rAttachment A Statement of Work Two Separate PSA FY26 PSA KickOff Conferences.pdf

STATEMENT OF WORK

PSA FY26 Kick-off Conference for Management Team and Bargaining Unit Employees

1.0 BACKGROUND:

The mission of the Pretrial Services Agency for the District of Columbia (PSA) is to promote pretrial justice and enhance community safety. In fulfilling this mission, PSA assists judicial officers in both the Superior Court of the District of Columbia (DC Superior Court) and the United States District Court for the District of Columbia

(US District Court) by conducting a risk assessment for every arrested person who will be presented in court, identifying detention eligibility and formulating release recommendations, as appropriate, based upon the arrestee’s demographic information, criminal history, drug use and/or mental health information. For defendants who are placed on conditional release pending trial, PSA provides supervision and treatment services intended to reasonably assure that they return to court and do not engage in criminal activity pending their trial and/or sentencing.

PSA was created by an act of Congress (the District of Columbia Bail Agency Act) in 1967.1 Under the National

Capital Revitalization and Self-Government Improvement Act of 1997, PSA was established as an independent entity within the Court Services and Offender Supervision Agency (CSOSA) in the Executive Branch of the

Federal Government.

The District of Columbia (DC or District) operates a bail system that promotes clear and reasoned decisions about release or detention. The foundation of this system is the DC bail statute, which emphasizes the use of least restrictive release conditions for eligible defendants, provides an option of preventive detention for those who pose an unacceptable risk to the community, and limits the use of money-based detention. PSA employs evidence-based practices to help judges in the District of Columbia’s local and federal courts make appropriate and effective bail decisions. PSA’s efforts focus on creating a customer-centric culture that meets the needs of the judges, protects the rights of defendants, and remains cognizant of the Agency’s responsibility to the DC community. The result is enhanced public safety, a fairer and more effective system of release and detention, and judicious use of jail resources.

2.0 SCOPE: Pretrial Services Agency for the District of Columbia (PSA) seeks to acquire a venue to host two

(2) separate off-site FY26 Kick-off Conferences within a 20-mile radius (DC, Maryland, or Virginia) of PSA’s office located at 633 Indiana Avenue, NW, Washington, DC. Venues must be within

0.5-mile walking distance from public transportation (Metrorail station, bus, etc.) to perform this requirement.

These conferences support PSA’s Management Objective of Effective Agency Administration, as identified in the Agency’s FY 2022-2026 Strategic Plan. The goal of the Conferences is to offer an environment for Agency leadership, free of day-to-day work distractions, to focus on FY26 strategic planning priorities and related management development topics.

Two (2) separate PSA FY26 Kick-Off Conferences (as cited):

1st Conference Two-Days: Approximately 110 participants from PSA Management Team will be attending.

Scheduled for Wednesday, August 13, 2025 and Thursday, August 14, 2025.

Time: 7:00 AM to 6:00 PM for both days.

2nd Conference Three-Days: Approximately 90 participants from PSA Bargaining Unit Employees will be attending. Scheduled for Tuesday, September 9, 2025 through Thursday, September 11, 2025.

Time: 7:00 AM to 6:00 PM on Tuesday through Thursday:

Note: Both conferences must take place on consecutive weekdays.

2.1 CONTRACTOR’S RESPONSIBILITIES:

The Contractor is required to include the names, roles, and responsibilities of the Venue’s Key Personnel assigned to support PSA during both conferences. The designated Key Personnel, whether employed by the

Contractor or the Venue – must be on-site and available in person to respond to any emerging customer service needs as directed by PSA contract representatives, throughout each day of the conference to assist with any logistic issue. Note: After award provide name, direct number, email address and list of their duties.

3.0 APPLICABLE CONDITIONS:

Venues for both conferences must be in compliance with the following specified requirements:

a. The facility must have one large meeting space to accommodate approximately 90 to 110 participants with banquet-style seating (circular tables or crescent round circular table set up) and one facilitator at a podium. (Seating should comfortably seat all participants; providing space for the facilitators and participants to move with ease between and around tables for breakout group engagement).

b. The venue location must include four (4) reserved on-site parking spaces (at no additional cost), with entrance and exiting parking privileges, to accommodate four (4) primary facilitators for both conferences.

c. The conference venue must have/allow event/directional signage in the entrance to the conference space.

d. The conference venue must have space that will serve as a reception area for participants at the entrance to the conference space.

