MARFORSOUTH_Conference_PWS_ 1 1 (1).docx

PERFORMANCE WORK STATEMENT (PWS)

Conference Facility and Audiovisual Support Services MARFORSOUTH Conference New Orleans, Louisiana

1.0 General

1.1 General: Marine Forces South (MARFORSOUTH) requires lodging, catering, conference facilities, evening social, and audiovisual support services to conduct an official Government conference in support of operational planning, command coordination, professional development, and staff collaboration. The contractor shall provide all management, personnel, facilities, equipment, and incidental services necessary to support the conference.

1.2 Hours of Operation: Services shall be provided during scheduled conference hours from 4–6 November 2026 from 0700-1800 as well as evening social on 4 November between 1830 – 2100.

1.3 Period of Performance: 4 November 2026 through 7 November 2026.

1.4 Place of Performance: The conference facility shall be located within the New Orleans metropolitan area and provide adequate parking, ADA accessibility, climate-controlled meeting space, and convenient access for Government personnel.

1.5 Security Requirements: No classified discussions are anticipated. The Contractor shall provide physical key/card access control for all assigned government meeting spaces to ensure only authorized conference participants have access. The Contractor is not required to provide armed or dedicated personal security personnel.

1.6 Technical Point of Contract (TPOC): Will be provided upon award.

2.0 Scope of Services

The contractor shall furnish all labor, supervision, facilities, lodging, catering, meeting rooms, audiovisual equipment, furniture, internet access, room setup, teardown, housekeeping, and incidental support necessary to execute the conference. This requirement does not include transportation or conference planning services.

3.0 Government Furnished Property

The Government will not provide facilities, equipment, or materials under this contract.

4.0 Contractor Furnished Items and Responsibilities

The contractor shall provide all personnel, meeting space, breakout rooms, tables, chairs, podiums, audiovisual equipment, internet connectivity, electrical power, housekeeping services, and technical support required to perform this effort.

5.0 Performance Requirements

5.1 Conference Facility and Space Requirement: The Contractor shall provide one (1) primary conference room capable of comfortably seating 60 attendees in a U-Shape configuration, with 60 additional seats/tables in classroom style behind and to the sides of the main table. Additionally, the Contractor shall provide 1 breakout room, capable of seating 30 attendees in a conference room/meeting room style. All facilities must be ADA-compliant and climate-controlled. Open availability for setting up on 4 November 2026. No conference room requirement for 7 November 2026.

5.2 Meeting Room Setup and Reconfiguration: The Contractor shall configure all meeting spaces prior to the start of each daily session in accordance with the Government-approved AV & Room Setup Plan. The Firm-Fixed-Price (FFP) shall include a maximum of one (1) daily room reconfiguration for each breakout room, to be completed outside of core session hours (0700-1800). Additional intra-day reconfigurations beyond this baseline will not be requested unless formally modified.

5.3 Audiovisual (AV) Equipment and Technical Support: The Contractor shall provide a complete, fully operational AV package for main room, including 1 projector, 1 screen, and 2 wireless microphones and appropriate speakers and mixing board and 1 podium. The Contractor shall provide a dedicated on-site technical support Point of Contact (POC) available daily from 0700 to 1800. To ensure streamlined communication, this POC shall act as the single point of coordination for resolving both AV/technical issues and general facility/room access issues.

5.4 Wireless Internet Access: The Contractor shall provide dedicated wireless internet access across all utilized meeting spaces. The wireless network shall meet the following minimum performance standards: a minimum dedicated bandwidth of 100 Mbps, and the capacity to support up to 120 concurrent device connections without throttling. The network shall be accessible via a single, unified access code or password for all attendees.

5.5 Lodging: Provide a block of 80 rooms from 4 November – 7 November.

5.5.1 Check-in/Check-out: The Contractor shall accommodate early check-in at 1000 and late check-out at 1500 for up to (15) designated VIP/Leadership rooms within the block at no additional charge. For all remaining rooms in the block, the hotel's standard check-in and checkout times shall apply, with early/late requests accommodated on a complimentary, space-available basis at the time of check-in.

5.5.2 Room Cancelation: The TPOC will provide written confirmation of the final room block requirements to the Contractor no later than 21 October 2026. Any rooms not confirmed by the TPOC by 21 October 2026 shall be released back to hotel inventory without fee or penalty to the Government. The Government may cancel up to 10% of the individual room reservations within the final room block up to 72 hours prior to the scheduled check-in date without penalty. Cancellations exceeding 10% of the final block or made within 72 hours of check-in will be charged for (1) night’s room charge.

5.5.3 Unauthorized Guest Charges: The United States Government will not pay for movies, mini-bars, service, and telephone calls from or charged to guest rooms, or any other hotel charges other than those specifically provided for in this contract. Lodging, movies, mini-bars, service charges, long distance/ international calls, damage etc. must be itemized separately on service bills. Hotel guests will be responsible for all legitimate charges appearing on their lodging statements. The contractor’s staff shall inform guests during check-in which services shall not be covered by the United States Government. Such services shall be removed from rooms and made only available on individual request from guests and after the contractor’s staff requests a credit card from the guest. Charges not covered by the symposium are to be resolved between the guests and the hotel. Daily update on any unauthorized charges shall be reported to the TPOC.

5.6 Catering: To provide water, coffee, tea, juice, sodas, light appetizers/snacks throughout the core hours (0700-1800) of the conference days (5 & 6 November). Provide buffet-style breakfast and lunch for an estimated 120 attendees on 5 and 6 November. Breakfast shall include at a minimum: eggs, breakfast meat, fruit, pastries, and coffee]. Lunch shall include at a minimum: two protein options, a vegetarian option, salad, and dessert.

5.7 Evening Social: Provide a location for an evening social on 4 November at 1830 – 2100 to host 70 VIP guests with availability of open bar serving beer, wine, cocktails, and non-alcoholic beverages, and 6 different appetizers. The bar shall remain open for the duration of the 2.5-hour event.

6.0 Deliverables

6.1 AV & Room Setup Plan: No later than 21 October 2026, the Contractor shall submit a final AV & Room Setup Plan to the TPOC for approval. This plan must detail the final room configurations, equipment placement, and a schedule for setup and pre-event AV testing.

6.2 Final Room Block Confirmation Notice: The vendor shall provide a final room list and count. This deliverable serves as confirmation to initiate a partial de-obligation modification to release any unused rooms from the initial 80-room block without penalty.

6.3 Daily Unauthorized Guest Charges Report: The Contractor shall actively audit the master billing account. The Contractor shall extract hotel logs and report any personal charges (mini-bar, in-room movies, room service) billed to guest rooms. This report must verify that these charges were successfully isolated and charged to individual credit cards.

7.0 Performance Requirements Summary (PRS)

2 meals each conf. day Beverages and light snacks available throughout core hours

Block of 80 rooms Cancellation within 72 hours