19QT023,_WISE_Symposium_2019,_updated_5.2.19.pdf

AIR FORCE TECHNICAL APPLICATION CENTER

Women in Science and Engineering Event Support

(WISE-ES)

Performance Work Statement

12 April 2019

INTRODUCTION

1.0 Background and Overview:

The Women in Science and Engineering (WiSE) symposium is a conference that is hosted by the Air Force Technical Applications Center (AFTAC) on an annual basis. The purpose of the WiSE event, is to create a networking, mentoring and inclusion environment for women in related fields while inspiring diversity of thought amongst Department of Defense, Industry and Academia to include International participation in associated fields. This conference is expected to be 3 days. For this year, the event will be held during one of the following time periods:

September 10, 2019 – September 12, 2019 (preferred) September 24, 2019 – September 26, 2019 October 1, 2019 – October 3, 2019

Symposium will be held from 0800 to 1430 (8 a.m. to 2:30 p.m.) each day at a proposed location off-base near Patrick AFB, FL.

2.0 Description of Services:

A conference facility is needed for the WiSE symposium. The contractor shall provide an appropriate venue, within 20 miles of Patrick AFB, and all equipment, material, supplies, transportation and labor to plan, organize, and execute the WiSE conference for an estimated 450 attendees. AFTAC will provide minimal manpower as stated in Paragraph 4 of this PWS. The contractor shall reimburse all vendors for services and supplies, and provide all original invoices/ receipts accompanied with a cost spreadsheet to contract specialists. Because one of the main purposes for the symposium is to provide a networking opportunity, the facility must be able to accommodate not only the presentation rooms but also an area for mingling/conversations outside the rooms. Also, an area for tables for industry presentations needs to be available outside the presentation rooms.

3.0 Requirements:

3.1 Facilities:

3.1.1 A large presentation room shall be provided that accommodates 450 people in a theater style seating arrangement. All chairs shall be provided and set up. A podium shall be provided for the speaker equipped with microphone. Tables that can accommodate 6 speakers seated on one side, set up as panel presentation shall be provided and set up during panel discussions. A screen shall be provided as well as the associated visual equipment to show presentations. The equipment shall be able to connect to a laptop for presentations. If windows are present, they must have shades/curtains to minimize light intrusion for presentations.

Equipment required includes, but is not limited to:

o A screen for projection, large enough to be easily seen from the rear of the auditorium or breakout room o A projector, and applicable backup that accommodates Power Point Slides o Electronic interface to the projector o Sound system with enough speakers to be clearly heard at all points within the applicable rooms o Wired microphones (minimum of two) plus wired stage microphones

(minimum of five) to support a microphone for individual panel members o Podium with microphone o Lapel microphones will be required o Setting up, tuning, and testing the AV equipment o Provide on-site technical support during the conference in the event that expert assistance is needed

3.1.2 A minimum of five and up to six smaller presentation rooms shall be provided in addition to the large presentation room. Each room shall accommodate 30 to 40 people seated in rows of chairs with a podium and audio visual equipment supplied and operational. The rooms will have sound separation so that one room’s participants do not hear another room’s presentation. If windows are present, they must have shades/curtains to minimize light intrusion for presentations. Equipment required is as stated in 3.1.1.

3.1.3 An area shall be provided where attendees can mingle for networking and walking through industry presentation tables. Space for 4 presentation tables shall be available. This area may be one of the smaller presentation rooms.

3.1.4 A smaller private room adjacent to the large presentation room shall be provided for Distinguished Visitors as a green room. The room shall have a private entrance for security purposes. The room shall be equipped with a table and chairs large enough to fit 8 people with light refreshments.

3.1.5 An outdoor area shall be provided for large presentation or displays to accommodate at least 50 people.

3.1.6 A separate facility shall be available to hold at minimum 16 and up to 24 long tables (8 feet) to hold presentations with two chairs at each table as an exhibition area. The facility shall provide electrical outlets for at least 16 and up to 24 displays.

