Attachment_2,_SOW_QSPAR.pdf

Attachment 2 Statement of Work 9 May 2018

STATEMENT OF WORK

For

Air Force Medical Operations Agency

(AFMOA)

Air Force Chief of Medical Staff (SGH)/Quality System Program Assessment Review (QSPAR)

Symposium

Contract Number: TBD

Date: 9 May 2018

TABLE OF CONTENTS

Page

1.1 DESCRIPTION OF SERVICES 3

1.2 Background 3

1.3 Scope 3

1.4 Acronyms 3

2.1 SUMMARY OF REQUIREMENTS 3

2.2 Description of Duties 3

2.3 General Contractor Personnel Requirements 13

2.4 Services Summary 13

2.5 Deliverables Government Furnished Support 13

3.0 NON PERSONAL SERVICES 13

4.0 CONTRACTOR IDENTIFICATION 14

5.0 HOURS OF OPERATION 14

6.1 APPENDICES 14

6.2 APPENDIX A: Customer Feedback Form 15

1.1 DESCRIPTION OF SERVICES

1.2 BACKGROUND

The annual Air Force Chief of Medical Staff (SGH)/Quality System Program Assessment Review (QSPAR) Symposium is the sole Air Force clinical quality management training event. The intent of the specific curriculum is to improve individual and organizational knowledge and performance to successfully achieve the mission of the Air Force Medical Service (ensure medically fit forces, provide expeditionary medics, and to improve the health of all we serve to meet our nation’s needs through safe, quality care while promoting positive patient experiences and outcomes. The symposium is a four (4) day event with approximately 380 attendees (varying arrival dates, see paragraph 2.2.12).

1.3 SCOPE

The Contractor shall provide guest rooms, symposium/meeting rooms, refreshments and audiovisual support services, at a single location, for the Annual Air Force SGH/QSPAR Symposium. The Contractor shall be able to accommodate all attendees within one hotel.

The hotel shall be within a 15 mile radius of the San Antonio International Airport with collocated conference facilities. Hotel shall support the use of tax exempt forms for all Air Force guests. Roundtrip airport shuttle services to and from the hotel site shall be available with regular frequency (minimum every 1 – 2 hours). The Contractor Employee Conference Planner (herein referred to as Meeting Coordinator) shall work closely with the Government Representative to execute this symposium.

1.4 ACRONYMS

ACRONYMS

ACRONYM DEFINITIONS

AFMS Air Force Medical Service AFMOA Air Force Medical Operations Agency AV Audio Visual CO Contracting Officer COR Contracting Officer Representative CPAR Contractor Performance Assessment Report OS Overseas PWS Performance Work Statement QC Quality Control QSPAR Quality Systems Program Assessment Review SGH Chief of Medical Staff TBD To Be Determined

2.1 SUMMARY OF REQUIREMENTS

2.2 DESCRIPTION OF DUTIES

The Contractor shall provide the following, at a minimum, as specified in the Air Force SGH/QSPAR Event Schedule and the conference guest arrival and checkout schedule reflected in paragraphs 2.2.1 through 2.2.15 in this Statement of Work (SOW):

2.2.1 Hotel Guest Rooms: Guest rooms ranging from a minimum of 330 up to a maximum of 345 guest rooms are required. Two (2) executive level suites shall be available for General Officer attendance. One guest room shall be available to accommodate one government Audio-Visual (AV) support staff throughout the duration of the conference, beginning the night of Sunday, September 23rd 2018.

All rooms shall be equipped with complimentary Internet connectivity.

2.2.2 Symposium/Administrative Rooms: An administrative area is required for the symposium. The room shall be equipped with a minimum of 10 electrical outlets, wireless or wired high speed Internet connectivity. The Contractor shall provide a means for securing symposium materials from the morning of Sunday September 23rd throughout the duration of the symposium. Administrative room should be on the same floor as the symposium location. Conference staff members and attendees shall be allowed to bring nourishment from outside hotel resources in order to conduct working lunches/dinners. On Tuesday evening, September 25th, provide one

(1) meeting room with the capacity of up to 270 attendees for a conference networking social with 20 bistro/bar tables and a cash bar. *Should Government budget not support having a networking social, it will not be required.

