OASN FMC 2023 Comptroller Seminar_ Draft SOW...pdf

UNCLASSIFIED

DON – Office of the Assistant Secretary of the Navy, Financial Management & Comptroller

Statement of Work

Department of the Navy Financial Management Comptroller Seminar, 2023

1.0 General: This is a non-personnel services contract to purchase the conference facility for the Department of the Navy (DON) Financial Management (FM) Comptroller Seminar, 2023. The DON FM Comptroller Seminar presents a tremendous opportunity for our Echelon II-IV comptrollers to collaborate on the implementation of the DON FM Strategy. Our FM leadership team will have an opportunity to provide updates on execution year priorities as well as plan the next three years of our implementation approach. The Comptroller Seminar will offer a unique opportunity to collectively deep dive into targeted problem areas that have historically presented challenges towards the path to auditability. Four targeted solution sessions will be held, with breakouts to identify courses of action, resources required, and a summarized work plan to address these issues. Budget Submitting Offices will submit business process proposals for Robot Process Automation prior to the event, present the proposals at the seminar and the proposal that returns the greatest value in terms of time and dollar savings will be funded and prioritized during FY23. This in-person event is the most efficient approach to connect our FM comptroller workforce obtain real-time feedback on the FM Strategy as well as provide a unique training opportunity that focuses professional development with an emphasis on our workforce, audit, budgetary reform, data analytics and system consolidation. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

2.0 Background: In accordance with the Assistant Secretary of the Navy (Financial Management and Comptroller) Department of the Navy Financial Management Comptroller Seminar February 14-15, 2023, San Diego, CA Memorandum for the Record, dated 10 November 2022, the DON FM Comptroller Seminar has been approved to be hosted in San Diego, CA. As the hosting organization, OASN (FM&C) is responsible for soliciting a facility that is the most cost effective to host the conference of 300 attendees while meeting the intent of the conference requirements. The facility must be centrally located in the San Diego, CA area within reasonable distance to the local airport and have capacity to host all 300 attendees in a plenary style session, as well as facilitate four break out rooms for the solutions sessions on February 14-15, 2023.

3.0 Objective: Provide the DON FM workforce with the end-to-end conference capabilities to include a venue, 150-room block at the per diem rate, audiovisual (A/V) technology services, and Wi-Fi. A/V technical services and equipment are required to host a conference of this size for effective collaboration and engagement with all conference participants in a large room.

Large displays/ projection of briefing materials is essential for all to view the content regardless of where they are seated within the conference room. Wi-Fi services are required to facilitate efficient connectivity to run demonstrations and connect with the audience through live surveys and polling throughout the conference resulting in real time feedback through their mobile devices. The objective of this requirement is to obtain the services and equipment necessary to the support the DON FM Comptroller Seminar. The conference must be able to effectively host the 300 participants through the most cost effective means for sending high- level speakers to deliver keynotes and collaborate with the workforce on the most critical key performance indicators for the FY23 strategy. The engagement with leadership and Echelons II-IV will keep the FM workforce current and knowledgeable in the most recent challenges in FM business operations.

4.0 Requirement: The Contractor shall provide OASN (FM&C) with the, venue, amenities, audio and visual equipment, Wi-Fi, as well as on-site technology services labor as outlined below in support of the 2023 DON FM Comptroller Seminar:

1. Provide unfettered access to a ballroom for the plenary session of the conference on the following days:

• Move-in/Setup 13 February 2023 – Classroom style for 300 participants

• Conference 14 February 2023 0600 – 1730

• Conference 15 February 2023 0600 – 1730

2. Provide unfettered access the five breakout rooms on the following days:

• Move-in/Setup 14 February 2023 o Banquet style for 60 participants in each of the five breakout rooms.

• Conference 15 February 2023 0600 – 1730

3. The conference will run from February 14-15, 2023. The facility will be accessible to facilitate the conference for the above-mentioned dates from 0600-1730 each days.

4. Event activity will be limited to in-use days only with the exception of move-in and move out days.

5. Equipment and Services must include audio visual

Audio Visual Requirements:

Video:

1 Recording Camera

Audio Visual:

Meeting room projector Package – Ballroom

4 Wired Tabletop Microphone (Panel) – Ballroom

3 Wireless Standing (Aisle) Microphone - Ballroom

10 Wireless Microphones – Breakout rooms

4 Projector Support Packages – Breakout rooms

5 8-10 CH mixers – all rooms

6 Powered Speakers

Scenic Décor

20 Scenic Panels

4 Standard Folding Tables w/ 8 chairs

Labor:

Technician to Show

Wi-Fi (Plenary and Breakout Rooms):

300 Device support capability

The conference will run from February 14-15, 2023. The facility will be accessible to facilitate the conference for the above-mentioned dates from 0600-1730 each days.

Event activity will be limited to in-use days only with the exception of move-in and move out days.

Equipment and Services must include the setup of the room layout in the Ballroom and five conference rooms, as well as an onsite professional technician to monitor the A/V in the ballroom.

5.0 Period of Performance: The period of performance shall be for 13-15 February 2023.

6.0 Contract Type: The Government will award a firm-fixed price contract.

7.0 Place of Performance:

Preferred area in the San Diego Downtown area close to the airport and local lodging options. Preferred to have a shuttle service from airport and lodging to conference venue.

Preferred access to a loading dock.

8.0 Deliverables:

The vendor shall provide the full-scale requirement of all Audio & Visual needs to host the conference as well as basic Wi-Fi capabilities for 300 individuals as outlined in section 4.0 for the duration of the DON FM Comptroller Seminar. Additionally, the vendor must provide unrestricted access to the agreed upon facility and conference rooms during the period of performance.

9.0 Additional Requirements

9.1 The Government may be interested in having a catered lunch for each day of the event. As such, interested parties are to include their capabilities to provide catered lunch. These services will not be included in Purchase Order. It is also the government’s preference to include iced water and coffee service for all event attendees, throughout the day. Interested parties shall indicate if this service is included in the cost of the meeting room rentals.

9.2. 150-room block at the per diem rate. This requirement will not be included in purchase order.

10.0 Contract Line Item Numbers (CLIN)

CLIN QTY Description Total Cost

0001 1 Facility

0002 1 AV

0003 1 AV Labor

0004 300 Wi-Fi Basic Buyout