3.1.7 Due to the possibility of inclement weather, an indoor area shall be provided where attendees can mingle for networking and walking through industry presentation tables which will not interfere with ongoing presentations.

3.1.8 An adjacent/immediate area shall be provided for snacks/beverages for the attendees during breaks. This area needs to be air conditioned and in an established facility (not temporary structure).

3.1.9 An area shall be available set with a table for registration. This must be in a prominent location near the main presentation room for ease of attendees. A minimum of two chairs shall be provided to man the table. The registration area shall have available hardware to hang 3 foot banners. The area must be available by 0715 each morning of the conference.

3.1.10 Directional conference signage shall be provided to assist attendees in finding the main and smaller presentation rooms as well as the restrooms, registration table, and snack area.

3.1.11 Access to the facility shall be from 0600 the morning of the first day to allow for set up of demonstration tables and other items for the smooth running of the symposium. If possible, access is desired the afternoon prior to ensure no issues arise.

3.1.12 The conference facility shall be within 2 miles of dining facilities for lunch breaks. The dining facilities shall include restaurants that can serve a quick, sit-down lunch for large groups.

Examples of restaurants include Kelsey’s, Zachary’s, T.G.I. Friday’s, Applebee’s, Grills, Gator’s Dockside, etc.

3.1.13 Common restroom facilities will be available to accommodate the attendees during the symposium.

3.1.14 Access to parking shall be available for up to 450 attendees. All parking fees shall be included. Parking areas shall also accommodate a minimum of 2 and maximum of 4 school buses.

3.1.15 Government shall not be held liable for any room or other damages by attendees to conference property.

3.2 Snack/Beverage Service:

3.2.1 During the breaks, an appropriate snack/beverage service shall be available to all attendees. For the morning break, coffee, tea, water, Danish, and fruit will be available. For the afternoon break, water, iced tea, cookies, and fruit will be available.

3.2.2 The snacks will be served in a location near the presentation rooms, allowing for space to network.

3.2.3 The breakfast and afternoon snack menus must be reviewed by the POCs prior to the event.

3.2.4 The contractor employees working with food shall have a food handler’s permit in accordance with state law.

3.3 Miscellaneous Tasks:

3.3.1 Coordinate with AFTAC WiSE team on specific presentations, formats and displays for proper placement and to ensure that the presentations work in the appropriate locations.

3.3.2 Coordinate with AFTAC any site visits necessary for subcontractors to gain venue access.

3.3.3 The contractor shall be in constant communication with the location selected, and contract in terms of facility usage for the conference. Monthly status meetings will be held with the government POCs until June 2019 at which time the meetings will go to weekly as needed.

3.3.4 The final head count will be confirmed one week prior to the scheduled event. The final agenda for the symposium will be confirmed one week prior to the event.

4.0 The Government will:

4.1 The government will provide logistical support as necessary but not limited to:

Provide site visit support to industry for presentation set up.

Facilitate AV service during conference (operate the equipment during presentations).

Assist with setup and cleaning duties.

Man the registration table and assist serving snacks.

Provide attendees with registration pamphlet that includes at a minimum the agenda, biography book and follow-up survey.

The Contractor will be provided a list of POCs (Points of Contact) upon award.

5.0 Proposal:

5.1 The proposed price shall be all-inclusive fixed-price total to include snacks/beverages, parking, meeting facility, conference rooms, and audio/visual. Include any incidental charges such as registration fees, travel, and any other surcharges with the quote.

5.2 No additional charges may be added to this contract by attendees including lodging, room service, additional food, additional beverages (including alcohol), or souvenirs.

5.3 The proposal shall identify the following:

Dates of Conference (of those identified in paragraph 1) Location (Name and address) Floor plan/diagram of main hall and breakout rooms to show the size and AV set up.

Price breakdown for snacks/beverages, facility, technical and AV services, travel (if required), miscellaneous fees. NOTE: Travel must be in accordance with the Joint Travel Regulations (JTR) available on the GSA website (www.GSA.gov).

Any other information to assist in determining the facilities and services to be acceptable for 450 people daily.