SOO Classified Event Space DRAFTrev3 (002).docx

DRAFT STATEMENT OF OBJECTIVES (SOO)

Classified Event/Meeting Space Support Services Blanket Purchase Agreement (BPA)

1. Purpose: The Space Acquisition and Integration Office (SAIO), on behalf of Peterson Space Force Base (SFB) mission partners, is interested in arranging a Blanket Purchase Agreement (BPA) with Colorado Springs vendors for classified event/meeting space as a services and support services when government facilities are not available. Government mission partners deemed in scope include Space Operations Command (SpOC), North American Aerospace Defense Command / U.S. Northern Command (NORAD/USNORTHCOM), Space Training and Readiness Command (STARCOM), U.S. Space Command (USSPACECOM), Space Base Delta 1 (SBD 1), and local U.S. Space Force (USSF) Deltas.

2. Scope: The main goal of this agreement is to identify accredited Colorado Springs event spaces to support Government classified seminar, symposium, meeting, or conference events when facilities on base are not available. The classified event space need will vary based on the classification level, estimated number of attendees, and space layout with or without tables. The vendor will need to attest to the capabilities of each space offered. This agreement shall only cover classified event space needs and unclassified conferences/large meetings are not included in the scope.

3. Estimated Period of Performance: The base year and 1 option year period of performance (PoP) shall approximately be as follows:

Base Year: 1 TBD 2024 – 31 July 2025 Option Year 1(TBD): 1 TBD 2024 – 31 July 2025

4. Background: The government has recognized a need for hosting larger classified events/meetings off base when available government facility spaces are already reserved or unable to meet the mission partner’s event/meeting needs. The intended result is to have a BPA list of multiple vendors’ capabilities to provide accredited event/meeting space access to support mission needs. A mission partner would follow a BPA Ordering Guide upon verification government facilities are not available, which includes the mission partner conducting market research with BPA vendors to identify a suitable space, obtain a reservation confirmation for their event, successfully execute the event, and accomplish payment upon event space rental conclusion with a Government Purchase Card (GPC) or other pre-approved Government payment strategy.

This is a non-personnel contract to utilize classified event/meeting space and associated support services. The proposed North American Industry Classification System (NAICS) code is 61990 - All Other Support Services (Size Standard of $16.5M) and Product Service Code is X1AB – Lease/Rental of Conference Space and Facilities. The Government does not intend to assist or sponsor contractors for initial accreditation or upgrade of potential event/meeting spaces currently.

5. Performance Objectives:

5.1. Location shall be within 22 miles of the Peterson Space Force Base visitor center (1334 Stewart Ave, Colorado Springs, CO 80914)

5.2. The vendor shall specify the event space’s highest classification level. The Government anticipates needing Secret, Top Secret (TS), Top Secret – Sensitive Compartmented Information (TS//SCI), Special Access Program (SAP), and Special Access Required (SAR) event space access.

5.3. The vendor shall specify if the event space does or does not have projection capabilities within the space and if so, up to what classification level. The government is interested in spaces with projection capabilities at the Secret, TS, TS//SCI, and/or SAP levels.

5.4. The vendor shall specify if the event space does or does not have transmit capabilities between locations and if so, up to what classification level and what systems.

5.5. The vendor shall specify the event space’s maximum capacity based on the set-up configuration(s) available.

5.5.1. Potential configuration examples: U-shape or boardroom style, theater style (no tables), classroom (tables with chairs), and/or a hybrid front dignitary table area with additional seating behind.

5.5.2. The Government is interested in spaces capable of accommodating a capacity ranging from 10 individuals up to 150 individuals. The individual proposed space does not need to accommodate the full personnel capacity range (i.e. an event space proposed may only accommodate up to 50 representatives comfortably).

5.5.3. The Government prefers the event space to be inclusive of tables to allow attendees a writing surface although tables are not required.

5.6. The vendor shall specify if a podium(s) is available for the main speaker unless the presenter location is set-up for the head table. If a podium is available, please clarify if the podium has a confidence/teleprompter monitor set-up.

5.7. The vendor shall specify if the event space does or does not support attendance by foreign nationals from allied nations.

5.8. The anticipated length of each event may range from one (1) day up to a five (5) day reservation, where most needs fall into the one (1) day to three (3) days schedule.

