Attachment_1_2015_AFMS_SLW_SOW.pdf

HEADQUARTERS UNITED STATES AIR FORCE

AIR FORCE SURGEON GENERAL

STATEMENT OF WORK

FOR

2015 Air Force Medical Service (AFMS) Senior Leadership Workshop

30 September 2015

TABLE OF CONTENTS

1.0 DESCRIPTION OF SERVICES PAGE

1.1 Background 3

1.2 Scope 3

1.3 Acronyms 4

2.0 SUMMARY OF REQUIREMENTS 4

2.1 Workshop Requirements 4

2.2 Government Furnished Property 7

2.3 Place of Performance 7

2.4 Period of Performance 7

2.5 Data Rights 8

STATEMENT OF WORK (SOW)

FOR THE

SENIOR LEADERSHIP WORKSHOP (SLW)

1.0 DESCRIPTION OF SERVICES

1.1 Background. The SLW is critical for coordination, planning, execution and the recognition of changes in strategic direction for the Air Force Medical Service (AFMS). The SLW will provide a forum for AFMS senior leaders (officer, enlisted, and civilians) to exchange knowledge on critical issues affecting the AFMS. These leaders are the key points of contact for executing AFMS policy, programs, and strategy to support over two million Air Force (AF) beneficiaries.

This forum will enable strategic decision-making and provide critical lessons learned to both care for our warriors and gain efficiencies within the AFMS. Assembling these leaders is mission critical as each AF hospital and clinic must adapt operations to new constraints in the budget and further focus on the Military Health System becoming a highly reliable organization.

The AFMS and Military Health System (MHS) are undergoing great change in their history and coordinated, informed leadership is critical to ensuring our readiness and sustained quality of medical services through this transformation. The agenda is designed to produce strategic discussion, alignment of processes, and provision of essential information for informed leadership through large-scale change. Training topics are directly linked to the AFMS objectives for the year ahead, primarily focused on Trusted Care and measurable metrics for improvement. Topics will include such issues as readiness/clinical currency, patient care and safety, governance, performance management, and budget.

The overwhelming response from the field in the past has been the need for hands-on, face-to-face interaction with senior leaders and peers for group discussions, problem solving, and focus groups on critical issues in today’s MHS. By attending this workshop, members will receive specific initiative training, development and planning skills/products, and learn tactical best practices and other innovative techniques being used to improve performance toward the high reliability.

Breakout sessions will provide discussions focused on specific mission requirements and specific clinical services so that leaders can map changes to meet imperatives relating to mission changes, efficiency, shared services in the MHS, and strategic changes in capability.

1.2 Scope. The Government requires a hotel or a meeting facility to provide a “Complete Meeting Package”(CMP) to support the AFMS SLW to include: primary meeting space and breakout rooms (number included based on availability and room/night consumption); operations center (command post); speaker ready room; executive office; overnight accommodations for approximately 280 people; three buffet meals daily, Monday through Thursday, to include dinner on date of arrival and breakfast and lunch on the day of departure; light refreshment break stations (available during standard business hours); registration area; standard audio-visual (AV) equipment included in the package with appropriate AV support personnel to assist in resolving problems; additional AV equipment and support may be required; a dedicated facility/meeting planner for coordination and planning with the Government’s SLW Program Manager/Contracting Officer’s Representative (PM/COR) as soon as the contract is awarded;

complimentary Wi-Fi in public space; complimentary wired high-speed internet in the guest rooms; complimentary parking; and use of the fitness center. Lodging and Buffet Meal costs will be incurred on attendees’ Government Travel Card. The date for the SLW will be Monday, 16 November 2015 – Friday, 20 November 2015 (see exceptions in section 2.4). There will be a reception for approximately 330 people on the evening of Wednesday, 18 November 2015. Food and beverage for this function will be paid for by a non-reimbursable “hospitality fee”. An ice-breaker/social chairman will be appointed and this person will coordinate this event upon contract award. The Government requests the facility’s ability to host the SLW. The dates for 2015 are non-negotiable.

There will be approximately 50 people who are referred to as “Day Trippers” who will not remain overnight. The Day Trippers may be different people each day. The facility will establish a separate fee for lunch and refreshment breaks that will be paid by the Day Trippers.

The Government POC will collect the Day Trippers fee each day and provide it to the Facility’s designated conference planner. These fees will not be paid by the Government.

1.3 Acronyms.

ACRONYM DEFINITIONS

AF Air Force AFMS Air Force Medical Service AV Audio Visual CMP Complete Meeting Package MHS Military Health System PM/COR Program Manager/Contracting Officer Representative SLW Senior Leadership Workshop SOW Statement of Work

2.0 SUMMARY OF REQUIREMENTS.

2.1 SLW Requirements

Meeting Space: The Contractor shall provide a complete (general session) meeting space set up classroom style and provide seating to accommodate 330 attendees; additionally, the speaker ready room must be next to the primary meeting space. The Government also requires six (6) smaller breakout rooms, a speaker ready room, and an executive office shall be set up and provided. Breakout rooms should be able to accommodate a minimum of 50 people. The matrix below details SLW flow and room requirements. All rooms will be on a 24-hour hold. The Government requests eleven (11) breakout rooms on Friday, 20 November 2015 only from 0600 – 1300 able to accommodate a minimum of 50 people each. There will be no AV requirements for the 11 rooms.

