23Q4000_PWS_101722.pdf

PERFORMANCE WORK STATEMENT

CONFERENCE FACILITY SUPPORT

1.0 SCOPE

The contractor shall provide Conference Facility Support for the Department of Defense Education Activity (DoDEA) - Pacific East District in the Tokyo, Japan, metropolitan area.

Conference support includes on-site conference rooms, supporting equipment, hotel accommodations, and meals for 31 OCT - 4 NOV 2022 for 65 attendees.

2.0 TECHNICAL REQUIREMENTS

2.1. Conference Facilities. The contractor shall provide conference rooms located within their hotel facilities. The conference rooms shall be climate controlled and have adequate lighting and electrical power.

2.1.1. One large conference room is required for 70 attendees on Tuesday, 1 NOV – Friday, 4

NOV, 2022.

2.1.1.1. The Government will require space to set up after 1300 on Monday, 31 OCT 2022, and break down by 1300 on Friday, 4 NOV 2022.

2.1.1.2 Up to four breakout-session conference rooms are required Tuesday, 1 NOV - Friday, 4 NOV 2022 for a max of 20 attendees per room.

2.2.2.1. The large conference room may be split with partitions to make the breakout session rooms. However, it shall be easily opened when needed. Details for breakout sessions will be provided after contract award.

2.2.2.3. The contractor shall provide a table and small space for a conference information/registration desk on Monday, 31 OCT 2022 from 1300-1900 for conference registration. The information desk shall be centrally located near the conference rooms. The registration area shall have access to an electrical outlet.

2.2.2.4. The facility shall have a copy machine to be used as needed. There will be no more than 2000 copies will be made between 31 OCT – 4 NOV 2022 if the copy machine is needed.

2.2.2.5. The Government Representative will coordinate with the contractor’s point of contact after contract award.

2.3. Audio Visual Equipment.

2.3.1. The contractor shall provide a screen or TV monitor in each meeting room and a projector in each room in which there is a screen and not a TV monitor for four (4) days (Tuesday, 1 NOV 2022 – Friday, 4 NOV 2022).

2.3.2. The contractor shall provide two (2) podiums for four (4) days (Tuesday, 1 NOV 2022 – Friday, 4 NOV 2022).

2.3.3. The contractor shall provide two (2) wireless microphones for the large conference room for four (4) days (Tuesday, 1 NOV 2022 – Friday, 4 NOV 2022).

2.3.4. The contractor shall provide technical support to assist with the contractor audio visual equipment as needed.

2.4. Conference Computer Support. The contractor shall provide the following computer network and technical support services:

2.4.1. Provide a wireless internet connectivity infrastructure for up to 130 network devices in the large conference room along with login passwords or requirements.

2.4.2. Provide adequate IP address space / bandwidth for up to 130 workstations automatically through the use of Dynamic Host Configuration Protocol (DHCP) services.

2.4.3. Technical support, as needed. Technical support shall consist of integrating and resolving IT issues between government and contractor equipment and network.

2.4.4. The name and on-call phone number of the person(s) who will be providing technical support.

2.5. Hotel Accommodations. The contractor shall provide the following hotel room accommodations:

2.5.1. 60 rooms (type of room will depend on availability) for four (4) nights (Check in on Monday, 31 OCT 2022 – Checkout on Friday, 4 OCT 2022).

2.6. Attendee Meals. The contractor shall provide the following meals and refreshments:

2.6.1. A breakfast buffet for Sixty-five (65) people for four (4) days (Tuesday, 1 NOV 2022 – Friday, 4 NOV 2022).

2.6.2. A lunch buffet for Sixty-five (65) people for four (4) days (Tuesday, 1 NOV 2022 – Friday, 4 NOV 2022).

2.6.3. A formal, served dinner for Sixty-five (65) people for one (1) day (Tuesday, 1 NOV 2022).

2.6.4. Dinner coupons for Sixty-five (65) people for two evenings (Wednesday, 2 NOV – Thursday, 3 NOV 2022).

2.6.5. Refreshments for two (2) breaks a day for three (3) days (Tuesday, 1 NOV – Thursday, 3

NOV 2022).

2.6.5. Specific meal and refreshment requirements and menu selections shall be identified by the Government Representative during the planning and coordination session with the contractor’s point of contact after contract award.

3.0 Constraints

3.1.1. The facility shall have a fire, health and safety plan in place.

3.1.2. The facility shall have a 24-hour security person on duty.

3.1.3. The contractor shall ensure that the conference facilities are kept clean.

3.1.4. The contractor shall provide a representative who will be responsible for coordinating and responding to any issues during the conference hours.