OFAP FMLT Support PWS RFI.docx

B.2 PERFORMANCE WORK STATEMENT

1.0 PURPOSE

The Department of Veterans Affairs (VA), Office of Finance (OF), Office of Financial Audit and Policy (OFAP) requires lodging services to include conference meeting space, audio visual (AV) support, and other miscellaneous services to assist in the successful facilitation and execution of the Financial Management Leadership Training (FMLT) event. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services necessary to provide support services as defined in this Performance Work Statement (PWS). The Contractor shall perform to the standards in this contract.

2.0 BACKGROUND

The OFAP oversees the development of the financial management workforce, which includes identifying learning needs, strategies and development opportunities to support the accomplishment of VA’s mission. In support of that mission, the goal is to improve overall capabilities and competencies of the VA financial management workforce, with immediate emphasis on employee engagement, enhancing customer service and remediating audit deficiencies identified by the annual financial statement audit. The FMLT is part of the OFAP’s continuing efforts to create development strategies to address those challenges through face-to-face connection and collaboration, combined with educational training sessions.

3.0 OBJECTIVES

The objective of this contract is to obtain lodging services to include conference meeting space, AV services and miscellaneous services to plan and execute an in-person FMLT for VA’s Financial Management Community.

4.0 SCOPE

The scope of this contract is to provide logistical support services for VA employees attending the March 23 – 25, 2027 FMLT event. Details regarding the required services and deliverables are defined below.

5.0 CONTRACT TYPE

This is a firm fixed price (FFP) contract.

6.0 ACCESS TO GOVERNMENT FACILITIES

N/A

7.0 PLACE

Location – Orlando, Florida Place - TBD

8.0 PERIOD OF PERFORMANCE

The period of performance is January 25, 2027 – March 25, 2027 Conference held March 23, 2027 – March 25, 2027

9.0 SPECIFIC TASKS

9.1 General:

The Office of Financial Audit and Policy (OFAP) requires hotel conference accommodations for up to 600 individuals for the Financial Management Leadership Training (FMLT) event being held March 23, 2027 through March 25, 2027.

Approximately, 22 personnel will arrive on Sunday, March 21, 2027 to start setup on Monday, March 22, 2027. Approximately 600 personnel will arrive at the selected site on Monday, March 22, 2027. On Tuesday, March 23, 2027, an opening plenary session will occur with FMLT/VACO leadership addressing the group before breakout sessions – generally from 8:00am to 4:30 pm. Personnel will plan on attending three training days (Tuesday-Thursday, March 23 – 25, 2027), either in plenary or breakout sessions. Personnel plan to depart on Friday, March 26, 2027.

9.1.1 Hotel and Conference Room

9.1.2 Hotel Room Requirements: The hotel shall accommodate the following needs and must meet the following requirements:

· Guest Rooms: Ability to block/reserve up to 22 guest rooms for event staff on March 21, 2027, and 600 guest rooms for March 22 – March 25, 2027. Guests will all check out by March 26, 2027.

· Registration Desk Set up: Either built-in registration counters with 2-3 desks/tables for on-site registration or two 6-foot rectangular tables set up with 6 chairs; eight (8) hotel easels for client-provided signage; Registration desk set up by noon on Monday, March 22, 2027 and will run through Thursday March, 25, 2027.

· Staff Office: Available to use on Monday, March 22, 2027 through Thursday, March 25, 2027. Space required is approximately 600 square feet, with 2-3 tables and 20-22 chairs; Wi-fi or high-speed internet connection availability and printer. Staff office will also serve as storage for conference materials. Staff office to be secured with card key access on a 24-hour basis until the last day of the conference.

· Executive Meeting Room: This room will serve as a multipurpose briefing and prep room for the various speakers and dignitaries that will visit the conference. Space required is a minimum of 400 square feet.

· Meeting Rooms: All rooms should be accessible to guests via elevator/escalator, for guaranteed number of room reservations. There is no requirement for classified meeting space.

· General Session/Plenary Meeting Room: General Session/plenary meeting room should be set up in classroom style, hybrid classroom or theater as determined by the conference planning team and accommodate all 600 attendees; The general session/plenary meeting room must be available all day throughout the entire conference (Tuesday-Thursday) Risers, podium, podium mic and head table for three on the riser is required. Space required is a minimum of 7,200 square feet.

