SOW_2023_DCAA_Supervisor_Conference-Final.docx

Statement Of Work (SOW)

DCAA SUPERVISOR CONFERENCE

SCOPE

Scope. This conference serves as a forum for Defense Contract Audit Agency (DCAA) Leadership to provide training and share information to the GS-13 level supervisors. Supervisors will receive Continuing Professional Education (CPE) credits. In addition, it is used in coordinating, facilitating, and implementing current best-practices and policies of DCAA.

VISION STATEMENT

Vision Statement. Provide training across the DCAA to GS-13 level supervisors to provide important, consistent training and education across the geographically dispersed Agency.

INTRODUCTION

Introduction. DCAA hosts a Bi-annual Supervisor Conference to provide DCAA supervisors with CPE credits and to deliver consistent training and guidance across DCAA. Although the intent has been to hold these conferences on a bi-annual basis, DCAA has paused them since 2019 due to the COVID-19 pandemic.

Mission. The intent behind the Supervisor conference is to provide consistent guidance, mission awareness, policy, and training to a geographically dispersed DCAA.

Scope. This intent of this acquisition is to obtain services consistent with holding a successful conference for up to 300 attendees with a period of performance (PoP) of Monday May 22, through Friday, May 26, 2023. Services needed include lodging blocks for individual travelers to schedule, use of conference meeting spaces with appropriate audiovisual (A/V) equipment, beverage service, and meals for the entire timeframe of the conference.

GENERAL REQUIREMENTS.

General Requirements. This section describes the general requirements for this effort. The following subsections provide details of various considerations on this effort.

Non-Personal Services. The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately.

Business Relations. The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

Contract Administration and Management. The following subsections specify requirements for contract, management, and personnel administration.

Contract Administration. The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have not more than two points of contact between the Government and Contractor personnel assigned to support the contract. The contractor shall assign work effort and maintaining proper and accurate records.

Personnel Administration. The contractor shall provide management and support as required. The contractor shall provide necessary infrastructure to support contract tasks at contractor’s location.

Subcontract Management. The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations.

Contractor Personnel, Disciplines, and Specialties. The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

Location and Hours of Work. Accomplishment of the results contained in this PWS requires work at Contractor’s location before, during, and after the time established for the conference to occur. Contractor POCs will be available during Contractor’s normal business hours with communication available via telephone with voicemail and email.

Travel. No Contractor travel is required or authorized for reimbursement.

Cancellation. The Government may terminate this contract for the convenience of the Government at no cost to the Government to 10 days prior to the commencement of the conference.

PERFORMANCE REQUIREMENTS

Performance Requirements. The following section specifies the Performance Objectives and Performance Elements for the contract.

Set Aside a Block of Guest Lodging Rooms.

The contractor shall set aside a block of 300 guest lodging rooms for four nights during the PoP with check-in on Monday and check-out on Friday. At least 240 rooms will be at the facility and will make arrangements for any overflow at another facility at the same rate; overflow facility is subject to the approval of DCAA.

The block of rooms shall be set aside and made available for reservations centrally by DCAA 30 days prior to the conference start date. The rooms will remain blocked until at least 10 days prior to the first date of the PoP.

Attendees will reserve and pay for their guest rooms individually.

The lodging rate shall be the Federal Government lodging per diem rate in effect at the time of the conference.

Contractor will provide weekly updates on reservations and room availability to the DCAA Point of Contact during the reservation period to allow for proper booking and facilitation with the venue and the DCAA Point of Contact.

Provide Parking Space.

Parking shall be available onsite at the to all attendees, regardless of overnight guest room reservation.

Parking will be provided at no cost.

Provide Meeting Space. Four meeting spaces, as noted below in this subsection, and necessary ancillary facilities, will be provided by Contractor during the PoP on Tuesday, Wednesday, and Thursday. No meeting space will be provided on the Monday during the PoP.

Room Use Times. The meeting rooms will be available for use from at least 7:00 a.m. CT until 7:00 p.m. CT. each day.

Wireless Internet Access. Wireless internet connection will be always available to all attendees during the PoP.

Large meeting room with seating for not less than 300 persons. The large room will be set up as described in this subsection.

Pricing. The large meeting room is included in the facility rental rate.

Contractor will provide tables and chairs set up in the schoolroom formation, which is tables with chairs only on one side of each table, all facing the front of the room.

