GMRS PWS

PERFORMANCE WORK STATEMENT

SITE SELECTION, SYMPOSIUM EVENT PLANNING

AND ON-SITE SERVICE SUPPORT

FOR THE

GLOBAL MEDICAL READINESS SYMPOSIUM

OFFICE OF THE AIR FORCE SURGEON GENERAL

THE PENTAGON, WASHINGTON, DC

U.S. AIR FORCE

24 January 2011

TABLE OF CONTENTS

Page

1.0 DESCRIPTION OF SERVICES 3

1.1 Background 3

1.2 Scope 3

1.3 Acronyms 3

2.0 SUMMARY OF REQUIREMENTS 4

2.1 Description of Duties 4

2.2 Services Summary 16

2.3 Deliverables 17

2.4 Government Furnished Property (GFP) 18

2.5 Travel 18

3.0 QUALITY ASSURANCE PERSONNEL (QAP) 19

4.0 QUALITY CONTROL PLAN (QCP) 19

5.0 NON PERSONAL SERVICES 19

6.0 CONTRACTOR IDENTIFICATION 20

7.0 PLACE OF PERFORMANCE 20

8.0 PERIOD OF PERFORMANCE 20

9.0 GOVERNMENT HOURS OF OPERATION 20

10.0 CONTRACT LABOR REQUIRED 20

11.0 APPENDICES 21

11.1 APPENDIX A:

Audiovisual Equipment & Support Requirements 20

11.2 APPENDIX B:

HQ USAF/SGR Organizational Conflict of Interest (OCI) 23

11.3 APPENDIX C:

HQ AF/SG Non-Disclosure Agreement 26

11.4 APPENDIX D:

Customer Feedback Form 29

1.0 DESCRIPTION OF SERVICES

1.1 Background. The Headquarters Air Force (HAF) desires to host the annual Global

Medical Readiness Symposium (GMRS) during a four-day period, Monday through Thursday, between the dates of 21 April to 13 June. The purpose of this meeting is to allow approximately

1,000 medical planners and chemical, biological radiological, and nuclear (CBRN) professionals in the Air Force Medical Service (AFMS) to meet in an open forum with the Air Force Surgeon

General (AF/SG) and HAF staff to discuss how to balance and meet today‟s AFMS missions and to share lessons learned and best practices regarding practical issues in preparing and training

AFMS personnel for deployment and homeland defense missions.

1.2 Scope. This is a non-personal services requirement to provide audiovisual (AV) equipment and conference support for the GMRS conference from during a four-day period between the dates of 21 April to 13 June 2011; the exact dates will be finalized prior to contract award. Provide light refreshments for the duration of the conference. To achieve this requirement, a professional Symposium/Conference Planner (herein referred to as “Conference planner”), with a successful history of planning military conferences or other national functions, is required to offer full lifecycle conference management support to include site selection, planning, organizing, support, and to conduct the Global Medical Readiness Symposium (herein referred to as “Conference”).

1.3 Acronyms

ACRONYMS

ACRONYM DEFINITIONS

ACCME Accreditation Council for Continuing Medical Education

ADA Americans with Disabilities Act

AF Air Force

AFMS Air Force Medical Services

AF/SG Air Force Surgeon General

AV Audiovisual

CBRN Chemical, Biological, Radiological and Nuclear

CEU Continuing Education Unit

CME Continuing Medical Education

CM Communications Manager

CO Contracting Officer

CONUS Continental United States

CPAR Contractor Performance Assessment Report

DoD Department of Defense

DV Distinguished Visitor

FAR Federal Acquisition Regulation

GFI Government Furnished Information

GMRS Global Medical Readiness Symposium

HAF Headquarters Air Force

HQ USAF/SG Headquarters United States Air Force Surgeon General

HTML Hyper Text Markup Language

IDO Installation Deployment Officer

MAJCOM Major Command

MS Microsoft

NDA Non-Disclosure Agreement

OCI Organizational Conflict of Interest

PM Project Manager

POC Point of Contact

POP Period of Performance

PWS Performance Work Statement

QAP Quality Assurance Personnel

SDS Service Delivery Summary

WAWF Wide Area Work Flow

2.0 SUMMARY OF REQUIREMENTS. Specifically the contractor shall research and provide site selection choices to the AF, maintain an event website for attendee registration and information, provide interaction with the conference facility, provide the equipment required and personnel to install and set up all equipment supporting the military speakers who are providing briefings. In addition, light refreshments will be made available on the dates specified within this work statement. Light refreshments (excluding alcohol) includes such things as regular and decaffeinated coffee and tea, milk, juice, soft drinks, doughnuts, bagels, fruit, pretzels, cookies, chips, muffins, or similar items.

2.1 Description of Duties

2.1.1 Site Selection

2.1.1.1 Conference planner shall use a systematic, competitive method to identify and evaluate a multiple choice of locations, narrowing the list to provide the Headquarters Air Force Quality

Assurance Personnel (QAP) three (3) possible conference locations that will meet the needs and requirements of the conference. The three possible locations should be presented to the QAP within 30 days of contract award. The QAP will select the conference location after review and evaluation of the options provided.

