PWS 2024 USAF Rescue DDWG Conference.pdf

USAF Rescue Deliberate Developmental Working Group Conference

Kansas City, Missouri, 12-16 November 2024

Venue Services

GENERAL: The Commander of 563d Rescue Group is hosting the Deliberate Developmental Working Group (DDWG) in Kansas City, Missouri. The event participants include all HC-130J, Guardian Angel and HH-60W Squadron Commanders and Senior Enlisted members, Air Combat Command and Headquarter Air Force staff, Joint Personnel Recovery Center staff and Air Force Personnel Center staff. The contractor shall provide resort-style, four-star rated lodging as well as conference space for the entire week within a 5-mile radius of the National WWI Museum and Memorial/Kansas City, MO Downtown Plaza. Additionally, an event will be hosted at the National WWI Museum on the night of the 13th with a requirement to rent out the entire space and provide an auditorium space. This Performance Work Statement (PWS) details the lodging, conference rooms, and audiovisual requirements in support of this event. The conference is scheduled to be executed from 13-15 Nov 2024, checking in on the 12th and checking out on the 16th.

1. DESCRIPTION OF SERVICE

1.1 VENUE LOCATION. The conference venue shall be located in a safe and secure location. The venue shall be located within a 5-mile radius of the National WWI Museum and Memorial/Kansas City, MO Downtown Plaza due to events taking place at both locations.

1.2 CONTRACTOR REPRESENTATIVE. The contractor shall provide a representative to act as a liaison with the Government Representative/s (GR). The Contractor Representative shall be of sufficient authority to resolve issues as they arise.

1.2.1 Prior to the conference the representative shall be available in-person, phone call, and/or email; from 7:00 am – 6:00 pm daily, Monday through Friday, to include weekends and federal holidays for event planning purposes.

1.2.2 From 12-16 Nov 2024 the Contractor Representative will be on site from to 7:30 am – 6:00 pm daily to resolve issues that may arise.

1.3 SERVICE BREAKDOWNS. General wear and tear breakdowns or malfunctions of conference rooms or equipment are to be corrected by the venue. In the event of a power failure, back-up power sources shall be provided within one (1) hour. All equipment shall be repaired within one (1) hour or replaced within two (2) hours of the reported malfunction.

1.4 ITEMS/AMENITIES EXCLUDED FROM THE CONTRACT. The venue shall waive any resort fees. Repairs that guests are responsible for will be charged to the individual. The government will not pay for incidentals to include, but not limited to, movies, use of the mini-bar, laundry, room service, telephone calls from or charged to guest rooms, or any other lodging charges other than those specifically provided in this contract.

1.4.1 Lodging, movies, mini-bars, service charges, etc., shall be itemized separately on guests’ service bills. Lodging guests shall be responsible for all legitimate charges appearing on their lodging statements, except for the contracted lodging and meals.

1.4.2 The lodging location staff shall inform guests during check-in which services shall not be covered by the government. This notification will be provided in the form of a typed letter in English. The GR will provide the approved letter to the lodging location. The lodging location staff will request a credit card from all guests upon check-in. Charges not covered by the contract are to be resolved between guests and the lodging location.

1.5 ITEMS/AMENITIES INCLUDED IN CONTRACT. The lodging location shall provide a fitness center with a variety of fitness equipment. All regular guest facilities and amenities, to include the lodging business center and the spa facilities, shall be made available for all participants who are registered at the lodging location. No cover and/or conference fees are to be charged to local conference attendees and support staff who are not registered guests at the lodging location. Parking will be 50% off the current self-parking rates for overnight and local attendees.

1.6 COVID MITIGATION MEASURES. The selected facility must have COVID-19 mitigation measures in accordance with Center for Disease Control and Prevention (CDC), state, county, and local guidelines as appropriate.

2. LODGING

2.1 RESERVATION REQUIREMENTS. The contractor shall allow guests an early check-in time on arrival day and late check-out on departure date at no extra cost.

