Attachment_1_-_SLW_2017-SOW_-26Jun17-Final.pdf

STATEMENT OF WORK

For

Air Force Medical Support Agency

Senior Leadership Workshop

Contract Number TBD

26 June 2017

26 Jun 17

TABLE OF CONTENTS

Section Page Number

1. DESCRIPTION OF SERVICES 3

1.1. Background 3

1.2. Scope 3

2. CONTRACT REQUIREMENTS 3

2.1. Workshop Meeting Space Requirements 3

2.2. Audio Visual Equipment and Support 5

2.3. Lodging Accommodations 6

2.4. Meals 6

2.5. Light Refreshments 6

2.6. Annual Conference Dates 6

2.7. Complimentary Services 7

2.8. Transportation Services. 7

2.9. Contractor/Government Communication 7

3. ACRONYMS 7

1. DESCRIPTION OF SERVICES

1.1. Background. The Senior Leadership Workshop (SLW) is critical for coordination, planning, execution and the recognition of changes in strategic direction for the Air Force Medical Service (AFMS). The SLW provides a forum for AFMS senior leaders to exchange knowledge on current and critical issues affecting the enterprise. These leaders are the key points of contact for executing AFMS policy, programs and strategy to support over 2.5 million Air Force (AF) beneficiaries.

1.1.1. The SLW has been held annually since 2003. The SLW provides hands-on, face-to-face interaction with senior leaders and peers and is a forum for discussion and problem solving to address current key issues and future strategies.

1.1.2. Breakout sessions enable small group forums and working groups to focus on specific mission requirements and clinical services so leaders can map changes to meet the intent of the AFMS and Military Health System (MHS). Plenary sessions provide an open forum for discussion among all attendees.

1.2. Scope. The Contractor shall provide a Meeting Package (MP) for the 5-day SLW, annually.

The MP shall include: space, complete room set up (with tables, chairs, podiums, required AV equipment, and internet) of: primary meeting room for 480 attendees; breakout rooms, operations center; speaker ready room; executive office; registration area; common area for evening reception; overnight accommodations for 450 people co-located on premise with the meeting rooms (most attendees will check in on Monday and check out Friday); three buffet meals daily beginning with dinner on the date of arrival for each attendee and breakfast and lunch on the date of departure for each attendee); morning and afternoon light refreshment break stations (available during standard business hours); and standard audio-visual (AV) equipment included in the package with one full-time AV support personnel. All lodging and buffet meal costs shall be billed to, and paid for, by each individual attendee; these charges are not included in this contract. Of the 480 SLW attendees, 30 are local attendees who do not require lodging accommodations. The conference facility shall be located within a 40-mile radius of Dulles International Airport, 1 Saarinen Circle, Dulles, VA 20166. The Contractor shall furnish all requirements necessary to perform these services and shall comply with the requirements contained in this Statement of Work (SOW).

2. CONTRACT REQUIREMENTS

2.1. Workshop Meeting Space Requirements. The Contractor shall provide the Government exclusive use of meeting spaces from 8:00 AM Monday to 12:00 PM Friday of each year’s SLW. The Contractor shall ensure each room set up is complete (including AV and internet connectivity checks, tables, chairs, and required equipment) referenced in Table 1 - SLW Room Requirements in the style indicated no later than 8:00 AM Monday morning of each SLW. The Government will have access to all required rooms no later than 8:00 AM Monday of each SLW.

The Government will be granted access to common areas in the Contractor’s facility to post signs on the Sunday prior to the event. The plenary room general session meeting space shall accommodate all 480 attendees. In addition, smaller breakout rooms, evening reception area, operations center (command post), registration area and executive office are required for the SLW. Table 1 details each of the room requirements.

TABLE 1 – SLW Room Requirements

Day of the Week

Start

End

Function Number of People

(Capacity)

Set-up Style & Other Room

Requirements

AV Equipment Requirements

Mon Tue-Thurs

Fri

12:00 PM

6:00 AM

6:00 AM

10:00 PM

10:00 PM

12:00 PM

Plenary Room

480 Classroom

• Rectangular tables, chairs facing front

• Small platform at back of room (to be used for video recorder)

• Continuous in-the-room AV labor to operate AV equipment and remedy technical issues

• Two (2) Front projection screens

• Two (2) Screen projectors

• Two (2) Laptops with internet access provided

• Two (2) Podiums

• Five (5) microphones (3 shall be wireless)

• One (1) Monitor

• AV equipment to support briefings: mixer, switcher, speakers, sound connections, PC and laptop connections, laser pointers, all required cables for complete system set-up

Mon Tue-Thurs

Fri

12:00 PM

6:00 AM

6:00 AM

10:00 PM

10:00 PM

12:00 PM

Speaker Ready Room

5 Office

• Next to Plenary Room

• Two (2) small desks w/ chair

• Additional seating for five (5)

• Standby AV labor to remedy technical issues

• One (1) Laptop with internet access provided

Mon Tue-Thu

Fri

12:00 PM

6:00 AM

6:00 AM

10:00 PM

10:00 PM

12:00 PM

One (1) Breakout

Room

125 Round tables distributed evenly in room

• Two (2) easels w/ pads and markers

• Standby AV labor to remedy technical issues

• 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, switcher, speakers, sound connections, PC and laptop connections, laser pointers, all required cables for complete system set-up

Mon Fri

12:00 PM

6:00 AM

10:00 PM

12:00 PM

Ten (10) Breakout Rooms per room

Tue-Thurs 6:00 AM 10:00 PM Seven (7) Breakout Rooms

Wed 7:00 PM 9:00 PM Evening Reception

480 Open common area

• Round tables w/ linens for purchased food (food will be purchased by individual attendees)

