Merida Yucatan SOW 2024.pdf

19MX5324Q0017‐ Page 1

Statement of Work In-Service Offsite Training

Proposed dates:

March 11, 2024 – March 15, 2024

1.0 General/Background

The United States Department of State requires the services of hotel that can accommodate a five-day training workshop; scheduled for March 11, 2024 – March 15, 2024. The contractor must offer hotel room rates that coincide with federal government per diem. The contractor must be able to accommodate lodging for approximately 100 individuals. The contractor must be able to provide 2 large meeting spaces. One of the large meeting spaces must seat 100 people comfortably and the other large meeting space must seat 50 people comfortably. We require AV equipment (screens, LCD Projectors, internet access, speakers, podium, mono mixer and wireless microphones) for the duration of the training workshop in the 2 large meeting spaces, which shall be set up by 6:00 PM Sunday March 10. Additionally, we require 4 breakout rooms for individual consultations. Table and chairs are only required in the 4 breakout rooms (No audio or video required).

1.1 Scope

The contractor shall provide fully furnished conference facilities and meeting rooms to include, audio-visual support, and beverages (water, coffee, tea) during the meeting. The In-Service Training Planning Committee will arrive the Friday before the training begins. The other guests will arrive on Sunday prior to the first day of the conference.

2.0 Hotel Requirements

2.1 The hotel shall set aside a block of rooms with the prevailing Government 2024 per diem rates. The occupants will be required to reserve and pay for their own lodging, taxes, and incidental charges. The hotel must make the following quantity of rooms available for reservation on the dates specified.

Date Sat Sun Mon Tues Wed Thurs Fri Sat

No. of Rooms

20 100 100 100 100 100 100 20

2.2 The hotel rooms must have amenities suitable for accommodating senior government personnel.

2.3 The hotel must hold the rooms available for reservation through 11:59 PM on Friday, March 1, 2024, after which time any unreserved rooms may be released.

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2.4 Wireless internet requirements: Wi-fi to be provided in all guestrooms and public areas (meeting rooms to have separate wifi).

2.5 Complimentary self-parking to be available for all registered attendees.

Note: This contract does not cover lodging costs.

3.0 Meeting Room Requirements

3.1 The contractor shall provide two (2) large meeting room capable of accommodating 100 people in one of the spaces and 50 people in the other large meeting space. The room accommodating the 100 people a stage must be setup between projection screens. The stage must have podium and two (2) tables. One (1) table must be on each side of the podium with four (4) chairs as each table. The rooms shall be available 6 days (24 hours) from 3:00 PM Sunday March 10, 2024, through 3:00 PM on Friday, March 15, 2024. Rooms must be available the evening of March 10, 2024, for testing. The rooms shall be arranged so no attendees’ backs are towards the projection’s screens. We will ask hotel for input in the best possible layout.

3.2 The contractor shall provide four (4) breakout rooms capable of accommodating the following: one (1) breakout room capable of accommodating 20 individuals; Three (3) additional breakout rooms will be needed to accommodate 10 people in classroom style in each room. The rooms shall be available for 5 days (beginning the morning of Monday, March 11, 2024, and will be available the morning and afternoons each day through Friday, March 15, 2024. The breakout rooms shall be in close proximity to the large meeting room. The room may need to be re-arranged during the week into a classroom-style format suitable for a training session.

3.3 The contractor shall provide three (3) tables, in the two (2) large meeting spaces, suitable for accommodating one (1) laptop computer and one (1) or two (2) projectors on each of the tables.

On an as needed basis, the contractor shall relocate tables to ensure optimal viewing of projector screens.

3.4 The contractor shall ensure rooms have adequate overhead lighting, controllable from a panel on the room’s wall. All rooms shall be maintained at a comfortable temperature while the rooms are in use. The contractor shall take all reasonable efforts to adjust the temperature in the room, as needed.

3.5 The contractor shall provide one registration table with four chairs and adequate wastebaskets outside the entrance to the large meeting rooms. One table for award plaques in the large conference room will be required as well.

3.6 The contractor shall provide the same meeting rooms for the entire conference dates.

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3.7 The contractor shall display electronic sign boards at every meeting run to direct employees to their specific designations. Signage shall be present for the duration of the workshop. The contractor will be responsible for any adjustments or repairs.

3.8 The contractor shall supply rooms with water pitchers and glassware throughout the day in all meeting spaces.

3.9 The contractor shall provide a Meet & Greet location in an outdoor environment capable of hosting 50 people comfortably and option of cash bar with no minimum purchase requirements (each guest pays their own tab).

3.10 The contractor shall change tables in large conference room that accommodates 100 people on March .13, 2024, at 3:00 PM and setup large conference room for formal dinner with round tables that seat eight (8) to ten (10) people per table. Stage to remain in large conference room.

Audio and Video to remain during dinner for award ceremony. Cash bar to be available at 6:00 PM (no minimum purchase requirement / each guest pays own tab) and dinner will begin at 7:00 PM. Dinner will end approximately at 10:00 PM.

3.11 Wireless, provided by the Hotel through its Internet technology provider for up to 115 internet connections using private IP addresses, with speeds of up to 3Mbps per device, in the contracted function space for the full 5 days.

4.0 Audio-Visual Requirements

4.1 The contractor shall ensure the two (2) large meeting rooms is equipped with speakers that can be connected to a laptop, one (1) lapel microphones, and two (2) handheld wireless microphones provided by the contractor. The audio system shall be capable of amplifying sound to a volume and quality sufficient to be clearly understood from all seats in the room.

One (1) or two (2) screens suitable for projecting PowerPoint presentations; extension cords, internet connection, connector cords, and power strips. Setup, breakdown and storage for all audio & video equipment is the contractor's responsibility. The contractor shall also provide complimentary Hi-Speed wireless internet connectivity within the meeting rooms in conjunction with on-site audio/visual support.

4.2 The Meet & Greet Event will require speakers and one (1) handheld wireless microphone provided by the contractor. Speakers must be able to play light music during event.

4.3 The other meeting rooms will not have audio and video.

4.4 The contractor shall ensure the 15 dedicated wireless internet connections are provided to Training Committee to ensure solid (minimum of 150 MB per second) connection speed for virtual presenters.

4.5 A/V requirements package price should be visible as a component of the proposal that includes all A/V requirements noted above.

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5.0 Other terms and conditions

5.1 The contractor should include any applicable setup charges, fees, and taxes in their proposals. The government is exempt from sales tax.

5.2 The contractor shall provide the names, sizes, locations, and layouts of the proposed spaces.