Contractor is responsible for all setup, take down, cleaning and waste removal in the room. Waste removal will be completed at the end of each day during the PoP. Contractor will provide all items needed to facilitate this requirement.

A government representative onsite for the conference will view the meeting room prior to the conference start time and at any time necessary during the PoP to ensure all requirements have been met.

Four smaller meeting rooms (aka breakout rooms), each with seating for not less than 75 persons. Every smaller room will be priced and set up as described in this subsection.

Contractor will provide tables and chairs set up in the schoolroom formation to accommodate 300 attendees, which is tables with chairs all facing the front of the room.

Contractor is responsible for all setup, take down, cleaning and waste removal in the room. Waste removal will be completed at the end of each day during the PoP. Contractor will provide all items needed to facilitate this requirement.

Changes. The government will confirm the setup details not less than seven days prior to the first date of the PoP.

Provide Audiovisual Equipment. Contractor will provide A/V equipment in each room as noted below.

Setup and takedown. Contractor is responsible for all setup and take down of Contractor’s A/V equipment. Contractor will provide all items needed to facilitate this requirement. Contractor is not responsible for setup of government-owned equipment.

Instructions for Use. Contractor will provide instructions for the use and operation of the A/V equipment as needed. Contractor will provide A/V support during each morning’s initial set-up only, assuming the setup is intuitive, and the conference Point of Contact can operate the equipment. DCAA does not require a permanent AV technician, but one should be available during the conference in the event of an AV failure.

Large meeting room A/V Equipment. The Large meeting room will be set up with the A/V equipment as noted in this subsection.

A/V Cart Projector and Screen package. This includes a 10’x10’ screen, LCD projector, presenter remote, extension cord, power strip, safety taping, audio mixer with laptop audio/visual connection, HDMI 1 x 4 Distribution Amplifier and patch to house sound.

Podium. A podium will be placed at the front of the room.

Microphones. Six wireless microphones will be provided in the large room as follows:

Two wireless lavalier microphones (lapel microphone), Four wireless hand-held microphones.

Four smaller meeting rooms A/V Equipment. Every smaller meeting room will be set up with A/V equipment as noted in this subsection.

A/V Cart Projector and Screen package. This includes a 8’x8’ screen, LCD projector, presenter remote, extension cord, power strip, and patch to house sound.

Podium. A podium will be placed at the front of the room.

Microphones. Two wireless microphones will be provided in every smaller room as follows:

One wireless lavalier microphone (lapel microphone), One wireless hand-held microphone.

Provide Food and Beverages. Contractor will provide food and beverages as noted in this subsection.

Pricing.

All food and beverage services will be included in the facility rental rate.

Headcount. The Government will provide a final headcount to the Contractor POC not less than seven days prior to the PoP start date. The number of attendees is limited to 300. If not timely provided, the headcount will be 300.

All-Day Beverage Services. Contractor will provide stations with unlimited coffee, tea, and water available to attendees during the PoP on Tuesday, Wednesday, and Thursday from 7:00 a.m. to 4:30 p.m. in or near the meeting rooms. No beverage services are required on Monday.

Meals. Contractor will provide meals as noted in this subsection.

All meal selections must be finalized with the Contractor POC not later than seven days prior to PoP start date. If the government fails to make the selections timely, the Contractor POC will choose the selections to ensure meals are available at the conference.

Contractor will provide reasonable accommodations for attendees who have religious or medical food restrictions by providing comparable meals that are suitable for those attendees’ needs.

A headcount of attendees who need accommodations and the nature of each accommodation will be provided to the Contractor POC not less than seven days prior to the first date of the PoP. Contractor will provide the Government POC with instructions for the accommodated attendees on how to obtain their special meals during the conference, not later than two days prior to the first date of the PoP.

Meal Service Times. The Government POC will coordinate with the Contractor POC to choose meal service times, to be completed not less than seven days prior to the first date of the PoP.

Breakfast. Contractor will provide breakfast during the PoP on Tuesday, Wednesday, and Thursday.

Lunch. Contractor will provide lunch during the PoP on Tuesday, Wednesday, and Thursday.

Final Event Itinerary. Contractor will provide to Government POC a final itinerary of all selections and times not later than three days prior to the start of the PoP.

DELIVERABLES

Deliverables. Contractor shall provide deliverables as described herein and noted below.

POINTS OF CONTACT

7.1 CONTRACTING OFFICER

Christopher Dingle 804-279-6216 Christopher.Dingle@dla.mil

7.2 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

TBD