PWS_BFVL_Final.pdf

PERFORMANCE WORK STATEMENT (PWS)

2021 FEDERAL HIGHWAY ADMINISTRATION’S BUILDING THE

FOUNDATION FOR VISIONARY LEADERSHIP COURSE

1.0 Overview

This is a non-personal services contract to provide conference/event planning support services, equipment, and a venue for the Federal Highway Administration (FHWA) Building the Foundation for Visionary Leadership (BFVL) Course. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government as defined in this Performance Work Statement (PWS). The Contractor shall perform to the standards herein.

1.1 Background

The FHWA Office of Human Resource Talent Development Division hosts an annual BFVL Course for 30 FHWA Employees and 15 FHWA Facilitators. The 2021 event will be held during the week of September 12, 2021 – September 17, 2021. If, as anticipated, the event is held in September 2021, future options will be the first week in June of 2022, 2023, 2024 and 2025. Should travel restrictions prevent the event from occurring in September 2021, the FHWA will host the base event in June 2022, and future options in 2023, 2024, and 2025. A future alternate date will be coordinated with the facility to ensure availability. The training is specifically designed to explore the Executive Core Qualifications and Competencies required of senior leaders in the Government. BFVL is a course that is best described as “leadership taught by Senior FHWA Leaders.” This program is FHWA’s premier leadership program and occurs annually. The program is a 5.5-day residential program (which includes evening presentations) taught by FHWA leadership.

The program consists of 5.5 days (½ day on Sunday and ½ day on Friday) with breakouts where participants and instructors have the opportunity to learn and engage formally and informally during classroom time, non-classroom time, and during meals. The program will be held at an on-site residential conference facility, where lodging and classrooms are co-located.

1.2 Objective

The objective of this contract is to procure equipment, conference facility, lodging and classrooms that are co-located, meals for breakfast, lunch and dinner, and refreshments during breaks. In addition, the venue shall meet FHWA’s requirements as listed below.

1.3.1 Geographic Requirements

The facility shall be located within a 35-mile radius of either BWI, DCA, or IAD airports.

NOTE: The per diem rate must be less than the rate in the Washington, D.C. metro area. The facility shall meet all specifications outlined below.

1.3.2 General Requirements

The contractor shall provide all materials, equipment, labor, and any other items necessary to carry out the FHWA BFVL Course as defined in this Performance Work Statement (PWS).

The Office of Human Resources, Talent Development Division requires audio visual equipment, at least six meeting rooms, and up to 45 guest rooms, for the 2021 event and up to 55 rooms for optional years, from the facility for the duration of the 5 ½ day course. These requirements include:

i. Use of the 1 General Session meeting space with a room capacity of at least 50 attendees to seat comfortably. Please note the general session room is in addition to the 5 breakout rooms discussed below.

ii. The awardee shall provide tables, chairs and audio-visual equipment situated in a format that meets the needs of each working session.

iii. 5 breakout rooms shall be available for the duration of Sunday – Friday for each event with capability to hold up to 10 participants each comfortably (this is preferred, other configurations/quantities may be acceptable pending approval of the TPOC/Program Manager and should not preclude responding to this PWS).

iv. High speed wireless internet connection accessible by all participants throughout all meeting rooms and common areas, with a wired connection available for one computer in the main conference room between Sunday – Friday for each event..

v. LCD projector and screen, podium, microphones, 6 flipchart easels with markers, paper and masking tape. Note: Government furnished computers will be used throughout the course

vi. Pens and notepads on tables for up to 36 participants

vii. 45 guest sleeping rooms for the 2021 event and up to 55 rooms for optional years

viii. An on-site dedicated conference services/planner. These services shall be available at a minimum from 7:00 A.M. until 10:00 P.M.

ix. The TPOC shall also require the assistance of conference services/planner, which includes IT/AV support on an as needed basis during pre-course set up and while training is being conducted to resolve any unforeseen disruptions. On the last day of the training, the BFVL graduation will be held in the General Session room for all participants and guests. This room shall have audio visual equipment set-up, and a hard-wired internet connection.

x. AM/PM break service for 4 days (Monday – Thursday.

xi. All day beverage service over 6 days (PM Sunday, all day Monday– Thursday, AM Friday).

xii. Meal service for 6 days (dinner Sunday, breakfast, lunch and dinner meals Monday– Thursday, breakfast Friday – a total of 14 meal servings per participant).

NOTE: All FHWA participants will pay for their lodging separately using their government travel card. The Government is not obligating funds for lodging services under this contract.

NOTE: The facility shall provide reasonable accommodations for participants with disabilities. Meeting space and lodging rooms must meet the Americans with Disabilities Act (ADA) requirements.

Task 1 – Meeting Space Both the general session room and 5 breakout session meeting rooms shall be near each other (co- located in the same building/same floor).

