Final_PWS_Suicide_Prevention_Conference_Support_GT_update_8_Mar_(2).pdf

Defense Suicide Prevention Office (DSPO)

Performance Work Statement (PWS)

For the

Department of Defense (DoD) and Department of Veteran Affairs (VA)

Suicide Prevention Conference

In

Denver, Colorado

March 10, 2017

1. INTRODUCTION: DSPO requires conference space and incidental services to host the delivery of the Joint DoD and VA Suicide Prevention Conference. This conference supports the efforts to ensure Service Members, their families and DoD Civilians are educated on awareness, best practices in suicide prevention and evidence based research in support of the Defense

Strategy for Suicide Prevention, which require the Department to promote suicide prevention as a core component of public health and community based approach.

2. BACKGROUND

2.1. The DSPO’s Outreach and Education initiative is a focal point for suicide prevention strategic communications, awareness, and collaboration between internal and external governmental stakeholders across the suicide prevention space. DSPO creates national level outreach, and communications plans, provides national campaigns and conducts a DoD/VA

Suicide Prevention Conference, to reach approximately 5 million Service members and their

Families globally. Its responsibilities include increasing awareness through among members of the Armed Forces about suicide related risk and protective factors and decreasing stigma associated with seeking help for mental health care.

2.2 Public Law 112-81, FY 2012 National Defense Authorization Act, Section 533, authorizes the enhancement of the suicide prevention program of the DoD in collaboration with the VA through the provision of suicide prevention information, sharing with internal and external partners and resources to members of the Armed Forces from their initial enlistment or appointment through their final retirement or separation.

3. DESCRIPTION OF SERVICES: The contractor shall provide all self-contained facilities, audiovisual services, equipment and conference facility resources necessary to host the DoD/VA

Suicide Prevention Conference. The preferred conference dates are: July 31, 2017 and August 4, 2017. Flexibility in dates for the first two weeks of August 2017 will be considered by

Government.

3.1 DSPO requires a conference venue with the capacity to hold 1,300 attendees, with a conference pattern running Monday through Friday (See paragraph 4.2 for specific breakdown).

3.2 The venue must have a capacity to block up to 400 rooms during the Monday through

Wednesday timeframe. (See paragraph 4.2 for specific breakdown).

3.3 DSPO will also require Audio/Visual (A/V) support. (See paragraph 4.3 and 4.4 for specific breakdowns).

3.4 The guestrooms will be paid directly to the venue by individual attendees. Moreover, the contractor must comply with the DoD Joint Travel Regulations, only charging attendees in accordance with the applicable per diem rates authorized for lodging, meals, and incidental expenses.

4. SCOPE OF REQUIREMENT: As directed by the Government or the designated

Government Representative logistical planner (or Point of Contact (POC)), the Contractor shall provide:

4.1 Meeting space, in the Metropolitan Denver, Colorado area, from July 29, 2017 for the advanced party and participant arrival on July 31st through departure on August 4th, 2017 (or the available dates during the first two weeks in August 2017).

4.2 SLEEPING ROOM REQUIREMENTS: Block single occupancy standard guestrooms with high-speed internet access throughout the venue at the DoD Per Diem rate (funded separately via travel orders). Block the following number of guestrooms for the specific days at conference venue site, within walking distance (within .25 miles) and shall be blocked as follows:

Day Date Type of Room Number of Rooms

Saturday July 29, 2017 Single (1 Bed) 10

Sunday July 30, 2017 Single (1 Bed) 20

Monday July 31, 2017 Single (1 Bed) 400

Tuesday August 1, 2017 Single (1 Bed) 400

Wednesday August 2, 2017 Single (1 Bed) 400

Thursday August 3, 2017 Single (1 Bed) 200

Friday August 4, 2017 Single (1 Bed) 0

4.3 LARGE STORAGE ROOM: at least 400 square feet in size to accommodate the advanced arrival of boxes of conference materials, setup supplies and exhibit materials starting on the

Monday before the conference (i.e., July 24, 2017) and provide storage room access/keys to the

Government POC beginning July 29, 2017. The Contractor shall allow boxes to begin arriving at the conference hotel on July 24, 2017 and place boxes in storage room. Box storage and removal will be required throughout the conference duration. Boxes shall remain in storage until

Government POC removal by 4:00pm August 4, 2017.

