19-00059_-_SOW_IWS_2019_-_FBO.pdf

STATEMENT OF WORK

World Meteorological Organization (WMO)

United Nations Economic and Social Commission for Asia and the Pacific (UNESCAP) 14th Integrated Workshop

Conference and Event Logistics Support November 4 to 7, 2019

This requirement is for a facility and support to accommodate the World Meteorological Organization (WMO) United Nations Economic and Social Commission for Asia and the Pacific (UNESCAP) 14th Integrated Workshop. The task will require meeting space, Internet Wi-Fi, audio, and visual equipment. The facility must be within 5 miles of Tumon, Guam.

Estimates are for 65 to 75 attendees. Accommodation and/or occupancy can in no way be tied to the contract bid as this represents unacceptable risk to the government.

Background The ESCAP/WMO Typhoon Committee (TC) is an intergovernmental body officially established as a regional body of United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) and World Meteorological Organization (WMO) Tropical Cyclone Programme (TCP). Its mission is to integrate and enhance regional (meteorological, hydrological, and disaster risk reduction) activities of Members within international frameworks for reducing the loss of lives and minimizing the social, economic and environmental impacts caused by typhoon-related disasters.

The 14 Members of the TC are: Cambodia; China; Democratic People’s Republic of Korea;

Hong Kong, China; Japan; Lao People’s Democratic Republic; Macao, China; Malaysia; the Philippines; Republic of Korea; Singapore; Thailand; Socialist Republic of Viet Nam and the United States of America.

1. Meeting Rooms The Contractor shall provide a plenary meeting room, a Secretariat Office, and 3 smaller breakout rooms to support this event. Responses should include a diagram of the proposed meeting space with dimensions and seat count.

1.1 Plenary Meeting Room

The plenary meeting room shall be approximately 1500 square feet and accommodate up to 75 people. The room should be set up in a U-shaped configuration capable of seating 32 persons. This configuration should be set facing a large projection screen preferably a staged area. A podium is required near the stage. Audio/visual equipment shall include 17 table microphones (or similar), 2-4 speakers sufficient for the size of the room, a laptop accessible LCD projector, a large projection screen, and wireless internet access. Two additional tables shall be placed outside the entrance of the room for registration purposes and to display materials. The contractor shall provide setup/strike and operational support.

The plenary room must be available on the following days:

● Sunday, November 3: pre set-up of all audio/visual requirements by 6:00 pm with an overnight hold, and

● Monday, November 4 – Thursday, November 7: reset by 7:00am through 6:00pm

1.2 Secretariat Room

The secretariat room shall be approximately 100 square feet and accommodate up to 10 people. The room should be set up in a boardroom configuration with one large table with seating for 8 to 10 people, wireless internet access, and a small table/desk with a PC having internet access and connected to a high-volume printer. The contractor shall provide setup/strike and operational support.

The secretariat room must be available on the following days:

● Sunday, November 3: pre set-up of all audiovisual requirements by 3:00 pm with an overnight hold, and

● Monday, November 4 – Thursday, November 7: reset by 7:00am through 8:00pm

1.3 Breakout Rooms:

A total of three (3) breakout rooms will be needed. Two (2) breakout rooms shall be approximately 250 square feet and accommodate up to 25 people. One (1) breakout room shall be approximately 150 square feet and accommodate up to 15 people. The rooms should be set up in a U-shaped configuration with/without podium. Audio/visual equipment shall include two wireless microphone, 2 speakers, a laptop accessible LCD projector, a tripod or projection screen, and wireless internet access. The contractor shall provide setup/strike and operational support.

The breakout rooms must be available on the following days:

● Tuesday, November 5 - Wednesday, November 6: 8:00am through 7:00pm. Pre set-up of all audio/visual requirements NLT 10:00am Tuesday, November 5.

2. Lodging The Government requires a block of sleeping rooms to be reserved for participants; the estimate is 60 participants who will need rooms for the following nights.

Saturday, November 2, 2019 8 Sleeping Rooms Sunday, November 3, 2019 60 Sleeping Rooms Monday, November 4, 2019 60 Sleeping Rooms Tuesday, November 5, 2019 60 Sleeping Rooms Wednesday, November 6, 2019 60 Sleeping Rooms Thursday, November 7, 2019 60 Sleeping Rooms Friday, November 8, 2019 8 Sleeping Rooms

The Contractor will make these rooms available up to 21 days prior to the meetings, after which the non-reserved rooms may be opened up to the public. Sleeping rooms and any incidentals will be paid for directly by the guests/participants.

If 60 rooms are not available at the lodging facility providing meeting space, the contractor must make sleeping rooms available at another facility and provide daily transportation between this lodging facility and the lodging facility providing meeting space if the distance is greater than 0.25 miles.

Lodging shall be located within walking distance (one-quarter mile or less) of 6 restaurants from which attendees have a variety of options.

The Government reserves the right to provide notice room cancellation up to 24 hours before the start of the Period of Performance.

3. Transportation If 60 rooms are not available at the lodging facility providing meeting space, the contractor shall provide daily transportation to and from another lodging location and the meeting facility.

The Government will not be liable to the Contractor or its contracting party as a result of any contracting and/or subcontracting agreement between the Contractor and any subcontractors.

4. Claims and Liability The Contractor agrees to save the Government harmless from any and all claims, demands, actions, debts, liabilities, judgement, costs, and attorney’s fees arising out of, claimed on account of, or in any matter predicated upon loss of, or damage to, property of or injuries to, or the death of, any or all persons whatsoever, in any manner, caused or contributed to by the Contractor, his agents, servants, or employees, while in, upon, or about a given conference location on which the work upon this Contract is to be done, or while going to or departing from the same, and to save the Government harmless from and on the account of damage of any kind which the Government may supper as a result of any of the Contractor, his agents, servants, or employees in and about the said conference location.

5. Scope of Work The Contractor shall provide all necessary personnel, material, equipment, services, and facilities to perform exhibition management and conference coordination. For this contract the Contractor agrees to provide and serve the Government for the items described in 5 a, and b.

a. Facilities. The Contractor shall provide:

1) The plenary meeting room shall be approximately 1500 square feet and accommodate up to 75 people as described in 1.1 (Plenary Meeting Room).

2) The secretariat room shall be approximately 100 square feet and accommodate up to 10 people as described in 1.2 (Secretariat Room).

3) The three (3) breakout rooms shall be approximately 250 square feet and accommodate up to 25 people each as described in 1.3 (Breakout Rooms).

b. Audio/Visual. Contractor will provide audio, visual, and other equipment as described in 1.1-1.3 and sufficient tables to support said equipment.

c. Contractor Representative. The Contractor shall have a representative available in-person during meeting room rental times for assistance as needed to support the Scope of Work.

6. Table of Cost Breakdown The table below must be completed in order for the proposal to be considered.

MEETING ROOMS RENTAL AND SET-UP

Total cost for room rental and set-up including service charge for 6 days as described in 1.1-1.3

AUDIO/VISUAL SERVICES

Total cost for 6 days of audio/visual equipment as described in 1.1-1.3

TRANSPORTATION

Total cost of transportation between meeting facility and lodging facility(ies).

Contractor Representative Total cost of contractor representative as described in 5.c.

GRAND TOTAL MEETING PACKAGE

7. Period of Performance The contracting period for the facilities in support of the conference at the expense of the government, is to start November 3 and go until November 7, 2019.

8. Place of Performance Tumon, Guam: In Tumon vicinity or within 5 miles of Tumon.

9. Basis for Award The Government will make award based on best value basis.

STATEMENT OF WORK