Performance Work Statement Symposium.pdf

PERFORMANCE WORK STATEMENT (PWS)

United States Strategic Command Deterrence Symposium Service Requirements

5 January 2026

General Information

1. General: This is a non-personal services contract for the provision of comprehensive Event Planning, Venue Support, and Audio-Visual Services in support of the United States Strategic Command (USSTRATCOM) Deterrence Symposium and related activities. The Government shall not exercise supervision or control over contractor personnel performing under this contract. All contractor personnel shall be accountable solely to the Contractor, who is responsible for the management, oversight, and performance of all work required by the Government.

1.1 Description of Services/Introduction: This Performance Work Statement (PWS) defines the requirements for providing comprehensive logistical, administrative, and technical support for the United States Strategic Command (USSTRATCOM) Annual Deterrence Symposium and related events. The Symposium serves as a key forum for national security professionals, industry representatives, academic experts, and international partners to engage in discussions on strategic deterrence theory, policy, and practice. This PWS encompasses all activities associated with planning, coordinating, executing, and supporting post event actions, as further described in subsequent sections. The Contractor shall perform all work in accordance with the standards and requirements of this contract.

1.2 Background: USSTRATCOM hosts a distinguished group of U.S. Government officials, international partners, military leaders, academic experts, and industry professionals for a two-day forum focused on strategic deterrence.

This event, referred to as the USSTRATCOM Deterrence Symposium (“DS”), provides an opportunity for senior leaders and subject matter experts to engage in dialogue on deterrence theory, policy, and practice. The Symposium originated in 2009 at the direction of the Secretary of Defense and has grown significantly since its inception, with attendance increasing from approximately 500 participants in 2009 to more than 840 in 2024.

1. General s: The objectives of the USSTRATCOM Deterrence Symposium:

Plan and execute a successful, high quality, and impactful event that meets USSTRATCOM’s mission needs and supports the requirements of invited participants.

Provide a secure, professional, and well-managed environment that enables open discussion, collaboration, and information exchange.

Manage all logistical and administrative aspects of the Symposium—including venue coordination, registration, catering, audio-visual support, and related services—within the allocated budget and in accordance with task-order requirements.

Achieve a high level of attendee satisfaction, as measured through post-event assessments and government-defined evaluation methods.

1.4 Scope of Work: The Contractor shall provide comprehensive planning, coordination, logistical, administrative, and technical support necessary to execute the USSTRATCOM Deterrence Symposium and related events. Required capabilities include, but are not limited to, the following:

Planning and Coordination:

o Develop and maintain a detailed project plan and master schedule.

o Coordinate with USSTRATCOM stakeholders and designated points of contact.

o Establish and maintain effective communication and reporting protocols.

o Develop, track, and manage the symposium budget in accordance with task order requirements.

o Reconcile the symposium budget and provide final financial reporting, as required.

Venue Select and Management:

o Identify, evaluate, and secure suitable venue options that meet government defined requirements.

o Negotiate venue agreements, subject to government approval.

o Manage all aspects of venue preparation, setup, configuration, and on-site coordination.

Registration and Attendee Management:

o Develop and manage the attendee registration process.

o Collect and process registration fees, as applicable.

o Provide attendee support services before, during, and after the event.

o Manage attendee data in accordance with applicable privacy and security requirements.

Logistical and Event Support:

o Coordinate catering and food service arrangements.

o Provide audio visual (AV) equipment, technical support, and production services.

o Coordinate security requirements in accordance with government guidance.

o Produce printed materials, signage, name badges, and other event collateral.

o Disseminate symposium materials (digital and/or physical) to attendees, speakers, and stakeholders, as directed by the Government.

Communications and Marketing:

o Create and maintain the symposium website or designated online presence.

o Develop and distribute promotional, informational, and branding materials.

o Support government approved communication and outreach activities.