Date Start

Time

End

Time Requirement

Setup

Type

Room

Size

# of

People

24 Hour hold

July 24, 6:00 a.m. -

Storage

Room N/A

400 sq.

Ft.

N/A Yes

August 4,

- 4:00 p.m.

Storage

Room N/A

400 sq.

Ft.

N/A

Items will be removed by

4:00 p.m.

4.4 MEETING ROOM REQUIREMENTS: Provide the following meeting space for government personnel to set up by 12:00pm July 31, 2017 until 5:00pm Aug 4, 2017:

Day Date

Time

End

Time Requirement

Setup

Type

Room

Size

# of

People

Hour hold

Notes

Monday July 31, 2017 8:00 a.m. 5:00 p.m.

Meeting

Room Theater 1,300 Yes

Need access for set-up

Tuesday August 1, 2017 8:00 a.m. 5:00 p.m.

Meeting

Room Theater 1,300 Yes

Wednesday August 2, 2017 8:00 a.m. 5:00 p.m.

Meeting

Room Theater 1,300 Yes

Thursday August 3, 2017 8:00 a.m. 5:00 p.m.

Meeting

Room Theater 1,300 Yes

4.4.1 Meeting space for 1300 attendees, theater style that shall include: two 9’X16’ (equal or larger in size) screens (and include a screen frame and front fabric), and a full Audio Visual

(A/V) package.

4.5 A/V PACKAGE CONSISTING OF:

1. Projector

2. Laptop computer/Laptop connectivity to A/V

3. Speakers

4. Subwoofer

5. Power lines/cords

6. Two (2) handheld microphones

7. Two (2) standing gooseneck microphones

8. Two (2) lavaliers with receiver.

4.6 TWO (2) SUPPORT/OFFICE AND A GUEST SPEAKER ROOM REQUIREMNTS

CONSISTING OF: Two (2) office spaces accommodating up to 15 people with an executive table or conference table workspace, a laptop computer and printer/copier; and separate registration area(s) with storage for registration materials, providing keys to storage area.

4.6.1 SUPPORT/OFFICE #1

Date Start Time End Time Requirement Setup Type # of

People

24 Hour hold

July 30, 2017 8:00 a.m. - Office Room Executive/Conference 15 Yes

Aug 4, 2017 - 5:00 p.m. Office Room Executive/Conference 15 Yes

4.6.2 SUPPORT/OFFICE #2

Date Start Time End Time Requirement Setup Type # of

People

24 Hour hold

July 30, 2017 8:00 a.m. - Office Room Executive/Conference 15 Yes

Aug 4, 2017 - 5:00 p.m. Office Room Executive/Conference 15 Yes

4.6.3 ONE (1) GUEST SPEAKER HOLDING ROOM: near general meeting space to accommodate up to 10 personnel with comfort seating.

4.7 LARGE EXHIBIT AREA #1: to accommodate at least thirty (30) 4’x8’ tables from

8:00am July 31 – 9:00pm August 3, 2017.

4.7.1 TABLES FOR LARGE EXHIBIT AREA #1: Provide thirty (30), 4’x6’ or 4’x8’ tables.

4.8 LARGE EXHIBIT AREA #2: to accommodate fifty (50) professional 4’x6’ poster displays for 2 full days during the event (can be combined with large exhibit space #1 in paragraph 4.7, accommodating thirty (30) 4’x8’ tables around the perimeter of space with posters within the center space).

4.8.1 DOUBLE SIDED PROFESSIONAL DISPLAY BOARDS to be used to hang

4’x6’posters (accommodating 2 posters per side/4 total per board).

4.9 SEPARATE LARGE AREA to accommodate twenty-five (25) 4’x6’ or 4’x8’ tables on July

31, 2017 from 1200pm – 7:00pm.

