attendees will confirm reservations using a personal or government credit card. Upon check-in attendees will arrange payment for their own room and potential incidental charges. Therefore room charges shall not be a part of the contractor's proposal. The contractor shall provide at a minimum room nights as stated in section 1.3 Deliverables (rooms must be accessible from the inside for safety and security reasons), meeting rooms as stated in section 1.3.2 Schedule to include 1 banquet room (10,000 sq ft, 700 minimum banquet capacity), 1 luncheon room and 1 operations center (office). The contractor shall provide audio/visual (AV) services (projectors, screens, speakers, and wiring) for the conference, including the necessary equipment and technical assistance. Food services will include continental breakfast (fruits, bagels, juices, pastries, etc.) each meeting day and refreshment (water, coffee, sodas, juices, cookies, pretzels, etc) breaks.

1.2. Task Description: The contractor shall provide the following minimal requirements:

· Complimentary shuttle service to/from Orlando Airport for participants.

· Provide a minimum of 4 keys to the meeting rooms and operations center for Chaplain Corps Summit project officers and support staff

· Access to copier machine, supplies and printer facilities

· Provide water stations in all meeting rooms during designated time periods

· Provide audio/visual equipment and support services with qualified on-site A/V technicians

· Provide complimentary parking for participants

· 15 easels for displays

1.3. Deliverables. All services shall be accomplished in accordance with the best commercial practices. All services must meet professional standards.

· Total room-nights blocked: 1,093 room-nights

· Please note that these rooms are for the Summit dates ONLY and do not account for members who may wish to arrive earlier or stay later that the Summit dates

1.3.1. Reports. The contractor shall provide daily written reports beginning 5/16/2011 and conclude 5/22/2011 of any problems/concerns/information that would hinder the success of the Air Force Chaplain Corps Summit or the accommodation and safety of the conference attendees to the project officer.

1.3.2. Schedule. Specific delivery service schedule and estimated attendance will be as follows:

Event Date: Saturday, 15 May 2011 SLEEPING ROOMS (HC Staff/Support Staff/Readiness Working Group)

· 25 Regular Rooms

Event Date: Sunday, 16 May 2011 SLEEPING ROOMS(HC Staff/CCC members/CCC Overseas Travelers/ Summit Overseas Travelers)

· 86 Regular Rooms

· 5 Suites

OPERATIONS CENTER (10:OOam-10:OOpm)

· U-Shape setup w/12 chairs

· Place water station in room

· 1 telephone w/ outside line

· 1 message board

· 1 easel

· Hookup for 1 laptop w/internet access

· 1 color printer w/ copier

CATERING SER VICES

· Afternoon snacks (water, coffee, sodas, juices, cookies, pretzels, etc)

READINESS WORKING GROUP ROOM (1:OOpm-4:OOpm)

· U-Shape setup w/20 chairs

Event Date: Monday, 17 May 2011 (Chaplain Corp Council SLEEPING ROOMS (Chaplain Corps Summit Attendees)

· 228 Regular Rooms

· 5 Suites

OPERATIONS CENTER (6:00am-11:00pm)

· U-Shape setup w/l 2 chairs

· Place water station in room

· 1 telephone w/ outside line

· 1 message board

· 1 easel

· Hookup for 1 laptop w/internet access

· 1 color printer w/ copier

REGISTRATION AREA (7:00am- 4:00pm)

· Use of the registration area to include...

· Electrical drops for 2 laptop computers

· 1 message board

· 1 easel

· 1 water station

· 1 - 6' table w/ 2 chairs

· NB: Attendance of 350 max people passing through registration area

CATERING SERVICES

· Continental breakfast for 60 (fruits, bagels, juices, pastries, etc.)