Task 1.1 - General session Meeting space and set-up of general session classroom to hold approximately 50 people comfortably for the duration of the event. An approval of room set up is required from FHWA before the start of the day one (1) of the course. See Technical Exhibit 1 Approximate Layout.

a. General Session Room

i. General seating shall be set as six (6) rectangular (two rectangular together) tables (comprised of three (3) tables each, two (2) positioned vertically, one positioned horizontally across the front of the room) capable of seating six (6) persons each. The seating shall be arranged with three (3) participants on each side, with none facing away from the screen. See attached drawing at end of this document.

ii. The one table positioned horizontally across the front of the room should contain two (2) chairs set at the front of the room (so as to not interfere with the projector) on the right side

iii. Three of the six rectangular tables should contain with nine chairs (3 each table) at the rear of the room

b. General Session Room shall include the following:

i. Basic wireless internet connection (provided as complimentary to participants)

ii. Podium and microphone

iii. 8 lavalier microphones

iv. 2 wireless microphones

v. Six flip charts with markers and easels

vi. 3 easels for directional signage

vii. LCD Projector (4000 Lumens XGA) and Screen (10.5’14’Screen w/Skirt)

viii. Pens and notepads

ix. AM/PM break service for Monday through Thursday for 50 people

x. 1 Laser Pointer/Slide Advancer

xi. 1 HDMI Connection

xii. Speakers for computer audio connection

xiii. 1 16 channel mixer for mic balancing

xiv. Additional needs for FridayONLY

1. One (1) direct connection “high speed” internet connection

NOTE: It is anticipated that each seminar participant will have at least one device that will connect to Wi-Fi. It is required that the conference wireless network can maintain this number of connections.

Task 1.2 - Five (5) breakout rooms Use of the breakout space and set-up of break out rooms to hold 8 people comfortably in a U-shaped formation for the duration of the event.

a. Break Out Room 1

b. Break Out Room 2

c. Break Out Room 3

d. Break Out Room 4

e. Break Out Room 5

Schedule

All equipment, meeting rooms, and staff assistance shall be ready for the FHWA staff to begin using at 12:00 p.m. EST on Sunday, and shall remain in the meeting rooms until the afternoon on Friday. No other meetings or events shall take place in the classrooms for the General Session and Breakout Rooms for the duration of the event. The meeting rooms shall be available for the FHWA’s use 24 hours a day, except for the first and last day. On Sunday, the rooms shall be available at 12:00 PM, on Friday, the rooms should be available until 2:00 PM.

For the contractor’s reference, the anticipated 2021 class start and end times are listed below (future options will follow a similar schedule):

Sun 9/12 Mon 9/13 Tue 9/14 Wed 9/15 Thurs 9/16 Fri 9/17

Class Start 5:00 PM 7:30 AM 7:30 AM 7:30 AM 7:30 AM 7:30 AM

Class End 9:30 PM 9:30 PM 9:30 PM 9:30 PM 9:30 PM 1:00 PM

Task 2 – Sleeping Rooms & Meal Packages

The Government and individual attendee’s payment obligation are as follows:

Government Purchase Order Individual Attendee Meeting space rental Sleeping Rooms A/V equipment Morning & afternoon breaks/beverage service (as specified above)

Meals (Breakfast, lunch, and dinner) Service charges (if applicable)

Task 2.1 - Sleeping Rooms The contractor shall have available 45 guest sleeping rooms for FHWA staff to begin to use at hotel check-in time on Sundaythrough hotel checkout time on Friday, or Saturday, depending on participant’s flight schedules. Slight variations may occur depending on schedules. In optional years the room block shall be for up to 50 guests. The Government makes no assurances in this contract of room occupancy and amount of room rentals throughout this period of performance. No obligation for room rentals is made through this contract, though the contract requires available rooms.

i. .

ii. Parking for up to 20 cars each day (provided as complimentary to participants).

iii. FHWA attendees will have access to parking, Wi-Fi, and other amenities available to standard hotel guests (such as exercise rooms, guest services, local arrangements such as taxis, business center, etc.) for the duration of the conference.

Task 2.2 Meals and Beverage/Break Service

i. Meals

Meals must have options for gluten intolerance, vegan, vegetarian, or to modify offerings based on other dietary restrictions. The vendor shall provide meals for the estimated 50 employees that will attend the training program, according to the following schedule:

Sunday Monday Tuesday Wednesday Thursday Friday Breakfast X X X X X Lunch X X X X Dinner X X X X X

ii. Break and Beverage Service

The Contractor shall provide continuous beverage service (i.e. coffee, tea, hot water, ice water) from 7:30 am – 9:30 pm on Monday through Friday (with p.m. service only on Sunday and a.m. service only on Friday). Morning and afternoon snacks shall be provided for attendees at the breaks on Monday through Friday. Both the break and beverage service will be charged to the Government Purchase Order. The beverage and break service shall be sufficient for the number of total attendees (estimated 50). The TPOC/Program Manager shall have final approval of the break and beverage service choices.

Task 3 – Pre Meeting Support The Contractor shall:

i. Coordinate a virtual kick-off meeting between FHWA Contracting Officer, FHWA Technical Point of Contact, and hotel staff to review program requirements.