e. There must not be any physical obstructions in the room (e.g. structural, irremovable columns, walls or barriers. All participants must have the ability to view the facilitator while at the podium and while walking around the room, the viewing screen(s), while they are seated. Additionally, the participants must be able to see one another, without any obstructions to their view.

f. Conference space(s) with natural light is desirable.

g. Access to audio and video equipment (e.g., lavalier and handheld wireless microphones, interfaces for connection of electronic devices, large viewing screen with suitable viewing capability from all seats when the room is arranged with banquet-style seating).

h. The ability to connect facilitator laptop(s) and electronic devices to audio-visual equipment for use for event presentations.

i. Wireless internet access for all participants. The ability for participants to connect to the internet and to use and charge laptops, cellular phone, and electronic devices while in the conference space.

j. Access to an on-site area that can provide minimal copying, printing, and basic desktop applications for use by facilitators.

k. The contractor must be registered in the official U.S. government system, SAM.gov.

l. The venue must be compliant with the Americans with Disabilities Act (ADA).

m. The venue must comply with all Federal, state, and local guidelines, regulations, and laws on accessibility, health, and safety.

4.0 SPECIFICATIONS:

The successful offeror must be able to meet the following requirements:

4.1 : Meeting Location:

The conference location should not exceed 20-miles from PSA’s Office located at 633 Indiana Avenue, NW, Washington, D.C. 20001 (DC, Maryland, or Virginia area). The Venue location should be within a .5-mile walking distance of public transportation (Metrorail station, bus, etc.) and from a public parking facility.

The conference location must have access to on-site restaurant(s) or access to a variety of dining establishments within a .5-mile walking distance.

There is NO lodging (day or overnight) required for these conferences..

4.2 : Meeting Space:

The conference space must be a minimum of 2800 sq. ft.

Provide floor layout of the conference meeting rooms; clearly showing seated participants with banquet-style seating (circular tables or crescent round circular table set up) and one facilitator at a podium. One large conference space to accommodate the required number of participants; and

The conference space must be equipped with a podium, lavalier and handheld wireless microphones, interfaces for connection and display of electronic devices, and a large viewing screen with suitable viewing capabilities from all seats when the room is arranged banquet-style seating (circular or crescent round circular table set up).

Conference space must be private with doors and floor-to-ceiling walls that block sound. Conference space(s) with natural light are desirable.

Ergonomic or cushioned chairs with adjustable settings, armrests, and wheels are desirable, but not required. Conference spaces must be well-ventilated and free from support posts, columns or other obstacles and provide unobstructed views (columns, barriers) of projecting screen(s).

Conference space must be exclusively available to PSA for the duration of the conference period. Showings of the conference space for non-PSA employees or non-hotel employees or vendors while the conference is in session shall not be permitted.

Request Attendees have access to a wireless internet connection for the duration of the Conference(s).

Access to on-site storage for conference materials one day prior to the event and the ability to store conference materials overnight for the first two days of each event.

Conference space must have a loading dock or similar loading access for loading/unloading conference supplies and materials before and after the conference(s).

Request that beverages with lids be allowed/permitted in the meeting space.

4.3 : Meals and Breaks:

The conference location must have access to either on-site restaurant(s) or access to a variety of dining establishments within a .5-mile walking distance.

Request Vendor to identify an area/space at the venue that allows participants to eat breakfast and lunch.

The conference location shall provide water pitchers, water stations, or similar amenities for all participants throughout the day for both conferences.

Contractor is to identify a variety of dining restaurant establishments within a .5-mile walking radius of the venue.

Request Vendor to indicate if light snacks; for instance, candy, mints, and small bags of chips will be permissible on each conference room table.

Note: Food meals/beverages (coffee/soda) are not required for the two separate PSA FY26 Kick-Off

Conferences.

4.4 : Equipment and Supplies:

Access to equipment for the duration of the conference(s), to include:

• Podium

• Large unobstructed viewing screen(s) from all seats when the room is arranged banquet-style seating layout (circular or crescent round circular table set up).

• Lavalier and handheld wireless microphones, interfaces for connection and display of electronic devices.

• Wireless internet connection.

• Three flip charts

• Three easels

• Remote clicker/pointer for presentations

Contractor to provide access to on-site storage for conference materials one day prior to each conference with the ability for PSA to store conference materials overnight for the first two days of the event.

The venue must provide details loading and unloading conference supplies and materials before and after the event (e.g. loading dock location and access, service elevator location and access).

