AOSS PWS_Sources Sought_20250605 (Final Draft).pdf

Performance Work Statement (PWS)

2025 Aircraft Operations Safety Summit (SEP 14-19, 2025)

1. Background: The Aircraft Operations Safety Summit (AOSS) is an important event critical to promoting an active safety culture within the Defense Contract Management Agency (DCMA). The goals of the training are to foster an organizational safety culture, ensure policy compliance, provide legal consultation/training and to foster and share best practices.

2. Scope of Work: This contract provides conference training facilities (also referenced as “Venue”) and support services to the DCMA Aircraft Operations Directorate within a 12-mile radius from Dulles International Airport (IAD). The venue will include meeting rooms, associated audiovisual equipment/supplies, associated miscellaneous services such as Wi-Fi, and refreshments, free parking and sleeping accommodations for participants from September 14, 2025, to September 19, 2025 for a training requirements as outlined within this Performance Work Statement.

3. Description of Work: This is a non-personal services contract for a six (6) day event in support of the DCMA’s Aircraft Operations Safety Summit (AOSS). The contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and non-personal services necessary to perform venue support as defined in this PWS except for those items specified as government furnished property and services.

3.1. The training will be conducted within 12 miles of Dulles Airport from September

14, 2025, to September 19, 2025 and DCMA is seeking a venue to accommodate the training event with main sessions in the morning and breakout/learning sessions in the afternoon.

3.2. The venue will include an area for registration of the attendees, lodging and room cleaning services, conference set up including audiovisual equipment, stage and speaker podium, daily cafeteria style meal service, refreshments, provide Wi-Fi access, free parking and daily coordination with the training group leader for the duration of the five day event. The length of the contract will cover September 14 – September 19, 2025, with the main execution dates of the training from September 16 – September 18, 2025. The training will support up to 230 DCMA Aircraft Operations personnel.

3.3. Section 508 Amendment to the Rehabilitation Act of 1973: (Applicable for all IT procurements) Any/all electronic and information technology (EIT) procured through this effort must meet the applicable accessibility standards at 36 CFR 1194. 36 CFR 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended, and is viewable at http://www.section508.gov http://www.section508.gov/

4. Deliverables/Requirements:

4.1. Conference Facilities - Use of a large Auditorium/Ball Room type room, as well as five (5) separate smaller conference “breakout” rooms. Allow set up of the breakout rooms mid-afternoon on September 15, 2025. Primary use of the rooms will occur September 16 – September 18, 2025.

4.1.1. Main Auditorium Room is to accommodate up to 230 personnel in table row seating (~5700 sq ft)

4.1.1.1. Require Stage in front of room with no obstructed views of the main screen

4.1.1.2. Podium with microphone; wireless speaker mic, and (3) three wireless handheld microphones

4.1.1.3. Audiovisual to include projector(s) & screen(s); (2) two line video input switcher, and a Focusrite Scartlett USB audio interface unit (or equivalent) (for video conferencing connectivity)

4.1.1.4. Stage lighting including GOBO light system (government GOBO inserts will be provided)

4.1.1.5. Tables and chairs for panel discussions

4.1.1.6. Wi-Fi connections

4.1.1.7. Daily usage from 7:30 am to 5:00 pm (16-18 SEP 25)

4.1.2. Four Break Out rooms (min 2000+ sq ft) to accommodate up to 65 people in each room.

4.1.2.1. Daily usage from 8:00 am to 6:00 pm (16-18 SEP)

4.1.2.2. Table and chair seating (or equivalent)

4.1.2.3. Podium and microphone

4.1.2.4. Screen for projection (government will provide breakout projectors/computers)

4.1.3. One breakout room (700 sq ft min) to accommodate up to 20 people for an organizational office/conference/storage/Green room.

4.1.3.1. Daily usage (16-18 SEP) from 8:00 am to 8:00 pm (for late team meetings)

4.1.3.2. Wi-Fi connection

4.1.3.3. Separate key for afterhours (8:00 PM- 0800 AM) access desired

4.1.4. Provide a DCMA registration location/table with chairs for DCMA personnel to be located to provide incoming personnel information, use of this table needs to be available from 8:00 am to 9:00 pm September 14-15, 2025.

4.1.5. Use of an area that has the capacity to hold up to 230 personnel to support an initial social introduction event the evening of September 15th or 16th, 2025. Social introduction event area requires the ability for personnel to purchase their own beverages (pay as you go bar).

4.2. Lodging and Meals: Nightly room usage at the facility and daily meals. Daily Meals will include Breakfast (B), Lunch(L), and Dinner(D)

4.2.1. Sep 14, 2025 – estimate 35 personnel (D Meal only) total 35 rooms

4.2.2. Sep 15, 2025 – estimate 35 personnel (B/L/D) and estimate 195 personnel (D Meal only) total 230 rooms

4.2.3. Sep 16 2025 – estimate 230 personnel (B/L/D) total 230 rooms.

4.2.4. Sep 17 2025 – estimate 230 personnel (B/L/D) total 230 rooms.

4.2.5. Sep 18 2025 – estimate 230 personnel (B/L/D) total 150 rooms

(estimated 80 to check out)

4.2.6. Sep 19 2025 – CHECK OUT estimate 150 personnel (B Meal Only)

4.3. The cost for Lodging and Meals combined must not exceed the local Government per diem rates at https://www.gsa.gov/travel/plan-book/per-diem-rates.

