PWS_2026-2030 DON OGC Training Symposium.docx

Hotel Training Spaces and Lodging Services in Support of the Department of the Navy (DON) Office of the General Counsel (OGC) Annual Training Symposium Scope. The contractor shall provide conference rooms and a hotel room block for personnel attending an Annual Training Symposium. The costs associated with conference rooms and associated services are included in this order. The hotel rooms will be individually billed at the Government per diem rate or Integrated Lodging Program rate (whichever is lower), and are not guaranteed.

Background. The Department of the Navy (DON), Office of the General Counsel (OGC) requires services to support an Annual Training Symposium for up to 600 in-person attendees. The four business-day or five business-day event block will occur in April or May and not during the week of a Federal Holiday (e.g., Memorial Day). The symposium must be held within the Washington D.C. area to include Maryland and Virginia, with available taxi or hotel shuttle service to Reagan National, Baltimore Washington International or Dulles International Airports. The accommodating facility must be within 20 miles driving distance of the Pentagon. Additionally, the accommodating facility must be able to provide a complete meeting package, i.e., lodging, large general session meeting space with 600 chairs, breakout rooms for up to 6 simultaneous smaller sessions (12 simultaneous sessions on the last day), parking for local attendees, and symposium services, to include audio-visual services. The contract will include a base requirement in 2026 and four options that may be exercised in 2027, 2028, 2029, and 2030.

Contractor Requirements.

The contractor shall provide the following:

1. PROPERTY REQUIREMENTS:

1.1. The hotel shall hold and maintain an America Automobile Association (AAA) rating of 3 Diamonds or higher, OR an Orbitz.com rating of three Stars or higher, OR a comparable rating from another independent organization.

1.2. The hotel shall be located within 20 miles driving distance from the Pentagon. This requirement is absolute and is not waivable.

1.3. Parking: 15 reserved parking spots or guaranteed parking vouchers each day (included in quotation), plus other parking available (including paid parking paid by each individual driver) for up to 400 vehicles within a quarter mile, or accessible via a regularly scheduled free shuttle service. If only valet parking is available at the hotel, 15 parking spots must be reserved each day.

1.4. Privacy/Security: The contractor is to minimize the amount of public (i.e., non-attendee) traffic through and around the conference spaces.

1.5. General Requirements:

1.5.1. Registration Desk: conference registration desk with secure storage (24-hour access for duration of conference).

1.5.2. Mothers’ Room: A private, lockable room (available from 6:00 AM – 6:00 PM each day) that can be secured from unwanted intrusions, with at least 1 large (household-sized, 15- 20 cubic feet) or 2 small (hotel room-sized, 3-5 cubic feet) refrigerator(s), 2 tables and 4 chairs (sufficient size to accommodate 4 mothers concurrently), in close proximity to the conference rooms.

1.5.3. Green Room / Office: A workspace (starting at 6:00 AM on the first day for the duration of the conference) with at least 2 tables and 4 chairs, in close proximity to the conference rooms.

1.5.4. Display Tables: 12 skirted or skirtless tables in the foyer outside the ballroom with 2 chairs behind each.

2. SYMPOSIUM REQUIREMENTS:

2.1. The hotel should submit a quotation with specific conference rooms assigned on specific dates for each year during the contract’s period of performance. Proposals/quotations for alternate dates (i.e., multiple weeks of availability per year) are strongly encouraged.

2.2. Conference Room and Schedule Requirements:

2.2.1. Sunday: travel day (only need conference registration desk with secure storage, starting at 1 PM for duration of conference).

2.2.2. Monday: 6 Conference Rooms all day in close proximity to one another (6:00 AM – 6:00 PM).

2.2.2.1. One room that can seat 200 attendees (classroom and theater seating).

2.2.2.2. One room that can seat 150 attendees (classroom and theater seating).

2.2.2.3. Two rooms that can seat 125 attendees (classroom and theater seating).

2.2.2.4. Two rooms that can seat 75 attendees (classroom and theater seating).

2.2.3. Tuesday: Ballroom: Plenary session in the morning (6:00 AM – 12:00 PM), including DON OGC setup) for up to 600 attendees (ballroom with majority classroom seating and some theater seating, but not rounds).

