SOW_Souces_Sought.docx

STATEMENT OF WORK

1.0 SCOPE OF WORK. In accordance with the schedule of supplies and services, the contractor shall provide business rooms/venues as defined within this statement of work.

2.0 DESCRIPTION OF SERVICES. The hotel will provide necessary business rooms, offices, space, and furniture as identified below, ideally on no more than two (s) floors:

150 person (U-shape with 3-4 row of theater seating and banquet/classroom tables for working group sessions)

80 person (Banquet or Classroom setting)

40 person (Classroom setting)

Main Venue. This room must be air conditioned, well illuminated and have seating for one hundred fifty (150) personnel from 0700 to 1730 hrs daily beginning 31 Mar 20 through 2 Apr 20. The room must be configured in such a manner to have seating for forty (40) principal participants (U-shaped conference table) and three/four rows (60) attendee (theater setting) seats behind the U-shaped tables. Beyond that have 6 banquet tables for working group breakout sessions. It must have a computer projection capability with projection screen sufficient for all attendees to view from their seats. Must have wireless internet or one internet cable drop to support user provided router to connect ten (10) computers by WI-FI. The room must also have a functioning sound system for host and guest speakers. This room must have at least eight (8) working electrical outlets.

Medium Break-Out Room. These rooms must be air conditioned, well illuminated and have sufficient space for eighty (80) attendees to have work space and seating in a classroom type setting. Under optimum conditions there would be three (3) breakout rooms, however, exact configuration is flexible. The one (1) medium break-out rooms are required from 0700 to 1700 hrs daily beginning 31 Mar 20 through 3 Apr 20. All spaces must have either two (2) functioning internet connections or have wireless internet capability provided by the hotel. Each room/space must have at least six (6) working electrical outlets.

Small Break-Out Room. This room must be air conditioned, well illuminated and have sufficient space for 40 (40) attendees to have work space and seating in a classroom type setting. Under optimum conditions there would be one (1) small breakout room, however, exact configuration is flexible. The break-out room are required 0700 to 1700 hrs daily beginning 31 Mar 20 through 2 Apr 20. All spaces must have either two (2) functioning internet connections or have wireless internet capability provided by the hotel. Each room/space must have at least four (4) working electrical outlets.

2.1 ADDITIONAL TERMS.

- All conference workspaces must be in the same building.

- The rooms must have controlled/secure lockable entrances to spaces/rooms identified as requiring 24-hour access.

- Restroom facilities must be located within 70 meters of the conference venue or breakout rooms for attendee use and be cleaned and maintained daily.

- Desk area/reception area will be provided for common areas occupied by the US Government personnel.

- Tables, chairs, and partitions shall be provided at no additional costs. The US Government Representative will provide the numbers required for each room no later than 24-hours prior to required set up time. The Hotel is required to set-up and break down the rooms accordingly.

- Hotel security must maintain control of pedestrian paths and be able to secure pathways near and around workspaces.

- Hotel shall clean workspaces daily.

- Ideally, all function/meeting rooms shall be on no more than three floors to facilitate cross-coordination between work groups / meeting rooms

- The facility will provide the following equipment for use at no additional charge:

(Note: Contractor must indicate total number of aforementioned items that will be made available.)

2.2 CANCELLATION PROCEDURES AND AGREEMENT. In the event that the Government has to cancel this order in its entirety with less than 15-day notice, the contractor shall be entitled to a sum of ______% of the total order value, or NTE ______ USD.

(Note: Contractor must indicate proposed cancellation fee’s and associated timelines.)

3.0 PERIOD OF PERFORMANCE. 31 March through 3 April 2020 as stated above in 2.0 DESCRIPTION OF SERVICES.

3.1 WORK SCHEDULE. As stated above in 2.0 DESCRIPTION OF SERVICES.

3.2 HOLIDAYS. The contractor may be required to work during U.S. holiday periods.

3.3 SECURITY. The hotel will comply with force protection measures as directed by the US Government Representative. The hotel will allow security personnel, who are identified by the US Government Representative, to enter the hotel and grounds as required.

4.0 POINTS OF CONTACTS AND AUTHORITIES. The U.S. Government (Exercise Executive Agent) retains the right to make changes to this Statement of Work, prior to contract award, based on factors that are unknown at this time (e.g. funding is formally decreased, direction from U.S. Pacific Command due to changing political conditions, dates shift slightly, etc). The contracting officer is the only person authorized to approve any changes to the requirements of the contract and not withstanding provisions contained elsewhere in this contract, the authority remains solely with the contracting officer. In the event the contractor effects any change at the direction of any person other than the contracting officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price as a result of the change.

5.0 CONTRACTUAL RELATIONSHIPS. Contractor personnel shall at all times be under the supervision of the contractor and not under the supervision of the U.S. Government or any of its officers or employees. The contracting officer will bring discrepancies or noncompliance with the contract clauses, specifications, or Statement of Work to the attention of the contractors’ supervisor or foreman for necessary corrective action.

6.0 LIABILITY. The U.S. Government accepts no liability for the actions of the contractor or his employees and agents.

End Of Statement Of Work