· Breakout Session Rooms: Breakout sessions will take place Tuesday, Wednesday and Thursday all-day (8 a.m. – 4:30 p.m.); 3 concurrent sessions set for at least 200 attendees per room Tuesday-Thursday. Rooms should have Wi-fi or high-speed internet availability. Risers, podium, podium mic and head table for three on the riser is required. Space required is a minimum of 4,000 square feet.

· Ad Hoc Meeting Room: This room will serve as an ad hoc meeting space, including a room where presenters can rehearse trainings or otherwise congregate to prepare for presentations, or where additional meetings may be held for small groups. Space required is a minimum of 400 square feet.

9.1.3 Audio Visual Requirements:

General/plenary sessions:

· Requires two general session projection screens with front or rear projection (depending on the size and configuration of the room).

· Two LCD projectors are required for general/plenary sessions.

· One rental laptop with capability to display onto projection screens is required.

· “Confidence” Monitor, that would face the speaker and display the presentation materials being used.

· Microphones: Podium mic, three table mics (dais); two audience mics; appropriate-size mixer/multi box required for audio distribution in the room.

· head table for three in general/plenary session room for panel presentations with portable microphones at each designated seat (as needed on head table);

· Also required are 1-2 cameras (with camera operators) for projecting the general sessions on the screens when not being used for PowerPoint presentations; Projection is necessary to be able to see the riser and speakers from the middle and back of the room.

· A minimum of two (2) technicians designated for the FMLT conference will be available daily to set up, trouble shoot and monitor each meeting room A/V equipment and usage.

Breakout sessions:

· One screen per room (size appropriate to room and ceiling height);

· One LCD projector per room;

· One rental laptop for client-provided presentations per breakout room;

· riser, podium, podium microphone (appropriate to room size);

· head table for three in each room for panel presentations with portable microphones at each designated seat (as needed on head table);

· appropriate to room size mixer/multi box in each room for appropriate audio distribution (if needed)

· A minimum of two (2) technicians designated for the FMLT will be available daily to set up, trouble shoot and monitor each meeting room A/V equipment and usage.

9.1.4 Kickoff Meeting: Contractor shall conduct a kickoff meeting within five calendar days after contract award to discuss the way forward.

9.1.5 Support Plan: Contractor shall provide a support plan in document form to outline how they will deliver on the requirements of the contract.

9.2 Hours of operation/place of performance requirements

CURRICULUM DRAFT AGENDA, MARCH 22 – MARCH 25, 2027

Monday, March 22, 2027

Tuesday, March 23, 2027

Wednesday, March 24, 2027

Thursday, March 25, 2027

Friday, March 26, 2027

Guest Room:

The Hotel agrees that it will provide up to 600 rooms in the pattern set-forth below (such number and such pattern, the "Room Night Commitment"):

Total Room Nights

9.3 Meeting Rooms Presentation of Events:

Sunday 3/21/2027 Staff office

Event Date: Monday, 3/22/2027 Staff Office

Event Date: Tuesday, 3/23/2027-Thursday, 3/25/2027 Staff Office

10.0 REQUIREMENTS

The VA Office of Finance intends on hosting an in-person FMLT event at the Hotel. The contractor shall be capable of providing onsite logistical support services.

During the FMLT event, the contractor shall be prepared to operate in accordance with the following schedule:

· Provide available space to conference planning team to register FMLT attendees at the Hotel on March 22, 2027, the day preceding the first day of the FMLT event.

· All event space, including the general session room, must be available at 6:00 a.m. each morning of the FMLT event, from March 23, 2027, to March 25, 2027.

· The FMLT event will open each day at 6:00a.m. and end at 5:00 p.m.

· Contractor move-out shall be completed by 9:00 p.m. the last day of the event, which is March, 25, 2027.