· Mid-morning refresh (water, coffee, sodas, juices, cookies, pretzels, etc)

· Afternoon snacks (water, coffee, sodas, juices, cookies, pretzels, etc)

· Kosher food required for a minimum of 3 - maximum of 6 attendees

CHAPLAIN CORPS COUNCIL ROOM (7:00am-3:00pm)

· U-Shape setup for 40 people

· 5 additional 6' tables and chairs for additional 22 participants

· Water and coffee available in room

· Audio visual support required

· 1 Projector

· 1 Screen- 8'x8'

· 1 Sound System

· 1 Podium w/mic

· 4 table top wired mics w/stands

· 4 wireless handheld mics

· 1 AV technician required in room

EXHIBITS AREA (7:00am-3:00pm)

· 10 table-top exhibit stations

· 1 table (6' to 8') w/2 chairs per station

· 1 electrical drop for each station

RECEPTION AREA (5:30pm-8:00pm)

· Small rounds throughout area - 260 people

· Possible outdoor event - weather permitting

· Audio visual support required

· 1 sound system

· 1 podium w/ mic

Event Date: Tuesday, 18 May 2011 (Chaplain Corps Summit)

SLEEPING ROOMS

· 237 Regular Rooms

· 5 Suites

OPERATIONS CENTER (6:00am-5:00pm)

· U-Shape setup w/12 chairs

· Place water station in room

· 1 telephone w/ outside line

· 1 message board

· 1 easel

· Hookup for 1 laptop w/internet access

· 1 color printer w/ copier

REGISTRATION AREA (7:00am-5:00pm)

· Use of the registration area to include...

· Electrical drops for 2 laptop computers

· 1 message board

· 1 easel

· 1 water station

· 1 - 6' table w/ 2 chairs

· NB: Attendance of 350 max people passing through registration area

EXHIBITS AREA (7:00am-S:00pm)

· 10 table-top exhibit stations

· 1 table (6' to 8') w/2 chairs per station

· 1 electrical drop for each station

CATERING SERVICES

· Continental breakfast for 260 (fruits, bagels, juices, pastries, etc.)

· Mid-morning refresh (water, coffee, sodas, juices, cookies, pretzels, etc)

· Afternoon snacks (water, coffee, sodas, juices, cookies, pretzels, etc)

· Kosher food required for 3+ attendees

SUMMIT GENERAL SESSION ROOM (7:00am-4:30pm)

· Schoolroom setup for 240 attendees

· Water to be placed on head tables and in back of room for attendees

· Place to hand banner above stage

· Audio visual required

· 1 AV technician required in room

· 12'x16' stage w/draping/skirting (Navy)

· 1- 6' table on stage w/ 2 wireless handheld mics w/ stand and 2 chairs

· 2- 10' x 7.5' rear projection screens w/pipe & draping (Navy)

· Projector(s) as needed for above 2 screens

· 1 sound system

· 1 podium w/mic

· 4 wireless handheld mics

· 5 wired tabletop mics w/stands

· Piano (88 Keys)

CATHOLIC CHAPEL ROOM (7:00am-7:30am)

· Theater setup for 30 (3 rows, 10 chairs each, with middle aisle)

· 6' white skirted table

· 3' white skirted table

· 3 additional chairs

SPOUSES MEETING ROOM (7:00am-5:00pm)

· U-Shape setup for 40 people

· Water station

SPOUSES LUNCHEON ROOM (11:30am-1:00pm)

· Rounds of 8 w/table linens for 40 people

· Audio visual support required

· 1 podium w/mic

· 1 sound system

Event Date: Wednesday, 19 May 2011(Chaplain Corps Summit)

SLEEPING ROOMS

· 237 Regular Rooms

· 5 Suites

OPERATIONS CENTER (6:00am-1:00pm)

· U-Shape setup w/12 chairs

· Place water station in room

· 1 telephone w/ outside line

· 1 message board

· 1 easel

· Hookup for 1 laptop w/internet access

· 1 color printer w/ copier

REGISTRATION AREA (7:00am-1:00pm)

· Use of the registration area to include...