2.1.1.2 Attendees will require a professionally executed program offered in a setting within 30 miles of a major international airport. The Conference shall require sufficient meeting space for four (4) days of meetings, with groups ranging in size from daily plenary sessions for up to 1000 attendees and breakout sessions for 50 to 350 attendees each. A total of 20 to 25 breakout sessions shall be conducted simultaneously during each time slot.

2.1.1.3 Accommodations for attendees must be available at or below the Government lodging and per diem rate. Every effort shall be made to lodge attendees in the same hotel as the conference.

2.1.1.4 Lodging location should attempt to include multiple dining options within walking distance of the facility in order to exclude the use of rental cars, taxis and buses by attendees.

2.1.2 Room Requirements for the Conference

2.1.2.1 The Conference shall provide information in an open forum consisting of plenary and breakout sessions, special meeting rooms daily and for vendor space on 2 days. Approximately

1,000 personnel are expected to attend the Conference, of which local day guests are expected to number about 100 per day. There shall be no additional cost to the contract for the use of additional breakout rooms based on the number of attendees who will be staying at the hotel during the course of the conference.

2.1.2.2 Expected number of attendees is 1,000.

2.1.2.3 Number of breakout rooms needed is 25.

2.1.2.4 Approximate number of students per breakout room is 50 to 350.

2.1.2.5 Audiovisual support needed per breakout room is laptop computer with Internet connection, projector, screen, and microphone. See Attachment 2 for list.

2.1.2.6 Conference planner shall be responsible for researching the most cost effective and efficient terms and conditions possible with the selected Conference site, and presenting those recommendations to the Government QAP‟s approval. The Conference Planner shall obtain a

Memorandum of Understanding from the final selected facility for the Government‟s approval.

The Conference planner shall ensure there is no 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. Conference planner shall ensure the following guest room blocks are secured at or below the Government per diem rate:

Friday Travel In 1 Date TBD 100 guest rooms

Saturday Travel In 2 Date TBD 200 guest rooms

Sunday Travel In 3 Date TBD 900 guest rooms / 8 exec suites

Monday Day 1 Date TBD 900 guest rooms

* 22 guest suites / 8 exec suites

Tuesday Day 2 Date TBD 900 guest rooms

* 22 guest suites / 8 exec suites

Wednesday Day 3 Date TBD 900 guest rooms

* 22 guest suites / 8 exec suites

Thursday Day 4 Date TBD 900 guest rooms

* 22 guest suites / 8 exec suites

Friday Travel Out Date TBD 450 guest rooms

* 22 guest suites / 8 exec suites

(* - Room block includes complementary guest and executive suites if negotiated with hotel.)

2.1.3 Conference Planning The Conference Planner shall:

2.1.3.1 Provide overall program management support leading up to the conference

2.1.3.2 Conduct all discussions and final conference arrangements with the Conference facility in preparation for required Government QAP and Contracting Officer final approvals.

2.1.3.3 Provide professional consultation, advice, and research as required by the Conference

Committee. The Conference Committee consists of the Conference Planner, the QAP, and key staff members selected by the QAP.

2.1.3.4 Appoint a representative who shall function as the single point of contact (POC) in all areas of day-to-day Conference planning and Conference execution responsibilities.

2.1.3.5 Coordinate the Continuing Medical Education (CME) accreditation process for physician and clinician attendees seeking CME. The Office of the Surgeon General, AF/SG, through the

Air Force Personnel Center Physician Education Branch manages this program sponsored by the

Accreditation Council for Continuing Medical Education (ACCME) which is a national-level provider of continuing medical education for physicians.

2.1.3.6 Provide Vendor support and handle all arrangements for on-site vendors.

2.1.3.7 Secure a Memorandum of Understanding of Terms and Conditions with the selected hotel that includes lodging for the Conference attendees, audiovisual equipment and support, hard-wire Internet access for meeting rooms and operations center, wireless Internet access for attendees in the conference area, hard-wire or wireless Internet access in all sleeping rooms, and light food and beverage requirements.

2.1.4 Meeting Planning

2.1.4.1 Conference planner shall schedule an initial planning meeting with the QAP immediately upon notification of conference facility contract award (Deliverable 1). Conference planner and

QAP shall collaboratively discuss the Conference requirements during the initial planning meeting including, but not limited to the following tasks: future meeting dates, Conference location concerns, Conference format and activities, number and type of attendees, task timetables, reporting requirements, status of the agenda, size of the meetings, potential problems, and types of services to be provided. A written Conference Management Plan and Delivery

Schedule will be prepared for the QAP from items discussed at this initial planning meeting.

2.1.4.2 During the initial planning meeting, the Conference planner, the QAP and key staff members will thoroughly review Conference policies and procedures to be addressed in the

Conference Management Plan. During the execution phase of the Conference, the planner shall provide a means of constant electronic communication between Conference planner, QAP, and other key staff.

2.1.4.3 Conference planner shall meet with the QAP at least weekly until the Conference is executed. Initial meeting will be face-to-face and subsequent meetings can be telephonic.

