Attachment_2,_Statement_of_Work_-_GMRS_-_Final_27_Mar_19.pdf

Attachment 2

FA8052-19-R-A001

Statement of Work

STATEMENT OF WORK

For

Air Force Medical Support Agency

(AFMSA)

SUPPORT FOR THE

GLOBAL MEDICAL READINESS SYMPOSIUM (GMRS)

Contract Number TBD

28 February 2019

Solicitation/Contract Number: TBD

6 February 2019

TABLE OF CONTENTS

Section Page Number

1. DESCRIPTION OF SERVICES 3

1.1. Background 3

1.2. Scope 3

2. GENERAL INFORMATION 3

2.1. Place of Performance 3

3. SUMMARY OF REQUIREMENTS 3

3.1. Description of Duties 3

3.2. Hotel and Venue Requirements 5

3.3. Security 10

4. APPENDICES

APPENDIX A Acronym and Definition List 11

STATEMENT OF WORK (SOW) CONFERENCE PLANNING SUPPORT FOR THE

GLOBAL MEDICAL READINESS SYMPOSIUM (GMRS)

1.0. DESCRIPTION OF SERVICES

1.1. Background:

The Headquarters Air Force (HAF) will host the 2019 Global Medical Readiness Symposium (GMRS) during a five (5) day period. The purpose of this symposium is to improve individual, organizational knowledge and performance for the medical planners and medical counter-chemical, biological radiological, and nuclear (MC-

CBRN) professionals in the Air Force Medical Service (AFMS). Also included are discussions on how to balance and meet today’s AFMS mission and sharing lessons learned and best practices in preparing AFMS personnel for deployment and homeland defense missions in an open forum with the Air Force Surgeon General (AFSG) and

HAF staff. The symposium is a five (5) day event with approximately 450 attendees.

1.2. Scope:

The Contractor shall provide guest lodging rooms, symposium meeting rooms, on-site audio-visual technical equipment and support, and refreshments, at a single location for the GMRS Symposium. The Contractor shall be able to accommodate all attendees within one (1) hotel. The hotel shall be within a 10-mile radius of the Phoenix

Sky Harbor International Airport (PHX) with collocated conference facilities. The Contractor shall support the use of tax-exempt forms for all Air Force (AF) guests. To achieve this requirement, the Contractor shall work closely with the Government Representative to execute this symposium. The Contractor shall coordinate with the

Government Representative on the taskings listed in this Statement of Work (SOW).

2.0. GENERAL INFORMATION

2.1. Place of Performance:

The Contractor shall provide services at the Contractor facility located in Phoenix, Arizona.

3.0. SUMMARY OF REQUIREMENTS

3.1. DESCRIPTION OF DUTIES:

The Contractor shall support lifecycle conference management to include planning, organizing, and to conduct the

GMRS. The Contractor shall perform the below services.

3.1.1. The Contractor shall assist the Government with the overall program management support throughout the symposium to include: conducting discussions and final symposium arrangements, provide professional consultation and advice to support the Symposium Committee in hosting a successful symposium at the contractor’s venue. The Symposium Committee consists of the Contractor, the COR, and key Government staff members selected by the COR. The Contractor shall provide personnel that interact with the Government and meet the following standards: personnel shall read, understand, speak fluent and write English language. Contractor shall not provide attendee information to organizations outside Government.

3.1.2. The Contactor shall schedule an initial planning meeting with the COR immediately upon notification of symposium facility contract award. The Contractor shall collaboratively discuss the symposium requirements during the initial planning meeting including, but not limited to, the following tasks: symposium format and activities, number and type of attendees, task timetables, reporting requirements, status of the agenda, size of the meetings, potential problems, and types of services to be provided. The contractor shall develop a written or electronic Symposium Management Plan (SMP) to capture the symposium requirements, delivery schedule, and the timeline for production at conclusion of the symposium process.

3.1.3. During the initial planning meeting, the Contractor, COR, and key Government staff members will thoroughly review symposium policies and procedures to be addressed in the SMP. During the execution phase of the symposium, the Contractor shall stay in constant communication with the COR and other key Government staff.