Conference participants wishing to extend their stay at the lodging location must checkout within the designated checkout time on the specified end date. These guests are fully responsible for any incurred expenses during their extended stay, to include incidentals outside of lodging and contracted meals.

2.2 ROOMS REQUIRED. 80 rooms are required for the entirety of the conference to be charged at no more than the government contracted rate of $135.00 per night.

2.3 QUALITY STANDARDS FOR ROOMS. All rooms shall include industry standards of hygiene, private bath with full toilet and shower facilities, hot and cold running water, and clean linens daily, electricity, and color television with free cable, complimentary internet service, and industry standard furniture. All regular lodging guest facilities and amenities, to include the lodging business center and the exercise facilities, shall be made available for conference attendees free of charge, if they are registered at the lodging location. The contractor shall provide two (2) complimentary commercially sealed bottles of water per day (8 to 10 ounces) and complimentary internet/Wi-Fi service in each contracted room.

2.4 ROOM & MEALS INFORMATION. The current government per-diem rate can be found at https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results/?action=perdiems_report&state=AZ&fiscal_year=2023&zip=&city=s | GSA.

The government intends to utilize all rooms requested. However, the possibility exists that due to unforeseen circumstances a few participants may have to cancel their attendance. Therefore, the government reserves the right to cancel the reservation up to 72 hours in advance. If there is a no-show, the government will only pay for the first night for that reservation as a cancellation fee.

2.5 ROOM LIST. The GR will furnish the contractor a rooming list with all the participant’s names by 5 Nov 2024, but may change the names of the guests up to the day of occupation.

2.6 ADMINISTRATION ROOM. The contractor shall provide a room for use as and administration/operations room. This room will be used by the conference staff personnel as an event command/administration center and shall be furnished with tables and chairs. The room shall be large enough to accommodate office space and workstations for a staff of four

(4) seated personnel. This room shall be cleaned and sanitized daily at the completion of the working day. This room shall also include complimentary internet Wi-Fi, electrical hook-ups, and adequate lighting. The contractor shall provide a commercial “house phone” for inside lodging location and local calls. The contractor shall provide the government access to this room 24 hours a day. The lodging location will provide a means to secure this room daily to prevent unauthorized access by non-government personnel during the contract period. Initial setup for the admin room shall be accomplished no later than 3:00 pm on 12 Nov 2024. There are no audiovisual requirements for this room.

2.7 MAIN CONFERENCE ROOM. The contractor is responsible for providing the space, equipment, audiovisual equipment, and interpretation services to meet requirements as detailed in paragraphs 2.8 and 2.9. The contractor shall provide a ballroom type space for one-hundred and thirty (130) participants. This room must allow sessions to be conducted in comfort and with minimum distractions. This room shall also be equipped with a screen at the front of the room to be used by the presenter. The room shall not have any columns or other obstructing features. Setup for this conference room shall be accomplished no later than 8:00 am on 13 Nov 2024.

The conference room shall have blackout-dimmer switches and curtains (or similar) on exterior and interior windows to allow for slide and audiovisual presentations. All seats shall be cushioned, and tables shall be covered with tablecloths. The conference room configuration and usage time can be changed at any time prior to the conference to accommodate last minute changes. If additional chairs or tables are required, the GR will coordinate with the contractor representative. The conference room must be completely cleaned and disinfected once daily in the morning or evening. Contractor personnel shall be available for changes in room configuration as needed. The GR will provide instructions to the contractor regarding the exact configuration of the room.

The contractor must provide high speed Wi-Fi internet adequate for up to one-hundred and thirty (130) users.

2.8 MAIN CONFERENCE ROOMS AUDIOVISUAL REQUIREMENTS. The

contractor will coordinate with the GR on any modifications to the specific equipment requirements listed in paragraph 3.

2.9 BREAK OUT ROOMS. The contractor shall provide four (4) breakout rooms able to accommodate up to twenty-five (25) participants each. These four rooms will be used on 13 - 15 Nov 2024. Audiovisual equipment is needed for each of these rooms to include access to internet and connectivity for a government laptop as outlined in paragraph 3. The breakout rooms must be completely cleaned and disinfected once daily in the morning or evening. The GR will provide instructions to the contractor regarding the exact configuration of the room no later than 8 Nov 2024.