Topics of review/discussion shall include, but not be limited to: status of key actions, events, services, and Conference requirements, as well as identification of milestones where government information and activity is required and timeline dependencies for subsequent action, either on the part of the Conference planner, QAP and Conference committee, or both.

2.1.4.4 Conference planner shall plan and schedule an advance-planning trip accompanied by the

QAP and selected committee members to the selected conference location. The QAP will assist with the coordination of the initial site setup, planning, and facility agreements.. Conference planner shall provide a site visit trip report within one week of return of the trip (Deliverable 2).

2.1.5 Planning Documents. Within seven (7) calendar days after site selection, Conference planner shall prepare and submit a Conference Management Plan and Delivery Schedule to the

QAP for review (Deliverable 3). The delivery schedule shall address the format of each task deliverable (Attachment 1) item and provide a timeline for production, such as Conference location, facility contracts, registration process completion, printed Conference materials, and mailings.

2.1.6 Successful Task Completion

2.1.6.1 During the initial planning meeting, required tasks and the minimum requirements for each task as defined in this PWS will be discussed by the QAP, as well as specific due dates and product format for each task deliverable. The QAP shall evaluate each task for performance and acceptability in an auditable format. Status of each task shall be discussed by the Conference

Planner at least weekly with the QAP by email or telephone.

2.1.6.2 Conference planner shall formulate a final conference presentation package with the

Conference facility that clearly specifies the intent of the parties. Prior to the QAP‟s signing of the agreement with the Conference facility, the Conference planner shall obtain approval from the QAP by way of a concurrence letter. This letter shall contain detailed specifications of the

Memorandum of Understanding to include a cancellation clause, Force Majeure clause

(commonly referred to as an Act of God clause), sleeping room block and rates, day guest block and rates, meeting space set-up requirements, all applicable audiovisual support requirements, and all food and beverage functions. The Force Majeure clause shall limit liability should the

Conference be prevented due to disruptive circumstances beyond the control of the parties that could not be avoided by exercise of due care. Conference planner shall review hotel and conference facility agreement and Audiovisual support agreement for accuracy and contact QAP for final signature approval within two (2) weeks after site selection (Deliverable 4).

2.1.6.3 Conference planner and QAP shall conduct a “pre-Conference” meeting with the staff of the Conference facility hosting the Conference. During this meeting, the Conference planner shall thoroughly review and update the list of hotel specifications, schedule of events and support requirements, equipment and services to be provided, and menus or other applicable details for the various meeting events. The Conference planner shall ensure that the plenary and breakout session rooms are organized and set up as required in this work statement for each specific event.

Conference planner shall verify that all equipment and supplies and other logistical support is properly placed and tested, as required by the speaker or facilitator, prior to each Conference event. Conference planner shall ensure that Americans with Disabilities Act (ADA) and Air

Force requirements are met, as well as requirements for special meals/dietary requirements.

2.1.6.4 Conference planner and QAP shall conduct a “post-Conference” meeting with the staff of the Conference facility. During this meeting, the Conference planner and the hosting facility shall review whether the specifications and objectives of the Conference have been achieved.

2.1.6.5 Conference planner shall ensure that the hotel contract specifies plenary sessions for

1,000 attendees in an auditorium setup on the morning of Day 1 TBD and on the afternoon of

Day 4 TBD. Additionally, Conference planner shall coordinate the following additional meeting space:

Sunday Travel In Two conference rooms for up to 100 people each; classroom style seating

Monday Day 1 One plenary session, classroom style or theater style seating for

1,000 people for the morning session, up to 25 Symposium rooms for breakout sessions and special focus groups, 50 to 350 people each room for sessions for the remainder of the day

One breakout room equipped with 15 Internet ready computers set up with classroom style seating

1 room to host an evening icebreaker social, 500 projected attendance

Tuesday Day 2 One plenary session, classroom style or theater style seating for

1,000 people

25 Symposium rooms for breakout sessions and special focus groups, 50 to 350 people per room

Adequate vendor display and demonstration space for participating vendors

One breakout room equipped with 15 Internet ready computers set up with classroom style seating

Wednesday Day 3 One plenary session, classroom style or theater style seating for

1,000 people

25 Symposium rooms for breakout sessions and special focus groups, 50-350 people per room

Adequate vendor display and demonstration space for participating vendors

One breakout room equipped with 15 Internet-ready computers set up with classroom style seating

Thursday Day 4 One plenary session, classroom style or theater style seating for

1,000 people

Up to 25 Symposium rooms for breakout sessions and special focus groups, 50 people each room for the morning session, one plenary session, classroom style seating for 900 people for the afternoon session

Friday Travel Out One conference room for 100 people, class room style seating

2.1.7 Event Web Page. The Conference planner shall be responsible for providing a website containing registration and general information (Deliverable 5). Conference website shall be hosted by the Conference planner. Conference planner shall work closely with QAP to provide additional items and updates for the Conference website and to ensure accuracy of posted

Conference information.

2.1.8 Registration Timeline and Procedures

2.1.8.1 Conference Planner shall be responsible for providing a user-friendly, quick, intuitive and secure web-based registration process at the website described in paragraph 3.5. (Deliverable 5).