3.1.4. Contractor shall meet with the Government at least weekly until the symposium is executed. Initial meeting will be face-to-face at the place of performance and all subsequent meetings will be telephonic and/or email. Topics of review/discussion shall include, but not be limited to, status of key actions, events, services, and symposium requirements, as well as identification of milestones where Government information and activity is required and timeline dependencies for subsequent action, either on the part of the Contractor, COR, and/or

Symposium Committee.

3.1.5. The COR will conduct a “pre-Conference” meeting with the Contractor and staff of the facility hosting the symposium. During this meeting, the Contractor shall thoroughly review and update schedule of events and support requirements, menus and/or other applicable details for the various meeting events. The Contractor shall ensure that the plenary and breakout session rooms are organized and set up as required for each specific event.

Contractor shall verify that all supplies and other logistical support is properly placed, as required by the speaker or facilitator, prior to each event. Contractor shall ensure that Americans with Disabilities Act (ADA) and AF requirements are met.

3.1.6. The COR will conduct a post-symposium meeting with the Contractor and hotel personnel of the hosting facility. During this meeting, the Contractor and the hosting facility shall review whether the specifications and objectives of the symposium have been achieved.

3.1.7. The Contractor shall develop and maintain an electronic, user-friendly, quick, intuitive, and secure event group webpage for attendee registration and breakout session sign-up and information, Event Web Page.

Symposium website shall be hosted by the Contractor. The Contractor shall work closely with Government to provide additional items and updates for the symposium website and to ensure accuracy of posted symposium information. The COR will provide pre-approval of the registration website contents and format prior to activation.

Web-based registration shall begin no later than 30 days prior to the symposium and end 10 days before the beginning of the symposium. All late registrations must be approved by the Government.

3.1.8. The Contractor shall maintain the electronic symposium registration database. Registration database shall track the following items: name, rank, service, status, Corps, duty title, AF Specialist Code (AFSC), Major

Command (MAJCOM), base, unit and address, office symbol, functional area, commercial telephone, email address, arrival and departure dates. Database shall be useful for reporting registration status and attendee lists, creating name badges, and other database related items, as required by the Government. The registration website will allow attendees to receive an email confirmation within 24 hours of registration completion.

3.1.9. The Contractor shall be responsible for providing registration lists in the form of a report to the

Government in order to determine and facilitate room reservations status for attendees.

3.1.10. The Contractor shall use the registration website to assist the Government in publishing symposium announcements including, but not limited to, symposium details such as registration information, general information, facility information, agenda, breakout session details, and important contact information. Applicable items shall be presented in downloadable format so that attendees have the option of producing hard copies of documents prior to arrival at symposium site.

3.1.11. The Contractor shall assist the Government in overseeing all symposium activities and shall be in continuous contact with the Government personnel to ensure that operations and support requirements are conducted in a timely and effective manner.

3.1.12. The Contractor shall establish an on-site registration and symposium operations center equipped with a hard-wired computer connections, printer, and other office equipment as needed to support registration, Distinguished Visitor’s (DV), attendees, and speakers.

3.1.13. The Contractor shall provide all on-site administrative and logistical support to the attendees and speakers as required to conduct symposium business and to respond to questions. The Contractor shall provide room coordination for supplies, and other equipment and services to ensure they are available. Contractor shall take messages and function as the communications liaison between attendees and their respective offices. Contractor shall coordinate with the hotel personnel to ensure a message board is placed in the registration area, so that attendees can receive messages promptly and easily.

3.1.14. The Contractor shall coordinate all hotel related administrative and logistical support for the plenary and breakout sessions. The Contractor and Government shall continuously monitor the sessions to ensure all equipment is working properly and that the attendees and speakers have the required support. The Contractor shall continuously verify with the hotel personnel that all rooms are pre-set as required by the contract.

3.1.15. The Contractor shall oversee a manpower assistance team consisting of not greater than 10 HAF staff members to promptly, courteously, and efficiently sign-in attendees at the time of their arrival at the symposium.

This team shall provide attendees with their badges and a welcome packet upon registration. This team shall be available to assist with administrative and logistical support for the plenary and breakout sessions such as room moderating and facilitating.

3.1.16. The Contractor shall ensure all requirements are coordinated in a timely and effective manner. Issues and problems relating to the symposium shall be immediately communicated to the COR for quick and effective resolution.

