Atch1_SOW-Medical_Logistics_Symposium_28May15.docx

AIR FORCE MEDICAL OPERATIONS AGENCY

STATEMENT OF WORK (SOW)

FOR

57th MEDICAL LOGISTICS SYMPOSIUM

26 MAY 2015

SECTION C

STATEMENT OF WORK FOR

57th MEDICAL LOGISTICS SYMPOSIUM

SECTION TITLE PAGE

C-1 DESCRIPTION OF SERVICES 3

C-3 DEFINITIONS 7

SECTION C-1

GENERAL

1.1 SCOPE OF WORK. The Contractor shall provide individual lodging rooms, meeting space accommodations, light refreshments, audiovisual equipment and audiovisual support for the 57th Medical Logistics Symposium, 20-23 July 2015; and lodging rooms for personnel attending pre and post Medical Logistics leadership meetings, 18-19 July 2015 and 24-25 July 2015. Performance shall be in accordance with the requirements contained in this statement of work (SOW). The resultant contract is not intended to cover the price of hotel rooms occupied for the conference attendees, each attendee will be billed by the hotel for his or her room, as well as any individual charges (meals, movies, etc.). The following are criterion required to be intrinsic to the contractor property and the surrounding area: within eight (8) driving miles of Fort Detrick, fitness center on property, and out-side restaurants located within 10 minutes walking distance from lodging.

NOTE: Conference attendees will make their reservations by individual call in; rooms will be reserved on each caller's personal credit card or government travel card, as appropriate. Participants will call the hotel/motel at least ten (10) days prior to the conference date to reserve their room. The hotel/motel shall honor any standard cancellation policy regarding any cancellations and any billing policy for no-shows, meaning that no-shows will be billed for the date that would have been the date of check-in only.

1.2. PERSONNEL

1.2.1. POINT OF CONTACT. The Contractor shall provide a point of contact (Project Manager) that shall be responsible for the performance of the work. The point of contact shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The Contractor shall designate this individual, in writing, to the Contracting Officer before the contract start date. An alternate may be designated, but the Contractor shall identify those specific times when the alternate shall be the primary point of contact.

1.2.2. HOURS AND LOCATION OF SERVICES. All services shall be provided at the Contractor location as specified:

1.2.2.1. The period of performance for lodging room availability is July 18 - 25, 2015 with the latest checkout on 25 July 2015.

1.2.2.2. The period of performance for conference days is July 20 - 23, 2015. The Contractor shall provide services on these dates from 7:00 a.m. to 5:30 p.m.

1.3. SPECIFIC TASKS.

1.3.1. LODGING ROOMS. The Contractor shall make available a minimum of 25 lodging rooms for individual attendee reservations from July 18, 2015 through the night of July 23, 2015; an additional 60 lodging rooms from 19 July, 2015 through the night of July 23, 2015; an additional 40 lodging rooms for individual attendee reservations for the period of July 20, 2015 through the night of July 23, 2015; and four lodging rooms from July 24, 2015 through the night of July 25, 2015. The rooms must be available at the current 2015 government per diem rate for the Frederick, Maryland area and will be individually charged to each attendee. The Government will not be responsible for the cost of any lodging rooms.

1.3.2. LIGHT REFRESHMENTS. The Contractor shall provide light refreshments for 50 individuals on 20 July 2015 during mid-morning and afternoon breaks; and 220 individuals from 21 July 2015 through 23 July 2015, during mid-morning and afternoon breaks for all attendees, as specified below. Refreshments will be placed in a location as to not hinder participants from traveling to and from breakout sessions.

DAY/DATE (2015):

Monday, 20 July 09:45 AM Mid-morning break with coffee (decaf & regular), hot tea and juice 2:30 PM Afternoon Break with cookies, brownies, coffee (decaf & regular) and assorted sodas

Tuesday, 21 July 09:45 AM Mid-morning break with coffee (decaf & regular), hot tea and juice 2:30 PM Afternoon Break with cookies, brownies, coffee (decaf & regular) and assorted sodas 6:30 PM to 8:30 PM Reception for 220 attendees that will consist of light hors-devours and refreshments (See Para 1.3.5.2)

Wednesday, 22 July 09:45 AM Mid-morning break with coffee (decaf & regular), hot tea and juice 2:30 PM Afternoon Break with cookies, brownies, coffee (decaf & regular) and assorted sodas

Thursday, 23 July 09:45 AM Mid-morning break with coffee (decaf & regular), hot tea and juice 2:30 PM Afternoon Break with cookies, brownies, coffee (decaf & regular) and assorted sodas

1.3.3. MEETING SPACE. The Contractor shall provide meeting space each day from 7:00 AM to 5:30 PM as detailed below. Contractor will ensure the ballroom and breakout session rooms are arranged in classroom-style prior to the event. The ballroom set-up will also include rectangular tables, covered with linen table cloths.