• One (1) cocktail table per fifty (50) attendees

N/A

Mon Tue-Thurs

Fri

8:00 AM

6:00 AM

6:00 AM

10:00 PM

10:00 PM

12:00 PM

Operations Center

12 Office

• Two (2) easels with pads and markers

• One (1) large table with 10 chairs

• Standby AV labor to remedy technical issues

• 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 w/ internet access provided

• Two (2) phones and two (2) phone lines

• One (1) fax line

Mon Tue-Thurs

Fri

8:00 AM

6:00 AM

6:00 AM

10:00 PM

6:00 PM

12:00 PM

Registration

5 Lobby Area

• Two (2) large tables

• Two (2) chairs

N/A

Mon Tue-Thurs

Fri

12:00 PM

6:00 AM

6:00 AM

10:00 PM

10:00 PM

12:00 PM

Executive Office

5 Office

• One (1) large table

• Five (5) chairs

• Standby AV labor to remedy technical issues

• One (1) Projector with screen

• One (1) Laptop w/ internet access provided

• One (1) Phone line and One (1) phone w/ speaker phone capability

2.2. Audio Visual (AV) Equipment and Support. The Contractor shall provide contractor-furnished AV equipment listed in Table 1 above and shall provide AV technical support for the set-up and operation of laptops, mixers, switchers, speakers, sound connections, microphones, projector, projection screens, podiums, printer and digital scanner, copier, telephones, and internet access. The Contractor shall provide continuous, in-room AV labor and support in the plenary room throughout the duration of the SLW. The Contractor shall provide standby AV labor and support for all other meeting rooms and offices to remedy any technical issues and AV problems throughout the duration of the SLW.

2.3. Lodging Accommodations.

2.3.1. Contractor Lodging Availability: The contractor shall make available lodging rooms priced at the current Government per diem rate (http://www.gsa.gov/portal/category/100120) for the area in effect for each contract period to accommodate up to 450 attendees. All lodging rooms shall be co-located on premise with the required meeting spaces. Most reservations will be for the SLW period; however, additional rooms may be reserved for an additional two (2) days prior to SLW and one (1) day after SLW to accommodate overseas travelers. These rooms shall also be offered at the current Government per diem rate. The Government will not incur financial liability associated with the facility’s agreement to hold a block of rooms for a certain time period. The block of rooms is not a minimum guarantee. The Contractor may release any unsold rooms on the Monday of each SLW at 3:00 PM.

2.3.2. SLW Attendee Lodging Reservations: SLW attendees will make their own lodging reservations. Attendees will be instructed by the Government to contact the lodging facility at least ten (10) days prior to the SLW start date to reserve their room. The Government will not be responsible for any room charges. All room charges will be the individual attendee’s responsibility.

2.3.3. Lodging Cancellation: The lodging facility shall honor standard cancellation policy regarding any cancellations and billing policy for any no-shows, meaning that no-shows shall be billed for the date that would have been the date of check-in only. Cancellations by the attendee will be made prior to 6:00 PM on the night of their arrival date. The Government will not be responsible for the cost of any lodging cancellation fees. Any cancellation or no-show fees will be the individual attendee’s responsibility.

2.4. Meals. The Contractor shall provide three (3) buffet meals (breakfast, lunch and dinner) on premise daily beginning with dinner on the date of arrival and ending with breakfast and lunch on the date of departure of each individual attendee. The Government will not be responsible for the cost of these meals. Each individual attendee will pay for their own meals. The final estimate of attendees will be provided by the Government within 30 days of the start of the event.

2.5. Light Refreshments. The Contractor shall provide light refreshments at break stations for 480 attendees and provide water at all podiums for speakers. Break stations shall be located in a common area adjacent to the plenary session and the breakout rooms. Coffee (decaffeinated and regular), tea and water shall be available during standard business hours at break stations.

Additionally, during all morning and afternoon breaks, snacks shall be provided at break stations.

At minimum, there will be two 20-minute morning breaks and two 20-minute afternoon breaks for the entire duration of the conference. The minimum required refreshments for morning breaks include: coffee (decaffeinated and regular), tea, water, juice, pastries, bagels and fruit.

Minimum required refreshments for afternoon breaks include: coffee (decaffeinated and regular), tea, water, sodas, desserts, and chips or crackers. Exact refreshment schedule will vary year to year depending on the agenda and will be finalized one month prior to the start date of each SLW.

http://www.gsa.gov/portal/category/100120

2.6. Annual Conference Dates. The dates for SLW CY 2017 shall be 4-8 December 2017, commencing on Monday, 4 December at 12:00 PM and ending on Friday, 8 December at 12:00 PM. Future SLW dates shall be: 3-7 December 2018; 2-6 December 2019; 7-11 December 2020; 6-10 December 2021.

2.7. Available Services . The Contractor’s facility shall include the following services in its meeting package: Wi-Fi in public spaces and meeting rooms; Wi-Fi or wired high-speed internet connectivity in the guest rooms; parking; and use of on-site fitness center.

2.8. Transportation Services. The Contractor’s facility shall provide transportation from Washington Dulles Airport to the facility, as well as return transportation from the facility to Washington Dulles Airport for 450 attendees for the duration of SLW event.

2.9. Contractor/Government Communication. The Contractor shall provide a dedicated focal point for coordinating and planning with the Government’s SLW Program Manager (PM) or Contracting Officer Representative (COR) within one business day after the contract is awarded.

The planner shall provide clear and consistent written and verbal response to the PM or COR within 12 business hours of Government initiated communication (e.g., return phone calls, emails or other communication).

3. Acronyms

ACRONYM DEFINITIONS

AF Air Force AFMS Air Force Medical Service AV Audio Visual MP Meeting Package CO Contracting Officer COR Contracting Officer Representative MHS Military Health System PM Program Manager SLW Senior Leadership Workshop