· Electrical drops for 2 laptop computers

· 1 message board

· 1 easel

· 1 water station

· 1 - 6' table w/ 2 chairs

· NB: Attendance of 350 max people passing through registration area

EXHIBITS AREA (7:00am-1:00pm)

· 10 table-top exhibit stations

· 1 table (6' to 8') w/2 chairs per station

· 1 electrical drop for each station

CATERING SERVICES

· Continental breakfast for 260 (fruits, bagels, juices, pastries, etc.)

· Mid-morning refresh (water, coffee, sodas, juices, cookies, pretzels, etc)

· Kosher food required for 2 minimum - 6 maximum attendees

SUMMIT GENERAL SESSION ROOM (7:00am-12:00pm)

· Schoolroom setup for 240 attendees

· Water to be placed on head tables and in back of room for attendees

· Place to hang banner above stage

· Audio visual required

· 1 AV technician required in room

· 12'x16' stage w/draping/skirting (Navy)

· 1- 6' table on stage w/ 2 wireless handheld mics w/ stand and 2 chairs

· 2- 10' x 7.5' rear projection screens w/pipe & draping (Navy)

· Projector(s) as needed for above 2 screens

· 1 sound system

· 1 podium w/mic

· 4 wireless handheld mics

· 5 wired tabletop mics w/stands

· Piano (88 Keys) CATHOLIC CHAPEL ROOM (7:00am-7:30am)

· Theater setup for 30 (3 rows, 10 chairs each, with middle aisle)

· 6' white skirted table

· 3' white skirted table

· 3 additional chairs

SPOUSES MEETING ROOM (7:00am-11:30am)

· U-Shape setup for 40 people

· Water station

Event Date: Thursday, 20 May 2011.

SLEEPING ROOMS

· 237 Regular Rooms

· 5 Suites

OPERATIONS CENTER (6:00am-11:00pm)

· U-Shape setup w/l 2 chairs

· Place water station in room

· 1 telephone w/ outside line

· 1 message board

· 1 easel

· Hookup for 1 laptop w/internet access

· 1 color printer w/ copier

CATHOLIC CHAPEL ROOM (7:00am-7:30am)

· Theater setup for 30 (3 rows, 10 chairs each, with middle aisle)

· 6' white skirted table

· 3' white skirted table

· 3 additional chairs

CATERING SER VICES

· Continental breakfast for 260 (fruits, bagels, juices, pastries, etc.)

· Mid-morning refresh (water, coffee, sodas, juices, cookies, pretzels, etc)

· Afternoon snacks (water, coffee, sodas, juices, cookies, pretzels, etc)

· Kosher food required for 2 minimum – 6 maximum attendees

SUMMIT GENERAL SESSION ROOM (7:00am-9:30am)

· Schoolroom setup for 240 attendees

· Water to be placed on head tables and in back of room for attendees

· Place to hang banner above stage

· Audio visual required

· 1 AV technician required in room

· 12'x16' stage w/draping/skirting (Navy)

· 1- 6' table on stage w/ 2 wireless handheld mics w/ stand and 2 chairs

· 2- 10' x 7.5' rear projection screens w/pipe & draping (Navy)

· Projector(s) as needed for above 2 screens

· 1 sound system

· 1 podium w/mic

· 4 wireless handheld mics

· 5 wired tabletop mics w/stands

· Piano (88 Keys)

SPOUSES MEETING ROOM (7:00am-2:00pm)

· U-Shape setup for 40 people

· Water station

CHAPLAIN BREAKOUT ROOM (9:30am-4:00pm)

· Schoolroom setup for 120 people

· Audio visual support required

· 1 projector

· 1 screen- 8' x 8'

· 1 sound system

· 1 podium w/mic

· 2 wireless handheld mics

· 1 AV technician in room

CHAPLAIN ASSISTANT BREAKOUT ROOM (9:30am-4:00pm)

· Schoolroom setup for 120 people

· Audio visual support required

· 1 projector

· 1 screen- 8' x 8'