4.9.1 Provide required tables in paragraphs 4.7 and 4.8, with table cloths and skirted.

4.10 MEETING SPACES/ROOMS AS FOLLOWS:

Number of rooms required

Time End Time Requirement

Setup

Type

# of

People

Hour hold

3 Tuesday August 1, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room Theater 150 Yes

3 Wednesday August 2, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room Theater 150 Yes

3 Thursday August 3, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room Theater 150 Yes

Number

Time End Time Requirement

Setup

Type

# of

People

Hour hold

3 Tuesday August 1, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room

School

Room 120 Yes

3 Wednesday August 2, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room

School

Room 120 Yes

3 Thursday August 3, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room

School

120 Yes

Time End Time Requirement

Setup

Type

# of

People

Hour hold

2 Tuesday August 1, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room

School

Room 50 Yes

2 Wednesday August 2, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room

School

Room 50 Yes

2 Thursday August 3, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room

School

50 Yes

Time End Time Requirement

Setup

Type

# of

People

Hour hold

1 Tuesday August 1, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room

School

Room 100 Yes

1 Wednesday August 2, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room

School

Room 100 Yes

1 Thursday August 3, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room

School

100 Yes

Time End Time Requirement

Setup

Type

# of

People

Hour hold

1 Tuesday August 1, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room Theater 80 Yes

1 Wednesday August 2, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room Theater 80 Yes

1 Thursday August 3, 2017 8:00 a.m. 9:00 p.m.

Meeting

Room Theater 80 Yes

4.10.1 Provide 1 laptop computer, projector and screen in each room, include a microphone sound package in rooms accommodating 100 people or more.

4.11 TRAINING MEETING SPACES; August 4, 2017: to accommodate specific number of people from 8:00am – 3:00pm on August 4, 2017:1 meeting room for 100 people schoolroom style, 2 meeting rooms for 50 people schoolroom style.

Number

Time End Time Requirement

Setup

Type

# of

People

Hour hold

1 Friday August 4, 2017 8:00 a.m. 3:00 p.m.

Training/

Meeting

Room

School

Room 100 No

2 Friday August 4, 2017 8:00 a.m. 9:00 p.m.

Training/

Meeting

Room

School

Room 50 No

4.12 Provide audio-visual support in all meeting spaces depicted above, to include a computer projector, projector screen, easels, podium, lapel and/or handheld microphone (in rooms 80+ capacity), speaker table and chairs.

4.13 ADDITIONAL CONFERENCE REQUIREMENTS:

4.13.1 Accommodate an art exhibit throughout hotel allowing for non-stick wall mounting tape to be used on walls and utilization of own easels and display cases.

4.13.2 Provide lighting for art exhibit where required.

4.13.3 Provide 20 easels for signage and posters to be placed throughout the conference site from 8:00am July 31 – 4:00pm August 4, 2017.

4.13.4 Provide a technical expert for A/V support 30 minutes prior and after specified room requirement times (see above).

4.13.5 Provide at least a 50% discount for daily parking fee.

4.13.6 Provide cleaning up of meeting rooms at lunch and after last meeting session of the day.

4.13.7 Provide 24-hour onsite security, including roving patrol.

4.13.8 Provide a full room plan and audio visual plan.

4.13.9 Provide details on when hotel, conference rooms and sleeping rooms were last updated/renovated.

5.0 SPECIAL INSTRUCTIONS

5.1 General. The Government shall retain all rights to the materials and ideas submitted in the support of the conference.

5.2 Notifications by the Contractor. The Contractor shall keep the Contract Specialist, the

Contracting Officer and the Government Representative informed of all aspects related to contract support of the conference that may impact the conduct of the conference not later than

April 1, 2017. Examples include hotel construction, renovations, additional large groups using hotel facility, excessive or loud noise, etc.

5.3 Site Visit. Conference personnel will conduct a site visit to review the services and deliverables approximately 45 days prior to the August 2017 conference start date.

5.4 Unable to honor room reservations. If a conference attendee arrives at the hotel with a reservation number and the hotel is unable to provide the appropriate room in the hotel, the hotel shall offer the attendee:

5.4.1 A room at another hotel of equal to or greater hotel standards at the guaranteed room rate that is within a 10 minute drive of the conference hotel; and

5.4.2 Transportation to and from the substitute hotel and the conference hotel at no additional cost.

5.4.3 The Contractor shall identify problems or potential problems affecting performance to the attention of the Government Representative immediately. Verbal reports shall be followed up with written reports within 24 hours.

5.4.4 Hotel rate exempt from occupancy and state taxes must be a flat rate within government locality allowed, not to exceed daily per diem rates.