2009 AFMSA Resource Management Conf SOW - 20 Apr 09.doc

STATEMENT OF WORK

41st Annual Air Force Surgeon General’s Resource Management Conference

20 April 2009

Statement of Work

41st Annual Air Force Surgeon’s General Resource Management Conference

TABLE OF CONTENTS

Page

1.0 Description of Services

1.1 Background

1.2 Scope

2.0 Requirements

2.1 Summary

2.2 Date and Estimated Sleeping Room Occupancies

2.3 Event Schedule Information

2.4 Audiovisual Support and Coordination

2.5 Refreshments

3.0 Interaction with Conference Facility

4.0 Place of Performance

5.0 Period of Performance

6.0 Quality Assurance Personnel

1.0 Description of Services

1.1 Background The annual Air Force Medical Resource Management Conference is the central Air Force medical financial management training event of the year. The curriculum is carefully selected and intended to improve individual and organizational performance in order to successfully achieve the mission of the Air Force Medical Service.

1.2 Scope The contractor shall provide support services for the 41st Annual Air Force Surgeon General’s Resource Management Conference. Vendor shall be able to accommodate all attendees within one hotel. Hotel shall be collocated with conference facilities. Roundtrip airport shuttle shall be available (cost, if any, shall be identified in proposal) with regular frequency (minimum every hour). The vendor will work closely with the Government Quality Assurance Person (QAP) and Government Conference Team to execute this conference.

2.0 Requirements

2.1 Summary: The contractor shall provide the following, and as specified in the Event Schedule Information section below:

· Minimum of 300 guest rooms.

· Meeting rooms for plenary, breakout, and miscellaneous meetings. Additional breakouts may be identified pending final meeting agenda.

· One (1) banquet room to host a reception with refreshments for 300 attendees.

· One (1) registration area with two (2) tables and four (4) chairs, or a comparable area that is visible to arriving attendees.

· One (1) Administrative Office that includes wired internet access and copier. The copier may be situated elsewhere within reasonable proximity to the Administrative Office. The Administrative Office shall have 24-hour access.

· Room setup.

· Access to copier and printer facilities during normal business hours for conference attendees.

· Light refreshments (coffee/tea/water/pastries, non-alcoholic beverages, etc.). Continuous refreshments are desired up to the agreed to costs.

· Audio/visual services for the conference, and the necessary equipment, including wireless microphones for presenters, handheld microphones for attendee questions, projection screens and projectors (Infocus or comparable), and technical assistance and expertise throughout the conference. All rooms for the duration of the conference, including breakouts, should have at a minimum, one (1) whiteboard, one (1) A/V screen and ability to project presentations from a laptop computer. Rooms shall have wired internet connectivity for the presenters. Projection screen sizes may differ in the meeting rooms, but shall be proportionate to the room size and number of attendees; attendees must be able to view presentation screens with ease. The Government will provide its own laptop computers.

· Restaurant on premises or within one (1) block that can accommodate breakfast, lunch and dinner for attendees.

2.2 Date and Estimated Sleeping Room Occupancies are as follows:

The vendor will provide 300 blocked guest rooms priced at the local Government per diem rate. Individual attendees shall pay for his/her room. The Government will not incur financial liability associated with the hotel’s agreement to hold a block of rooms for a certain time period. The block of rooms is not a minimum guarantee.

· 01 Nov 2009 15 (Arrival of Govt Conference Team)

· 02 Nov 2009 300 (Most attendees arrive)

· 03 Nov 2009 300 (Conference)

· 04 Nov 2009 300 (Conference)

· 05 Nov 2009 300 (Conference) – Some attendees may check-out

· 06 Nov 2009 Check-out The contractor shall be accessible for all attendees flying internationally, allowing 3 days pre/post arrival/departure.

2.3 Event Schedule Information

· Meeting room setup may vary pending final approval of the schedule.

· Vendor shall be able to accommodate changes to room arrangements and break times (for refreshments).

· The Governmental Conference Planner (herein referred to as Conference Quality Assurance Personnel or QAP) will conduct a ‘pre-Conference’ meeting with the staff of the Conference facility.

· The hotel staff will ensure that the plenary and breakout session rooms are organized and set up as required for each specific event.

· Hotel staff will verify that all equipment and supplies and other logistical support is properly placed and tested, as required by the presenter or facilitator, prior to each Conference event.

Administrative Office shall include:

· Wired internet access

· Telephone

· Copier NOTE: Copier capability may be situated elsewhere within reasonable proximity to the administrative office.

Not Applicable: May be provided at no cost to the Govt, at vendor’s discretion (i.e., water)

Event Date

Monday, 2 Nov 2009

8 a.m. – 8 p.m.

1 Registration Area

Registration Area shall:

· Be visible to arriving attendees

· Accommodate 4 Govt Personnel.

· May consist (at a minimum) of 2 Tables and 4 Chairs.

Not Applicable - May be provided at no cost, at vendor’s discretion (i.e., water)

Event Date

Tuesday, 3 Nov 2009

Light refreshments for 300 attendees, which may consist of non-alcoholic beverages such as, coffee, tea, water, carbonated drinks, and fruit, pastries, chips, cookies, etc.

· Seating for 25 people, class-room style

Not Applicable.

· Wireless microphone for Presenter

· Stage with podium or comparable setup

· one (1) Whiteboard with markers, or comparable item

· Screen & projector for PowerPoint presentation. Screen sizes shall be proportionate to the room size and number of attendees; attendees must be able to view presentation screens with ease.

· Wired internet connectivity for Presenter’s laptop computer

· 2 Handheld microphones for audience questions

· Water at Podium for speakers

· Water at tables for attendees

· Classroom-style seating for 100

· Wireless microphone for Presenter

· Stage with podium or comparable setup

· one (1) Whiteboard with markers, or comparable item

· Screen & projector for PowerPoint presentation. Screen sizes shall be proportionate to the room size and number of attendees; attendees must be able to view presentation screens with ease.