2.2.3 Registration Area: One (1) registration area is required with four (4) tables and eight (8) chairs, or a comparable area that is visible to arriving attendees. This area will be manned by Government staff during peak arrival times for daily sign in, Monday through Friday, approximately one hour before conference start time.

2.2.4 Symposium Meeting Rooms:

2.2.4.1 Day 1: This day will consist of plenary sessions, however, may be subject to change for inclusion of breakout capabilities. Requirement is for a single room capable of seating up to 100 individuals in banquet style (round tables) setting. Government AV support for each room will include the setup of a screen and microphone/speaker, furnished by the Government.

2.2.4.2 Day 2, 3 & 4: These days will consist of combined plenary sessions and breakout sessions. Requirement includes a single room capable of seating up to 380 individuals in banquet style (round tables), with means and capacity to modify seating up to five (5) breakout rooms (capacity of breakout rooms will vary for these days). Government AV support for each room will include the setup of a screen and microphone/speaker, furnished by the Government, in each breakout room.

2.2.4.3 All meeting rooms utilized for the symposium shall be reserved on a 24-hour basis exclusively for Government use only for the entire duration of symposium. The contractor shall ensure the hotel does not allow other bookings to take place after hours in these rooms when the symposium is not in operation. It is expected most days will start in a plenary setup and then into separate breakout rooms after lunch. The Contractor shall configure and re-configure these rooms depending on the schedule. Coordination will be made between the Government and Meeting

Coordinator. For planning purposes, in most cases, the re-configurations will occur during the lunch break and at the end of the session for each day of the symposium, however this is subject to change.

2.2.4.4 One exhibition room/hall with the capacity of 50 people, shall have the capability of displaying (i.e., pin-up wall dividers/tripods or easels) 20 [84 inches (across) x 42 inches (high)] poster presentations throughout duration of the symposium (contractor shall provide 10 poster easels).

2.2.4.5 All symposium meeting rooms shall be easily accessible for those with physically challenging needs and meet the requirement of the Americans with Disability Act. There shall be adequate space outside plenary/breakout areas for refreshments and casual congregation. Plenary and breakout/exhibition rooms shall be in the same general location.

2.2.5 Refreshments: The Contractor shall provide light refreshments for the number of attendees as stated in the event schedule, section 2.2.14. Refreshments shall consist of coffee, tea, water, assorted sodas (90% diet, 10% regular), and a combination of assorted fruit (mix of cut and whole), assorted pastries, chips, cookies (or similar fare), etc. The contractor shall set up refreshments near/adjacent to breakout rooms to facilitate access for attendees. Light refreshments shall be available during three occasions on all days; 20 minutes prior to conference start (coffee, tea, water), and before morning and afternoon breaks (beverages and snacks).

2.2.5.1 Continuous water service during the symposium is required.

2.2.5.2 The Contractor shall provide light hors d’oeuvres and refreshments for up to 270 attendees during Wednesday evening’s networking social. The menu shall be agreed upon in advance, and should Government budget not support a networking social, it will not be required.

2.2.6 AV Support: The Contractor shall provide on-site technical assistance and expertise available for the duration of the conference, to include preconference setup and prior to daily conference start times. The Government will provide all necessary AV equipment at no additional charge. The Government will provide military, civil service and /or contract personnel to assist with information technology support. All meeting, administrative, registration, and exhibit rooms must have wireless high speed Internet connectivity. The Contractor shall permit Government provided AV equipment to be plugged into house sound (see 2.2.14 for specific details on hotel requirements).

