Revised_SOW.docx

Statement Of Work

2018 JAG CORPS TRAINING SYMPOSIUM - WEST

2-4 May 2018, San Diego, CA

1. INTRODUCTION

The purpose of the JAG Corps Training Symposium – West (JTS-WEST) is to enable a concentrated event for Corps-wide training, supply Continuing Legal Education credit opportunities for maintenance of professional licenses, align the Corps on the present strategic vision of the enterprise, facilitate networking, and cultivate mentoring relationships among the ranks.

To support this event, the JAGC needs a contract with a conference facility that can provide meeting space, audio visual support, and reserve a block of rooms, in San Diego, CA for the entirety of the conference, beginning at 0800, 2 May 2018 and concluding 1700, 4 May 2018.

2. REQUIREMENTS/DELIVERABLES

a) Hotel shall be in San Diego, CA.

b) The hotel room rate shall not exceed the government per diem rate of $167.00 per night.

c) The hotel shall be no closer than one (1) mile to a major freeway or highway due to noise concerns.

d) A block of 130 single occupancy rooms (or as many as possible) to accommodate conference travelers for the date ranges below:

i. Tuesday, 1 May 2018: up to 130 single occupancy rooms;

(early check-in is desired for international travelers)

ii. Wednesday, 2 May 2018: up to 130 single occupancy rooms;

iii. Thursday, 3 May 2018: up to 130 single occupancy rooms;

iv. Friday, 4 May 2018: up to 130 single occupancy rooms;

(late check-out is desired for international travelers)

e) The hotel will allow conference participants to call them directly, reference “JTS-WEST” and reserve their room using their Government Travel Charge Card (GTCC). Lodging fees will not be paid via this contract.

f) The Government will only authorize payment for rooms utilized.

g) Preferably all rooms will be non-smoking rooms.

h) The hotel will provide a roster of all conference participants who have reserved hotel rooms at the hotel site to the Government on 13 April 2018 and 27 April 2018.

i) All unreserved rooms will be automatically released by the hotel at 1630 Eastern Standard Time (PST) 5 days before the event at no charge to the Government.

j) The hotel shall allow conference participants to cancel room reservations without charge or penalty until or on 29 April 2018.

k) The hotel must be able to provide up to 85 parking spots for conference attendees (accommodating hotel guests as well as local attendees) each day from 2 May 2018 through 4 May 2018, preferably complimentary. If there is a charge for parking, it will be paid by each guest using their GTCC. Parking fees, if any, will not be paid via this contract.

l) An introductory meeting, including an opportunity to inspect and test the audio visual equipment, shall be held at the hotel site on 1 May 2018. At the minimum, the hotel will have in attendance:

i. the contract project manager; and,

ii. the individuals who will perform the work.

m) Hotel will provide no-cost airport shuttle for arrival and departure between San Diego International Airport and the hotel (1 May 2018 – 5 May 2018, between 0600-0030).

n) Hotel should be within walking distance (<0.3 miles) of other eating/shopping/ entertainment establishments. If not within walking distance, a complimentary hotel shuttle shall be made available for drop off and pick up of attendees within a 3 mile radius. Local taxi service shall also be readily available.

o) Hotel will provide nine (9) conference meeting room spaces. The spaces will need to be accessible to attendees from 0700 to 1700, 2-4 May 2018.

p) Conference Room Configuration:

i. One (1) conference space (main conference room) that can accommodate up to 250 people and be set up in a “school room” configuration with tables and chairs.

ii. Six (6) break-out rooms that can accommodate up to 40 attendees each and be set up in a “school room” configuration with tables and chairs.

iii. Two (2) meeting rooms that can accommodate small groups for interviews that can accommodate up to 10 people and be set up around a circular conference room table.

q) Audiovisual equipment and support for the entire period of the Conference is required.

i. Main Conference Room (250 Attendees):

· Three (3) wireless microphones, with backup readily available;

· Four (4) adequately sized screens (all attendees must be able to see a screen);

· Four (4) laptop compatible projectors with stands, AC power strips, HDMI or VGA cabling.

ii. In each break-out Room (40 attendees):

· Two (2) wireless microphone with backup readily available;

· Two (2) adequately sized screen (all attendees must be able to see a screen);

· Two (2) laptop compatible projector with stands, AC power strips, HDMI or VGA cabling.

r) Audiovisual support personnel must be available to assist with technical difficulties that may arise with the equipment.

s) The hotel shall have a restaurant on site with breakfast, lunch, and dinner available.

t) The hotel shall have a concessions stand or small market that sells snacks and drinks.

u) The hotel shall have a complimentary fitness center on site.

v) The hotel shall provide complimentary wireless Internet available in guest rooms and meeting spaces.

w) The hotel shall provide a list of rooms occupied by conference participants on:

i. 1 May 2018; and,

ii. 5 May 2018.

3. GOVERNMENT POINT OF CONTACT

E. T. Griffis Jr.

Action Officer Lieutenant Commander, Judge Advocate General’s Corps, U.S. Navy Office of the Judge Advocate General, Code 67 1322 Patterson Ave. S.E., Suite 3000 Washington Navy Yard, DC 20374 Tel: (202) 685-5299 Email: edward.griffis1@navy.mil 1 | Page