Post-Symposium Activities:

o Collect, analyze, and summarize attendee feedback using government approved methods.

o Prepare and deliver a comprehensive post symposium report, including lessons learned and recommendations.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 9 months and four

(4) 9-month option years. The Period of Performance reads as follows:

Base Year: 1 February 2026 – 31 October 2026 Option Year I: 1 February 2027 – 31 October 2027 Option Year II: 1 February 2028 – 31 October 2028 Option Year III: 1 February 2029 – 31 October 2029 Option Year IV: 1 February 2030 – 31 October 2030

1.6 General Information:

1.6.1 Quality Control: The Contractor shall develop and maintain an effective Quality Control Plan (QCP) to ensure all services are performed in accordance with this PWS and the terms of the contract. The QCP shall include procedures for monitoring performance, identifying and correcting deficiencies, preventing recurrence of defective services, and ensuring continuous compliance with contract requirements. The QCP is the Contractor’s primary method for ensuring the quality of its own performance. The Contractor shall submit the QCP to the Contracting Officer’s Representative (COR) within 30 days of contract award. Following government review and acceptance, the Contractor shall obtain written approval from the Contracting Officer prior to implementing any proposed changes to the approved QCP.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The Contractor is not ordinarily required to perform services on Federal holidays unless such services are specifically identified in a task order as necessary to meet event schedules or mission requirements. When holiday work is required, the task order will identify the applicable labor categories and hours.

1.6.4 Hours of Operation: The Contractor shall perform work during normal business hours (Monday through Friday, 8:30 a.m. to 4:30 p.m.) unless otherwise required by a task order to meet event schedules or mission needs. Certain activities—such as venue setup, rehearsals, registration support, or event execution— may require work during evenings, weekends, or Federal holidays. When such work is required, the applicable hours and labor categories will be identified in the task order. Because contractor personnel do not work within a Government facility under this contract, Government facility closures do not relieve the Contractor of performance requirements unless specifically stated in the task order. The Contractor shall maintain a workforce capable of supporting uninterrupted performance of all assigned tasks.Place of Performance: The work to be performed under this contract will be performed at a conference center in Omaha Nebraska or Washington DC Metro Area.

1.6.5 Place of Performance: The place of performance will vary by task order and may include commercial venues, conference centers, hotels, virtual platforms, or other locations within the United States or as otherwise designated by the Government. Specific locations, cities, and facility requirements will be identified in each task order based on event needs.

1.7 Security Requirements: Contractor personnel performing work under this contract are not required to possess a security clearance unless specified in an individual task order. USSTRATCOM Security personnel shall be granted access to the event venue to conduct security assessments, inspections, and walkthroughs as required by the Government. The Contractor shall coordinate with the venue to ensure timely access for these activities. The Contractor shall safeguard all Government-furnished information and any Government-provided materials in accordance with applicable laws, regulations, and task-order requirements.

1.7.1 Information Security Requirements: The Contractor shall protect all personally identifiable information (PII), payment information, and other sensitive data collected or processed in support of this contract. The Contractor shall implement administrative, technical, and physical safeguards that meet applicable federal laws, regulations, and industry standards, including, but not limited to:

The Privacy Act of 1974

DoD and USSTRATCOM privacy and data protection policies

Payment Card Industry Data Security Standard (PCI-DSS) requirements for handling credit card information

The Contractor shall ensure that all systems, websites, and tools used for registration, payment processing, or data management employ secure transmission, storage, and access control methods. The Contractor shall not retain, use, or disclose Government or attendee data for any purpose other than performance of this contract.

Any actual or suspected loss, compromise, or unauthorized disclosure of PII or payment information shall be reported to the Contracting Officer within one business day.

1.7.2 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use.

1.8 Key Control: The Contractor shall establish and implement methods of making sure all keys are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.9 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office. The Contracting Officer, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review performance, discuss progress, and address any issues affecting contract execution. During these meetings, the Government will provide feedback on the Contractor’s performance, and the Contractor shall identify any challenges or concerns requiring Government attention. The parties will take appropriate action to resolve outstanding issues.