11.0 TASK STATEMENT

Tasks performed shall be of a non-personal nature. VA organizations and personnel will not provide supervision of contractor personnel. Contractor personnel shall at no time allow an employer/employee relationship to develop with VA organizations or their staff. VA organizations will refrain from any activities that create the appearance of such a relationship. Contractors shall not perform inherently governmental functions including decision-making, supervision of Government employees, supervision of other contractors on other contracts and activities that create the appearance of performing such functions.

12.0 CONTRACTOR STAFF QUALIFICATIONS

Contractors shall have the necessary experience and equipment to facilitate the arrangements for conferences, training events, seminars and trade shows. Services include but are not limited to the following components for a show, event and/or booth: project management, coordination and implementation of third-party participation, collection management of third-party payment for participation, liaison support with venue, AV and information technology (IT) support, reservation of facilities, onsite meeting support, automation and telecommunications support, mailing/printing, and other communication with attendees including pre/post meeting.

13.0 REPORTING REQUIREMENTS

The Contractor shall provide the Contracting Officer’s Representative (COR) with daily progress reports and onsite Hotel Reservation Reports in electronic form in Microsoft Word or Microsoft Excel. The report shall include detailed instructions/explanations for each expenditure assessed to the government, to ensure that data is accurate and consistent. These reports shall reflect data based on end-of-day data.

Deliverable:

- Hotel Reservation Report

13.1 TASKS

The Contractor will be required to provide the below Tasks 1 - 7, inclusive with their various subparts.

Task 1- FMLT Venue Coordination

13.1.1 The Contractor shall coordinate and to accommodate the following needs each day March 23, 2027 through March 25, 2027:

Meeting Space: One general session room to accommodate at least 600 people. The general session and breakout rooms shall have a stage and be outfitted with Audio Visual. Minimum Setup: seating for 4-6 (on stage), podium, theater seating, stage lighting, risers, skirting, stairs/w rails and Americans with Disabilities Act (ADA) ramp. See section 9.1.2 for specific requirements.

Break Out Rooms: The hotel will provide the general session room and up to 3 breakout rooms to hold at least 200 people each, and large enough to accommodate AV for recording and electrical power to support all devices. Minimum Setup: head table for three in each room for panel presentations with portable microphones at each designated seat (as needed on head table); Podium with a microphone and theater seating, and loudspeakers to provide adequate sound for the space. These rooms also require projection screens for slide presentations. See section 9.1.3 for specific requirements.

Staff Office: Central control room to hold approximately 22 people responsible for administrative and managerial oversight of the training event. The staff office must be equipped with, comfortable chairs, electrical outlets, paper, printer, Wi-Fi connectivity, and electrical outlets and power to support all devices in the rooms.

Onsite Check-In Registration Area: Onsite check-in/registration area must be large enough to accommodate onsite conference check- in/registration of at least 600 attendees and should be in close proximity of the general session room and shall require two 6-foot rectangular tables, 6 chairs, eight hotel easels for client-provided signage, 3 small wastebaskets, Wi-Fi connectivity, electrical outlets, and power to support all devices in the area.

Task 2 – Audio Visual (AV Support) The AV Contractor shall coordinate with the Hotel to accommodate the following needs each day March 22, 2027 through March 25, 2027. See section 9.1.3 for specific requirements.

13.2.0 Contractor shall provide setup and take-down, production, labor, equipment rental, electrical outlets and power to support all devices in the rooms, and onsite in-person labor and support for scheduled plenary/general sessions in the ballroom, and three break out tracks in three separate rooms.

13.2.1 Contractor shall provide labor, equipment rental, electrical outlets and power to support all devices in the rooms, setup, take-down, operation and testing on March 22, 2027 of the ballroom and break out rooms before the training event start date.

13.2.2 Contractor shall furnish in‑person, technically qualified personnel with general production experience -including audio, video, recording, camera operation, graphics, and lighting -who operate as floaters, providing production, video, and audio support as needed across all FMLT breakout rooms and the ballroom.

13.2.3 Contractor shall provide and install monitors, high-definition video cameras, tripods, camera platforms, podium microphones and stands, wireless handheld microphones, audio systems, communications equipment, presentation support equipment, associated cables and electrical outlets and power to support all devices in the rooms for the ballroom and three break-out rooms.

