Solicitation Attachment 1 - AOSS PWS_20250710.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 seminar 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, and lodging accommodations for participants from September 14, 2025, to September 19, 2025 for a training seminar as outlined within this Performance Work Statement.

3. Description of Work: This is a non-personal services contract for a six (6) day training 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 seminar 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 seminar 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, and a contractor event coordinator for daily coordination with the seminar group leader for the duration of the six 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 event will support up to 230 DCMA Aircraft Operations personnel.

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 an elevated 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 for roving questions from audience

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. Day 0 Sep 14, 2025 – estimate 35 personnel (D Meal only) total 35 rooms (International early arrivals check in)

4.2.2. Day 1 Sep 15, 2025 – estimate 35 personnel (B/L/D) and estimate 195 personnel (D Meal only) total 230 rooms (Main arrival day group)

4.2.3. Day 2 Sep 16, 2025 – estimate 230 personnel (B/L/D) total 230 rooms.

4.2.4. Day 3 Sep 17, 2025 – estimate 230 personnel (B/L/D) total 230 rooms.

4.2.5. Day 4 Sep 18, 2025 – estimate 230 personnel (B/L/D) total 150 rooms (estimated 80 early check out)

4.2.6. Day 5 Sep 19, 2025 – CHECK OUT estimate 150 personnel (B Meal Only)

SEP 2025

Room/Meals

SUN

14 Sep

MON

15 Sep

TUE

16 Sep

WED

17 Sep

THUR

18 Sep

FRI

19 Sep

Room nights total

Room Est 35 230 230 230 150 0 875

Meals Est

Breakfast (B) 35 230 230 230 150

Lunch (L) 35 230 230 230 0

Dinner(D) 35 195 230 230 150 0

Meal totals 35 265 690 690 610 150 2440

4.3. Lodging rooms: All lodging rooms shall be single occupancy (king or double bed) with private bath.

4.3.1. Provide the Seminar Group Leader with Room NOccupancy List at the end of each day (CDRL A001).

4.4. Check-in: Guests will check-in with a personal credit card to cover incidentals. Lodging guests shall be responsible for any and all incidental charges during the stay.

4.5. The contractor will provide a guest reservation process for the event. Guests will register individually. Reservations may be cancelled by the Contracting Officer (KO), or other representative authorized by the KO. Reservations may be cancelled by giving the contractor notice NLT 24 hours before reservations begin. Reservations cancelled within this specified time will not be charged to the government.

4.6. The cost for government lodging and meals combined must be is based on the local Government (GSA) per diem not to exceed rates for the venue location.

4.6.1. Meals:

4.6.1.1. 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.

4.6.1.2. 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.

4.6.1.3. 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.

4.6.1.4. Meal delivery: Contractor shall be capable of delivering meals to all personnel, in attendance of the seminar 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). Special dietary meal requests such as gluten free should be made available on case by case need and identified upon registration.

4.6.1.5. Provide assorted mid-morning and mid-afternoon refreshments such as cookies, pastries, soft drinks, chips, etc.

4.7. 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.

4.8. Additional hotel required amenity services:

4.8.1. A fitness center with a variety of fitness equipment with 24-hour access by guests.

4.8.2. Sufficient parking areas provided at no charge to guests/attendees.

4.8.3. Baggage handling equipment available for guests during check-in and check-out.

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: Government will provide temporary

GOBOs and projectors use for break out rooms audio/visual needs. The contractor shall return these items to the Government in the same condition as provided to the contractor.

10. Tax Exempt: The contractor shall exempt the government from all federal, state, and local taxes.

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 meets all necessary AV requirements.

Contractor shall provide a room capable of holding 230 people with all working AV requirements 95% of the time.

5% failure to provide a room capable of holding 230 people with all 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

Contractor shall provide one (1) breakfast, one (1) lunch, and one (1) meal that will serve

5% failure to provide the requested number of meals that meet the minimum menu 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.

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.

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.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency Data Details # of Copies / Format

Master Room Night List

One time NLT September 19, 2025 2pm ET

A master room night list including, at a minimum:

1. Name of Registered Occupant

2. Daily or Weekly Room Night Total

1 PDF or Excel Spreadsheet copy to the Seminar Group Leader and Contracting Officer.

Contractor’s format is acceptable.