3.1.17. The Contractor shall communicate the location and room assignments with the on-site AV Team for each of the sessions listed in section 3.2.12.

3.1.18. The Contractor shall provide all signage and coordinate traffic control for the symposium. The Contractor shall ensure that the registration area and signs are clearly visible to all attendees, DVs, and speakers. Contractor shall continuously update and change signage throughout the symposium to ensure optimal traffic flow. Signage delineating the course name shall be placed at the entrance to each room. Contractor shall ensure daily program or meeting room changes are announced by signage at the appropriate meeting rooms and shall also post these announcements on the message board in the registration area.

3.1.19. The Contractor shall prepare and submit a comprehensive, financial, attendee, and detailed report that shall be used to document actual final symposium costs, as well as provide critical information for planning future symposia. The reports shall also include reconciliation of the registration fees if applicable.

3.2. Hotel and Venue Requirements:

The Contractor shall provide hotel support services for the GMRS. The hotel must be able to accommodate the symposium and all attendees within one (1) hotel. The hotel must be centrally located within 10 miles of a major international airport and be located within one-quarter (1/4) of a mile walking distance of restaurants that can provide breakfast, lunch, and dinner options for attendees.

3.2.1. Description of Requirement for Global Medical Readiness Symposium:

3.2.1.1. Mandatory scheduled symposium date(s): changes to these dates will be negotiated.

August 19 – 23 2019

August 2020 actual dates TBD

August 2021 actual dates TBD

August 2022 actual dates TBD

August 2023 actual dates TBD

3.2.2. The Contractor shall provide the following, as specified in the GMRS event schedule and the symposium guest arrival and checkout schedule:

3.2.2.1. Hotel Guest Rooms: Rooms for approximately 450 guests are required. All rooms will be on a 24-hour hold.

3.2.2.2. Registration Area: One (1) area, minimum of two (2) tables and four (4) chairs, or a comparable area that includes internet and printer (ink, toner, paper, etc.) access, is visible to arriving attendees for three (3) days.

The copiers may be situated elsewhere within reasonable proximity to the breakout rooms.

3.2.2.3. Breakout Rooms: Up to 15 rooms for breakout sessions with 7 rooms that include internet access, projector, screen, podium, and microphone (see Section 3.2.11 Audiovisual and Event Schedule). There will be approximately 50 – 350 attendees per breakout room.

3.2.2.4. Symposium Rooms:

3.2.2.4.1. Rookie Day Sessions and Readiness Summit Meeting – Monday:

Two (2) meeting rooms: one (1) for 75 attendees-classroom style seating and one (1) for 30 attendees with U-shaped style seating.

3.2.2.4.2. Plenary / Breakout Rooms:

Tuesday: 8:00am - 12:00pm classroom style seating for 450 attendees; 1330-1600 hours 15 rooms for breakout sessions and various size special focus groups; evening-area space to host an evening icebreaker social 350 projected attendees (with inclement weather plans).

Wednesday: Five (5) breakout rooms, classroom style seating for various size groups of 75 to 100 attendees each.

Thursday: Five (5) breakout rooms, classroom style seating for various size groups of 75 to 100 attendees each.

Friday: 0800-1200 time to be determined one (1) plenary classroom style seating for 450 attendees.

3.2.2.4.3. Food and Beverage:

Break Service: The contractor shall provide a break service each day consisting of light refreshments during mid-morning and mid-afternoon breaks to include, but not be limited to, coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips, or muffins with the exception of Friday which will only require a mid-morning break.

Icebreaker – Tuesday: The contractor shall provide a location for an icebreaker social from 6:00 P.M. to 8:00

P.M. for 350 projected attendees (with inclement weather plans if held outdoors). Contractor will make light hors d’oeuvres and a cash bar available that will be totally paid for by attendees on a cash basis. The social is not a part of this contract and no Government funds will be expended for the light hors d’oeuvres or the complimentary cash bar.

3.2.3. The Contractor shall provide a sufficient meeting space for five (5) days, with groups ranging in size from daily plenary sessions for approximately 450 attendees and breakout sessions for 50 to 350 attendees each. A total of five (5) to 10 breakout sessions shall be conducted simultaneously during each time slot. The Contractor shall ensure setup, break down, and cleanup of all sessions occurs in a timely manner.