4.3.1. Meals:

4.3.1.1. Breakfast: Shall include an assortment of items such as pancakes, bacon, sausage, eggs, and ham, assorted. Fresh fruit, pastries, and cereal. Drinks shall consist of beverages such as coffee, milk, juice and water.

4.3.1.2. Lunch: Shall include such items as: garden salad with assorted toppings and dressings, meat selections, vegetables, and starch selections such as potatoes or pasta. Drinks shall include beverages such as coffee, tea, juice and water.

4.3.1.3. Dinner: Shall include such items as: garden salad with assorted toppings and dressings, meat selections, vegetables, and starch selections such as potatoes, rice or pasta. Drinks shall include nonalcoholic beverages such as coffee, tea, juice and water.

4.3.1.4. Meal delivery: Contractor shall be capable of delivering meals to all personnel, in attendance of the training in an expeditious manner. (ex. Multiple serving lines or self-serve). Guest style dining with separate dining area is required. (Meals cannot be served in venue meeting space, public hallway areas or tented outside areas)

4.3.1.5. Provide assorted mid-morning and mid-afternoon

refreshments such as cookies, pastries, soft drinks, chips, etc.

4.4. Audiovisual Support – General start up and troubleshooting support within the Main Conference room, this will include use of the audiovisual equipment that is already integrated within the room.

5. Period/Place of Performance:

5.1. Sep 14 – Sep 19 2025.

5.2. Hours of Operation: 7:00 a.m.- 6:00 p.m. daily

5.3. Place of Performance: The work to be performed under this contract will be performed at the contractor’s facility. The contractor must be in physical possession of the rooms/venue and all attendees shall be housed on site.

6. Performance Measures: The contractor shall keep the work site in a clean and orderly manner at all times. Trash shall be removed at the end of each day, or as required to maintain a clean environment. At no time shall trash and/or the contractor’s equipment or supplies impede or disrupt the DCMA conference proceedings. Contractor shall be responsible to ensure that all work areas are vacuumed; furniture dusted and cleared of all debris. The contractor shall provide and is responsible for any security needs required to protect equipment, materials, and supplies required under this PWS/contract.

7. Quality Control Plan: The contractor shall maintain a Quality Control Plan that provides for internal quality control in the execution of this requirement. The contractor’s quality control program is the means by which it assures performance complies with the requirements of the contract.

8. Recognized Federal Holidays: The time frame and length of this contract does not require performance on the following holidays:

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

Juneteenth Day

9. Government Furnished Property, Equipment and Services: None.

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

This Performance Requirements Summary includes performance standards. The government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

PWS Paragraph Task Performance

Standard Acceptable

Quality Levels

(AQL)

4.2 Lodging/

Sleeping Rooms

Contractor shall block rooms in accordance with 4.2 and reserve the number of rooms required for each night and ensure proper billing.

Contractor shall ensure the proper number of rooms are booked and billed correctly 95% of the time.

5% failure to adequately block/book all required rooms and ensure proper billing.

4.1.1 General

Session Conference Room

Contractor shall provide adequately sized room to hold approximately 230 people and meet all specified seating and AV requirements.

Contractor shall provide a room large enough to hold approximately 230 guests with working AV requirements 95% of the required time.

5% failure to provide a large enough space with working AV requirements.

4.1.2 Breakout

Session Rooms

Contractor shall provide four (4) rooms to accommodate 65 people each and meet all specified seating and AV requirements.

Contractor shall provide four (4) rooms to hold approximately 65 guests each with working AV requirements 95% of the time.

5% failure to provide four (4) rooms to hold approximately 65 guests each with working AV requirements.

4.1.4 Event

Registration Space

Contractor shall provide an easily accessible space with the specified number of tables and chairs.

Contractor shall provide an easily accessible space with the required number of tables and chairs 95% of the required time.

5% failure to provide an easily accessible space with the required number of tables and chairs.

4.1.5 Social Event Contractor shall

provide a room capable of holding at least 230 people that

Contractor shall provide a room capable of holding 230 people with all

5% failure to provide a room capable of holding 230 people with all meets all necessary AV requirements.

working AV requirements 95% of the time.

working AV requirements.

4.3.1 & 4.3.15 Meals/ Refreshments

Contractor shall provide one (1) breakfast, one (1) lunch and one (1) dinner meals that will serve 230 people each meal. Hot breakfast and lunch minimum items should be adhered

to. Refreshments and snacks shall be made available twice for approximately 230 people.

Contractor shall provide one (1) breakfast, one (1) lunch, and one (1) meal that will serve 230 people each meet the minimum menu requirements defined in the PWS 95% of the time. The contractor shall also provide snacks and refreshments two

(2) times for 230 people each time for 95% of the time.

5% failure to provide the requested number of meals that meet the minimum menu requirements as define in the PWS.

As well as 5% failure to provide the requested number of snacks and refreshments to be served twice.

4.4 Audiovisual

Requirement

Contractor shall provide all AV requirements as specified for each specific meeting space, and ensure they are properly working.

Contractor shall provide all required AV requirements specified for each requirement and ensure they are properly working 95% of the time.

5% failure to provide all required AV requirements and ensure they are properly working.