2.2.3.1. Large riser/stage (24’ wide x 12’ deep x 28” high) with stairs on both sides, drapery backdrop, podium with microphone, and 2 tables with 4 chairs and 2 additional microphones on tables.

2.2.3.1.1. Four additional wireless handheld microphones (for questions from audience).

2.2.3.1.2. Two wireless Lavalier microphones (for guest speakers).

2.2.3.2. Conference Rooms in the afternoon (1:30 PM – 6:00 PM): 6 breakout rooms in close proximity to one another.

2.2.3.2.1. One room that can seat 200 attendees (classroom and theater seating).

2.2.3.2.2. One room that can seat 150 attendees (classroom and theater seating).

2.2.3.2.3. Two rooms that can seat 125 attendees (classroom and theater seating).

2.2.3.2.4. Two rooms that can seat 75 attendees (classroom and theater seating).

2.2.4. Wednesday: Conference Rooms in the morning: same setup for 6 breakout rooms in close proximity to one another (6:00 AM – 12:00 PM).

2.2.4.1. Ballroom: Plenary session in the afternoon (1:30 PM – 6:00 PM)—same setup as Tuesday morning.

Room Requirements

MONDAY

(Specialty Day)

(Command Day)

6:00 AM – 12:00 PM

1) Conference room (200 seats)

2) Conference room (150 seats)

3) Conference room (125 seats)

4) Conference room (125 seats)

5) Conference room (75 seats)

6) Conference room (75 seats)

Plenary

Ballroom (600 seats) Breakouts

1) Conference room (200 seats)

2) Conference room (150 seats)

3) Conference room (125 seats)

4) Conference room (125 seats)

5) Conference room (75 seats)

6) Conference room (75 seats)

1) Conference room (200 seats)

2) Conference room (150 seats)

3) Conference room (125 seats)

4) Conference room (125 seats)

5) Conference room (75 seats)

6) Conference room (75 seats)

7) Conference room (50 seats)

8) Conference room (50 seats)

9) Conference room (50 seats)

10) Conference room (25 seats)

11) Conference room (25 seats)

12) Conference room (25 seats)

1:30 PM – 6:00 PM

Breakouts

1) Conference room (200 seats)

2) Conference room (150 seats)

3) Conference room (125 seats)

4) Conference room (125 seats)

5) Conference room (75 seats)

6) Conference room (75 seats)

Plenary

Ballroom (600 seats)

2.2.5. Thursday: 12 Conference Rooms all day in close proximity to one another (6:00 AM – 6:00 PM).

2.2.5.1. One room that can seat 200 attendees (classroom and theater seating).

2.2.5.2. One room that can seat 150 attendees (classroom and theater seating).

2.2.5.3. Two rooms that can seat 125 attendees (classroom and theater seating).

2.2.5.4. Two rooms that can seat 75 attendees (classroom and theater seating).

2.2.5.5. Three rooms that can seat 50 attendees (classroom and theater seating).

2.2.5.6. Three rooms that can seat 25 attendees (classroom and theater seating).

2.2.6. Friday (option for 5th day): Conference Rooms all day, with same setup for 6 breakout rooms in close proximity to one another (6:00 AM – 6:00 PM).

2.2.7. Saturday: travel day—only check-out (i.e., no conference rooms, registration desk, mothers’ room, green room/office or storage needed).

2.3. Audio-Visual (A/V) Requirements:

2.3.1. A/V technicians as needed to set up and troubleshoot equipment for duration of conference.

2.3.2. The ballroom and each conference room shall have the capability to support Video Collaboration (e.g., using MS Teams), with the following hardware:

2.3.2.1. Projector(s) with sufficient strength to clearly illuminate the screen(s) (e.g., two 10K Lumen projectors in the ballroom; one 3K Lumen projector in each smaller conference room). If the ballroom is split into smaller conference rooms, the large projectors can be left in place for those portions of the ballroom.

2.3.2.2. Large projection screen(s) suitable to the size of the room (e.g., two 9’ x 16’ screens in the ballroom; 8’ tripod screens in the smaller conference rooms). If the ballroom is split into smaller conference rooms, the large screens can be left in place for those portions of the ballroom.