2.2.7 Dining: The location of symposium shall include nearby restaurant(s) which can provide breakfast, lunch, and dinner, if the contractor cannot provide meals on the premises. The restaurants should be located within 10 minutes or 3 blocks walking distance as the approximate time for lunch breaks will be 60 minutes.

2.2.8 Transportation: Roundtrip airport transportation to/from the hotel and San Antonio International Airport must be available with regular frequency (minimum every 1-2 hours), hotel staff available to assist with transportation arrangements. If shuttle service is provided by hotel, the cost, if any, shall be identified in proposal.

2.2.9 Parking: Complimentary self-parking shall be provided at no cost, though it is expected that most attendees will not have vehicles. Should parking passes be distributed, the following are the minimum numbers of daily passes required:

(Monday: 25 passes; Tuesday – Thursday: 45 passes daily). 15 parking passes are required for Sunday, Sep 23rd (day of conference setup).

2.2.10 Fitness facilities: The Contractor shall provide symposium attendees access to complimentary fitness facilities commencing at 0600 or earlier.

2.2.11 Security: Facility shall have the minimum following security measures available:

2.2.11.1 In-place policy ensuring guest privacy

2.2.11.2 Keyless (i.e., electronic) room entry

2.2.11.3 On premises security staff

2.2.11.4 Lockable Conference/breakout/administrative rooms

2.2.11.5 After hours restricted point of entry

2.2.11.6 Security Deposit box

2.2.11.7 Secure parking area

2.2.12 Date and Estimated Sleeping Room Occupancies are as follows:

The vendor will provide a range of 330 to 345 blocked guest rooms priced at the local Government per diem rate. Individual attendees shall pay for room and meals.

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. The number of attendees requiring rooms will be approximately 333.

Estimated Guest Arrival and Checkout Schedule

Day Minus 1 – September 22, 2018 Arrival – Approximately 20 SGH Symposium Overseas (OS) Attendees

Day 0 – September 23, 2018

Arrival – Approximately 65 Remaining SGH Symposium Attendees/Speakers (one of which is an Executive Suite at Government rate) and approximately 55 QSPAR OS Attendees (140 total hotel guests)

Day 1 – September 24, 2018

Conference Attendees – Approximately 85 hotel guests plus 15 Local Area attendees, 100 total conference attendees

Day 1 – September 24, 2018

Arrival – Approximately 187 Remaining QSPAR Symposium attendees (one of which is an Executive Suite at Government rate);

Approximately 327 total hotel guests

Days 2 – 4 – September 25 - 27 2018

Conference Attendees – Approximately 327 hotel guests;

approximately 47 Local Area Attendees; 374 total conference attendees

Day 4 – September 27, 2018 Early checkout for some attendees Day 5 – September 28, 2018 Final Check-out for remaining attendees, 10 rooms will be needed the night of the September 28th for personnel returning overseas.

The Contractor’s shuttle service shall be accessible for all attendees flying into and out of San Antonio International Airport. For international flights, allow additional shuttle service for two (2) days pre/post arrival/departure for possible flight delays.

2.2.13 Event Schedule Information

2.2.13.1 Contractor shall provide a QSPAR Symposium Support Plan to the Government within seven (7) calendar days after contract award.

2.2.13.2 Meeting room setup may vary pending final approval of the schedule.

2.2.13.3 Final schedule confirmation, with necessary breakout rooms, will be provided to Contractor 14 days prior to conference start to allow for Contractor support planning. As noted above, the expected pattern will be plenary sessions most mornings with breakouts occurring in the afternoons.

2.2.13.4 The Meeting Coordinator will conduct at least one “Pre- symposium” meeting with the Government Representative and Catering point of contract of the symposium facility within five (5) working days of receiving QSPAR Symposium support plan.

2.2.13.5 The Contractor shall ensure that the plenary and breakout session rooms are organized and set up as required for each specific event.

2.2.13.6 The Contractor shall verify that all equipment, supplies, and additional logistical support is properly placed and tested as required by the presenter or facilitator prior to each symposium session.

