Atch_01_-_2018_HC_Summit_Statement_of_Work.pdf

Headquarters Air Force Chaplain Corps

Statement of Work (SOW) Service Support for the

2018 AF Chaplain Corps Summit

1.0. Background. The Air Force Chief of Chaplains is hosting the 2018 Air Force Chaplain Corps Summit from 14 August 2018 through 16 August 2018. The purpose of this conference is to bring MAJCOM and wing senior Religious Support Teams (RST) together to discuss significant issues impacting the Chaplain Corps and train on new requirements to improve delivery of spiritual care for all Airmen. A pre-Summit Chaplain Corps Council of only the senior leaders from MAJCOM, FOA, DRU, and COCOM will meet on the day prior to Summit start date.

2.0. Summary of Requirements:

2.1. Description of Services. The contractor shall provide room availability and summit support services for a maximum of 250 participants supporting the Air Force Chaplain Corps Summit from 14-16 August 2018 and the Chaplain Corps Council pre-summit meeting on 13 August 2018 in the National Capital Region (NCR). The NCR, for the purpose of this requirement, is defined as the geographical area 20 miles within Dulles International Airport or 20 miles within Reagan National Airport. Summit attendees will confirm reservations using a personal or Government credit card. Upon check-in, attendees will arrange payment for their own room and potential incidental charges. Incidental room charges shall not be charged to the resultant Purchase Order (PO). The contractor shall provide a total of 935 room nights and 25 suite nights, as stated in Section 2.2 Task Description. For safety and security reasons, all rooms shall be located in the same building as the conference and accessible from the inside.

Requirements for sleeping rooms are based on the summit and Council dates ONLY and do not account for members who may wish to arrive earlier or stay later than those Summit dates.

2.2. Task Description: The contractor shall provide the following requirements:

2.2.1. Event Date: Sunday, 12 August 2018

1) SLEEPING ROOMS

A. 40 Regular Rooms B. 5 Suites

2) OPERATIONS CENTER (3:00pm-11:00pm) A. U-Shape setup w/12 chairs B. 1 message board C. 1 easel D. Internet access E. 1 color printer w/ copier

3) REGISTRATION AREA (4:00pm-8:00pm)

A. Use of the registration area to include… B. Electrical drops for 2 laptop computers C. 1 message board D. 1 easel E. 1 - 6’ table w/ 2 chairs F. Attendance of 40 max people passing through registration area

2.2.2. Event Date: Monday, 13 August 2018 (Chaplain Corps Council & Chaplain Corps Summit)

1) SLEEPING ROOMS

A. 225 Regular Rooms

B. 5 Suites

2) OPERATIONS CENTER (6:00am-11:00pm) A. U-Shape setup w/12 chairs B. 1 message board C. 1 easel D. Internet access E. 1 color printer w/ copier

3) 1 BREAKOUT ROOM (7:00am-5:30pm) A. U-shape set up w/50 chairs B. 1 projection screen C. Projector as needed for above screen

4) REGISTRATION AREA (12:00pm-9:00pm) A. Use of the registration area B. Electrical drops for 2 laptop computers C. 1 message board D. 1 easel E. 1 - 6’ table w/ 2 chairs F. Attendance of 250 max people passing through registration area

5) RECEPTION AREA (5:30pm-8:30pm) A. Small rounds throughout area – 200 people B. Audio visual support required

a) 1 AV technician required in room

b) 1 - 10’ x 7.5’ rear projection screens

c) Projector for above screen

d) 1 sound system

e) 1 podium w/ mic

f) 2 wireless handheld mics

2.2.3. Event Date: Tuesday, 14 August 2018 (Chaplain Corps Summit)

1) SLEEPING ROOMS

A. 225 Regular Rooms B. 5 Suites

2) OPERATIONS CENTER (6:00am-11:00pm) A. U-Shape setup w/12 chairs B. 1 message board C. 1 easel D. Internet access E. 1 color printer w/ copier

3) SUMMIT GENERAL SESSION ROOM (7:00am-5:30pm) A. School room setup for 250 attendees B. Audio visual required

a) 1 AV technician required in room

b) 12’ x 16’ stage w/draping/skirting (Navy Blue)

c) 1 - 6’ table on stage and 2 chairs

d) 2 - 10’ x 7.5’ rear projection screens w/pipe & draping (navy blue)

e) Projector(s) as needed for above 2 screens

f) 1 sound system

g) 1 podium w/mic

h) 4 wireless handheld mics

j) 2 lapel mics

4) 5-10 BREAKOUT ROOMS (7:00am-5:30pm) A. Theater set up w/50 chairs for each room B. 1 projection screen C. Projector as needed for above screen

2.2.4. Event Date: Wednesday, 15 August 2018 (Chaplain Corps Summit)

1) SLEEPING ROOMS

A. 225 Regular Rooms B. 5 Suites

2) OPERATIONS CENTER (6:00am-11:00pm) A. U-Shape setup w/12 chairs B. 1 message board C. 1 easel D. Internet access E. 1 color printer w/ copier

