PWS SELIS - 22 May.docx

Headquarters Air Force Office of the Chief Master Sergeant of the Air Force

Conference Space and Support Services for the Senior Enlisted Leader International Summit

Performance Work Statement

17 May 2024

Controlled by: AFDW/PK CUI Categories: PROCURE Distribution/Dissemination Controls: OPEN PRIOR TO AWARD POC: SrA Chloe Harris

1. DESCRIPTION OF SERVICES:

1.1. Scope. The contractor shall provide labor, tools, materials, equipment, facilities, meals, personnel, management, and supervision necessary in accordance with requirements detailed in this Performance Work Statement (PWS) to support facilitation of the 2024 Chief Master Sergeant of the Air Force (CMSAF) hosts the Senior Enlisted Leader International Summit (SELIS) for 195 attendees.

1.2. Background. The Chief Master Sergeant of the Air Force (CMSAF) hosts the Senior Enlisted Leader International Summit (SELIS) bi-annually. The purpose of this conference is to gather the international allies and partners who are CMSAF equivalents in their nation. The conference will focus on strengthening relationships with allies and partner nations and ensuring integrated deterrence.

1.3. Location. In order to facilitate SELIS agenda, site location shall be located within downtown Washington D.C., no less than 5 miles from the Pentagon, walking distance to the White House Visitor Center (no more than ½ mile), and walking distance to a metro station and bus stop (no more than ½ mile).

1.4. Period of Performance. 24 - 30 August 2024

1.5. Conference Course Schedule. The schedule for the CMSAF SELIS is 0700 - 1730 Monday – Thursday, 26 - 29 August 2024 and 0700 – 0830, Friday 30 August. A detailed agenda regarding General Session, breakout sessions, and mealtimes are available in Appendix A of this PWS. The Government will require access to the venue 24 hours in advance of official CMSAF SELIS kickoff on 25 August 2024 for Government setup. Conference closeout will occur in the General Assembly on between 0700 - 0830 Friday, 30 August 2024.

1.6. Venue. Venue must fit the capacity requirements and be able to support 195 attendees for a General Session and provide several breakout rooms for training/discussion.

1.1. General Assembly. General Assembly shall be capable of providing clothed and cushioned chairs and clothed tables a minimum of 195 attendees for the duration of the event from 0700 - 1730.

1.1.1. The General Assembly shall include an integrated sound system and on-site Audio/Visual (A/V) support during the entire duration of the conference. The Venue will provide on-site media support services to set-up, operate, and troubleshoot A/V and information technology equipment as required during conference duration. A/V equipment provided by venue shall be functioning and current for use to include two (2) – 10’X7.5’ rear projection screens with pipe & draping (Navy Blue) and one projector; five (5) wireless microphones, five (5) lapel wireless microphones.

1.1.2. Venue shall provide a minimum of one (1) – 6-foot table to be used on stage with two cushioned chairs and two (2) screen monitors for presenters following the 4/6/8 rule guidance (example, viewing distance greater than 30 feet the minimum display size is 184 inches diagonal). .

1.1.3. High speed Internet (minimum 800 megabytes per second upload) shall be available. No additional hardware other than a Government laptop shall be required to broadcast or stream the event.

1.1.4. Venue shall provide one (1) 12’X16’ Stage with draping/skirting (Navy Blue), one (1) 6’X6’ riser, and one (1) podium with wired microphone.

1.1.5. Venue shall have accessible loading dock, and stationary parking for the duration of the event allow access at a moment's notice without venue coordination during conference hours.

1.2. Breakout Rooms. The Venue will provide a minimum five (5) breakout rooms capable of seating a minimum of 50 attendees each with A/V capability (microphone and screen) for a two-day duration from 1300 – 1730 on 27 and 28 August 2024. Each breakout room must be set up with screen projectors and a wireless microphone and the capability to connect to a government provided computer.

1.2.1. The contractor shall provide clothed and cushioned chairs and clothed tables for all attendees setup theater style.

1.2.2. High speed Internet (minimum 800 megabytes per second upload) shall be available. No additional hardware other than a Government laptop shall be required to broadcast or stream the event.

1.2.3. Contractor shall provide one (1) projection screen, two (2) wireless handheld microphones, and one (1) podium with wired microphone.

1.3. Green Room. The contractor shall provide a separate room located near or directly adjacent to the General Session for speaker preparation and distinguished visitors, a table with four (4) chairs, coffee table, and two (2) task tables during entire duration of the conference.

1.4. Conference Registration Area. The contractor shall provide a dedicated area to complete registration of attendees from 0800 – 1700, for a period of three days (two days prior to event start and on first day of event). The dedicated area shall be located on site at venue and provide a minimum of two (2) dedicated electrical outlets, message board, easel and clothed table and two clothed and cushioned chairs.

1.5. Operations Center. The contractor shall provide a dedicated space for SELIS Operations Center for a period of five (5) days from 0600 – 2100 from 25-29 August 2024. The dedicated area shall be located on site at venue and provide a minimum of two (2) dedicated electrical outlets, one (1) U-shaped clothed table for minimum seating of 12 personnel, clothed and cushioned seating for a minimum of 12 personnel, message board, easel, access and use of color printer with copier. The dedicated area shall have the ability to be locked and secured for controlled access by Government personnel (electronically/physical key). High speed Internet (minimum 800 megabytes per second upload) shall be available within the dedicated space.

1.6. Booth Display Area. The contractor shall provide an area to display a minimum of ten (10) booths and provide a minimum of 8’ or 10’ clothed tables and at least two chairs per booth, from Tuesday morning to Wednesday afternoon 27-28 August 2024. This space shall have access to electricity and wall outlets for exhibit hall. This space shall be adjacent to the General Session and breakouts.

