1.05 Statement of Work.pdf

Equal Employment Opportunity/Diversity Summit

HAMPTON ROADS, VA

1.0 Scope:

1.1 A rental facility shall be utilized for one (1) Diversity Summit (DS) for Fleet Forces Command and subordinate units. The Diversity Summit will run for four (4) days, from Tuesday, September 17th to Friday, September 20th, 2024.

2.0 The Rental facility:

2.1 Contractor shall provide staff and facility to include all requirements within the PWS. Facility must be inclusive of the below:

2.1.1 The facility shall be available to persons of all race, gender, creed or religion.

2.1.2 The facility shall be located within the following zip codes:

2.1.2.1 23510 (Downtown Norfolk)

2.1.3 The facility shall provide sufficient space for a maximum of 150 people, to include 2 breakout rooms, large enough to accommodate at least 25 people each.

2.1.4 The facility shall be able to accommodate individual room blocks for 20 people. Each room shall have a private bath, a queen/king size bed or beds, and be smoke free.

2.1.5 The facility shall be available to provide the necessary space for four (4) days during the dates and times specified in this performance work statement.

2.1.6 The facility shall have at least one telephone available 24 hours a day for medical/casualty assistance.

2.1.7 The facility shall provide safe access to multiple recreational options, which shall include general and handicapped accessibility to on-site common areas, a restaurant, and a business center.

2.1.8 The facility shall be a smoke-free. Smoking areas shall be designated outside of the facility, at a minimum of 10 feet away from the facility.

2.1.9 The facility shall provide free Wi-Fi for all Government staff and participants.

3.0 Time and days for each retreat:

3.1 Arrival time: Monday 12:00 pm (rooms available for Government staff set up) / 5:00 pm (for participant check-in)

3.2 Conference start time: Tuesday at 8:00 am

3.3 Departure time: Friday at 12:00 pm

4.0 Cancellation:

4.1 If inclement weather or natural disaster makes traveling hazardous for the scheduled week and necessitates cancellation, either an alternate week will be scheduled which would be mutually agreed upon by the Government and the contractor, or the retreat would be cancelled without penalty if notice is given to the contractor within 3 business days.

4.2 If the operational schedule necessitates the cancellation of the summit either an alternate week will be scheduled which would be mutually agreed upon by the Government and the contractor, or the summit would be cancelled without penalty, if notice is given to the contractor within 3 business days.

5.0 Refreshments::

5.1 Refreshments:

5.1.1 The Contractor shall provide hot/cold beverages for use during the retreat, to include coffee, tea, hot cocoa, lemonade or equivalent, sodas (including diet), bottled water, hot/cold beverage cups, sugar, and cream for daily usage by retreat participants. The quantity of drinks shall be at a minimum of 2 drinks for 150 participants each morning and afternoon snack break.

5.1.2 Snack break shall be provided Tuesday thru Thursday twice a day and once Friday morning, to include items such as cookies, chips, fruits, vegetables with dip, items for diabetics, and fat free snacks. The quantity of snacks shall be at a minimum of 2 snacks per participant each snack break.

6.0 Housing:

6.1 Individual room blocks for 20 people should be provided. Each room shall have a private bath, a queen/king size bed or beds, and be smoke free.

6.2 Room for 20 Government staff members from 16-20 September, 2024 to be on ground to work out any issues throughout the duration of the summit.

7.0 The Meeting Room:

7.1 The rooms shall be utilized exclusively by Diversity throughout the week of the Diversity Summit.

7.2 There shall be one large, carpeted meeting room space, which will comfortably accommodate 150 people in classroom style seating, as well as, two break-out spaces to accommodate at least 25 personnel in classroom style seating.

7.3 The meeting room shall be in an area which affords privacy, ease of access to and from the meeting room, freedom from outside noise and other distraction, and in an area where music and conversation produced by the DS program will not disturb other persons or groups simultaneously using the facility.

7.4 The meeting room shall be air-conditioned and heated.

7.5 The meeting room shall be available to DS Staff not later than 12:00 p.m. on Monday to facilitate DS set up requirements.

8.0 Audio Visual

8.1 Facility shall provide Audio Visual equipment to meet or exceed the requirements of a 10’x10’ Projector screen and DVD player/ projector. The audio visual system must have the ability to connect to a laptop. Audio speakers must meet or exceed 120 dB of clear sound/ theater quality sound. As well as the same equipment to accommodate the two breakout rooms.

9.0 Diversity Summit Schedule

9.1 Primary/Preferred Date: September 17-20, 2024

MORNING BREAK – Tuesday-Friday

Coffee Cake/Muffins Freshly Brewed Coffee Decaffeinated Coffee Assorted Specialty Teas Assorted Soft Drinks, including diet soft drinks Bottled Water Ice Water w/ Lemon

AFTERNOON BREAK –Tuesday-Friday Coffee Cake/Muffins

Assorted Cookies Freshly Brewed Coffee Decaffeinated Coffee Assorted Specialty Teas Assorted Soft Drinks, including diet soft drinks Bottled Water