3.2.4. The Contractor shall provide one (1) room of sufficient size to function as the Symposium Operations

Center, equipped with telephone, tables, chairs, and internet access; one (1) room to function as Executive Office with tables, chairs, telephone, and internet access; one (1) room to function as the speaker preparation room with computer equipment, projector, screen, table, chairs, and internet access.

3.2.5. The Contractor shall provide on-site technical support personnel from 6:30 A.M. – 6:30 P.M. who are technically proficient, customer-focused, and quick to resolve emergent issues. Issues relating to the symposium shall be immediately communicated to the COR and/or Contractor.

3.2.6. The Contractor shall provide set up of seating and podium for plenary and breakout sessions. The

Contractor shall ensure all plenary and breakout sessions have internet capability to provide web-based program demonstrations.

3.2.7. The Contractor shall provide note pads and pens for all symposium and breakout sessions.

3.2.8. Dates and estimated sleeping guest room occupancies are as follows: the Contractor shall make available with approximately 450 rooms at the facility prices at the local Government per diem rate https://www.gsa.gov/travel/plan-book/per-diem-rates. Individual attendees shall 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 period of time. The block of rooms is not a minimum guarantee. Contractor shall accept reservations up to

6:00 P.M., local time seven (7) days prior to symposium. After 6:00 P.M. local time, seven (7) days prior to start of event, the Contractor need not block any rooms for which reservations have not yet been made. Any reservations made after 6:00 P.M. local time will be made subject to availability of rooms.

Table 2: Arrival and Checkout Schedule

Estimated Guest Arrival and Checkout Schedule

Day 1 (Saturday) Arrival 50 Government Workshop Team/Overseas Attendees

Day 2 (Sunday) 100 guest rooms / Rookie Day Sessions and Readiness Summit Meeting

Attendees Arrive https://www.gsa.gov/travel/plan-book/per-diem-rates

Day 3 (Monday) 300 guest rooms / 4 executive suites Remainder of Attendees Arrive

Day 4 (Tuesday) 450 guest rooms * 10 guest suites / 4 executive suites

Day 5 (Wednesday) 450 guest rooms * 10 guest suites / 4 executive suites

Day 6 (Thursday) 450 guest rooms * 10 guest suites / 4 executive suites

Day 7 (Friday) 450 guest rooms * 10 guest suites / 4 executive suites

Day 8 (Saturday) Departure of remainder of attendees

3.2.10. Event Schedule Information:

3.2.10.1. Meeting room setup times may vary pending approval of the schedule.

3.2.10.2. Contractor shall accommodate changes to room arrangements and break times up to one (1) month before the scheduled workshop start date.

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

3.2.10.4. Contractor shall work with COR and/or Government representative to verify that meeting rooms are compatible with the necessary equipment required by the presenter or facilitator prior to each workshop event.

3.2.11. Contractor shall ensure that the venue meeting and breakout rooms are compatible with the audiovisual requirements stated below and be attended to by one (1) Audiovisual Support Technician per day. Plenary sessions will be attended to by two (2) Audiovisual Support Technicians.