2.2.14 SGH/QSPAR Symposium Event Schedule/Required Support

2018 Event dates:

The dates of the symposium are 24-27 September 2018 (Days 1-4):

Days -1 and 0 are Saturday (September 22nd) and Sunday (September 23rd) prior to conference start date (September 24th).

Days 1-4 are Monday (September 24th) through Thursday (September 27th) of conference.

Day 5 is Friday (September 28th) after last day of conference.

SYMPOSIUM EVENT SCHEDULE

Event Date September 23, 2018 - Sunday Day 0

Duration Space Support Required Refreshments Days 0-4 6 a.m. – 6 p.m.

Registration/ Admin Area/ Exhibition

Registration Area shall include:

Wireless high speed Internet access Accommodate 8 Govt. personnel May consist (at a minimum) of four (4) tables and eight (8) chairs

Be visible to arriving attendees Administration Office shall include:

Wireless high speed Internet access Business Center Availability Accommodate 16 Govt. personnel May consist (at a minimum) of six (6) tables (4 in square configuration, 2 along back wall of room for computer set up) and 16 chairs

Exhibition area shall include:

Wireless high speed Internet access Poster Presentation pin-up wall divider/tripod easels (20 poster presentation capability). Contractor shall provide 10 easels. Government will furnish own additional easels if required.

Not Applicable: May be provided at no cost to the Govt., at vendor’s discretion (i.e., water)

Day 0 9a.m. – 6p.m.

Plenary AV setup for following day Stage with podium or comparable setup Wireless high speed Internet connectivity for presenter’s laptop computer

Access to house sound On-site AV technical assistance available

None

Event D / Ti

September 24, 2018 Monday, Day 1 Duration Space Support Required Refreshments

Day 1

TBD

Refreshment Area

At start

A.M. Break (available 20 min prior break start time)

P.M. Break (available 20 min prior break start time)

Continuous water service provided throughout the symposium.

Refresh room as appropriate

Coffee, tea and water for 100 attendees

Light refreshments and beverages for 100 attendees

100 attendees

7:00 a.m.– 17:00 p.m.

Plenary Session

Banquet style seating (round tables) for approximately 100 attendees.

AV Support Requirements

Stage with podium or comparable setup for plenary

Wired high speed Internet connectivity for presenter’s laptop computer

Access to house sound.

On-site AV technical assistance available Six (6) tables for AV equipment/reserved seating for AFMOA staff at back of plenary room

Event Date/Time

September 25 - 27, 2018 (Tuesday – Thursday) Days 2 - 4

Duration Space Support Required Refreshments Days 2-4

Refreshment Area

Start (20 min prior to start time)

A.M. Break (20 min prior to start time)

P.M. Break (20 min prior to start time)

Continuous water service provided throughout the symposium

Coffee, tea & water for 360

360 attendees

360 attendees

7:00 a.m. – 17:00 p.m.

Tuesday - Thursday:

Starting as Plenary session then up to 5 Breakout Rooms after lunch

Tuesday Social *Inclusion of a networking social is dependent on cost

Banquet style (round tables) seating for up to 380 plenary attendees and up to 5 breakout rooms are required (attendee numbers for each breakout room will vary)

Water at Podium for speakers

Water at tables for

Light hors d’oeuvres & refreshments for up to 270 attendees if budget allows

AV Support Requirements

Stage with podium or comparable setup

Wireless high speed Internet connectivity for presenter’s laptop computer

Access to house sound On-site AV technical assistance available One speaker per breakout room Six (6) tables for AV equipment/reserved seating for AFMOA staff at back of plenary room

2.2.15 Interaction with Conference Facility

The Contractor shall appoint a Meeting Coordinator who shall maintain constant communication with the Contracting Officer Representative (COR) to ensure all requirements are coordinated in a timely and effective manner. Issues and problems relating to the symposium shall be immediately communicated to the Contractor who will be responsible for quick and effective resolution. The facility representative shall check all services and equipment prior to each event. Additionally, the Contractor shall monitor the facility’s performance in meeting contract requirements for the duration of the conference.