1.7. Food and Beverage. The contractor shall provide complete and nutritious meals for breakfast and lunch, with meal appropriate beverage selection (no alcohol). All meals must be sufficient to feed a minimum of 125 attendees, with allowances for ten (10) vegan diets and ten (10) pescatarian diets as well as religious accommodations for international attendees. Conference staff will provide food accommodation information no later than 15 August. The meals will be served and consumed in the designated private dining area.

1.7.1. The contractor shall provide cushioned and clothed seating and clothed tables capable of seating all attendees at once. The contractor shall provide plates, bowls, cups, cutlery, and napkins for all meals. The contractor shall collect and dispose of dining waste and clean the dining space to include tables and chairs.

1.7.2. Contractor shall provide all meals in accordance with the U.S.D.A. Dietary Guidelines for Americans 2020-2025, Table A3-2 Healthy U.S.- Style Dietary Pattern for Ages 2 and Older, Daily or Weekly Amounts From Food Groups, Table A3-4 Healthy Vegetarian Dietary Pattern for Ages 2 and Older, With Daily or Weekly Amounts From Food Groups ,Subgroups, and Components and Table A3-5 Healthy Mediterranean-Style Dietary Pattern for Ages 2 and Older, With Daily or Weekly Amounts. All meals served shall be based on a 2,200 calorie daily diet and include a proportionate amount of fruits, grains, vegetables, proteins and dairy.

1.7.2.1. 26 August 2024 - Breakfast, Lunch, & Reception

1.7.2.1.1. 0730 - 0900 Breakfast – Contractor shall provide cafeteria-style served hot buffet breakfast for attendees. Contractor shall provide coffee, water, and tea.

1.7.2.1.2. 1130 - 1300 Lunch - Contractor shall provide cafeteria-style served hot buffet lunch for attendees. Contractor shall provide coffee, water, and tea.

1.7.2.1.3. 1000 - 1200 Reception/Intermission – Contractor shall provide coffee, water, and light snacks available for break periods.

1.7.2.2. 27 August 27 2024 - Breakfast, Lunch, & Reception

1.7.2.2.1. 0730 - 0900 Breakfast – Contractor shall provide cafeteria-style served hot buffet breakfast for attendees. Contractor shall provide coffee, water, and tea.

1.7.2.2.2. 1130 - 1300 Lunch - Contractor shall provide cafeteria-style served hot buffet lunch for attendees. Contractor shall provide coffee, water, and tea.

1.7.2.2.3. 1000 - 1630 Reception/Intermission – Contractor shall provide coffee, water, and light snacks available for break periods.

1.7.2.3. 28 August 2024 – Breakfast, Lunch & Reception

1.7.2.3.1. 0730 - 0900 Breakfast – Contractor shall provide cafeteria-style served hot buffet breakfast for attendees. Contractor shall provide coffee, water, and tea.

1.7.2.3.2. 1130 - 1300 Lunch - Contractor shall provide cafeteria-style served hot buffet lunch for attendees. Contractor shall provide coffee, water, and tea.

1.7.2.3.3. 1000 - 1630 Reception/Intermission – Contractor shall provide coffee, water, and light snacks available for break periods.

1.7.2.4. 29 August 2024 – Breakfast

1.7.2.4.1. Contractor shall provide cafeteria-style served hot buffet breakfast for attendees. Contractor shall provide coffee, water, and tea.

1.8. Transportation/Venue Parking. Parking garage options shall be available at Venue.

1.9. Printer/Copier Capability. The contractor shall provide daily access to a copier and printing machine.

1.10. Miscellaneous. The contractor shall provide a minimum of five (5) easels for displays daily.

1.11. Audio/Visual Support: The contractor shall provide on-site A/V support services to set-up, operate, and troubleshoot A/V and information technology equipment as required during conference duration.

1.12. Contract Manager. The contractor shall have available an on-site Contract Manager, and mode of contact, who shall be responsible for the contract performance and can act for the contractor on all matters relating to the contract. The name of Contract Manager(s) and an alternate(s), who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer. The Contract Manager and alternate must be able to read, write, speak, and understand English.

1.13. Safety Concerns. The Contractor is solely responsible for compliance with OSHA standards for the protection of their employees. The Government is not responsible for ensuring that Contractors comply with “personal” safety requirements that do not present the potential to damage Government resources.

1.14. Project Policy. The Contractor shall comply with all industry standards. All work shall be done in accordance with all federal, local, and state laws and regulations.

1.15. Inherently Governmental Functions. The Contractor shall not perform inherently Governmental functions as defined in the Federal Acquisition Regulation (FAR) Subpart 7.5 in relation to this PWS.

1.16. Non-Personal Services. The Government shall not supervise or task Contractor employees in any manner that generates actions of the nature of personal services, or that creates the perception of personal services. It is the responsibility of the Contractor to manage its employees directly and to guard against any actions that are of the nature of personal services or give the perception of personal services to the Government or to Government personnel. If the Contractor feels that any actions constitute, or are perceived to constitute personal services, it is the Contractor’s responsibility to notify the CO immediately. Non-personal Contractor services shall not be used to perform work of a policy/decision making or management nature.

1.17. Ethics. The Contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the Contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DoDD 5500-7, Joint Ethics Regulation.

1.18. Government Materials. The Government shall retain all rights to the materials and ideas submitted in support of the conference to the Office of the Chief Master Sergeant of the Air Force.

1.19. Notifications by the Contractor. The Contractor shall keep the Contract Specialist, Contracting Officer, and the identified Government Representative informed of all aspects related to contract support of the Conference that may impact the conduct of the conference. In accordance with FAR 52.204-1, any changes, terms or conditions of this contract is subject to the written approval of the Contracting Officer and shall not be binding until so approved.

CUI