3.2.12. Audiovisual requirements and an Event Schedule are provided below to identify AV requirements for each event:

DAYS SESSION AUDIOVISUAL ITEMS

Monday, Day 3 Rookie Day

2 - Small LCD high-density data projector

2 - 8' Tripod high-quality projection screen

1 - Podium

1 - Wired microphone

1 - Wireless microphone

1 - High Speed Internet

Monday, Day 3 Summit Meeting

1 - Small LCD high-density data projector

1 - 8' Tripod high-quality projection screen

1 - Podium

1 - Wired microphone

1 - Wireless microphone

1 - High Speed Internet

Tuesday, Day 4 Plenary

3 - 9' X 12' fast-fold high-quality projection screens w/dress kits

3 - LCD high-density data projectors

1 - Mixer

3 - VGA Distribution Amplifier

1 - Podium w/Handheld microphone

2 - Wireless Lavaliere microphones

3 - Wireless microphones

1 - Wireless remote control

1 - High Speed Internet

Tuesday, Day 4 7 of the

15 Breakout Rooms

1 - Small LCD high-density data projector

1 - 8' Tripod high-quality projection screen

1 - Podium

1 - Wired microphone

1 - Wireless microphone

1 - High Speed Internet

Wednesday, Day 5 101 Sessions

1 - Small LCD high-density data projector

1 - 8' Tripod high-quality projection screen

1 - Podium

1 - Wired microphone

1 - Wireless microphone

1 - High Speed Internet

Wednesday, Day 5 201 Sessions

1 - Small LCD high-density data projector

1 - 8' Tripod high-quality projection screen

1 - Podium

1 - Wired microphone

1 - Wireless microphone

1 - High Speed Internet

Wednesday, Day 5

Medical Readiness

Decision Support

System (MRDSS)

Sessions

1 - Small LCD high-density data projector

1 - 8' Tripod high-quality projection screen

1 - Podium

1 - Wired microphone

1 - Wireless microphone

1 - High Speed Internet

Wednesday, Day 5

Defense Readiness

Reporting System

Sessions (DRRS)

Sessions

1 - Small LCD high-density data projector

1 - 8' Tripod high-quality projection screen

1 - Podium

1 - Wired microphone

1 - Wireless microphone

1 - High Speed Internet

Wednesday, Day 5 Breakout Room

1 - Small LCD high-density data projector

1 - 8' Tripod high-quality projection screen

1 - Podium

1 - Wired microphone

1 - Wireless microphone

1 - High Speed Internet

Thursday, Day 6 101 Sessions

1 - Small LCD high-density data projector

1 - 8' Tripod high-quality projection screen

1 - Podium

1 - Wired microphone

1 - Wireless microphone

1 - High Speed Internet

Thursday, Day 6 201 Sessions

1 - Small LCD high-density data projector

1 - 8' Tripod high-quality projection screen

1 - Podium

1 - Wired microphone

1 - Wireless microphone

1 - High Speed Internet

Thursday, Day 6 MRDSS Sessions

1 - Small LCD high-density data projector

1 - 8' Tripod high-quality projection screen

1 - Podium

1 - Wired microphone

1 - Wireless microphone

1 - High Speed Internet

Thursday, Day 6 DRRS Sessions

1 - Small LCD high-density data projector

1 - 8' Tripod high-quality projection screen

1 - Podium

1 - Wired microphone

1 - Wireless microphone

Thursday, Day 6 Breakout Room

1 - Small LCD high-density data projector

1 - 8' Tripod high-quality projection screen

1 - Podium

1 - Wired microphone

1 - Wireless microphone

1 - High Speed Internet

Friday, Day 7, A.M.

Only Plenary – Closing

3 - 9' X 12' fast-fold high-quality projection screens w/dress kits

3 - LCD high-density data projectors

1 - Mixer

3 - VGA Distribution Amplifier

1 - Podium w/Handheld microphone

2 - Wireless Lavaliere microphones

3 - Wireless microphones

1 - Wireless remote control

3.3. SECURITY: Facility shall have the minimum following security measures available:

3.3.1. In-place policy ensuring guest privacy

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

3.3.3. On premises security staff

3.3.4. Lockable Conference/breakout/administrative rooms

3.3.5. After hours restricted point of entry

3.3.6. Security Deposit box

3.3.7. Secure parking area

Appendix A

Acronyms

ACRONYM DEFINITIONS

ADA Americans with Disabilities Act

AF Air Force

AFMS Air Force Medical Services

AFSC Air Force Specialty Code

AFSG Air Force Surgeon General

AV Audiovisual

BAA Business Associate Agreement

CO Contracting Officer

COR Contracting Officer Representative

DHHQ Defense Health Headquarters

DRRS Defense Readiness Reporting System Sessions

DV Distinguished Visitor

GMRS Global Medical Readiness Symposium

GFP Government Furnished Property

HAF Headquarters Air Force

IT Information Technology

MAJCOM Major Command

MC-CBRN Medial Counter-Chemical, Biological, Radiological and Nuclear

MRDSS Medical Readiness Decision Support System Sessions

MS Microsoft Office Suite

NLT No Later Than

PM Project Manager

POP Period of Performance

SMP Symposium Management Plan

SOW Statement of Work

SS Services Summary