The web-based registration shall include course descriptions, a selection process to accommodate up to 25 unique session offerings during each time frame, the capability to differentiate

“mandatory” from “non-mandatory” sessions for up to 10 different categories of registrants, including combinations of different registrants, and the capability to limit the number of registrants per class based on classroom size or other limiting factors. The QAP will provide pre-approval of the registration website contents and format prior to activation. Web-based registration shall begin 90 days before the Conference and end 10 days before the beginning of the Conference. All late registrations must be approved by the QAP.

2.1.8.2 Conference Planner shall establish and maintain an electronic Conference registration database. Registration database shall track the following major components: name, rank, service, status, corps, duty title, AFSC, MAJCOM, base, office, office symbol, functional area, unit address, DSN phone, DSN fax, commercial telephone, commercial fax number, email address, organizational affiliation, arrival and departure dates, and whether attendees will be applying for CME or CEU credit. Database shall generate and produce multiple data reports useful for reporting registration status and Conference materials, such as attendee lists, name badges, and other database related items as required by the QAP. The registration database shall allow attendees to pre-select their personal conference schedule and to receive an email confirmation within 24 hours of registration completion, of their registration including a listing of all sessions for which they registered.

2.1.8.3 The Conference Planner shall be responsible for providing registration reports to the QAP in order to determine and facilitate room reservations status for attendees (Deliverable 6). The

Conference Planner shall provide these reports on no less than a weekly basis. Additionally, during the last two weeks prior to the first day of the Conference, the Conference Planner shall provide a minimum of twice-weekly updates to the QAP.

2.1.9 Conference Announcements and Agenda. Conference planner shall assist the QAP in publishing Conference announcements including, but not limited to, Conference details such as registration information, general information, facility information, agenda, breakout session details, and important contact information. Applicable items shall be presented in downloadable format so that attendees may produce hard copies of required documents prior to arrival at

Conference site.

2.1.10 Attendee Welcome Packets. Conference planner shall prepare welcome packets distributed to each attendee during the on-site registration process. Welcome packet contents shall include, but are not limited to, attendee name badge, Conference agenda, attendee‟s personal course selection information, plenary and breakout session locations, general

Conference information, hotel map, local area restaurant information, speaker contact information, fitness center information, airport shuttle information, and location, description, and contact information for Conference site amenities. Conference Planner and QAP shall collaboratively develop format and content of welcome packet inserts.

2.1.11 Audiovisual Support and Coordination. Conference planner shall ensure provisions are made for all AV equipment and support for the Conference (Attachment 2). Equipment for plenary and breakout sessions shall include portable Internet-ready computers equipped with

Microsoft Office Suite™ products and capable of playing video files. Other equipment for plenary and breakout sessions includes high-density data projectors, high-quality projection screens, podiums and microphones, wireless microphones, cabling, power cords, and wireless remote controls. Additionally, all plenary and breakout sessions may require Internet capability to provide web-based program demonstrations to breakout session attendees and additional electrical requirements for demonstrating equipment. One breakout room shall be equipped with

15 Internet-ready computers set up with classroom style seating. Conference planner shall ensure on-site technical support personnel are present at all hours of the Conference who are technically proficient, customer-focused, and quick to resolve emergent issues.

2.1.12 Bar Code/Scanning Capability for Attendee Badges. Conference planner shall ensure all attendee badges are printed with individual bar codes that correlate to attendee names. These bar codes are to be utilized for ease of gathering attendee attendance data at the plenary and break-out sessions, electronically providing attendees with a list of courses taken, electronically awarding Attendance Certificates, electronically coordinating and facilitating application for

CME credit, providing the QAP with attendance reports by MAJCOM and other administrative reports as may be requested, and electronically providing attendees with a list of courses taken by Corps. The QAP will ensure there is sufficient staffing necessary to scan each badge as attendees enter conference sessions. Conference Planner shall ensure the IT equipment is on-hand and programmed appropriately to accomplish this task. The Conference Planner shall create and maintain a database with attendance information to provide attendees with a certificate of training for specific sessions attended and for future conference planning purposes.

2.1.13 Continuing Education Credits. Conference planner shall coordinate and work with the

QAP and one credentialing agency to accumulate and submit speaker, subject and course objective information for the purpose of receiving CME credit certification(s). The QAP will provide the Conference Planner continuous updates to speaker and subject information. The

Conference Planner shall accumulate and submit all the required information to the credentialing agency at least 45 days prior to the Conference. Once received from the credentialing agency, the Conference planner shall load the accreditation information to the web site and immediately following the Conference send an email to each attendee requesting CME credit. The email shall contain an electronic session evaluation survey, which will be used to produce and send the necessary report(s) to the credentialing agency. Attendees will be asked to only evaluate sessions that the bar-coding reports noted herein indicate they attended.

2.1.14 Conference Support

2.1.14.1 On-Site Staff

2.1.14.1.1 Conference planner shall appoint a single POC to oversee all Conference activities and shall be in continuous contact with the QAP and facility management staff to ensure that operations and support requirements are conducted in a timely and effective manner. The

Conference planner shall ensure that all services and activities comply with their respective contracts.

