SOR - FY24 Course Venu AV Equipment Support Services - v3 (002).docx
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- Sources Sought - Facility, A/V, & Catering Federal contract opportunity
- Solicitation number
- FA330023RFI0006
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Statement of Requirements IRA C. Eaker Center for Leadership Development Commanders’ Professional Development School (CPDS) 525 Chennault Cir, Bldg 1404, Maxwell AFB, AL 36112
FY24 Facility, A/V, & Catering Contract
1.0 PURPOSE. Contract with a facility to provide 1) conference rooms, 2) audio visual (A/V) equipment setup, and technical support, 3) catering services, and 4) lodging rooms for Pre-Command Team Training (PCTT).
2.0 DESCRIPTION OF ITEMS. The Air Force Commanders’ Professional Development School (CPDS) will conduct five (5) sessions of Pre-Command Team Training (PCTT) (24A – 24E) for approximately 200 participants.
2.1 PERIOD OF PERFORMANCE
| 2.1.3.1 | Base year: 28 Jan 2024 – 27 Jan 2025 |
| 2.1.3.2 | Option year 1: 28 Jan 2025 – 27 Jan 2026 |
| 2.1.3.3 | Option year 2: 28 Jan 2026 – 27 Jan 2027 |
| 2.1.3.4 | Option year 3: 28 Jan 2027 – 27 Jan 2028 |
| 2.1.3.5 | Option year 4: 28 Jan 2028 – 27 Jan 2029 |
| 2.1.1 LODGING DATES | |
| 2.1.1.1 | 24A: 28 January-14 February 2024 |
| 2.1.1.2 | 24B: 3-20 March 2024 |
| 2.1.1.3 | 24C: 7-24 April 2024 |
| 2.1.1.4 | 24D: 5-22 May 2024 |
| 2.1.1.5 | 24E: 13 Jun - 3 July 2024 |
| 2.1.1.6 | Course dates for option years will be similar to above with minor shifts, 5 total sessions per year, typically one session a month from February through June. |
2.1.2 COURSE DATES & HOURS
2.1.2.1 Course Dates
| 2.1.1.1 | 24A: 5-14 February 2024 |
| 2.1.1.2 | 24B: 11-20 March 2024 |
| 2.1.1.3 | 24C: 15-24 April 2024 |
| 2.1.1.4 | 24D: 13-22 May 2024 |
| 2.1.1.5 | 24E: 24 Jun - 3 July 2024 |
| 2.1.1.6 | Course dates for option years will be similar to above with minor shifts, 5 total sessions per year, typically one session a month from February through June. |
2.1.2.2 Course Hours
| 2.1.2.1 | Classroom Sessions: 0730-1700 |
| 2.1.2.2 | Icebreaker 1800-1930, first day of course (e.g., 5 Feb 2024/11 Mar 2024/15 Apr 2024/13 May 2024/24 Jun 2024) |
2.2 LODGING ROOMS 160 lodging rooms at the prevailing government rate
2.3 CLASSROOMS/OPS CENTER/DV LOUNGE
| 2.3.1 Location Requirements | |
| 2.2.1.1 | Facility must be within 10-mile radius of Maxwell Air Force Base. |
| 2.2.1.2 | Off-duty dining services available inside facility or within walking distance. |
2.3.2 General Room Requirements
| 2.2.2.1 | Tables and chairs (see below for break-out). |
| 2.2.2.2 | Setup must be complete 1 hour before class start time at 0730. |
| 2.2.2.3 | Power strips to run equipment. |
| 2.2.2.4 | High-speed WiFi access for faculty that can handle streaming virtual presentations. |
2.3.3 CSAF Week: 5-9 Feb/11-15 Mar/15-19 Apr/13-17 May/24-28 Jun
| 2.2.3.1 | 2 small rooms, 15 people each (Ops center, DV lounge) per course session. |
| 2.2.3.2 | 1 large classroom, 90 people per course session. |
| 2.2.3.3 | 2 medium classrooms, 50 people/classroom per course session. |
| 2.2.3.4 | 1 extra-large classroom, 175 people per course session, 8 Feb/14 Mar/18 Apr/16 May/27 Jun. |
| 2.2.3.5 | 1 stage, 2 executive chairs, 8 Feb/14 Mar/18 Apr/16 May/27 Jun in large classroom. |
| 2.2.3.6 | 1 medium classroom, 50 people/classroom per course session 8 Feb/14 Mar/18 Apr/16 May/27 Jun. |