NOTE: The TPOC reserves the right to work directly with the hotel (copying 3rd party contractors) as appropriate.

ii. Provide a Work Plan with necessary due dates for required information (i.e. meal counts, special dietary needs for day packages, hotel reservation cutoff, menu approvals, etc.) and next steps per the kick-off meeting and on-site visit.

iii. Provide a hotel lodging list of participants to TPOC and provide updates when changes are received.

iv. Provide a spreadsheet with specific menu information on how special dietary requests will be accommodated (i.e. specially plated, menu options, etc.).

v. Guarantee all attendees meal requests are appropriately accommodated. Work with hotel staff to ensure a positive solution and that no attendees are turned away.

vi. If the contractor further subcontracts the venue space or any other services, FHWA shall have representation and a voice during any force majeure or cancellation proceedings.

The FHWA shall not be held liable for associated fees unless consulted during these proceedings.

Task 4 – Onsite Meeting Support The Contractor shall:

i. Coordinate setup and seating arrangements for all meeting rooms, registration, and luncheon area, in coordination with the TPOC. Ensure proper A/V and equipment set-ups in accordance with this Statement of Work.

ii. Manage logistics, oversee all meals/breaks, and ensure proper A/V hookups and equipment set-ups on site. Mitigate all complaints and problems that arise with the hotel, provided from TPOC, in a timely fashion and notify FHWA TPOC immediately if any issues occur onsite.

iii. Ensure all attendees who made reservations have a room at the hotel upon arrival and resolve any lodging problems with the hotel staff.

iv. Ensure all attendees who noted a special dietary restriction are accommodated as needed, and work to resolve any issues with the banquet staff.

v. Handle any last-minute changes or meeting support needs required by FHWA TPOC, such as additional A/V equipment to support meeting goals and special presentation needs, conference call capabilities due to unexpected Governmental emergency, additional ad-hoc meeting room space, and additional local or non-local travel arrangements due to unexpected logistical occurrences.

Optional Task 5 - 2022 Building Foundation for Visionary Leadership Training

The Contractor shall provide all services identified in Tasks 1-4 for the 2022 BFVL. It is anticipated that this event will occur the first full week of June 2022 (June 5-10, 2022); however, if the 2021 BFVL is postponed then it will replace this Optional Task.

Optional Task 6 - 2023 Building Foundation for Visionary Leadership Training

The Contractor shall provide all services identified in Tasks 1-4 for the 2023 BFVL. It is anticipated that this event will occur the first full week of June 2023 (June 4-9, 2023).

Optional Task 7 - 2024 Building Foundation for Visionary Leadership Training

The Contractor shall provide all services identified in Tasks 1-4 for the 2024 BFVL. It is anticipated that this event will occur the first full week of June 2024 (June 2-7, 2024).

Optional Task 8 - 2025 Building Foundation for Visionary Leadership Training

The Contractor shall provide all services identified in Tasks 1-4 for the 2025 BFVL. It is anticipated that this event will occur the first full week of June 2025 (June 1-6, 2025).

2.0 Period of Performance

The period of performance for this order is one base and four options.

3.0 Place of Performance

The place of performance shall be at the hotel/conference facility selected for the seminar.

4.0 Progress Meetings

The Contractor agrees to attend progress meetings. The Contracting Officer or Technical Point of Contact (TPOC), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the CO will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

5.0 Exhibit List

5.1 Technical Exhibit 1 – Approximate Layout

5.2 Technical Exhibit 2 – Deliverables Schedule

5.1 TECHNICAL EXHIBIT 1 -

APPROXIMATE LAYOUT

Screen

Tables (3)

Tables (3) Tables (3)

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5.2 TECHNICAL EXHIBIT 2 -

DELIVERABLES SCHEDULE

Unless stated elsewhere, the TPOC will have 2 business days to review draft deliverables and make comments. The Contractor shall have 2 business days to make corrections and return the corrected deliverable to the government. Upon receipt of the final deliverables, the TPOC will have 2 business days for final review prior to acceptance of providing documented reasons for non-acceptance.

Base Year

Deliverable Frequency Medium/Format Submit To Kick-off call with FHWA CO, TPOC, and hotel.

Within 7 business days of award date.

Phone, with follow up email from Contractor.

Email confirming date/time to TPOC

Work plan for the seminar. Document should outline next steps, due dates for information, onsite resources, concerns, and questions.

Delivered within 7 business days of kick-off meeting.

Email Email to TPOC

Means of making room reservations and information provided for attendees.

Within 10 business days of award date or execution of optional task.

Email Email to TPOC

Break options will be provided to

FHWA TPOC.

Within 10 days of request from TPOC Email Email to TPOC

Finalized break option. Within 10 days of selection of options by TPOC.

Email Email to TPOC.

Hotel room reservation list As requested by TPOC Email Email to TPOC Break counts and day packages will be finalized by FHWA and Contractor.

As requested by TPOC Email/phone Email to TPOC

Seminar set-up, testing of equipment, management of breaks, and onsite meeting support.

Morning of the first day of the training event

In-person In-person with

TPOC