2.3 GENERAL CONTRACTOR PERSONNEL REQUIREMENTS: The

Contractor shall provide personnel that meet the following standards:

2.3.1 Contractor personnel must be able to read, understand, speak fluently, and write in the English language, and are citizens of the United States.

2.3.2 Contractor shall not provide attendee information to organizations outside the government.

2.4 SERVICE SUMMARY: Below is a matrix table listing a summary of performance objectives and performance thresholds required by the government in Contractor performance.

2.4.1 Measurable Terms

Performance Objectives PWS Paragraph

Performance Threshold

Provide guest rooms, conference rooms, plenary and breakout and banquet rooms as required

2.2.1 through 2.2.15

No more than 3 substantiated negative customer feedbacks on room support requirements

Provide all conference audio-visual equipment and services as required

2.2.6 No more than 3

substantiated negative customer feedbacks on the audio-visual support

2.5 Deliverables

2.5.1 Deliverable Table

Deliverable Frequency Number of Copies

Format Submitted To

QSPAR

Symposium Support Plan

(PWS

2.2.13.1)

7 days after contract award

1 Original and 1 copy

Microsoft Word Government

COR

3.0. NON-PERSONAL SERVICES: The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks.

Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy/decision making or management nature, i.e., inherently Governmental functions. All decisions relative to programs supported by the Contractor shall be the sole responsibility of the Government.

4.0 CONTRACTOR IDENTIFICATION: The hotel staff supporting this conference shall wear their standard hotel identification badges during the conference.

5.0 HOURS OF OPERATION: Hours of performance prior to and after the conference shall be determined and jointly negotiated and agreed upon by the Government Representative and the Meeting Coordinator, dependent on need. Normal hours of operation for the conference are 6:30A.M. to 6:00 P.M. (including a 60 minute lunch breaks), with the exception of the conference networking social. During the conference, the Contractor shall be available from 6:00 A.M. to 6:00 P.M. to assist the Air Force Medical Operations Agency (AFMOA) staff and address logistical issues that may arise.

5.1 PLACE OF PERFORMANCE: The primary place of performance is the selected conference site in San Antonio, Texas.

5.2 Government will not be available during scheduled holidays, inclement weather, weekends, after duty hours, or Air Force down days.

6.1 APPENDICES

6.2 APPENDIX A: Customer Complaint Records

CUSTOMER COMPLAINT RECORD

DATE/TIME OF COMPLAINT

SOURCE OF COMPLAINT

ORGANIZATION BUILDING NUMBER INDIVIDUAL PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

CUSTOMER COMPLAINT RECORD

SOURCE OF COMPLAINT

ORGANIZATION BUILDING NUMBER INDIVIDUAL PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

RECEIVED/VALIDATED BY

APPENDIX A. Customer Complaint Record

SOURCE OF COMPLAINT

ORGANIZATION BUILDING NUMBER INDIVIDUAL PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

Customer Complaint Record Template, Feb 05 (SAF/AQCP) COMPLAINANT -

SOURCE OF COMPLAINT

ORGANIZATION BUILDING NUMBER INDIVIDUAL PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

Customer Complaint Record Template, Feb 05 (SAF/AQCP) COR

SOURCE OF COMPLAINT

ORGANIZATION BUILDING NUMBER INDIVIDUAL PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR

Customer Complaint Record Template, Feb 05 (SAF/AQCP) CONTRACTOR

SOURCE OF COMPLAINT

ORGANIZATION BUILDING NUMBER INDIVIDUAL PHONE NUMBER

NATURE OF COMPLAINT

CONTRACT REFERENCE

VALIDATION

DATE/TIME CONTRACTOR INFORMED OF COMPLAINT

ACTION TAKEN BY CONTRACTOR