2025 HC Summit SOW.pdf

Headquarters Air Force Chaplain Corps

Statement of Work (SOW) Service Support for the

Annual AF Chaplain Corps Summit

1.0 Background. The Air Force Chief of Chaplains hosts the Annual Air Force Chaplain Corps Summit from 10- 15 August 2025. The purpose of this conference is to bring MAJCOM and wing/delta senior Religious Support Teams (RST) together to discuss significant issues impacting the Chaplain Corps and to train on new requirements to improve the delivery of spiritual care for all Airmen, Guardians, and families.

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 10-15 August within a 2 mile radius of Ronald Reagan National Airport and the Pentagon. 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. Neither the cost of the rooms nor incidental room charges shall be charged to the resultant Purchase Order (PO). Number of attendees is being provided only to support contractor planning and required room “blocks” to ensure availability as required. The contractor shall provide a total of 975 room nights and 20 suite nights, as stated in Section 2.2 Task Description. Additionally, the hotel is required to provide a system to collect and track payments and meals for members attending the banquet. The system must ensure accurate and efficient management of all transactions, meal preferences, and receipts of payment, and provide this information to the Chief of Chaplains office personnel upon request. 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 dates ONLY and do not account for members who may wish to arrive earlier or stay later than those Summit dates. Pricing shall also be provided for option years, for all the same tasks, from 9-14 August 2026, 8-13 Aug 2027, 13-18 Aug 2028, and 12-17 Aug 2029 (flexibility of a week before or after requested dates). Additionally, there should be an onsite hotel manager to assist with all coordination with the Point of Contacts from the Chief of Chaplains office.

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

2.2.1. Event Day 0: Sunday, 10 Aug

1) SLEEPING ROOMS

A. 75 Regular Rooms

2.2.2. Event Day 1: Monday, 11 Aug

A. 225 Regular Rooms B. 5 Suites

2) OPERATIONS CENTER (07:30am-11:00pm) A. U-Shape set-up w/12 chairs B. 1 message board C. 1 easel D. Internet access E. 1 color printer w/copier F. Able to be locked/secured with limited access only to summit staff

3) REGISTRATION AREA (10:00am-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 max 50 people passing through registration area

4) RECEPTION ROOM (5:00pm-8:00pm) A. Standing tables throughout area – 200 people B. Audio visual support required

a) 1 sound system

b) 1 podium w/ mic

c) 2 wireless handheld mics

2.2.3. Event Day 2: Tuesday, 12 Aug

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 F. Able to be locked/secured with limited access only to summit staff

3) SUMMIT GENERAL SESSION ROOM (7:00am-5:30pm) A. School room set-up 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) 2 podiums w/mics

h) 6 wireless handheld mics

i) 2 lapel mics

j) 6’ x 6’ riser

k) screen/monitor for presenters

C. Small adjacent “green room” (could be a breakout session room)

4) 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) REGISTRATION AREA (7:00am-6:00pm)

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 max 250 people passing through registration area

6) RECEPTION ROOM (7:00pm-11:00pm) A. Theater set-up 100 people B. Audio visual support required

a) 1 sound system

b) 1 podium w/ mic

2.2.4. Event Day 3: Wednesday, 13 Aug

1) SLEEPING ROOMS [for room blocking purposes only]

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

3) SUMMIT GENERAL SESSION ROOM (7:00am-5:30pm)

A. School room set-up 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) 2 podiums w/mics

h) 6 wireless handheld mics

i) 2 lapel mics

j) 6’ x 6’ riser

4) RECEPTION AREA (5:00pm-8:00pm) A. Standing tables throughout area – 250 people

5) BANQUET ROOM (4:00pm-11:00pm) A. Small rounds throughout area – 250 people B. Small single seating table with one chair at front (POW/MIA table) 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) 2 podium w/mics

h) 6 wireless handheld mics

i) 2 lapel mics

j) 12’ x 8’ riser

6) 10 BREAKOUT ROOMS (7:00am-5:30pm)

B. 1 projection screen C. Projector as needed for above screen

2.2.5. Event Day 4: Thursday, 14 Aug

B. 5 Suites

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

3) SUMMIT GENERAL SESSION ROOM (7:00am-5:30pm)

A. School room set-up 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) 2 podium w/mics

h) 6 wireless handheld mics

i) 2 lapel mics

j) 6’ x 6’ riser

4) 10 BREAKOUT ROOMS (7:00am-12:00pm)

B. 1 projection screen C. Projector as needed for above screen

5) 2 LARGE BREAKOUT ROOMS (12:00pm-5:30pm) A. Theater set-up w/100 chairs for each room B. Audio visual support required

a) 1 sound system

b) 1 podium w/mic

2.2.7. Availability of shuttle service to/from Reagan International Airport.

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

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

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

2.2.11. Availability of parking for participants.

2.2.12. Provide 10 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 Sunday through Thursday, 10-14 August 2025.

3.1 Future Years. Pricing shall also be provided as options for 9-14 August 2026, 8-12 Aug 2027, 13-17 Aug 2028, and 12-16 Aug 2029. These dates should be priced including all requirements in this solicitation including conference room space requirements and A/V resources and assistance.

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 EDT and 6:00pm EDT each day of the Chaplain Corps Summit, and until 9:00pm EDT on Wednesday night for the banquet. Work in collaboration with our A/V equipment and technicians.

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 identify a government point of contact (POC) to coordinate with the Contractor.

The Contracting Officer shall remain the only individual with the authority to alter, amend, or otherwise modify the terms of the contract.

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 Sunday through Thursday of the second week of August.

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 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 20 July. 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 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 POC and Contracting Officer immediately. Verbal reports shall be followed up with written reports within 24 hours.

9.6. Hotel rate room rate should be proposed exempt from occupancy and federal taxes and must be a flat rate within the government locality allowed, and not to exceed.