Senior Enlisted Conference - SOW 23 April 2024.docx

CUI

Headquarters Air Force Office of the Chief Master Sergeant of the Air Force

Conference Space and Support Services for the Senior Enlisted Leader International Summit

STATEMENT OF WORK (SOW)

11 April 2024

Controlled by: AFDW/PK CUI Categories: PROCURE Distribution/Dissemination Controls: OPEN PRIOR TO AWARD POC: 1Lt Richard Snyder (240-612-6182)

1. DESCRIPTION OF SERVICES:

BACKGROUND:

1.1. This Statement of Work (SOW) defines the needs for the Office of the Chief Master Sergeant of the Air Force for Conference space.

1.2. Objectives:

1.2.1. This project will provide conference space, food & beverage, and AV support for the Senior Enlisted Leader International Summit.

1.3. Task/Statement of Work: The Contractor shall provide room availability and conference support services for 195 participants supporting the Senior Enlisted Leader International Summit within the downtown Washington DC area. The Contractor shall provide a minimum of 125 and a maximum of 150 rooms for six nights. Venue must have lunch and breakfast available for attendees.

1.4. Conference Course Schedule. The schedule for the SELIS Conference is 0800-1700 on Monday, 26 August to Friday, 30 August 2024.

1.5. Task Description: The Contractor shall provide the following requirements:

1.6. Lodging: A minimum 125 and a maximum of 150-rooms for six nights set-aside. The Government will not pay for the rooms under this contract. Individual attendees are responsible for the lodging cost. The Government does not guarantee a set amount of reservations of said rooms. Hotel will charge the prevailing U.S. government prescribed per diem in effect for Washington, DC at the time of the meeting. In order to receive the government rate, a valid government photo ID is required at the time of check-in. In addition, 15 rooms will be set aside for the weekend before and the weekend after SELIS at the U.S. government per diem rate for military personnel organizing the event. Conference attendees will confirm reservations using a personal or Government credit card. Upon check-in, attendees will arrange payment for their own room and potential incidental charges. Incidental room charges shall not be charged to the resultant Purchase Order (PO). For safety and security reasons, all rooms shall be located in the same building as the conference and accessible from the inside.

1.7. Food and Beverage: The contractor shall provide complete and nutritious meals for breakfast and lunch, with meal appropriate beverage selection (no alcohol). All meals must be sufficient to feed a minimum of 125 attendees, with allowances for ten (10) vegan diets and ten (10) pescatarian diets as well as religious accommodations for international attendees. The meals will be served and consumed in the designated private dining area. The contractor shall provide plates, bowls, cups, cutlery, and napkins for all meals. The contractor shall collect and dispose of dining waste and clean the dining space to include tables and chairs. Specific catering requirements and meals to be served are as follows:

1.7.1. August 26, 2024, 0730 a.m. to 0900 a.m. Full breakfast; 1130 to 1300, Lunch, in private dining space. Coffee, water, and light snacks available for break periods from 1000 - 1200.

1.7.2. August 27, 2024, 0730 a.m. to 0900 a.m. Full breakfast; 1130 to 1300, Lunch, in private dining space. Coffee, water, and light snacks available for break periods from 1000 - 1630. Dinner will be available for attendees at an acceptable group rate and paid for by attendees and not within the scope of this contract.

1.7.3. August 28, 2024, 0730 a.m. to 0900 a.m. Full breakfast; 1130 to 1300, Lunch, in private dining space. Coffee, water, and light snacks available for break periods from 1000 - 1630. Dinner will be available for attendees at an acceptable group rate and paid for by attendees and not within the scope of this contract.

1.7.4. August 29, 2024, 0730 a.m. to 0900 a.m. Full breakfast only. Dinner will be available for attendees at an acceptable group rate and paid for by attendees and not within the scope of this contract.

1.7.5. August 30, 2024, 0730 a.m. to 0900 a.m. Full breakfast; 1130 to 1300, Lunch, in private dining space. Coffee, water and light snacks available for break periods from 1000 -1530.

1.8. Registration Area: The Government will require a dedicated area to complete registration of attendees from 0800 – 1700, for a period of three days (two days prior to event start and on first day of event). For the Registration Area, the Government requires:

1.8.1. Electrical drops for 2 laptop computers

1.8.2. One (1) Message Board

1.8.3. One (1) Easel

1.8.4. One (1) 6-Foot Table with 2-Chairs

1.9. Operations Center: The Government will require an area for its Operations Center for a period of three days from 6am - 11pm. For the Operations Center, the Government requires:

1.9.1. One (1) U-Shaped Table with 12-Chairs

1.9.2. One (1) Message Board

1.9.3. One (1) Easel

1.9.4. One (1) Color Printer with copier

1.9.5. Internet accessibility

1.9.6. Ability to lock/secure the Operations Center with limited access

1.10. Conference Room: The Government will require a Conference room large enough to accommodate 195-seated attendees for a duration of three days from 7am - 5:30pm. The Government will require the following:

1.10.1. Chairs and tables to accommodate 195 participants

1.10.2. One (1) - AV Technician to support Audio and visual

1.10.3. One (1) - 12’X16’ Stage with draping/skirting (Navy Blue)

1.10.4. One (1) – 6 foot table on stage with 2 chairs

1.10.5. Two (2) – 10’X7.5’ Rear Projection screens with pipe & draping (Navy Blue)

1.10.6. One (1) - Projector

1.10.7. One (1) – Sound system

1.10.8. One (1) – Podium with microphone

1.10.9. High speed internet will be available.

1.10.10. Five (5) Wireless handheld microphones

1.10.11. Five (5) – Lapel microphones

1.10.12. One (1) – 6’X6’ Riser

1.10.13. Two (2) – Screen monitors for presenters

1.10.14. One (1) – Breakout Session Room/Green Room (Preferably adjacent to the Conference Room)

1.11. Breakout rooms: The Government will require 3 breakout rooms to accommodate 50 participants for a three-day duration from 7am - 5:30pm. The Government will require the following:

1.11.1. 50 Chairs set-up theater style

1.11.2. One (1) Projection Screen

1.11.3. One (1) Projector

1.11.4. One (1) Podium with microphone

1.11.5. Two (2) Wireless handheld microphone

1.11.6. High speed internet will be available in each breakout room.

1.12. Booth Display Area: The venue will provide an area to display approximately 10 small booths and set up with 8’ or 10’ tables and table clothes, from Tuesday morning to Wednesday afternoon. This space should be on the same floor as the main ballroom and breakouts. This space must have access to electricity and wall outlets.

1.13. Transportation: Ground transportation to and from the airport on the Sunday or Monday morning before conference will be at the attendees’ own expense and coordination. Parking garage options shall be available at Venue.

1.14. Key/Room Access: The Government requires a minimum of 4-keys for the Meeting Rooms and the Operations Center.

1.15. Printer/Copier Capability: The Government requires daily access to a copier and printing machine.

1.16. Hotel Parking: Parking garage options shall be available at Venue.

1.17. Miscellaneous: The Government requires five (5) Easels for displays daily.

1.18. Administrative: All requested services shall be accomplished in accordance with the best commercial practices. All services must meet professional standards.

1.19. Audio/Visual Assistance: The Contractor shall provide audio/visual (A/V) assistance. A/V technician shall be available for assistance between the times of 6am - 6pm. Work in collaboration with our A/V equipment and technicians.

1.20. Key Personnel: Key personnel shall be available during Conference meeting days/times.

1.20.1. Key personnel shall include Hotel Manager and Technical Personnel.

1.21. The Contractor shall provide all personnel, resources, and equipment necessary to complete required tasks and services.

2. APPLICABLE DOCUMENTS: The contractor shall follow appropriate format and staff publications in compliance with applicable Air force and DoD guidance.

3. SPECIAL QUALIFICATIONS: Not Applicable

4. DELIVERABLES: Not Applicable

5. GENERAL INFORMATION:

5.1. The Government shall retain all rights to the materials and ideas submitted in support of the conference to the Office of the Chief Master Sergeant of the Air Force.

5.2. Notifications by the Contractor. The Contractor shall keep the Contract Specialist, the Contracting Officer and its Representative informed of all aspects related to contract support of the Conference that may impact the conduct of the conference. Examples include hotel construction, renovations, additional large groups using hotel facility, excessive or loud noise, etc. Notification can be verbal and/or written. Verbal reports shall be followed up with written reports within 24 hours.

5.3. Conference Setup. The Government shall execute setup at the venue no later than 24 hours before the first date of the conference.

5.4. Unable to honor room reservations. If a conference attendee arrives at the hotel with a reservation number and the hotel is unable to provide the appropriate room in the hotel, the hotel shall offer the attendee:

5.4.1. A room at another hotel of equal hotel standards at the guaranteed room rate that is within a 10 minute drive of the conference hotel; and

5.4.2. Transportation to and from the substitute hotel to the conference hotel/location at no additional cost.

5.5. Hotel rate exempt from occupancy and state taxes must be a flat rate within government locality allowed, and not to exceed.

6. TRAVEL: Not Applicable

7. PERIOD OF PERFORMANCE: The Period of Performance 26-30 August 2024

8. HOURS OF PERFORMANCE: Services shall be performed during 6:00 AM to 6:00 PM.

9. CONTRACTOR PERSONNEL AND SECURITY CLEARANCE REQUIREMENTS: Not Applicable

10. SECURITY CLASSIFICATION GUIDANCE: Not Applicable

11. SERVICES SUMMARY: Not Applicable

12. GOVERNMENT FURNISHED PROPERTY AND SERVICES: Not Applicable

13. TRAVEL: Not Applicable

14. APPLICABLE DOCUMENTS: Not Applicable

15. POINTS OF CONTACT:

SrA Chloe Harris – chloe.harris.1@us.af.mil Contract Specialist for AFDW/PK

CUI