A2_SOR_Off_SITE_3_15OCT2026.pdf

A2 Directorate – Statement of Requirements

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Statement of Requirement

(SOR)

“A2 Directorate Off-Site Venue, Lodging, Catering & A/V Package”

At Leesburg, Virginia Area

“Rev. 3, October 15, 2026”

1.0 Introduction

1.1 Mission:

The primary mission of the A2 Directorate is to provide intelligence support, organizational alignment, and operational readiness across its divisions in support of higher headquarters and the Contingency Intelligence Network. This off-site event requirement directly enables senior leaders and staff to establish annual priorities, refine knowledge management processes, codify the Directorate Battle Rhythm, and develop recommendations for organizational re-balance. The ultimate expectation is a professionally executed, uninterrupted multi-day working environment that allows focused collaboration free from day-to-day workplace distractions, resulting in clear, actionable outputs that improve Directorate effectiveness.

1.2 Background:

Periodic directorate-level off-sites are required to align priorities, review processes, and address organizational structure. Previous events have demonstrated the value of dedicated off-site facilities with integrated lodging and audio-visual support. The Government is seeking a complete turn-key package to host approximately 40-45 personnel from 30 November through 3 December 2026. The proposed venue must be located a minimum of 150 miles away from Langley Air Force Base (Hampton, VA), and must be located within a maximum radius of 50 miles from Leesburg, VA.

1.3 Scope:

This requirement covers a complete off-site package supporting the A2 Directorate (approximately 40– 45 attendees) in the Leesburg, Virginia area (or equivalent location meeting all functional requirements). The government-funded portion of this requirement includes:

Meeting and Breakout Space: Configured per the function schedule below.

Required Audio-Visual and IT Support: Dedicated setups for all sessions.

Lodging: On-site lodging for approximately 45 personnel for three nights.

On-Site Coordination: Direct event-support services throughout the duration of the event.

To ensure seamless execution, physical security, and operational continuity for this mission, the Government requires a single, consolidated venue solution. Meeting room rental, IT/communications support, lodging, and catering are highly interdependent and represent a single commercial package.

Over eighty percent (80%) of this acquisition's value is directly tied to core facility and technical operations. Therefore, to prevent logistical failure, ensure unit cohesion, and maintain strict scheduling control, the Government will make a single, comprehensive award to one responsible vendor covering all required CLINs. Proposals requiring separate attendee billing or independent reservation routing will be deemed non-responsive.

2.0 General Requirements

2.1 Business Relations:

The Contractor shall successfully integrate and coordinate all activity needed to execute this requirement. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall promptly identify issues to the Government and take timely corrective action. The Contractor shall seek to ensure mission partner satisfaction and professional and ethical behavior of all contractor personnel.

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2.2 Contract Management & Administration

2.2.1 Contract Management:

The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of resources assigned to the requirement. The Contractor must maintain continuity between the mission partner and the contractor’s corporate offices.

2.2.2 Contract Administration:

The Contractor shall establish processes and assign appropriate resources to effectively administer the contract. The Contractor shall respond to the Government’s requests for contractual actions in a timely fashion. The Contractor shall have a single point of contact between the Government and contractor personnel assigned to support the contract. The Contractor shall assign resources in order to maintain proper and accurate records related to this contract.

2.3 Subcontract Management:

If applicable, the Contractor shall be responsible for any subcontractor and any subcontractor management necessary to integrate work executed under this contract.

2.4 Hours of Work / Event Period:

Event period is 30 November 2026 through 3 December 2026. Setup begins 30 November 2026 at 1300. Daily meeting hours are approximately 0800–1800 with meal and break service as detailed in Section 3.0. The Contractor shall ensure all spaces, catering, and A/V support are ready at least 30 minutes prior to each scheduled start time.

3.0 Venue, Service & Support Specifications

3.1 The Contractor must provide a complete off-site venue package with the following characteristics:

Preferred Venue: Leesburg National Conference Center, Leesburg, VA. Two additional competitive quotes are being obtained. Any proposed venue must meet or exceed the requirements below.