1.10 Contracting Officer Representative (COR): The COR will be designated in writing by the Contracting Officer under a separate letter provided to the Contractor. The COR monitors the technical aspects of the contract and assists the Contracting Officer in the administration of technical requirements.

The COR is authorized to:

Monitor the Contractor’s performance to ensure compliance with the technical requirements of the contract

Perform inspections related to contract performance

Maintain written and oral communication with the Contractor regarding technical matters

Issue written interpretations of technical requirements, including Government-provided drawings, designs, and specifications

Notify both the Contracting Officer and the Contractor of any performance deficiencies

Coordinate the availability of Government-furnished information or property, if applicable

Facilitate site access for Contractor personnel when required The COR’s authority and limitations will be defined in the COR designation letter. The COR is not authorized to make any changes to the terms, conditions, cost, price, or delivery schedule of the contract. Only the Contracting Officer may modify the contract.

1.11 Key Personnel: The following positions are designated as key personnel for this contract: Contract Manager and Alternate Contract Manager. The Contractor shall provide a Contract Manager who is responsible for the overall management, coordination, and performance of all work under this contract. The Contractor shall designate the Contract Manager and an Alternate Contract Manager in writing to the Contracting Officer. The Alternate shall act on behalf of the Contractor when the Contract Manager is unavailable. The Contract Manager or Alternate shall have full authority to act for the Contractor on all matters relating to the daily operation and administration of this contract. The Contract Manager or Alternate shall be available during normal business hours, Monday through Friday, unless otherwise required by a task order to support event-related activities occurring outside standard hours.

1.12 Identification of Contractor Employees: All contractor personnel participating in meetings, communicating with Government personnel, or performing work in situations where their contractor status may not be immediately apparent shall clearly identify themselves as contractor employees. This requirement is intended to avoid any appearance that contractor personnel are Government officials. Contractor personnel shall ensure that all documents, reports, correspondence, or other deliverables produced under this contract are clearly marked to indicate contractor authorship or participation, as appropriate.Contractor Travel Contractor will be required to travel CONUS and within the NCR during the performance of this contract to attend meetings, conferences, and training. The contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of this PWS.

1.13 Contractor Travel: Contractor travel may be required within the continental United States (CONUS) in support of meetings, conferences, site visits, training, or other activities necessary for successful performance of this contract. Travel requirements, destinations, and associated tasks will be specified in individual task orders.

1.14 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.15 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI.

The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.0 Description of Services: The Contractor shall provide all facilities, venues, equipment, materials, supplies, transportation, and labor necessary to plan, organize, and execute the United States Strategic Command (USSTRATCOM) Deterrence Symposium. The specific location, venue, and anticipated number of attendees will be identified in each task order. USSTRATCOM will provide limited Government personnel support as described in Section 4 of this PWS. The Contractor shall reimburse all vendors for services and supplies and shall submit original invoices and receipts, accompanied by a detailed cost spreadsheet, to the designated Contract Specialist. Because networking and professional engagement are key objectives of the Symposium, the selected venue must include adequate space for both formal presentations and informal interactions. This includes areas for attendee mingling and conversation, as well as designated space for industry exhibit tables located outside the primary presentation rooms.

3.0 Facility Requirements: The Contractor shall provide facilities, rooms, audio-visual capabilities, and network/connectivity support necessary to execute the Deterrence Symposium. The specific number of rooms, seating capacities, configurations, and technical requirements will be defined in each task order based on the Government’s needs for that year’s event. The following subsections describe the types of spaces and capabilities the Government may require. Task orders will specify the exact quantities, sizes, layouts, and technical specifications

3.1 General Facility Requirements: The Contractor shall provide a conference facility capable of supporting a large, multi-day symposium. Facilities shall be conference-quality, climate-controlled, carpeted, and equipped with appropriate lighting, acoustics, and accessibility features. The facility shall include:

Large presentation rooms

Breakout rooms

Private meeting rooms

Media and operations support spaces

A reception or common area

Adequate circulation space for networking and industry exhibits The exact number and configuration of rooms will be identified in each task order.

