JAPBI SOW 2025.pdf

STATEMENT OF WORK

I. SCOPE OF WORK

DLA Troop Support, Clothing & Textiles supply chain, is hosting the 2025 Joint Advanced Planning Brief for Industry (JAPBI) on November 18 through November 20, 2025 and requires a room block, hotel meeting space, audio-visual equipment, and wireless internet connectivity as indicated in this statement of work.

II. LODGING REQUIREMENTS

A. Lodging: DLA Troop Support will require sleeping rooms for government attendees at a rate, not to exceed, the Fiscal Year (FY) 2026 Federal per diem rate. FY2026 rates begin October 1, 2025 and are not yet released. For reference, the maximum lodging per diem for the conference dates for fiscal year 2024’s rates were $218.00 for Philadelphia, PA, $126 for the Montgomery County area, $119 for the Bucks County area, $127 for the Delaware Count area, and $112 for the Camden/Burlington County area. The following is the approximate room block required for the event:

Tues. 11/18 Wed. 11/19 Thurs. 11/20 Sleeping Rooms 275* 275* 50*

*If at the time of the event a state executive order is in place that restricts the size of gatherings due to COVID-19, no penalty shall be imposed by the hotel for not meeting these room numbers.

Note: The cost of the rooms is not included in the resultant contract; individual attendees are responsible for their own room, tax, and incidental charges. The information in this section is for holding a block of rooms for attendees of this event under JAPBI 2025.

B. Cut-off date: The above quantity of rooms reserved for availability to conference attendees shall be held until November 3, 2025 5:00 PM Eastern Standard Time unless an earlier cut-off date is approved by the Contracting Officer after award.

C. Check-in/out times: Guests should be allowed to check-in by 3:00 PM and check-out by

11:00 AM.

D. Relocation procedure: If the hotel is unable to provide a sleeping room to a conference attendee that has a confirmed reservation, the hotel will provide arrangements on a complimentary basis (room and tax) at a nearby hotel.

III. MEETING ROOM REQUIREMENTS

A. The hotel shall provide the following on the first day of the event, Tuesday, November 18, 2025:

1. One (1) registration room/area located near the general session meeting room with a minimum of four (4) rectangular tables (including tablecloths and skirts) and chairs on one side from 4:00 PM through 7:00 PM.

2. One (1) breakout meeting room capable of comfortably accommodating fifty (50) attendees each in a classroom-style set-up (including tablecloths and skirts). This room will be used for presentations to the group from 1:00 PM to 6:00 PM. The front of the room will have a podium. This room requires one (1) long table in the front of the room/next to the podium (including tablecloths and skirts) and two (2) chairs with access to speaker system. Drinking glasses and water shall be available.

3. One (1) storage room area at least 10x10 feet for storage of registration materials and other items by the event planners and event staff.

B. The hotel shall provide the following meeting rooms on day 2 of the event, Wednesday, November 19th from approximately 6:00 AM through 11:30 AM:

1. One (1) main general session meeting room capable of comfortably accommodating six hundred and fifty (650) attendees in a classroom-style set-up (including tablecloths and skirts).

This room will be used for presentations. The front of the room will have a raised stage and podium. Drinking glasses and water shall be available.

2. One (1) spill over room capable of comfortably accommodating two hundred (200) attendees in a classroom-style set-up (including tablecloths and skirts). This room will be used to project the presentations from the main general session room. Drinking glasses and water shall be available.

3. Two (2) meeting rooms with round tables seating six (6) to ten (10) per table for up to one hundred (100) people per room. These rooms will be used for semi-private concurrent meetings among attendees as needed. There are no audio-visual requirements in these rooms.

4. One (1) registration area located near the general session meeting room with a minimum of four (4) rectangular tables (including tablecloths and skirts) and chairs on one side.

5. One (1) storage room area at least 10x10 feet for storage of registration materials and other

C. The hotel shall provide the following meeting rooms on day 2 of the event, Wednesday, November 19th from approximately 1:00 PM to 6:00 PM:

1. After the morning session, the main general session meeting room shall be separated into at least three (3) separate rooms capable of comfortably accommodating one hundred and fifty

(150) attendees each in a classroom-style set-up (including tablecloths and skirts) and additional seating for up to 25 attendees. If this room cannot be broken down, at least two (2) additional rooms capable of comfortably accommodating one hundred and fifty (150) attendees each in a classroom-style set up (including tablecloths and skirts) and additional seating for up to 25 additional attendees is required. These rooms will be used for presentations to the attendees. The front of each room will have a podium. Drinking glasses and water shall be available.

2. One (1) room capable of comfortably accommodating one hundred and fifty (150) attendees each in a classroom-style set-up (including tablecloths and skirts) and additional seating for up to 25 attendees. These rooms will be used for presentations to the attendees. The front of each room will have a podium. Drinking glasses and water shall be available.