13.2.4 Contractor shall provide and install in the ballroom rear projection equipment, two large monitor screens, ballroom audio package, stage wash lighting that provides ample lighting to the stage to support FMLT plenary/general sessions and ceremony in the ballroom.

13.2.5 Contractor shall provide associated multi-screen switching equipment, router, various switches for audio, visual and internet, analog switchers, controllers, laptop computer and distribution amplifier for plenary/general session ballroom.

13.2.6 Contractor shall provide a scaffold tower or elevated platform and associated scaffold equipment for the purpose of video recording during plenary/general session ballroom.

13.2.7 Contractor shall provide video playback equipment, necessary licenses, and computer equipment in the plenary/general sessions ballroom.

13.2.8 Contractor shall provide two wireless slide advancer systems, presentation support hardware, music access and technician labor support during plenary/general sessions in the ballroom.

13.2.9 Contractor shall provide rehearsal and dry-run support in the ballroom on Monday, March 22, 2027, before the training event begins for each of the three session/break out rooms. The Contractor will provide recording hardware, front projector packages, audio visual switches, HDMI video transcoders, laptop computers, headphones, recorders, amplifiers, primary and backup podium microphones, various cables, channel mixers, passive direct boxes, array speakers, high- definition camera packages with tripods, camera platforms, confidence monitors and wireless slide advancer systems.

13.2.10 Contractor shall provide necessary associated electrical outlets and power to support all devices in the rooms and cabling equipment to support production in the plenary/general session ballroom and three break-out session rooms.

13.2.11 Contractor shall provide labor for take-down and removal of equipment and hardware from the ballroom and three session/break out rooms after the end date of the training event.

13.2.12 The Contractor shall arrange for transportation and/or rental of all AV special equipment for training event.

Task 3 – Lodging Contractor shall:

13.3.1 Lodging: provide 600 guest rooms at the government per diem rate with check-in March 22, 2027 and check-out March 26, 2027. Per Diem rates may be accessed at Per Diem Rates | GSA.

13.3.2 Check in Procedures: The hotel property must provide a check in/out service on a 24-hour basis, 7 days a week. The Contractor must secure payment from VA personnel using their individual government travel card or personal credit card.

13.3.3 Living space: Each room shall contain living and sleeping areas in accordance with industry standards. Beds, linens and addition equipment provided by the Hotel Property shall also be in accordance with industry standards.

13.3.4 Standards: Rooms shall include all standard accommodations found within the commercial market place for “Midscale” hotel/motel services. Midscale Hotels typically include but not limited to internet access, a refrigerator, a microwave, television with cable access, Iron and iron board, and an alarm clock. Rooms shall also comply with all Municipal, State and Federal environmental, health and safety standards.

13.3.5 Heating, Air Conditioning, and Ventilation: Lodging shall be provided with heating, air conditioning, and ventilation necessary to maintain comfort for guests.

13.3.6 Safeguarding Valuables: The Contractor shall provide a means of storing and safeguarding, in a safe or vault, small high-valuable personal property of the occupants. Receipts for the stored items must be furnished to the guest. Any cost shall be paid by the individual, not the Government.

13.3.7 Telephone: A telephone in good working order, with free local access and voicemail capability shall be provided in each room. The occupant is personally responsible for telephone charges exceeding the free local access. The Government shall incur no liability for telephone calls.

13.3.8 “Do Not Disturb” Signs: All rooms shall have such signs available. Contractor personnel shall respect them when displayed.

13.3.9 Bathrooms: Bathrooms shall be maintained and be in sanitary condition. Bathrooms shall contain a shower and/or tub combination with a wash basin, a properly functioning toilet, and a mirror. Additionally, bathrooms must have adequate lighting and grounded electrical outlets for use of electric razors, hair dryers etc. The shower or shower/tub combination shall have shower doors or curtains.

13.3.10 Linen Services: Shall be in accordance with industry standards. General daily housekeeping, to include making beds, replacing towels, emptying trash receptacles, cleaning floors and sanitizing bathrooms shall also be in accordance with these standards.

13.3.11 Custodial/Sanitation Services: The contractor shall maintain a clean and healthy environment. All custodial/sanitation services shall be in accordance with commercial standards.