3.1.1 Function Space & Schedule Requirements

The following function arrangements are required (or equivalent/better):

Date Time Event Setup Style Est. Attendees Mon 30 Nov 2026 1300–1700 Client Set-Up / General Session + Breakout TBD 3 Mon 30 Nov 2026 1730–2000 Dinner Buffet Existing 35 Tue–Thu 1–3 Dec 0600–0830 Breakfast Buffet Existing 35 Tue–Thu 1–3 Dec 0700–1100 Morning Break & Beverage Service Existing 35 Tue–Thu 1–3 Dec 0800–1800 General Session U-Shape 35 Tue–Thu 1–3 Dec Concurrent Breakout Room Special Set 15 Tue–Thu 1–3 Dec 1100–1330 Lunch Buffet Existing 35 Tue–Thu 1–3 Dec 1300–1700 Afternoon Break & Beverage Service Existing 35 Tue & Wed only 1730–2000 Dinner Buffet Existing 35

Notes (from preferred venue function arrangements):

• Function space is predicated on overall estimated revenue; changes in attendance may result in proportionate adjustment of meeting space and/or additional charges.

• Function room assignments are not guaranteed; the venue reserves the right to change assignments.

• Preferred venue requires its on-site Media Support Services to supply all A/V and IT equipment unless other arrangements are approved in advance.

3.1.2 Catering Requirements (Essential Characteristics)

• Three full meals per day (Breakfast, Lunch, Dinner) for approximately 45 attendees

• Continuous morning and afternoon break service with snacks and refreshments/beverages

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• Menus must accommodate common dietary restrictions (vegetarian, gluten-free, and other common allergens)

• All food service must comply with applicable food safety regulations

3.1.3 Audio-Visual & IT Requirements (Essential Characteristics)

• LCD projector and projection screen

• Podium with microphone

• Broadband internet connection with sufficient bandwidth for all attendees

• Wireless internet access / internet usage throughout meeting spaces

• PC audio connection capability

• On-site technical support available during all meeting hours

3.1.4 Lodging Requirements (Essential Characteristics)

• Guaranteed room block for approximately 45 people for the nights of 30 November, 1 December, and 2 December 2026 (checkout 3 December 2026)

• Standard hotel-quality rooms with private bathroom

• Government per-diem rate or lower preferred; any rate exceeding the prevailing government per-diem must be justified

3.1.5 Additional Essential Characteristics

• All meeting and lodging spaces must be ADA compliant and meet applicable fire, safety, and accessibility standards

• Adequate on-site or adjacent parking for attendees

• Dedicated event coordinator available from award through final teardown

3.2 Performance Period:

All services, spaces, lodging, catering, and A/V support identified in Section 3.1 must be provided at the selected venue location for the period 30 November 2026 (starting 1300 for setup) through 3 December 2026 (following conclusion of final sessions and teardown).

4.0 Special Requirements

4.1 Security & Safety

4.1.1 Operational Security (OPSEC):

No classified information will be discussed or processed during this event. If any Contractor personnel require access to a Government facility in connection with this requirement, the Contractor shall be familiar with the organizational critical information and indicators list (CIIL) and OPSEC policy of any installation they require access to. The required CIIL can be provided by the Contracting Officer upon request.

4.1.2 Safety:

The Contractor and any of its subcontractors (if applicable) shall promptly report pertinent facts regarding mishaps involving Government property damage or injury to Government/Contractor personnel that take place in connection with this event. The Contractor shall notify the cognizant Contracting Officer within 24 hours of all mishaps or incidents. The Contracting Officer will notify the Safety Office. The Contractor shall cooperate in any resulting safety investigation.

4.2 Contractor Access to Installations:

This event is planned at a commercial off-site venue; routine installation access is not anticipated. If any Contractor personnel require access to a DoD installation in support of this requirement, access is limited to personnel with a valid installation access pass. The Contractor shall provide a list of all employees requiring access along with required documentation upon receipt of contract award, and no later than 30 days prior to the projected need. The Contractor is responsible for collecting employee installation access passes upon termination of employment or contract and turning them in to the Contracting Officer or cognizant mission partner in a timely fashion.

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4.3 Shipping Instructions:

N/A – This requirement is for on-site venue, lodging, catering, and A/V services. No equipment or material is being shipped to a government installation under this SOR.

4.4 Government Furnished Material:

N/A. The Government will provide final attendee roster, dietary restrictions, and any specific security or access protocols approximately 21 days prior to the event.

4.5 Applicable Directives:

N/A

5.0 Appendix: Related Documents

• Function Arrangements / quote details provided by preferred venue (Leesburg National Conference Center) – incorporated into Section 3.1.1.

• Additional competitive quotes (to be obtained / attached upon receipt).

Note: This Statement of Requirement is provided to obtain competitive quotes for the described off-site package. All details regarding dates, attendee counts, catering, A/V, lodging, and function arrangements are required to enable accurate evaluation of proposals. Offerors should address every requirement. This document does not constitute a contract or commitment to purchase.