· Wired internet connectivity for Presenter’s laptop computer

· 2 Handheld microphones for audience questions

· Water at Podium for speakers

· Audio for music CD

Light refreshments as agreed to by QAP.

NOTE: Food & audio for Reception will be priced separately; it will not be paid for with Govt funds.

Light refreshments for 300 attendees, which may consist of non-alcoholic beverages such as, coffee, tea, water, sodas, and fruit, pastries, chips, cookies, etc.

· Wireless microphone for Presenter

· Stage with podium or comparable setup

· Wireless microphone for Presenter

· Stage with podium or comparable setup

· one (1) Whiteboard with markers, or comparable item

· Screen & projector for PowerPoint presentation. Screen sizes shall be proportionate to the room size and number of attendees; attendees must be able to view presentation screens with ease.

· Wired internet connectivity for Presenter’s laptop computer

· 2 Handheld microphones for audience questions

· Water at Podium for speakers

· Classroom-style seating for 100

· Wireless microphone for Presenter

· Stage & podium or comparable setup

· one (1) Whiteboard with markers, or comparable item

· Screen & projector for PowerPoint presentation. Screen sizes shall be proportionate to the room size and number of attendees; attendees must be able to view presentation screens with ease.

· Wired internet connectivity for Presenter’s laptop computer

· 2 Handheld microphones for audience questions

· Water at Podium for speakers

· Wireless microphone for Presenter

· Stage & podium or comparable setup

· one (1) Whiteboard with markers, or comparable item

· Screen & projector for PowerPoint presentation. Screen sizes shall be proportionate to the room size and number of attendees; attendees must be able to view presentation screens with ease.

· Wired internet connectivity for Presenter’s laptop computer

· Water at Podium for speakers

Event Date

Thursday, 5 Nov 2009

Duration

· Light refreshments for 300 attendees, which may consist of non-alcoholic beverages such as, coffee, tea, water, sodas, and fruit, pastries, chips, cookies, etc.

· Wireless microphone for Presenter

· Stage with podium or comparable setup

· one (1) Whiteboard with markers, or comparable item

· Screen & projector for PowerPoint presentation. Screen sizes shall be proportionate to the room size and number of attendees; attendees must be able to view presentation screens with ease.

· Wired internet connectivity for Presenter’s laptop computer

· 2 Handheld microphones for audience questions

· Water at Podium for speakers

· Classroom-style seating for 100

· Wireless microphone for Presenter

· Stage & podium or comparable setup

· one (1) Whiteboard with markers, or comparable item

· Screen & projector for PowerPoint presentation. Screen sizes shall be proportionate to the room size and number of attendees; attendees must be able to view presentation screens with ease.

· Wired internet connectivity for Presenter’s laptop computer

· 2 Handheld microphones for questions

· Water at Podium for speakers

2.4 Audiovisual Support and Coordination The contractor shall provide audio/visual services for the conference, and the necessary equipment, technical assistance and expertise, as specified in the Schedule Information above. All rooms for the duration of the conference, including breakouts, should have at a minimum, one (1) whiteboard, one (1) A/V screen and ability to project presentations from a laptop computer. Rooms shall have wired internet connectivity for the presenters. Projection screen sizes may differ in the meeting rooms, but shall be proportionate to the room size and number of attendees; attendees must be able to view presentation screens with ease. The Government will provide its own laptop computers.

2.5 Refreshments

The contractor shall provide light refreshments as stated in the above schedule, for the 300 attendees. Continuous refreshments, up to the agreed upon costs, are desired during the conference days. The contractor may set up refreshments in a central location, or near/adjacent to the breakout rooms to facilitate access for attendees. Refreshments may consist of non-alcoholic beverages such as, coffee, tea, water, sodas, and fruit, pastries, chips, cookies, etc. Refreshments for the social event will be priced separately and are not chargeable to government funds. The Government Conference Team will settle charges for the social event separately.

3.0 Interaction with Conference Facility

A conference facility representative shall maintain constant communication with the QAP to ensure all requirements are coordinated in a timely and effective manner. Issues and problems relating to the conference shall be immediately communicated to the Site Representative who will be responsible for quick and effective resolution. The site representative shall check all services and equipment prior to each event. Additionally, the site representative shall monitor the facility’s performance in meeting contract requirements for the duration of the conference.

4.0 Place of Performance Tasks/work performed to support this SOW will be performed at the site of the selected facility. The facility shall be located in Nashville, Tennessee. The facility shall be near (maximum of 25 miles) a major International Airport served by several major airline carriers.

5.0 Period of Performance 02 – 06 November 2009.

· 01 Nov 2009 15 (Arrival of Govt Conference Team)

· 02 Nov 2009 300 (Most attendees arrive)

· 03 Nov 2009 300 (Conference)

· 04 Nov 2009 300 (Conference)

· 05 Nov 2009 300 (Conference) – Some attendees may check-out

· 06 Nov 2009 Check-out

Note: Attendees arriving from overseas (Europe and Asia) may arrive prior to 1 Nov 09.

6.0 Quality Assurance Personnel (QAP) The following individuals are the QAP for this requirement:

Name: Maj Merlyn Jenkins Phone Number: 703-681-6486 FAX Number: 703-681-6011 Address: 5201 Leesburg Pike, Suite 1501, Falls Church, VA 22041

Name: Ms. Pat Westbrook

Phone Number: 210-925-5338

FAX Number: 210-925-6168 Address: 485 Quentin Roosevelt Road, Building 171, San Antonio, TX 78226

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