2.3.2.3. Spotlights on the stage in the ballroom (1 on podium; at least 2 on tables).

2.3.2.4. Three wireless handheld microphones in each conference room connected to a sound system (e.g., house sound and/or speakers suitable to the size of the room)

2.3.2.5. Laptop computer on a table next to the podium (NOT on the podium) with direct high-speed Ethernet connection, connection to house sound, webcam, and touchpad or mouse. In addition, there should be a wireless keyboard, mouse and clicker for a person sitting in the front row in each conference room to advance slides.

2.3.3. High-speed Ethernet connection for the laptop computer next to the podium in the ballroom and in each conference room.

2.3.4. Dedicated high-speed wi-fi connection (password-protected) for up to 5 people in the ballroom and 2 people in each conference room to run each virtual meeting (e.g., to monitor chat, mute participants, etc.).

2.3.5. General Wi-Fi (password-protected) for all 600 attendees.

2.4. After Action Report

2.4.1. The hotel shall submit an After Action Report via email to Counsel (OGC Operations) within 2 weeks of the conclusion of the conference identifying any issues discovered during the conference (e.g., in setup, A/V, etc.), potential remedial measures/workarounds, and lessons learned to facilitate planning for future option years.

2.5. Hotel Room Requirements:

2.5.1. Room Block: Of the attendees, approximately 300 will be local to the DC area and approximately 300 will be travelers. Therefore, it is not anticipated that all attendees will require lodging. However, the hotel must be able to provide the rooms specified below in the event that all travelers require lodging.

2.5.1.1. If 4-day Conference (Monday-Thursday): 1,150 hotel room nights (individually billed; not guaranteed):

2.5.1.1.1. Sunday: 250 hotel rooms;

2.5.1.1.2. Monday: 250 hotel rooms;

2.5.1.1.3. Tuesday: 250 hotel rooms;

2.5.1.1.4. Wednesday: 250 hotel rooms; and

2.5.1.1.5. Thursday, 150 hotel rooms.

2.5.1.2. If 5-day Conference (Monday-Friday): 1,400 hotel room nights (individually billed; not guaranteed):

2.5.1.2.1. Sunday: 250 hotel rooms;

2.5.1.2.2. Monday: 250 hotel rooms;

2.5.1.2.3. Tuesday: 250 hotel rooms;

2.5.1.2.4. Wednesday: 250 hotel rooms;

2.5.1.2.5. Thursday: 250 hotel rooms; and

2.5.1.2.6. Friday: 150 hotel rooms.

2.5.1.3. Travelers will use individual Government travel credit cards for lodging and incidental expenses.

2.5.1.4. All lodging to be provided at one location.

2.5.1.5. Rapid check in/out procedures. Option for early check-in (as early as Noon on the first day of the reservation) and late check-out (up to 5:00 PM on the last day of the reservation) without incurring additional charges.

2.5.1.6. Government per diem rate or Integrated Lodging Program rate (whichever is lower) required for overnight accommodations (individual bill).

2.5.1.7. Travelers will not be charged a Resort Fee or any other fee other than the room charge, any incidental expenses actually incurred, and room taxes.

2.5.1.8. The Room Block will remain open until 2 weeks before the 1st day of the conference. No fees will be charged for unfilled hotel rooms within the hotel room block (i.e., for rooms that are turned back to the hotel 2 weeks in advance).

2.5.1.9. If the Room Block is completely filled, DON OGC can request additional rooms be added to the Room Block if rooms are available.

2.5.1.10. The rooms must meet minimum federal, state, and local standards for hotels, including the following:

2.5.1.10.1. Single occupancy rooms with 1 or 2 beds;

2.5.1.10.2. Private bathrooms inside each room equipped with a tub, shower, shower curtain, sink, and toilet. All shall show no evidence of rust or mildew.

2.5.1.10.3. Rooms shall be non-smoking.

2.5.1.10.4. Rooms shall not be located near or directly over/under noisy, heavy traffic areas such as a bar, dance floor, or lounge.

2.5.1.10.5. Sufficient, uninterrupted, 24-hour supply of hot water and individually adjustable heat and air conditioning.

2.5.1.10.6. Lighting shall be adequate for reading.

2.5.1.10.7. Regular maid/linen service.

2.5.1.10.8. Television with cable or satellite service.

3. PROJECTED EVENT DATES: Monday-Thursday in April or May each year.