2.1.14.1.2 Conference planner shall establish an on-site registration and Conference operations center equipped with a computer, printer, and other office equipment as need to support registration, DVs, attendees, and speakers. Conference planner shall ensure that telephone contact numbers for appropriate Conference planner staff members are provided to the QAP at least two weeks prior to the start of the Conference.

2.1.14.1.3 Conference planner shall provide all on-site administrative and logistical support to the attendees and speakers as required to conduct Conference business and to respond to questions. Conference planner shall provide room coordination to verify audiovisual requirements, supplies, and other equipment and services are available and properly functioning.

Conference planner shall take messages and function as the communications link between attendees and their respective offices. Conference planner shall coordinate with the Conference facility to ensure a message board is placed in the registration area so that attendees can receive messages promptly and easily.

2.1.14.1.4 Conference planner shall coordinate all administrative and logistical support for the plenary and breakout sessions. Conference planner and QAP shall appoint staff members to continuously monitor the sessions to ensure all equipment is working properly and that the attendees and speakers have the required support. Conference planner‟s staff shall continuously verify with the Conference facility staff that all rooms are pre-set as required by the contract (i.e., A/V requirements, electrical requirements, seating arrangement, etc.).

2.1.14.1.5 Conference planner shall train a manpower assistance team consisting of not less than

25 HAF volunteers, to promptly, courteously, and efficiently register attendees at the time of their arrival at the Conference. This team shall provide attendees with their badges and a welcome packet upon registration. This team shall be available to assist with administrative and logistical support for the plenary and breakout sessions such as student scanning and room moderating. The Conference planner shall train the manpower assistance team on registration and scanning processes and procedures. The Conference planner and QAP shall also train the manpower assistance team on moderator and/or facilitator responsibilities, deadlines and procedures. Conference Planner shall to produce badge changes and badges for late registrants as needed. The manpower assistance team shall remain available for other needs throughout the conference.

2.1.14.2 Interaction with Conference Facility

2.1.14.2.1 Conference planner shall maintain constant communication with the selected

Conference facility 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

Conference planner POC who shall be responsible for quick and effective resolution. The

Conference planner shall check all services and equipment prior to each event. Additionally, the

Conference planner shall monitor the facility‟s performance in meeting contract requirements for the duration of the Conference.

2.1.14.2.2 Conference planner shall ensure that a sufficient block of guest rooms has been secured for Conference attendees.

2.1.14.2.3 Conference planner shall coordinate and subcontract audiovisual services, business center, and hospitality services, as necessary.

2.1.14.2.4 Conference planner shall procure any supplies (to include electrical access/services), software, or equipment needed in the performance of the conference planning services as necessary.

2.1.15 Meeting Rooms For the execution phase of the Conference, the Conference planner shall ensure the facility provides the following at no additional cost to this contract based on the large number of attendees who will be requiring hotel lodging during the event:

2.1.15.1 One room of sufficient size to function as the Symposium operations center, equipped with telephone, tables/chairs, broadband Internet access, computer with current Windows

Operating System with anti-virus protection, Microsoft Office Suite™, Read-Write CD-ROM capability, DVD software, external hard drive and thumb drive reading capability, and printer.

2.1.15.2 One room to function as executive office for HAF and key staff members equipped with tables or desks/ chairs, telephone, and broadband Internet access.

2.1.15.3 One room to function as speaker-ready room with computer equipment, projector, screen, table/chairs, and broadband Internet access.

2.1.15.4 Continuously coordination with the Conference facility to ensure setup, breakdown, and clean up of all sessions occurs in a timely manner according to requirements established in the contract. Conference planner shall ensure Conference facility provides note pads and pens for the Conference sessions.

2.1.15.5 All audiovisual support and coordination between the conference facility and the audiovisual services sub-contractor.

2.1.16 Food & Beverage

2.1.16.1 Provide for one snack/beverage service before the morning sessions, one mid-morning and one mid-afternoon snack/beverage service, each day from Day 1 to Day 4. Light refreshments (excluding alcohol) includes such things as regular and decaffeinated coffee and tea, milk, juice, soft drinks, doughnuts, bagels, fruit, pretzels, cookies, chips, muffins, or similar items.

2.1.16.2 Provide ice breaker social with light hors d'oeuvres and finger foods from 6:00 P.M. to

8:00 P.M. on the opening day. Light refreshments (excluding alcohol) includes such things as regular and decaffeinated coffee and tea, milk, juice, soft drinks, doughnuts, bagels, fruit, pretzels, cookies, chips, muffins, or similar items.

2.1.17 Speaker Support

2.1.17.1 Conference planner shall collaborate with QAP in maintaining continuous contact with

Conference speakers. Conference planner shall obtain specific support and audiovisual requirements from the speakers via the QAP and coordinate speakers‟ requirements and presentations with the Conference facility. QAP will collect all presentations approximately one week prior to the Conference and provide to the Conference planner who shall load all presentations onto appropriate Conference planner supplied computer equipment prior to the

Conference. Speakers will be able to modify presentations on-site, although speakers will not be encouraged to do so. However, speakers will not be able to modify their presentations on-site without first obtaining content approval from the QAP. Conference planner shall provide final presentation updates to the QAP no later than 7 days following the conclusion of the Conference, so that presentations may be updated on the Conference website (Deliverable 7).

