Atch_1_STATEMENT_OF_REQUIREMENTS_FINAL.pdf

FY 2020 USSOCOM Warrior Care Program (Care Coalition) Conference

STATEMENT OF REQUIREMENTS

Care Coalition Conference, Training, and Military Adaptive Sports Camp

1.0 Background

USSOCOM Care Coalition requires a Conference (22-23 Oct), Training (24 Oct), and Military Adaptive Sports Introductory Camp (21-24 Oct) venue in the Orlando, FL area. Travel days are Sunday 20 October and Friday 25 October 2019. All-inclusive dates are 20 October through 25 October 2019.

2.0 General Requirements

To conduct the conference, training and sports events; the facility must meet the following conditions:

2.1 Exhibition area/foyer and breakout rooms must be collocated with the main meeting space

2.2 Venue must have enough lodging, to support 400 guests

2.3 Lodging which is American Disabilities Act (ADA) compliant; ten rooms.

2.4 165 double occupancy room nights. Check in 20 Oct 2019 – Check out 25 Oct 2019. 30 rooms x5 room nights.

3.0 Facility Requirements

The contractor shall provide spaces, including set-up, breakdown, material, and cleaning costs. The Contractor shall provide draft room layouts of requested furniture and ancillary items, including nonstandard items, (e.g., electrical services, equipment, furniture, Internet access) not later than (NLT) five business days after contract award. NOTE: Any changes to room usage requested by the Contractor must be approved in advance by the USSOCOM Contracting Officer Representative.

3.1 Conference Requirements - Office space, conference space, conference dining room, and booth setup space must be collocated in the same building.

3.1.1 Parking

3.1.1.1 Guest parking for 360 attendees

3.1.1.2 A minimum of five handicapped parking spaces

3.1.2 Office Space/Business Center

3.1.2.1 Set up on 20 Oct by 0800 for five staff members

3.1.2.2 Be able to store registration equipment until 24 Oct 1700

3.1.2.3 Chairs and tables Set up by 20 Oct 1700

3.1.3 Booth Set Up Space

3.1.3.1 Set up on 20 Oct by 1700 venue will provide tables for displays (40)

3.1.3.2 The venue shall provide display booth space for 40 6’ X 30” tables until

1700 on 23 Oct.

3.1.3.3 Space must be collocated with the conference room and conference dining room in the same vicinity.

3.1.4 Conference Room

3.1.4.1 One conference room shall be set up classroom/theater style for 400 attendees on 21 Oct by 1200. On 24 Oct the conference room will reflect all classroom seating for 120 attendees until end of day.

3.1.4.2 Space must be collocated with the conference dining room and booth set up space

3.1.4.3 Venue will provide set up and breakdown

3.1.5 Conference Dining Room

3.1.5.1 One conference dining room with buffet style meals provided by the venue shall be set up dining style for 350 attendees from 21-23 Oct.

Breakfast will be provided from 0600-0800 and lunch from 11-1300 each day from 21 Oct – 23 Oct.

3.1.5.2 Space must be collocated with the conference room and booth set up space

3.1.5.3 Venue will provide set up and breakdown of dining room

Space requirements

Date Start Time

End Time Function Setup Agr

Sunday, October 20, 7:00 AM 7:00 PM Sports Camp – Setup Other ~ 7:00 AM 7:00 PM Setup Rounds 350 7:00 AM 7:00 PM Office Other ~ 7:00 AM 7:00 PM Setup Other ~ 7:00 AM 7:00 PM Registration Registration ~ 7:00 AM 7:00 PM Setup Table Top

Exhibits

7:00 AM 7:00 PM Registration Registration ~ 12:00 PM 7:00 PM Storage Other ~

Monday, October 21, 7:00 AM 7:00 PM Storage Other ~ 7:00 AM 7:00 PM Sports Camp -

Breakout Other ~

7:00 AM 7:00 PM Office Other ~ 7:00 AM 7:00 PM Hold Rounds 350 7:00 AM 7:00 PM General Session -

Setup Theater 400

7:00 AM 7:00 PM Sports Camp - Breakout

Other ~

7:00 AM 7:00 PM Exhibits Table Top Exhibits

7:00 AM 7:00 PM Registration Registration ~ 7:00 AM 7:00 PM Registration Registration ~ 6:00 PM 9:00 PM Reception Reception 140 6:00 PM 9:00 PM Backup Reception 140

Tuesday, October 22, 7:00 AM 7:00 PM Exhibits Table Top Exhibits

7:00 AM 7:00 PM Registration Registration ~ 7:00 AM 7:00 PM General Session Theater 400 7:00 AM 7:00 PM Sports Camp -

Breakout Other ~

7:00 AM 7:00 PM Hold Rounds 350 7:00 AM 7:00 PM Office Other ~ 7:00 AM 7:00 PM Sports Camp -

Breakout Other ~

7:00 AM 7:00 PM Storage Other ~ 7:00 AM 7:00 PM Registration Registration ~

Wednesday, October 23, 2019

7:00 AM 7:00 PM Registration Registration ~ 7:00 AM 7:00 PM Storage Other ~ 7:00 AM 7:00 PM General Session Theater 400

7:00 AM 7:00 PM Sports Camp - Breakout

Other ~

7:00 AM 7:00 PM Office Other ~ 7:00 AM 7:00 PM Hold Rounds 350

Thursday, October 24, 7:00 AM 7:00 PM General Session Classroom 120

7:00 AM 7:00 PM Sports Camp - Breakout

Other ~

7:00 AM 7:00 PM Office Other ~

4.0 Lodging Requirements

Guaranteed Guestroom Requirements:

GROUP ROOM ACCOMMODATIONS: October 20, 2019 - October 25, 2019 Day Sun Mon Tue Wed Thu Fri Total Date, 2019 10/20 10/21 10/22 10/23 10/24 10/25 Run of House 53 383 383 163 73 C/O 1,056 Upgrades 5 5 5 5 5 C/O 30

ADA 8 8 8 8 8 C/O 40

Total 66 396 396 176 86 C/O 1,120

5.0 Adaptive Sports Requirements

5.1 Adaptive Sports areas must be collocated

5.2 Adaptive Sports training venue. Large open meeting space for indoor sports training and coaching.

5.2.1 Space must be able to accommodate 85 attendees

5.2.2 Open style to allow for sports equipment set up and storage

5.2.3 Ability to secure the space at the end of each day

5.3 Archery

5.3.1 Onsite

5.3.2 Indoor area, 40’ x 70’ (4 days)

5.4 Shooting

5.4.1 Onsite

5.4.2 Indoor area, 70’ x 70’ (4 days)

5.5 Rowing

5.5.1 Onsite

5.5.2 Indoor area, 15’ x 15’ (4 days)

5.6 Seated Volleyball

5.6.1 Onsite

5.6.2 Indoor area, 40’ x 70’ (2 days)

6.0 Audio Visual Support Requirements. The contractor shall provide A/V support for the conference, adaptive sports training, and awards presentation. The contractor will also provide office space set up which includes table and chairs, key to lock supplies, and registration support for Oct 22-23 for attendees to pay onsite.

6.1 Office

6.1.1 One (1) Printer

6.1.2 One (1) Polycom Speaker Phone – Voice Station

6.1.3 One (1) Phone Line Installation

6.1.4 Setup & Strike Labor

6.2 Registration

6.2.1 Two (2) Hard Line Internet Connection(5Mbps)

6.3 Reception

6.3.1 One (1) Wireless microphone: Sennheiser EW300G3-A Wireless Mic System

6.3.2 One (1) DSan Laptop Sound Port LSP-1

6.3.3 One (1) Apple iPad 3 64GB Wi-Fi Black

6.3.4 One (1) Mackie PROFX8 8-Channel Mixer

6.3.5 Two (2) 12" Powered Speaker w/Skirted Stand

6.3.6 One (1) Airstar Space Light Kit to includeeach:

6.3.6.1 One (1) Airstar Envelope - Crystal160

6.3.6.2 One (1) Airstar Lamp / Fan Unit - Crystal160

6.3.6.3 One (1) Airstar Tripod Stand - 18ft

6.3.6.4 One (1) Magic Gadgets 2K Dimmer -2Kquickdimmer

6.4 Conference Video

6.4.1 One (1) Wooden Floor Standing Lectern

6.4.2 Two (2) Christie Projector Packages - 8200 Lumens, 9'x16' Fastfold Screen – to include each:

6.4.3 Two (2) Christie DHD951-Q 8.2K DLP HD Projector

6.4.4 Two (2) AVStumpfl 9 x 16 Fastfold Screen Kit

6.4.5 Two (2) Da-Lite 17x25 Deluxe Project o stand - DLX-425

6.4.6 Two (2) Edison Power Cable - 50' Black Molded

6.4.7 Two (2) Edison Power strip - 6 Outlets - Black 3'

6.4.8 All Necessary Video Cables, Connectors, Adapters, Etc.

6.4.9 Two (2) Lenovo ThinkPad T440 Core i5 1.6GHz/500GB Laptop

6.4.10 One (1) Barco PDS-902 3G

6.4.11 One (1) Radiet HDMI DA 1X6 - Repeat-6

6.4.12 One (1) Toshiba 50" 120 Hz LED HDTV

6.4.13 One (1) Confidence Monitor Stand

6.4.14 One (1) Dsan Perfect Cue - Dual Kit

6.5 Conference Audio

6.5.1 One (1) Wired podium mic: Slimline Mic Kit - Sennheiser

6.5.2 One (1) wireless lavalier mics: Sennheiser EW300G3-A Wireless Mic System

6.5.3 Three (3) wireless handheld mics: Sennheiser EW300G3-A Wireless Mic System

6.5.4 Six (6) gooseneck table mics: Slimline Mic Kit - Sennheiser

6.5.5 One (1) QSC 16 Channel Digital Mixer - TOUCHMIX-16

6.5.6 Four (4) 12" Powered Speaker w/Skirted Stand

6.6 Conference Lighting/Drape

6.6.1 Three (3) Radius 13.5'x16' Black Velour Drape

6.6.2 Four (4) Chauvet COLORado Batten 144 Tour

6.6.3 Four (4) ETC Source 4 Leko Body

6.6.4 Four (4) ETC Source 4 19 Degree Lens – Black

6.6.5 Two (2) Leprecon 6 Channel Dimmer w/Edison - ULD-360 HP

6.6.6 One (1) JANDS Lighting Console - Stage CL

6.6.7 Two (2) Xtreme 10' - 12" Bolt Plate Utility Truss

6.6.8 Two (2) Xtreme 36" Steel Truss Base - X-36UBP-Steel-00

6.6.9 Two (2) Xtreme 4' - Hang Bar Truss Topper

6.6.10 One (1) Rehearsal AV Technician

6.6.11 Two (2) In Room Operation AV Technician

6.6.12 Setup & Strike Labor

6.6.13 Room Refresh

6.7 Seated Volleyball

6.7.1 Two (2) 20 amp (110v) Power Drop

6.7.2 Electrical Install/Removal

6.8 Shooting

6.8.1 One (1) 20 amp (110v) Power Drop

6.8.2 Electrical Install/Removal