5.8.1. The anticipated usage rate is estimated as TBD requests per year.

5.9. The vendor shall propose rates for each identified space based on an event time duration based on a one (1) day or eight (8) hour increment. For example, a meeting from 9 a.m. to 5 p.m. would be viewed as one (1) day.

5.10. The vendor shall specify Client Access Time which is the time the Government client is allowed in the space for their own setup and cleanup (i.e. Vendor specified XX minutes before the start time and YY minutes after the event).

5.11. The vendor shall provide an on-site event coordinator(s) and/or facility manager(s) to coordinate with prior to the event and during the event.

5.12. The vendor shall offer one site visit (or walk through), lasting up to one (1) hour, to pre-coordinate between both Government and vendor parties for each reserved event.

5.12.1. Inquiry-based site visits for the Government to scout the event space (i.e. prior to a reservation) are dependent upon vendor interest and availability.

5.13. The vendor shall provide one registration table with four chairs for event registration.

5.14. The vendor shall be responsible for cleaning the event space and providing janitorial services. The space shall be kept clean, free of health hazards, in compliance with OSHA standards. The offered space must meet Federal and Local Government requirements for fire safety, physical security, and accessibility standards.

5.15. The vendor shall ensure the event space has adequate overhead lighting and when used account for projection capabilities during the event.

5.16. The event space shall be maintained at a comfortable temperature while in use. The vendor shall take all reasonable efforts to adjust the temperature in the space, as needed.

5.17. Complimentary self-parking should be available near the event space for all registered attendees. If not complimentary, the vendor should identify nearby parking rates for situational awareness.

AV/IT needs

6. Example: The meeting room shall have one (1) projector with VGA and HDMI connection and one (1) projection screen for all personnel to see clearly.

6.1. The meeting room shall have one (1) microphone and speakers for all personnel to hear clearly.

7. Ancillary Objectives

7.1. The vendor shall identify if there are breakout rooms available near the event space and if the breakout room(s) is included as part of the event space reservation or a separate event space reservation. If separate reservation, then the vendor shall identify the breakout room(s) as a unique event space(s) offered.

7.2. The vendor shall identify if the vendor is offering to supply the event attendees with water pitchers and glassware throughout the reservation.

7.3. The vendor shall identify if the vendor is offering to supply the event attendees with coffee and coffee cups throughout the reservation.

7.4. The vendor shall identify if the vendor is offering to supply the event attendees with coffee and coffee cups throughout the reservation.

7.5. The vendor shall identify if there is wifi capability available for attendees’ connection.

7.6. The vendor shall identify if there is the capability for a

8. Accommodations for visual and audio required for slide presentations to include speakers, microphone, and projector screen.

9. Deliverables:

9.1. Within 5 days of agreement award, the vendor shall provide the vendor’s point of contact representative(s), phone number(s), and email(s) to be used for Government Mission Partner BPA Ordering Guide. Note: The vendor may use an administrative workflow or generic email address to meet the intent.

9.2. Upon completion of the agreement base year and subsequent option years, each vendor shall submit a usage statement reflecting:

9.3. Number of government inquiries about the vendor’s event space (if multiple BPA event space offerings, drill down into attendee size and classification levels to discriminate or link to the offering identifiers)

9.4. Number of inquiries declined due to vendor reasons.

9.5. Number of reservations executed with details specifying the attendee size, classification level, unique requirements, etc.

9.6. Number of reservations cancelled after confirmation: (a) prior to the 72-hour reimbursement timeline and (b) within the 72-hours of the event start.

9.7. Opportunities for improving the Mission Partner BPA Ordering Guide based on lessons learned or usage trends.

10. The vendor shall provide the names, sizes, locations, and layouts of the proposed spaces.

11. Operating Constraints:

11.1. The event space must be located within a 30-minute drive or 22 miles from Peterson SFB. The vendor should provide driving time estimates from the Peterson SFB Visitor Center to self-validate meeting the duration.

11.2. The event space must be available for potential reservations no later than award + 15 business days.

11.3. The vendor has the right to decline a government inquiry due to the vendor’s use of the event space.

11.4. The Government shall be responsible to coordinate and accomplish the Visit Access Requests for everyone attending the classified event at the vendor’s facility leading up to and during the event.

11.5. Each BPA awardee, shall have a DD254 of the appropriate classification level included in the agreement.

11.6. Shall the accreditation or the event space configuration change from what was proposed, the vendor shall reach out to the SAIO Contracting Officer within 10 business days and provide notice.