Day Date Start End Function Name

People Setup Style

Mon - Thu

11/16- 11/19/2015 (room set-up 11/15)

7:00AM 9:00PM Six (6) Breakout Rooms

Approx.

50 each room

Round tables

Mon - Thu

11/16- 11/19/2015 (room set-up 11/15)

7:00AM 6:00PM Complete Session

330 Classroom

Wed 11/18/2015 6:30PM 9:30PM Networking /Social Common Area

330 Open Area

Mon - Thu

11/16- 11/19/2015 (room set-up 11/15)

7:00AM 5:00PM Speaker Ready

5 Classroom

Mon - Thu

11/16- 11/19/2015 (room set-up 11/15)

6:00AM 6:00PM Operations Center

12 Office

Mon - Thu

11/16- 11/19/2015 (area set-up 11/15)

6:00AM 5:00PM Registration 5 TBD

Mon - Thu

11/16- 11/19/2015 (room set-up 11/15)

6:00AM 6:00PM Exec Office 5 Office

Fri 11/20/2015 (room set-up 11/19)

6:00AM 1:00PM Eleven (11) Breakout Rooms

Approx 50 each room

Classroom

Lodging: The Contractor shall make available no less than 280 sleeping rooms priced at the current Government Per diem rate (http://www.gsa.gov/portal/category/100120). Individual attendees will pay for his/her room. The Government will not incur 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. Blocked rooms shall accept reservations at Government per diem rate up 10 November 2015, 5PM Eastern Standard Time. Most reservations will be for the SLW period, however up to 40 rooms may be reserved for approximately an additional three (3) days prior or three (3) days after the SLW. These rooms shall also be offered at the local Government per diem rate. Any cancellations by the guests must be made prior to 6 PM, night of arrival.

Meals: Three (3) buffet meals shall be provided daily beginning with dinner on date of arrival and ending with breakfast and lunch on date of departure. The government will only be obligated to pay for actual attendees. The estimated number of attendees will be 330.

Networking/Social Common Area: The Contractor shall provide room/space for 330 attendees on 18 November 2015 between 6:30 PM and 9:30 PM.

Light Refreshments: The Contractor shall provide light refreshments including morning breaks, afternoon breaks, water at podium for speakers, and water, coffee or tea at tables for 330 attendees.

Facility Representative: The Contractor shall provide a facility representative to communicate with the Government point of contact to ensure all requirements are coordinated in a timely and effective manner. Any issues related to the workshop will be coordinated between the facility representative and the Government point of contact. The Contractor shall provide the facility representative contact information to the Contracting Officer no later than two (2) business days after award.

Audio Visual (AV) and Information Technology Equipment with Labor: The Contractor shall provide the technical support and AV equipment to include set up and to operate, laptops, microphones, projection screens, podiums, printer, and digital scanner/sender with email capability, copier, telephones, internet access, easels with pads and markers.

All information, data, or audio/video resulting from the workshop is the sole property of the AFMSA. All equipment to be provided shall be set up and tested before the first sessions of the day according to the following specific room requirements:

1) Operations Center shall have:

One (1) digital scanner/sender with capability to email documents One (1) local printer One (1) copier and up to 2,000 copies provided Five (5) laptops and LAN drops with internet access provided Internet usage for five (5) laptops Two (2) phones and phone lines One (1) fax line Two (2) easels with pads and markers Table with 10 chairs Two (2) small desks with chair AV labor on stand-by to set up and run AV equipment, as well as remedy any technical issues

2) Main Plenary Room (general session) shall have:

One (1) front projection screen One (1) screen projector Two (2) laptops with internet access provided One (1) podium Five (5) microphones (2 wireless) AV equipment to support briefings (mixer, speakers, PC connections, laser pointers, etc.)

Full-time, in-the-room AV labor to set up and run AV equipment, as well as remedy technical issues One (1) monitor Two (2) head tables with six (6) chairs per table will be required

3) Breakout Rooms (six (6) rooms/Monday - Thursday): Each shall have:

Seating for approximately 50 people per room One (1) front projection screen One (1) screen projector One (1) laptop with internet access provided One (1) podium Three (3) microphones (2 shall be wireless) AV equipment to support briefings (mixer, speakers, PC connections, laser pointers, etc.)

4) Breakout Rooms (11 rooms/Friday) (these will not require AV): Each shall have:

Seating for approximately 50 people per room One (1) front projection screen One (1) screen projector One (1) laptop with internet access provided One (1) podium Three (3) microphones (2 shall be wireless)

5) Speaker Ready Room shall have:

Two (2) small desks with chairs, and additional seating for five (5) One (1) laptop with internet access provided AV labor on stand-by to set up and run AV equipment, as well as remedy any technical issues

6) Executive Office shall have:

One (1) projector with screen One (1) laptop with internet access provided One (1) phone line Seating for up to 5 attendees

2.2 Government Furnished Property. No Government furnished property will be used by the Contractor.

2.3 Place of Performance. The hotel or meeting center will be within 15 miles of Dulles International Airport, 1 Saarinen Circle, Dulles, VA 20166.

2.4 Period of Performance. Actual 2015 SLW dates are 16-20 November 2015; request access to all rooms for set–up the day before, 15 November 2015.

2.5 Data Rights. All information, data, or audio/video resulting from the workshop is sole property of the AFMS.