· 1 sound system

· 1 podium w/mic

· 2 wireless handheld mics

· 1 AV technician in room

BANQUET ROOM (6:30pm-8:30pm)

· Rounds of 8 for 275 - 350 people

· Audio visual required

· 1 AV technician required in room

· 12'x16' stage w/draping/skirting (Navy)

· 1 - 6' table on stage w/ white skirting and 2 chairs

· 2- 10' x 7.5' rear projection screens w/pipe & draping

· Projector(s) as needed for above screens

· 1 sound system

· 2 podiums w/mic

· 1 spotlight w/ operator

· Piano (88 Keys)

Friday, 21 May 2011 (Conference Closing)

SLEEPING ROOMS

· 17 Regular Rooms

· 1 Suite

OPERATIONS CENTER (6:00am-4:00pm)

· U-Shape setup w/12 chairs

· Place water station in room

· 1 telephone w/ outside line

· 1 message board

· 1 easel

· Hookup for 1 laptop w/internet access

· 1 color printer w/ copier

CATERING SERVICES

· Continental breakfast for 18 (fruits, bagels, juices, pastries, etc.)

· Mid-morning refresh (water, coffee, sodas, juices, cookies, pretzels, etc)

· Afternoon snacks (water, coffee, sodas, juices, cookies, pretzels, etc)

FUNCTIONAL MGR FORCE DEVELOPMENT MEETING ROOM (7:30am-4:00pm)

· U-Shape setup for 18 people

· Water and coffee available in room

· AV support required

· 1 projector

· 1 screen- 8' x 8'

· 1 podium

1.3.3. Delivery Instructions. The contractor shall provide the essential technical and other support services for all deliverables. The contractor will monitor the service and support provided to AF Chaplain Corps Summit.

1.4. Technical Support. Contractor shall provide;

· Audio/visual on-site technician.

· Set up of printers, computers, and business center services.

1.4.1. Functional Skills. Contractor shall have experience in

· Hotel management/execution of large conferences

· Hotel hospitality

· Catering and food service

· Audio/visual support for conferences

· Communication technology

1.4.2. Key Personnel. Key personnel shall be available during Summit meeting days/times.

1.5. Materials. The contractor shall provide all materials for completion of the required tasks and services.

1.6. Performance. Services shall be accomplished for the support of the HQ USAF/HC Chaplain Corps in support of the USAF Chaplain Corps Summit.

2. Government Furnished Resources. The USAF Chaplain Corps shall provide representatives to consult with the contractor.

3. Contractor Availability

3.1 Hours of Work. Services shall be performed as noted in the hours listed next to each task noted above that needs to be accomplished.

3.2. Duration of Task. The period of performance shall be from 15 May 2011 to 22 May 2011

3.3. Travel. All travel by the contractor in fulfillment of this contract will be at the expense of the contractor.

4. SPECIAL INSTRUCTIONS

4.1. General. The government shall retain all rights to the materials submitted in the support of the conference to the USAF Chaplain Corps.

4.2. Progress Report. The contractor shall keep Maxwell AFB Contracting informed of all aspects related to the contractor support of the Summit that may impact the conduct of the conference no less than 60 days prior to the Summit meeting days, i.e, hotel construction, renovations, additional large groups using hotel facility, etc.

4.3. Site Visit. Summit personnel will conduct a site visit to review the services and deliverables 45-90 days prior to the 16 May 2011 conference start date.

4.4. Unable to honor room reservations. If a conference attendee arrives at the hotel with a reservation number and the hotel is unable to provide the appropriate room in the hotel, the hotel shall offer the attendee ...

· A room at another hotel of equal to or greater hotel standards at the guaranteed room late that is within a 10 minute drive of the conference hotel

· Complimentary transportation to and from the substitute hotel and the conference hotel

4.5. Problem areas, if any. The contractor shall identify problems or potential problems affecting performance to the attention of the summit conference personnel as soon as possible. Verbal reports shall be followed up with written reports.