Monday, 20 July Provide two (2) breakout rooms (accommodate 45 people each) with an unobstructed view of a single projector screen.

Tuesday, 21 July Ballroom (accommodate 220 people) with an unobstructed view of two (2) large format projector screens, and adequate aisle space for a formal procession.

Provide seven (7) breakout rooms (accommodate minimum of 40 people each) with an unobstructed view of a single projector screen, two (2) meeting rooms (accommodate six (6) people), one (1) room for administration, an open area for registration and five (5) vendor booths.

Ballroom room for evening reception (accommodate 220 attendees)

Wednesday, 22 July Ballroom (accommodate 220 people) with an unobstructed view of two (2) large format projector screens.

Provide seven (7) breakout rooms (accommodate minimum of 40 people each) with an unobstructed view of a single projector screen, two (2) meeting rooms (accommodate six (6) people each), one (1) room for administration, an open area for registration and five (5) vendor booths.

Thursday, 23 July Ballroom (accommodate 220 people) with an unobstructed view of two (2) large format projector screens.

Provide seven (7) breakout rooms (accommodate minimum of 40 people each) with an unobstructed view of a single projector screen, two (2) meeting rooms (accommodate six (6) people each), one (1) room for administration, an open area for registration and five (5) vendor booths.

1.3.4. INTERNET SUPPORT. The Contractor shall provide the following internet support as specified.

1.3.4.1. Wireless internet connectivity for conference area.

1.3.4.2. Internet availability in all lodging rooms, ballroom, breakout rooms, administration room and registration area.

1.3.5. MISCELLANEOUS SUPPORT.

1.3.5.1. Contractor must have a Business Center available during conference days. Business Center must include telephones, computers with internet connectivity, printers, and fax machine.

1.3.5.2. The contractor shall provide a separate estimate for the ability to host a two-hour (6:30 PM to 8:30 PM) reception on Tuesday, July 21, 2015 for 220 attendees that will consist of light hors-devours and refreshments.

1.4. PERSONNEL REQUIREMENTS.

1.4.1. CONFLICT OF INTEREST. The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. 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 in accordance with the Department of Defense Directive (DoDD) 5500.7, Standard of Conduct and the Air Force Policy.

SECTION C-2

GOVERNMENT AND CONTRACTOR FURNISHED PROPERTY AND SERVICES

2.1. CONTRACTOR FURNISHED PROPERTY AND SERVICES. Except for those items or services specifically stated in paragraph 2.2 of this SOW, the Contractor shall furnish everything required to perform this contract in accordance with all of its terms.

2.2. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

2.2.1. EQUIPMENT.

a) General Session:

2.2.2. SERVICES.

2.2.2.1. The Government will provide precise time requirements to the Contractor for general sessions, breakout sessions, refreshment breaks and the reception.

SECTION C-3

DEFINITIONS

3.0 DEFINITIONS. The following terms are defined as set forth herein in accordance with the terms of the SOW and the contract.

3.1. Contracting Officer (CO). The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract and shall determine the final assessment of the contractor’s performance. The CO shall designate a primary and alternate COR prior to contract award. Upon request, the CO shall provide an assessment on COR performance to the COR Supervisor. The CO is the only person with the authority to make interpretations of and changes to the contract.

3.2 Contracting Officer Representative (COR). The COR is responsible for providing continuous program and technical oversight of the contractor’s performance. While the COR may serve as a direct conduit to provide Government guidance and feedback to the contractor on technical matters, they are not empowered to make any contractual commitments or any contract changes on the government’s behalf. The COR is responsible for reporting early identification of performance problems to the CO and may use the applicable appendix items for documenting contractor performance. The COR will certify that acceptable services were received, in accordance with the terms and conditions of the contract. The COR will certify receipt of contractor services via the Wide Area Workflow (WAWF) website. Certification of services shall be accomplished no later than seven (7) calendar days after receipt of the invoice. To avoid payment of interest penalties, if the invoice is unacceptable, it should be rejected in WAWF within the first seven (7) calendar days after receipt of the invoice, and the CO should be notified immediately.

3.3 Project Manager (PJM). Has the overall responsibility for managing the various activities that support this contract. The PJM is the primary liaison for the contractor employees’ performance and the Contracting Officer (CO) and the COR. The PJM is responsible for assisting in the preparation of on-site providing Government with a single contact point, monitoring on-site performance for the duration of the workshop. The COR and PJM have joint responsibility in facilitating the necessary workshop meetings.

3.4 Government Quality Assurance. The contractor is responsible for implementing and delivering performance that meets contract. The Government’s shall provide surveillance of the contractor’s performance to assure that it meets contract requirements. It is the government’s responsibility to be objective, fair and consistent in evaluating contractor performance. The Contracting Officer (CO) shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract and determines the final assessment of contractor performance.

3.5 Statement of Work (SOW). This document accurately describes required services in terms of the output requirements.

Statement of Work (SOW) Page 1 of 7 Pages

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