3.1.2 Types of Rooms the Government May Require:

3.1.2.1 Large Presentation Rooms:

Task orders may require one or more large rooms capable of supporting high-attendance events such as panels, keynote addresses, or meals. Requirements may include:

Theater-style or banquet-style seating

A raised stage with podium and seating for panelists

Microphones (podium, lapel, stationary, wireless)

Window coverings to control ambient light

Space for large projection screens The task order will specify seating capacity, stage dimensions, and AV needs.

3.1.2.2 Private Meeting Rooms:

Task orders may require private rooms for small meetings, executive discussions, or administrative support. These rooms may include:

Conference tables and seating

Lounge furniture

Waste receptacles

Privacy curtains

Power, phone, and internet connections Quantities and furnishings will be defined in the task order.

3.1.2.3 Visitor / Panelist Support Rooms:

Task orders may require rooms to support panelists, distinguished visitors, and/or media personnel. These rooms may include:

Tables and chairs

Privacy partitions

Waste receptacles

Phone and internet connections

Space for preparation or coordination activities

3.1.2.4 Operations Center:

Task orders may require a room to support Government staff during the event. This room may include:

Tables and chairs

Privacy curtains

Waste receptacles

Phone and internet connections

3.1.2.5 Media Room:

Task orders may require a media support room for interviews, press activities, or special events. Requirements may include:

Tables and chairs

Privacy partitions

Waste receptacles

Phone and internet connections

Live video feed capability

3.1.2.6 Breakout Rooms:

Task orders may require breakout rooms for smaller sessions. Requirements may include:

Theater-style seating

Projection capability

Adequate acoustics

3.1.2.7 Reception / Common Area:

Task orders may require a central reception or networking area to support attendee check-in, industry exhibits, and informal interactions.

4.0 Audio-Visual Requirements:

The Contractor shall provide audio-visual equipment and technical support necessary to record, project, and amplify presentations. The specific AV configuration will be defined in each task order.

4.1 General AV Capabilities:

Capabilities may include:

Video and audio recording

Projection systems

Large screens

Sound systems

Microphones (stationary, wireless, lapel)

Professional-quality cameras

Live video feed capability Recordings shall be provided to the Government within the timeframe specified in the task order.

5.0 Network and Connectivity Requirements:

The Contractor shall provide wired and wireless internet connectivity, phone lines, and printing/fax capability as required. The task order will specify:

Number of wired connections

Number of wireless connections

Bandwidth requirements

Any special connectivity needs for media, operations, or panel rooms

6.0 Registration, Payment Processing & Data Handling:

The Contractor shall provide a secure registration and payment processing capability for each event, as required by the task order. Requirements may include:

Online registration portal

Secure payment processing compliant with PCI-DSS

Collection and protection of PII

Automated confirmation emails

Badge printing

On-site registration support

Data export to Government formats

The Contractor shall protect all PII and payment information in accordance with federal privacy laws and shall not retain or reuse data without Government approval.

7.0 Contingency & Risk Management:

The Contractor shall develop and maintain a risk management plan addressing:

Venue cancellation

Weather disruptions

Speaker cancellations

AV or technology failures

Security incidents

Medical emergencies

Task orders may require:

Backup AV equipment

Redundant recording systems

Alternate room configurations

Emergency communication procedures

8.0 Catering and Food Service Requirements:

The Contractor shall provide catering and food service support for each Deterrence Symposium and any related events as specified in individual task orders. At a minimum, the Contractor shall be capable of providing the following services for each event:

8.1 Daily Plated Lunch Service:

The Contractor shall provide a catered, plated lunch for all attendees on each full day of the Symposium, unless otherwise specified in the task order. Requirements include:

Entrée options that accommodate common dietary restrictions (e.g., vegetarian, vegan, gluten-free, allergy-sensitive).

Water and beverage service.

Tableware, linens, and service staff.