2.1.17.2 Conference planner shall provide all on-site administrative and logistical support for speakers. Conference planner shall supervise the room monitors and moderators for each of the plenary and breakout sessions to address any issues that may occur. Room monitors and audiovisual technicians shall ensure that all equipment operates properly and the room setup meets the speakers‟ specifications. Conference planner shall be able to update speakers‟ presentations on-site and load on to the appropriate computer.

2.1.17.3 Audiovisual Support and Coordination. Conference planner shall ensure all audiovisual equipment for the Conference (Attachment 2) is set up and operational. Equipment for plenary and breakout sessions shall include high-density data projectors, high-quality projection screens, podiums and microphones, wireless microphones, cabling, power cords, and wireless remote controls. Additionally, all plenary and breakout sessions may require Internet capability to provide web-based program demonstrations to breakout session attendees and additional electrical requirements for demonstrating equipment. Conference planner shall ensure on-site technical support personnel are present at all hours of the Conference who are technically proficient, customer-focused, and quick to resolve emergent issues.

2.1.18 Attendee Support

2.1.18.1 Conference materials shall be provided in a welcome packet to each attendee during registration. Materials shall include a Conference program book, agenda, meeting locations and times, facility and lodging information, ground transportation options, contacts for assistance, facility map, local area map, Conference daily session evaluation forms, and other Conference materials. Each attendee shall receive an individual identification badge encased in a plastic sleeve.

2.1.18.2 HAF volunteers will help distribute welcome packets and answer general questions from attendees regarding the Conference. QAP will appoint a primary POC for volunteer interaction with the Conference planner.

2.1.18.3 HAF staff members will manage all military protocol issues.

2.1.19 Vendor/Exhibitor Support. The QAP will provide the Conference planner with a list of vendors and exhibitors that may desire to set up product displays, product demonstrations or otherwise participate in the Conference. The Conference planner shall establish contact and assist vendors and exhibitors desiring participation by managing registration, collecting/coordinating fees, and coordinating shipping and receiving requirements upon receipt of list (Deliverable 8). The Conference planner shall ensure adequate vendor display and demonstration space for participating vendors on Days 2 and 3 of the Conference (Deliverable

9).

2.1.20 On-Site Registration

2.20.1 On-site registration shall begin on the Sunday before Day 1 and shall continue throughout the Conference.

2.1.20.2 Conference planner shall use manpower assistance made up of HAF volunteers to promptly, courteously, and efficiently manage registration of attendees at the time of their arrival at the Conference. On-site registration team shall be able to produce badge changes and badges for late registrants. Conference planner shall coordinate with the Conference facility to ensure that the registration area and signs are clearly visible to all attendees, DVs, and speakers.

Conference planner shall ensure that the registration area is free of distractions and supports an orderly and efficient registration process. Registration team shall provide attendees with their badges and a welcome packet upon registration.

2.1.21 Signage and Traffic Control Management. Conference planner shall provide all signage and coordinate traffic control for the Conference. Conference planner shall continuously update and change signage throughout the Conference to ensure optimal traffic flow. Signage delineating the course name shall be placed on each room. Conference planner shall ensure daily program or meeting room changes are announced by signage at the appropriate meeting rooms and shall also post these announcements on the message board in the registration area.

Conference planner shall design and place directional signs and banners to ensure quick and easy identification and location of meeting rooms, registration area, and other meeting venues, as needed.

2.1.22 After-Action

2.1.22.1 Conference Evaluation

2.1.22.2 Conference planner shall create, produce, distribute and collect a daily Conference session topic and speaker evaluation forms. QAP will review and approve the evaluation criteria for the forms. Evaluation forms shall be distributed to attendees at the beginning of the

Conference and shall be collected at the conclusion of the Conference and provided to the QAP.

In addition, the Conference Planner shall prepare for QAP approval an electronic evaluation form to be emailed to all attendees within 3 days of the Conference conclusion. The electronic evaluation shall address key evaluation criteria, including, but not limited to the following:

overall satisfaction regarding the Conference, Conference facility, session subjects, website, sleeping rooms, registration process, transportation, and general comments.

2.1.22.3 Conference planner shall review and analyze the attendee electronic feedback forms, evaluate the success of the Conference, assess the effectiveness of the materials and plans, and review any problems encountered during the Conference and the effectiveness of problem resolution. Conference planner shall consolidate attendee feedback comments and provide original copies and a final report within 5 days after the Conference web site is closed down for receipt of evaluations and retrieving attendance certificates, courses attended listings, Corps reports, and CME reports (Deliverable 10).

2.1.23 Post-Conference Activities

2.1.23.1 Conference planner shall conduct a post-Conference review with the QAP within three weeks following the conclusion of the Conference (Deliverable 11). At the post-Conference review, Conference planner shall provide sufficient information to ensure the Air Force is clearly able to assess the success of the Conference.