2.3.4 Track Week: 12-13 Feb/18-19 Mar/22-23 Apr/20-21 May/1-2 Jul
| 2.2.4.1 | 2 small rooms, 15 people each (Ops center, DV lounge) per course session. |
| 2.2.4.2 | 1 medium classroom, 40 people/classroom per course session 12-14 Feb/20-22 May. |
| 2.2.4.4 | 3 small classrooms, 35 people each per course session, 12-14 Feb/20-22 May. |
| 2.2.4.5 | 1 large classroom, 90 people per course session, 14 Feb/20 Mar/24 Apr/22 May/3 Jul. |
2.4 A/V EQUIPMENT REQUIREMENT & SUPPORT
2.4.1 Equipment
| 2.3.1.1 | Setup/operations NLT 30 min. before class or event. |
| 2.3.1.2 | Projectors. |
| 2.3.1.3 | TV Screens/Monitors. |
| 2.3.1.4 | Sound system. |
| 2.3.1.5 | Microphones - lapel, handheld. |
| 2.3.1.6 | Speakers. |
| 2.3.1.7 | Cables: (e.g. HDMI, VGA) to connect course director laptop to AV system |
| 2.3.1.8 | Power strips |
2.4.2 Other A/V Requirements
| 2.4.2.1 | Contractor will supply cables required between government laptops and the facility’s AV devices to conduct PowerPoint presentations and ensure that sufficient power sources are available for students to plug in their laptops. |
| 2.4.2.2 | Contractor will schedule a pre-course dry-run with course directors to test connectivity. |
| 2.4.2.3 | Contractor will stand by during course execution to troubleshoot connectivity with their equipment and other technical issues that may arise, e.g., no sound during video playback, interruption of Wi-Fi, etc. |
| 2.4.2.4 | Contractor will establish Wi-Fi access for staff in conference rooms. Secure Wi-Fi Network for Course Directors and Instructors; accessible with password protection across all conference space; data speeds sufficient to host multiple users and streaming video demands. |
| 2.4.2.5 | Contractor will work closely with Commanders’ School Operations Officer to verify requirements three weeks prior to each course session. |
| 2.4.2.6 | Contractor will work with facility to have equipment, such as screens, mics, and cables available. |
| 2.4.2.7 | Contractor will offer advice if a remote person is having issue. |
| 2.4.2.8 | Contractor will troubleshoot if the Wi-Fi or Wired Internet connection fails. |
| 2.4.2.9 | A/V Technician expected on-site each day for troubleshooting/support services. |
2.5 FOOD & CATERING
2.5.1 Catering
| 2.5.1.1 | Setup 30 min before event and servers as needed. |
| 2.5.1.2 | Servers: determined by number of students participating. |
| 2.5.1.3 | Food as determined by number of students participating. |
| 2.5.1.4 | Contractor will have ability to process catering charges independently from contract for individual circumstances. |
2.5.2 Daily Snacks – coffee, water, snack items all day
2.5.3 Icebreaker 1800-1930, first Monday evening of each course session, e.g., 5 Feb/11 Mar/15 Apr/13 May/24 Jun
2.5.4 Working Lunches: TBD
3.0 DELIVERY REQUIREMENTS:
3.1 Contractor will support PCTT course directors in conference rooms located at facility during course execution.
3.2 Contractor will provide adequate manpower to ensure the course’s IT/AV and setup requirements can be met.
4.0 GENERAL INFORMATION:
4.1 Course directors will bring their government laptops to the facility. Contractor will have appropriate cables (USB, HDMI, etc.) at the appropriate lengths required available if needed.
4.2 Contract shall be set up in a manner as to not incur costs in case course sessions have to be canceled within a reasonable timeframe.
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