4.5 : Meeting Dates and Times:

1st Conference Two-Days: To be scheduled for Wednesday, August 13, 2025 and Thursday, August 14, 2025, for the PSA Management Team. Time: 7:00 AM to 6:00 PM for both days..

2nd Conference Three-Days: To be scheduled for Tuesday, September 9, 2025, through Thursday, September 11, 2025, for PSA Bargaining Unit Employees. Time: 7:00 AM to 6:00 PM on Tuesday through Thursday.

4.6 : Parking Accommodations:

Four (4) Reserved Parking Spaces with in and out parking privileges (at no additional cost) to accommodate four (4) primary facilitators of the conference.

5.0 CONTRACTOR FURNISHED INFORMATION:

• Provide photos/pictures of floor layout of the conference space(s) with proposal. Please clearly label and identify any barriers and columns on the floor layout diagram.

• The room must be arranged with a banquet-style seating layout (circular or crescent round circular table set up). Note: Any changes after award must be approved by the PSA’s Contracting Officer.

• Conduct kick-off meeting within five (5) business days after receipt of award to review requirements and discuss logistics.

• Provide the name and phone number of the designated Key Personnel point of contact and the Audio-

Visual Personnel support for each day of the conference.

• Request the Contractor’s onsite Key Personnel be available to meet, in person, each day of event, to address any PSA customer service requirements or concerns.

6.0 BILLING:

• Contractor is to provide a detailed itemized invoice referencing the Award Purchase Order Number when submitting their invoice (see IPP Invoicing).

• All meals are the sole responsibility of the participants.

7.0 DELIVERABLES:

Two (2) separate Conference with space that meets all the requirements referenced in statement of work (SOW) and solicitation as follows:

1st Conference Two-Days: A venue that accommodates approximately 110 participants from PSA Management Team. Scheduled for Wednesday, August 13, 2025 and Thursday, August 14, 2025.

Time: 7:00 AM to 6:00 PM for both days.

2nd Conference Three-Days: A venue that accommodates approximately 90 participants from PSA Bargaining Unit Employees will be attending. Scheduled for Tuesday, September 9, 2025 through Thursday, September 11, 2025. Time: 7:00 AM to 6:00 PM on Tuesday through Thursday.

8.0 CONTRACTOR RESPONSE:

Offerors must provide the following information in a clear, organized and easily identified manner, with their proposal:

1. Description of the venue location. Include a map detailing the location 20-mile radius of the conference facility in relationship to 633 Indiana Avenue, NW, the nearest public transportation (Metrorail station, bus, etc.), the four (4) reserved on-site facilitator parking spots (with in and out parking privileges), and the nearest public parking facility.

2. Narrative description of the proposed facility and how it will satisfy the minimum requirements identified in specification 2 above. Offerors must include photographs of the venue and conference spaces, along with a floor plan or diagram that demonstrates how the space will accommodate banquet-style seating (circular tables or crescent round circular table set up) for all participants. The floor plan must clearly indicate any columns or physical barriers within the space.

3. List and Confirm conference meeting dates as cited under 4.5: Meeting Dates and Times.

4. Quote expiration date.

5. Description of equipment/supplies, including audio-visual equipment, the vendor is able to provide.

6. Listing of local dining establishments and/or on-site eating venues open for both breakfast and lunch meals within a .5-mile walking distance of the conference venue.

7. Identification of space for participants to consume outside food and beverages during lunch, morning and afternoon breaks.

8. Proposals must include the names, roles, and responsibilities of the venue’s key personnel assigned to support PSA during both conferences. The proposal must also specify which personnel, whether employed by the contractor or the venue - will be on-site and available in person to respond to any emerging customer service needs as directed by PSA contract representatives.

9. The proposal must include a narrative of its corporate and team experience in hosting similar events.

Offeror must include at least three (3) references. Reference information must include:

(a) Company or agency name

(b) Name and date(s) of event

(c) Point of Contact (individual name, phone number, and email address)

10. Copy of any proposed agreement(s) required by the offeror for this event. A copy of the final, mutually agreeable agreement must be incorporated into and made a part of any resultant contract.

11. The proposal must include detailed pricing for the event as follows:

Provide the daily and total price for the conference room(s), which must remain available with the same setup for all three consecutive days. Pricing must also include all audio/visual equipment and services, gratuity, business center use, parking, and any other applicable fees as outlined in the statement of work.

Note: Price should be presented as a per day price with a total price for all of the days.