Table 2.1 – Summary of all space requirements with dates:

13-15 Nov 2024

Tues Nov

Wed Nov

Thu Nov

Fri Nov

Administration Room(s) (4 ppl.)

Set up starts

1 1 1

Main Conference Room (130 ppl.)

Set up starts

1 1 1

Break Out Room (25 ppl.)

Set up starts

4 4 4

3. AUDIOVISUAL REQUIREMENTS

3.1 OVERALL REQUEST. The contractor shall provide microphones, sound equipment, wireless internet and audio/visual connections that allow for a government computer to be projected onto a screen for the main conference room as well as each additional breakout room. Please refer to the table below for the equipment list:

Table 3.1 – Summary of all audio/visual requirements

Main Conference Room (12-16 Nov 2024)

(0830-1630 each day)

High-speed Wi-Fi internet 1 - 7'6"x13'4" Screen Kit – Front Projection 4K or better 1 – 7'6"x13'4" Screen Frame 1 – 7'6"x13'4" Dress Kit Black 1 – 7'6"x13'4" Front Projection Surface 1 – NEC 6K LCD Projector Package 1 – 6500 Lumen 1920x1200 LCD Projector 1 – NEC 1.30-3.08 LCD Zoom Lens 1 – Small Video Cable Lot 12'x12' Front Projection Surface, 30' of Black Velour Drape to go behind the stage Screen to Screen 1 - Stage Lighting Package (Stage Wash) 4 - ETC Source 4 19 Black SPG 1 - 12 Channel DMX/MPX Lighting Controller, upgraded to include LD360DMXHP / 6 Channel Dimmer Pack 1 – Wireless Microphone Single Channel Package 1 – Shure Wireless Receiver – Single 1 – UHF Wireless Mic Bodypack & Lav 1 – Shure Wireless Handheld 1 – House Sound Package 1 – Ballroom House Sound System 1 – 12-16 Channel Analog Mixer 1 – Small Audio Cable Lot 1 - Camera so that the conference can be transmitted virtually via platforms such as Zoom or MS Teams

4x Small Breakout Rooms (12- 16 Nov 2024)

1 – Meeting Room Projector Package 1 – Desktop LCD Projector 2000-4500 Lumen 1 – Safelock Cover 1 – 8’ Tripod Screen 1 – Safelock Stand 17”x25” Shelf 1 – Small Video Cable Lot

Administration Room (12-16 Nov 2024)

High speed Wi-Fi internet 4 - power outlets for laptops, 1 printer and house phone

4. MUSEUM RENTAL

4.1 RESERVATION REQUIREMENTS. The contractor will provide coordination to reserve the National WWI Museum for 3 hours (1700-2000) on 13 Nov 2024 for a professional development event. This will include the entire exhibit for an unguided after-hours event, an auditorium space and dining area to fit 80 personnel, and a microphone available for a speaker in the auditorium.

5. ADDITIONAL REQUIREMENTS

5.1 TESTING OF ANY EQUIPMENT. The contractor shall install and be ready to conduct a full communications test of all equipment/systems in the conference room by 1:00 pm on 12 Nov 2024. Contractor shall coordinate with the GR before testing to assure the GR is present during the testing.

5.2 ANNOUNCEMENT BOARDS. The contractor shall provide appropriate announcement boards at all entrances, elevators, and conference rooms. The GR will provide the exact wording of the announcement to the venue.

5.3 GOVERNMENT REPRESENTATIVE. The GR will coordinate administrative, logistical, and miscellaneous issues with the contractor to include verifying and confirming daily expenses. This representative shall not make any changes to the terms, conditions, standards, or cost of the contract. This individual has authority to provide technical direction to the contractor if the direction is within the scope of the contract, does not constitute a change, or has no funding implications.