Setup, service, and cleanup in accordance with venue and health-code requirements.

Menu options submitted to the Government for approval within the timeframe specified in the task order.

8.2 Breakfast Service:

The Contractor shall provide grab-and-go breakfast items each morning of the event. Breakfast offerings shall include a mix of hot and cold items, which may include:

Breakfast sandwiches or hot items

Pastries, fruit, yogurt, or similar cold items

Coffee, tea, water, and assorted beverages Specific quantities and selections will be identified in the task order.

8.3 Continuous Snacks and Beverage Service:

The Contractor shall ensure that snacks and beverages are continuously available throughout each day of the Symposium. Requirements include:

Assorted snacks (e.g., granola bars, fruit, packaged items, baked goods)

Hot and cold beverages (e.g., coffee, tea, water, soft drinks)

Replenishment at intervals sufficient to maintain availability for attendees Task orders will specify any additional requirements such as premium items or special dietary accommodations.

8.4 Catering Vendor Management:

The Contractor shall:

Identify, coordinate, and manage all catering vendors.

Ensure compliance with local health and food-safety regulations.

Provide all necessary staffing for setup, service, and cleanup.

Ensure timely delivery, replenishment, and removal of food and beverage items.

Reconcile all catering costs and provide itemized invoices and receipts as part of post-event financial reporting.

8.5 Government Approval:

The Contractor shall obtain Government approval for:

Menus

Service layouts

Catering staffing plans

Any changes to previously approved catering arrangements Approval timelines will be defined in each task order.

8.6 Dietary, Accessibility, and Safety Requirements:

The Contractor shall:

Provide clearly labeled food items identifying allergens and dietary categories.

Ensure catering areas comply with ADA accessibility requirements.

Maintain food at appropriate temperatures in accordance with health-code standards.

Ensure safe handling, storage, and disposal of food items.

9.0 Accessibility & Compliance Requirements:

All facilities, materials, and digital content shall comply with:

ADA accessibility requirements

Section 508 (for digital content)

WCAG 2.1 AA (if applicable) This includes:

Accessible seating

Ramps and elevators

Captioning or assistive listening systems

Accessible registration portals

10.0 Branding, Messaging & Government Approval:

The Contractor shall obtain Government approval for:

Event signage

Programs and agendas

Printed materials

Digital content

Speaker lists

Industry exhibitors

Media access No materials may be released publicly without Government approval.

11.0 Industry Exhibitor Management:

If required by the task order, the Contractor shall:

Provide exhibit space

Coordinate exhibitor setup and teardown

Manage exhibitor communications

Ensure compliance with fire and safety codes

Provide tables, power, and internet as required The Government retains approval authority over all exhibitors.

12.0 Health & Safety Requirements:

The Contractor shall ensure compliance with:

Local fire codes

Occupancy limits

Food safety requirements

Emergency evacuation procedures Task orders may require:

On-site medical support

Crowd management staff

Safety briefings

13.0 Staffing Requirements:

The Contractor shall provide sufficient staffing to support:

Event management

Registration

AV operations

Technical support

Customer service

Exhibitor coordination

Speaker support Task orders will specify minimum staffing levels.

14.0 Deliverables & Post-Event Reporting:

Deliverables may include:

After-action report

Financial reconciliation

Attendee metrics

Survey results

Media files (recordings, transcripts, photos)

Lessons learned Delivery timelines will be specified in the task order.

15.0 Performance Standards & Quality Assurance:

The Government will evaluate contractor performance based on:

Timeliness

Accuracy

Responsiveness

Quality of AV and technical support

Attendee satisfaction

Compliance with task order requirements A QASP will be used to monitor performance.

16.0 Ordering Procedures & Task Order Structure:

Each task order will include:

Event location

Estimated attendance

Required rooms and configurations

AV requirements

Network requirements

Registration requirements

Staffing requirements

Deliverables

Travel requirements

Pricing structure The Contractor shall respond to task order requests within the timeframe specified by the Contracting Officer.