3) SUMMIT GENERAL SESSION ROOM (7:00am-5:30pm) A. School room setup for 250 attendees B. Audio visual required

a) 1 AV technician required in room

b) 12’ x 16’ stage w/draping/skirting (Navy Blue)

c) 1 - 6’ table on stage and 2 chairs

d) 2 - 10’ x 7.5’ rear projection screens w/pipe & draping (navy blue)

e) Projector(s) as needed for above 2 screens

f) 1 sound system

g) 1 podium w/mic

h) 4 wireless handheld mics

j) 2 lapel mics

4) 5-10 BREAKOUT ROOMS (7:00am-5:30pm) A. Theater set up w/50 chairs for each room B. 1 projection screen C. Projector as needed for above screen

5) BANQUET ROOM (5:30pm-10:00pm) A. Small rounds throughout area – 250 people B. Audio visual required

a) 1 AV technician required in room

b) 12’ x 16’ stage w/draping/skirting (Navy Blue)

c) 1 - 6’ table on stage and 2 chairs

d) 2 - 10’ x 7.5’ rear projection screens w/pipe & draping (navy blue)

e) Projector(s) as needed for above 2 screens

f) 1 sound system

g) 1 podium w/mic

h) 4 wireless handheld mics

j) 2 lapel mics

2.2.5. Event Date: Thursday, 16 August 2018 (Chaplain Corps Summit)

1) SLEEPING ROOMS

A. 225 Regular Rooms B. 5 Suites

2) OPERATIONS CENTER (6:00am-11:00pm) A. U-Shape setup w/12 chairs B. 1 message board C. 1 easel D. Internet access E. 1 color printer w/ copier

3) SUMMIT GENERAL SESSION ROOM (7:00am-5:30pm) A. School room setup for 250 attendees B. Audio visual required

a) 1 AV technician required in room

b) 12’ x 16’ stage w/draping/skirting (Navy Blue)

c) 1 - 6’ table on stage and 2 chairs

d) 2 - 10’ x 7.5’ rear projection screens w/pipe & draping (navy blue)

e) Projector(s) as needed for above 2 screens

f) 1 sound system

g) 1 podium w/mic

h) 4 wireless handheld mics

j) 2 lapel mics

4) 5-10 BREAKOUT ROOMS (7:00am-5:30pm) A. Theater set up w/50 chairs for each room B. 1 projection screen C. Projector as needed for above screen

2.2.6. Availability of shuttle service to/from Reagan National Airport and/or Dulles International Airport.

2.2.7. Provide a minimum of 4 keys to the meeting rooms and operations center for Chaplain Corps Summit project officers and support staff.

2.2.8. Provide access to copier machine, supplies and printer facilities on a daily basis.

2.2.9. Provide on-site A/V technicians for maintenance and support daily.

2.2.10. Availability of parking for participants.

2.2.11. Provide 5 easels for displays daily.

2.3. All services shall be accomplished in accordance with the best commercial practices. All services must meet professional standards.

3.0. Dates of Requirement. The Period of Performance for this requirement is 12 August 2018 through 17 August 2018 (departure date).

4.0. Audio/Visual Assistance. The Contractor shall provide audio/visual (A/V) assistance. A/V technician shall be available for assistance between the times of 6:00am EST and 8:00pm EST each day of the Chaplain Corp Summit and Chaplain Corps Council.

5.0. Key Personnel. Key personnel shall be available during Summit meeting days/times.

5.1. Key personnel shall include Hotel Manager and Technical Personnel

6.0. The Contractor shall provide all materials for completion of the required tasks and services.

7.0. The Contracting Officer will provide a representative to correspond with the Contractor.

8.0. Contractor Availability

8.1. Hours of Work. Services shall be performed in the times provided in Section 2.2 of this SOW.

8.2. Duration of Task. The period of performance shall be from 12 August 2018 to 17 August 2018.

8.3. Travel. Contractor travel is not envisioned in this requirement. All travel by the Contractor in fulfillment of this contract will be at the expense of the Contractor.

9.0. SPECIAL INSTRUCTIONS

9.1. General. The Government shall retain all rights to the materials and ideas submitted in the support of the conference to the USAF Chaplain Corps.

9.2. Notifications by the Contractor. The Contractor shall keep the Contract Specialist, the Contracting Officer and its Representative informed of all aspects related to contract support of the Summit that may impact the conduct of the conference not later than 23 July 2018. Examples include hotel construction, renovations, additional large groups using hotel facility, excessive or loud noise, etc.

9.3. Site Visit. Summit personnel will conduct a site visit to review the services and deliverables approximately 45 days prior to the 14 August 2018 conference start date.

9.4. Unable to honor room reservations. If a conference attendee arrives at the hotel with a reservation number and the hotel is unable to provide the appropriate room in the hotel, the hotel shall offer the attendee:

9.4.1. A room at another hotel of equal to or greater hotel standards at the guaranteed room rate that is within a 10 minute drive of the conference hotel; and

9.4.2. Transportation to and from the substitute hotel and the conference hotel at no additional cost.

9.5. The Contractor shall identify problems or potential problems affecting performance to the attention of the Government Representative immediately. Verbal reports shall be followed up with written reports within 24 hours.102264

9.6. Hotel rate exempt from occupancy and state taxes must be a flat rate within government locality allowed, not to exceed.