1.03 - Statement of Work - Hotel for Feb25 COI.pdf

Centers of Influence Orientation Visit – Spring 2025

Admissions Department – Strategic Outreach

U.S. Naval Academy

Statement of Work

N0016111XXXXXXX

Background

Since 1998, the Naval Academy has hosted a Centers of Influence (COI) Orientation

Visit program, traditionally held three times a year in the summer, fall, and spring, for high school counselors, educators, community leaders, and representatives from organizations positioned to assist the Naval Academy reach qualified candidates. These influencers travel from across the nation, often from geographic regions with a large number of potential candidates that traditionally produce few, if any, applicants, spending two full days at the Naval Academy. The goal of the COI Orientation Visit is to educate attendees so they increase the number of contacts, candidates, and applicants from their local areas while also supporting the Office of Admissions by marketing the Naval

Academy as an opportunity for qualified students. Additionally, past COI Orientation

Visit attendees have joined the Naval Academy Information/Blue and Gold Officer

Program, providing direct contact with candidates where they reside, and provided venues and assistance for Admissions Forums or other outreach/recruiting events.

Summary

The COI Orientation Visit, run by the Office of Admissions, requires a hotel for approximately 100 visiting out of town counselors/educators and community influencers for the program to be held in Annapolis, Maryland. The visit is planned to take place as follows:

Spring COI: 24 – 27 February 2025

Contract awarded and hotel selection must be completed NLT: 10 February 2025

Lodging Requirements

In direct support of the scope of work of the contract, the hotel shall perform the following specific tasks for each COI for the dates noted above:

Provide lodging for all visiting guests in single occupancy rooms for three nights invoiced to contract.

Total anticipated rooms are as follows:

o COI - 100 rooms (100 guests) for 3 nights to equal 300 room nights, with

65% occupancy guaranteed.

Non-smoking rooms required.

Incidental costs including, but not limited to, telephone charges, charges for additional persons in room, extra nights, room service, and any damage, etc. will be the responsibility of the individual occupying the room. If incurred, the hotel will collect these costs from the individual prior to checkout.

Training/Food Requirements

Provide registration area in lobby for visitor check in, including a minimum of two tables, two chairs, and an area dedicated to check in guests on Monday, February 24th [day of arrival], from 2pm through 6pm.

Provide for and host Welcome Reception on day of arrival in a private space in the hotel from 5:30pm to 8:30pm. Reception should include (at a minimum) beverages (hot and cold, non-alcoholic), cash alcoholic bar, and hors d’oeuvres such as hot meat (i.e. carving stations – two stations, two meats: beef, turkey or ham), and cold meat, chicken or seafood items (hot crab dip preferable); a variety of fancy vegetables, fruit and cheese items; and two hot appetizers with dipping sauces (i.e. chicken wings, meatballs, spring rolls, and/or other hot appetizers with vegetarian options), and cold party snack items to accommodate 125 attendees.

Hotel to provide sample reception menu with their bid. Bid will include fixed price for the reception; no cost overages will be allowed for upgrades or increases to reception fare or quantities, despite changes in consumption by attendees or emergent requirements. Provide tables with seating for 125 attendees with stand-up tables strategically placed throughout the reception room; space should be large enough to allow for guest movement and mingling. Provide podium with wireless microphone for reception.

Provide for and host breakfast every morning for all COI guests registered at hotel. Breakfast to include assorted coffee/tea/juices, scrambled eggs, bacon, ham or other meat, toast, pastries, muffins, cereals, fresh fruit, and single-serving yogurts. Hotel to provide sample breakfast menu with their bid.

Provide parking for guests. Please ensure any parking costs are clearly annotated on bid. Additionally, provide parking for 25 Admissions personnel supporting registration and welcome orientation event on day of arrival.

Provide courtesy shuttle service for guests to/from downtown Annapolis and the

Naval Academy if not located within walking distance (2 miles). Shuttle service is for personal time for guests.

Qualifications

The hotel must be located in Annapolis, Maryland, within a maximum ten minute drive from the Naval Academy and be able to accommodate full-size [40-60 passenger] busses conveniently for loading & unloading guests, in order to ease the time and logistical constraints of transporting attendees. The hotel must have ample private and suitable space available to host welcome reception event for approximately 125 guests (100 COI attendees and 25 Naval Academy staff members). The hotel must also have a suitable location in the lobby area to setup registration tables and visitor welcoming center. The hotel must be able to provide a total experience for the guests of the Naval Academy, commensurate with the Naval Academy’s reputation as one of the nation’s finest undergraduate institutions.