3. Two (2) meeting rooms with round tables seating six (6) to ten (10) per table for up to one hundred (100) people per room. These rooms will be used for semi-private concurrent meetings among attendees as needed. There are no audio-visual requirements in these rooms.

4. One (1) registration area located near the general session meeting room with a minimum of four (4) rectangular tables (including tablecloths and skirts) and chairs on one side.

D. The hotel shall provide the following meeting rooms on day 3 of the event, Thursday, November 20th from approximately 6:00 AM to 6:00 PM:

1. Three (3) meeting rooms capable of comfortably accommodating one hundred and fifty

(150) attendees each in a classroom-style set-up (including tablecloths and skirts) and additional seating for up to 25 attendees. These rooms will be used for presentations to the attendees. The front of each room will have a podium. Drinking glasses and water shall be available.

2. One (1) room capable of comfortably accommodating one hundred and fifty (150) attendees each in a classroom-style set-up (including tablecloths and skirts) and additional seating for up to 25 attendees. These rooms will be used for presentations to the attendees. The front of each room will have a podium. Drinking glasses and water shall be available.

3. Two (2) meeting rooms with round tables seating six (6) to ten (10) per table for up to one hundred (100) people per room. These room will be used for semi-private concurrent meetings among attendees as needed. There are no audio-visual requirements in these rooms.

4. One (1) registration area located near the general session meeting room with a minimum of four (4) rectangular tables (including tablecloths and skirts) and chairs on one side.

E. Flexibility to change the above requirements as attendees and agenda are finalized.

IV. AUDIO-VISUAL EQUIPMENT REQUIREMENTS

A. For the meeting room on Tuesday, November 18, 2025:

1. One (1) LCD projectors with one (1) 10’ cradle screen with appropriate extension cords and power strips safely taped down. Projector shall be capable of hookup to laptops provided by the event planners.

2. Technician setup and assistance

3. Two (2) microphones (one with a stand for the podium and one for questions)

4. One (1) projector and screen

B. For the general session room on Wednesday, November 19, 2025 – AM Session:

1. Three (3) widescreen LCD projectors with three (3) 12’ Fast Fold screens with appropriate extension cords and power strips safely taped down. Projectors shall be capable of hookup to laptops provided by the event planners.

2. Technician setup and assistance

3. One (1) podium microphone on a stage

4. Four (4) UHF wireless microphones

5. One (1) lapel microphone

6. Self-amplified speakers on tripod stands, audio mixer

7. Audio mixer

8. Confidence monitor

C. For room capable of comfortably accommodating one hundred and fifty (150) attendees each in a classroom-style set-up on Wednesday, November 19, 2025 – AM Session:

1. One (1) to two (2) widescreen LCD projectors with one (1) to two (2) 12’ Fast Fold screens with appropriate extension cords and power strips safely taped down. Projectors shall be capable of hookup to laptops provided by the event planners.

2. Technician setup and assistance

3. Self-amplified speakers on tripod stands, audio mixer

4. Audio mixer

5. Confidence monitor

D. For the general session room on Wednesday, November 19, 2025 – PM Session:

1. Three (3) LCD projectors – one (1) per room – with three (3) 12’ cradle screens with appropriate extension cords and power strips safely taped down. Projectors shall be capable of hookup to laptops provided by the event planners.

2. Technician setup and assistance

3. Three (3) podium microphones (One per room; room requirements noted above).

4. Six (6) UHF wireless microphones (two per room; room requirements noted above).

5. Self-amplified speakers on tripod stands, audio mixers Note: The above also applies if the general session room from the AM session cannot be broken into three (3) separate rooms and two (2) additional rooms will be used.

E. For the breakout meetings on Thursday, November 20, 2025:

1. Three (3) LCD projectors – one (1) per room – with three (3) 12’ cradle screens with appropriate extension cords and power strips safely taped down. Projectors shall be capable of hookup to laptops provided by the event planners.

2. Technician setup and assistance

3. Three (3) podium microphones (One per room; room requirements noted above.)

4. Six (6) UHF wireless microphones (two per room; room requirements noted above).

5. Self-amplified speakers on tripod stands, audio mixers

F. For the Foyer Wednesday, November 19, 2025 and Thursday, November 20, 2025:

1. Two (2) large screen (46” or greater) monitors with appropriate extension cords and power strips safely taped down.

V. OTHER REQUIREMENTS

Wireless internet connectivity is required in all meeting areas.

VI. FOOD AND BEVERAGE REQUIREMENTS

A. No food or beverages are permitted. The Department of Defense is unable to utilize appropriated funds for refreshments. Alternately, the hotel may set up “cash bar” coffee and tea service near the meeting area to accommodate attendees during breaks.

B. The agenda will provide for adequate time for attendees to obtain lunch both on and off site. It is requested that the hotel have an area set aside in the on-site restaurant for attendees, if possible.