2.1.23.2 Comprehensive financial, attendee, and other reports shall be prepared with detailed supporting documentation. These reports shall be used to document actual final Conference costs, as well as provide critical information for planning future Symposia. Conference planner shall provide a detailed reconciliation of the registration fees if applicable. Conference planner shall review and analyze the attendee evaluation forms, evaluate the success of the Conference, assess the effectiveness of the materials and plans, and review any problems encountered during the Conference and the effectiveness of problem resolution. The reports and analysis shall be provided during the post-conference review (Deliverable 12).

2.1.23.3 At the request of the QAP, Conference planner shall initiate actions to begin site selection for the same conference the following year. Conference planner shall use a systematic method to identify and evaluate a multiple choice of locations, narrowing the list to provide QAP three (3) possible conference locations that will meet all the needs and requirements of the conference. The conference location choices shall be provided in a detailed format within 45 days after conclusion of the present year‟s conference (Deliverable 13). The QAP will provide the planner with the selected conference location from the choices provided after review and evaluation of the options provided.

2.2 SERVICES SUMMARY (SS). The Government will periodically evaluate the contractor‟s performance by appointing a representative(s) to monitor performance to ensure contracted services are received. The Government representative will evaluate the contractor‟s performance through inspection of deliverables and receipt of complaints from customers. The

Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the Government may decrease the number of quality control inspections if performance dictates. The Quality

Assurance Person shall make final determination of the validity of customer complaints. See

Table 1 – Services Summary below:

SERVICE DELIVERY SUMMARY

Performance Requirements PWS

Ref

Performance Threshold

Surveillance

Method

Provide effective employee management 2.1 99% of the time; staff position within 30 working days of contract award date

100% inspection

Conference Planner shall conduct market research and do site visits for each conference, presenting recommendations on facility selection site to the QAP

2.1.1 Potential site must fit

Government per diem rates for the area and accommodate the number of anticipated attendees and number of space requirements 100% of time

100% inspection for each conference event

Conference Planner shall provide overall program management support prior to, during and after each conference

2.1.3, 2.1.4, 2.1.5, 2.1.6

95% of time PM support meets Government requirements

Customer Feedback

Web Designer shall design and maintain a secure registration and general information website to be operational 90 days prior to the conference event.

2.1.1.7

2.1.1.8

Less than 5% of the web content contains grammatical errors or requires updates

Web content monitored weekly by QAP or PM

Conference Planner shall oversea conference activities and facility management to prevent or manage schedule conflicts.

2.1.14 More than 98% of the time

project/process activities/timelines/ deadlines are accomplished

Customer Feedback

Conference Planner shall ensure snack/beverage service is provided at times requested in the facility contract and are adequate for number of attendees.

2.1.16 Refreshment service

available at the specified times in the contract with adequate quantities 99% of time.

Customer Feedback

Conference Planner shall ensure adequate and timely AV and presentation support for speakers in accordance with PWS requirements.

2.1.17 AV support available and

working 100% of the required time.

Customer Feedback

Table 1 – Services Summary

2.3 DELIVERABLES. Any papers, recommendations, etc. that the contractor submits are drafts, not final copies. The Government reserves the right to make changes to delivery dates.

However, any charges made will be provided and agreed to by the contractor through contract modification(s).

2.3.1 Deliverables.

DELIVERABLES

REF

PARA

DUE DATE

1 Schedule initial planning meeting with QAP to prepare written Conference Management Plan

2.1.4.1 Upon notification of

contract award

2 Accompany the QAP and representatives on the advance planning team trip and provide a site visit trip report

2.1.4.4.

2.5

Five working days after completion of the trip

3 Provide Conference Management Plan and

Delivery Schedule

2.1.5 Seven days after site

selection

4 Review and present Hotel MOA and AV support agreement to QAP for approval and signature

2.1.2.6, 2.1.6.2

Two weeks after site selection

5 Provide graphics, design, development, maintenance, and web support services in the form of a conference registration and information web page

2.1.7

2.1.8.1

Web-based registration shall begin 90 days before the Conference

6 Provide registration reports to the QAP 2.1.8.3 No less than weekly

7 Consolidate all presentations onto CD-ROM media and provide to the QAP

2.17.1 7 days from completion of the Conference

8 Conference planner shall establish contact and assist vendors and exhibitors desiring participation.

2.1.19 Upon receipt of vendor

list

9 Conference planner shall ensure adequate vendor display and demonstration space for participating vendors

2.1.19 Days 2 and 3 of the

Conference

10 Review and analyze the attendee feedback forms, evaluate the success of the Conference, assess the effectiveness of the materials and plans, and review any problems encountered during the Conference and the effectiveness of problem resolution, consolidate attendee feedback comments and provide original copies and a final report

2.1.22.3 Within 2 weeks after

Conference

11 Conduct post-Conference review with QAP 2.1.23.1 Within 3 weeks after

Conference

12 Detailed comprehensive financial, attendee, and other reports and analysis

2.1.23.2 Within 2 weeks after

Conference

13 Conference locations for the upcoming year 2.1.23.3 Within 45 days after conclusion of present

2.3.2 Criteria for Acceptance. All deliverables shall be submitted in a draft format mutually agreed upon by the contractor and the Government.