13.3.12 Information Services: Desk clerks shall be able to explain to occupants miscellaneous charges not covered by this performance work statement, for example, telephone charges.

13.3.13 Additional Amenities/Service: All facilities and courtesies customarily extended to occupants without charge (i.e. pools, lounges, parking areas, etc.) shall also be made available without additional charge to the Government under this contract. All extra services not specified in this performance work statement, or not normally included in the room rate, shall be paid by the individual(s). The Contractor shall provide concierge, shuttle, or extra services at no cost if provided to other guests.

13.3.14 Liability/Miscellaneous Service: The Government will not be responsible for any miscellaneous charges/damages incurred by travelers. The Contractor shall explain to each VA personnel that miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, smoking in the facility, damage charges, etc.) are not covered by this contract and will be charged to and paid by the individual.

13.3.15 Security: The Contractor will ensure a safe and crime-free environment.

13.3.16 Lodging security: The rooms shall be secured and access limited to occupants, cleaning staff, and management in case of emergencies. All entrance doors to these rooms shall have interior security locks, either deadbolt or any other government approved lock, and an entrance peep hole. If the room has sliding glass or French doors they shall be equipped with an effective locking device. Each room occupant shall be provided with a room key.

13.3.17 Building security: All doors for main building entrances shall have controlled secured access. Each parking lot shall be equipped with a sufficient amount of lighting for safety of the members and their belongings.

Task 4 –Training event Miscellaneous Special Needs Support Services The Contractor shall coordinate with the Hotel to accommodate the following needs each day March 22, 2027 through March 25, 2027:

13.4.2 The Contractor shall identify and communicate the process to obtain medical services to include medical assistance (within training event facility and location of nearest hospital).

Task 5 – Reports

13.5.1 The Contractor shall suggest any changes to the Delivery Schedule (Section 13 of the PWS) at the post-award conference. The Delivery Schedule shall be subject to final Government approval. The Government will modify approved changes to the Delivery Schedule into Section 13 of the PWS.

13.5.2 The Contractor shall submit a Milestone Status Report (corresponding to the due dates in Section 13 of this PWS) by 12:00 PM ET every Thursday from the date of award to the COR detailing milestones active/missed, actions taken, achievements, recommendations as appropriate and describe any problems anticipated, encountered and methods to resolve.

13.5.3 The Contractor shall submit weekly Hotel Registration Report starting five days from award of contract and final report to be submitted 10-days after the training event.

13.5.4 The Contractor shall provide updates of project to OFAP as may be periodically required.

13.5.5 Contractor shall develop and present training event Acceptable Performance Levels (APLs) for Government’s consideration.

13.5.6 Contractor shall ensure collection of metrics to support APL reporting.

13.5.7 The Contractor shall generate and deliver a comprehensive post-training event report highlighting APL metrics within ten (10) days after the training event.

13.5.8 Contractor shall conduct training event debrief with Government.

Task 6 – Wi-Fi and Printers Services The Contractor shall coordinate with the Hotel to accommodate the following needs each day March 22 – March 25, 2027:

13.6.1 Contractor shall have dedicated WiFi connection to support a quantity of one printer in the Staff Room.

13.6.2 Contractor shall provide letter/legal size paper for the printer.

13.6.3 Contractor shall deliver printer, install, set-up on WiFi connection and provide technical support to ensure FMLT team can connect/use printer.

13.6.4 Contractor shall pick-up and remove printer at the end of the FMLT training event.

13.6.5 Contractor shall provide electrical outlets and power to support printer.

Task 7. Food and Beverage Services

13.7.1 Contractor shall provide water for the stage tables for both general and breakout rooms as well as in the Staff Room and the registration room.

13.7.2 Contractor shall provide cash concession for food and beverage services for up to 600 attendees from March 23, 2027 through March 25, 2027. Cash concession means that the individual employees may opt to purchase these concessions on-site using individual per diem funds.

· Grab and Go Breakfast

· AM Snack

· Lunch

· PM Snack

· Cash Concession shall be available

13.7.3 Under no circumstances may the Contractor purchase or provide any food, beverages or refreshments pre, during, and post conference.