2.3.3 Data Reporting Requirements

2.3.3.1 Monthly Status Report.

2.3.3.1.1 The contractor shall prepare and submit a monthly status report identifying significant tasks performed, status, issues, and anticipated actions consistent with performance work statement (PWS).

2.3.3.1.2 Electronic copy of this report shall be submitted to the PM by the tenth working day of the month following the end of the reporting period.

2.3.3.1.3 Specific content of the report shall be coordinated with the DH Assessments PM and delivered in an electronic format mutually agreed upon by the contractor and the Government.

2.3.3.1.4 The report shall include the following items:

2.3.3.1.4.1 Highlights of the previous month‟s activities.

2.3.3.1.4.2 Any issues or anticipated/current problems with each task.

2.3.3.1.4.3 Planned work for the next period to include anticipated ODC or travel costs;

deliverable status information on all active tasks.

2.3.3.1.4.4 Status of QAP-generated action items, if any, from previous report and the resultant impact and schedule changes, if any.

2.4 Government Furnished Property. No Government furnished property will be provided to the contractor.

2.5 Travel. Upon approval of the QAP, the contractor shall be required to travel to multiple

CONUS conference sites and potentially to meetings at the Government‟s office location. A cost reimbursable travel line item will be included in the contract with a not-to-exceed limit. The contractor shall submit a Trip Report to the QAP 5 business days after return from the trip. Prior to travel the contractor shall coordinate with, and receive Government authorization from the

QAP. The contractor shall be responsible for obtaining all passenger transportation, lodging and year‟s Conference

14 Quality Control Plan 4.0 At time of proposal submission; updates, if required, after contract award due with

Monthly Status Report

15 Monthly Status Report 2.3.3.1 10 th working day of each month subsistence. Reimbursement of CONUS travel costs will be in accordance with the Federal

Travel Regulations (FTRs) per FAR 31.205-46. The contractor shall travel using the lower cost mode transportation commensurate with the mission requirements. When necessary to use air travel, the contractor shall use the tourist class, economy class or similar lodging accommodations to the extent they are available and commensurate with the mission requirements. Travel will be reimbursed on a cost reimbursable basis; no profit or fee will be paid.

3.0 QUALITY ASSURANCE PERSONNEL. The Contracting Officer will appoint

Government Quality Assurance Personnel to oversee the technical requirements and deliverables of the contract. This appointment shall be provided by separate letter after contract award.

4.0 QUALITY CONTROL PLAN. The contractor is responsible for Contract Management and Quality Control, not The Government.

4.1 The contractor shall be responsible for quality control (QC) for all work accomplished during the performance of this contract. All work shall be accomplished using the best commercial practices and be within the Government guidelines. Work and documentation produced by the contract personnel will be regularly reviewed by the Quality Assurance

Personnel (QAP) Representative.

4.2 Quality Control (QC) Plan. The contractor shall provide to the government a Quality

Control Plan at time of proposal and any updates after contract award. Any update to the QC

Plan must be reviewed by the Government.

4.3 Positive incentives as a result of performance that continually exceeds the performance objectives as outlined in the Performance Work Statement (PWS) may result in reduced surveillance and favorable Contractor Performance Assessment Reports (CPAR). Negative performance incentives include re-performance of the defective service in accordance with the

Inspection of Services clause, reduction of fee/price, negative CPAR reporting and/or increased surveillance.

5.0 NON PERSONAL SERVICES: The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks outside of the scope of the contract, or prepare work schedules for individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor‟s responsibility to notify the CO immediately. These services shall not be used to perform work of a policy/decision making or management nature, i.e., inherently Governmental functions. All decisions relative to programs supported by the contractor shall be the sole responsibility of the

Government.

6.0 CONTRACTOR IDENTIFICATION: All contractor/subcontractor personnel shall wear a Government identification badge at all times while performing under this effort. When attending meetings and/or answering phones or via electronic mail, the contractor/subcontractor personnel shall identify themselves as a contractor employee to avoid situations arising where sensitive topics might be better discussed solely between Government employees.

Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they review. Electronic mail signature blocks shall identify their company affiliation.

Where practicable, contractor/subcontractors occupying collocated space with their Government program customer should identify their work space area with their name and company affiliation or as a minimum “Contractor” after name.

7.0 PLACE OF PERFORMANCE. All work shall be completed on site at the conference facility. Audio-visual equipment shall be located and set up in the negotiated number of rooms at the facility.

8.0 PERIOD OF PERFORMANCE. Contract performance period shall be between 15

January 2011 through 14 January 2012 for the base year, for pre-conference planning and post-conference after-action reports; however, the actual dates of the conference will be scheduled between 21 April – 3- June 2011 depending on facility and availability of the Air Force Medical

Service (AFMS), the Air Force Surgeon General (AF/SG) and Headquarters Air Force (HAF)

Staff. Four option years are also required from 15 January 2012, 15 January 2013, 15 January

2014 and 15 January 2015 for a performance period…