14.0 DELIVERY SCHEDULE

Ten (10) days after the training event

15.0 KEY PERSONNEL

The Contractor shall provide an executive meeting manager who should be responsible for the performance of the work. The name of this person and an alternate who should act for the executive meeting manager during his/her absence should be designated in writing to the COR and Contracting Officer (CO). The executive meeting manager or alternate should have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

All notification of substitutions in key personnel shall be submitted to the COR and CO at least 15 calendar days prior to making the change in key personnel, to the maximum extent practicable. The notification shall be in writing and shall provide a detailed explanation of the circumstances

16.0 CONTRACTOR TRAVEL

The Office of Finance does not anticipate travel for the Contractor involved with this project due to support services being provided at the venue site.

17.0 IDENTIFICATION OF CONTRACTOR EMPLOYEES

All contract personnel attending meetings and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

18.0 POST-AWARD KICK-OFF MEETING

The Contractor shall attend a post-award conference within five business days of contract award. Additionally, the CO, COR, and other Government personnel, as appropriate, shall meet periodically with the Contractor to review the Contractor's performance. The meetings will be held by phone or designated place at the discretion of the Government.

19.0 QUALITY ASSURANCE SURVEILLANCE PLAN

Performance Standards define required performance for specific tasks. The Government performs surveillance to determine if the Contractor exceeds, meets or does not meet these standards. The Government may utilize the Performance Based Service Assessment Survey, provided as Attachment E, or other methods to compare contractor performance to the Acceptable Levels of Performance (ALPs).

Standard Surveillance Method Outcome

19.1 METHODS OF SURVEILLANCE

Various methods exist to monitor performance. The COR shall use any or several of the surveillance methods listed below in the administration of this QASP.

100% Inspection (evaluates all outcomes) - Each day, the COR shall review all of the contractor’s performance/generated documentation and document results accordingly. This assessment shall be placed in the COR’s QA file.

Random Sample - The COR shall review a random sampling of the contractor’s performance/generated documentation and document your results accordingly. This assessment shall be placed in the COR’s QA file.

Validated Customer Complaint or Validated Below Average ALP in a Specific Area - The COR shall review the contractor’s performance/generated documentation corresponding to a validated customer complaint or validated inability to perform in accordance with the ALP in a specific area and document your results accordingly. This assessment shall be placed in the COR’s QA file.

19.2 ACCEPTABLE PERFORMANCE LEVELS (APLS)

PROJECT

MANAGEMENT,

MILESTONES, AND

SCHEDULE

a. Notifies customer of potential problems 90% of the time.

100% Inspection of agreed upon milestones per the approved PMP Notification occurs within two business days of potential issue when known in advance or within 24 hours of urgent problems, where less than two business days exist

b. Submits Deliverables in accordance with the deliverable schedule within (+/-) five business days with no more than five incidents of performance slippage 100% Inspection of deliverables No more than five incidents of performance schedule slippage

WRITTEN

COMMUNICATION

Uses correct English grammar, punctuation, and spelling 95% of the time; communicates information in a succinct and organized manner, produces written information that is appropriate for the intended audience

message is easily understood by others

CUSTOMER

SUPPORT

Courteous and professional interactions to receive and fill task order deliverables and in providing order status. Customer (VA) support satisfaction, having no more than 5 incidents of dissatisfaction.

Customer Feedback and Complaints based on interactions with the contractor Customer problems are resolved within the same business day; no more than 5 incidents spent by Government personnel in providing corrective feedback on unacceptable customer service/professionalism

19.3 DOCUMENTING PERFORMANCE

Acceptable Performance:

The Government shall document acceptable performance in accordance with the table above. Any report may become a part of the supporting documentation for any contractual action.

Unacceptable Performance:

When unacceptable performance occurs, the COR shall inform the CO. This will always be in writing although when circumstances necessitate immediate verbal communication, that communication will be followed in writing. The COR shall document the discussion and place it in the COR file.

When the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager.

The Contractor shall acknowledge receipt of the CDR in writing to the CO. The CDR will state how long after receipt the contractor has to take corrective action. The CDR will also specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CO shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

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