DCAA Conference Purchase Description (Amended).docx

DCAA FAO/RAM/CAM CONFERENCE - FEBRUARY 2024

PURCHASE DESCRIPTION

SCOPE: This conference serves as a forum for Defense Contract Audit Agency (DCAA) Leadership to provide training and share information to the GS-14/15 level supervisors. Field Audit Office (FAO) Managers, Regional Audit Managers (RAM), and Corporate Audit Managers (CAM) will receive Continuing Professional Education (CPE) credits. In addition, it is used in coordinating, facilitating, and implementing current best-practices and policies of DCAA.

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 February 12 through February 16, 2024. Services required include lodging blocks for individual travelers to schedule, use of conference meeting spaces with appropriate audio/visual (A/V) equipment, beverage service, and meals for the entire timeframe of the conference.

REQUIREMENTS: Requirements include lodging blocks for individual travelers to schedule, use of conference meeting spaces with AV equipment, beverage service, and meals for the entire duration of the conference. Wireless internet must be available and provided free of charge.

LODGING. The vendor shall set aside a block of 300 guest lodging rooms for four (4) nights during the POP with check-in on Monday and check-out on Friday. At least 270 rooms will be at the facility and contractor will plan for any overflow at another facility, at the same rate within 10 minutes via automobile of the main conference and lodging facility; overflow facility is subject to the approval of DCAA. The conference and lodging facility must be within 50 miles of either Dallas/Fort Worth International Airport and Love Field; Facility must be either outside of Dallas County, Arlington County, Fort Worth County, and Grapevine County or if the facility is within these counties, the facility must agree to charge the standard GSA Per Diem rate for Texas.

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. Note: DCAA requires to be able to submit all the names from one DCAA Point of Contact (POC) to one vendor POC; DCAA does not wish to have individuals make their own reservations.

Parking must be provided on-site at no cost for all attendees.

MEETING SPACES AND NECESSARY ANCILLARY FACILITIES: (conference room and storage space) must be provided by the vendor February 12 through February15. The large meeting rooms, the smaller breakout rooms must be available from 7:00 AM until 7:00 PM Central Time (CT) on February 13 through February 15. The storage space and conference room must be available starting from 12:00 PM CT on February 12 and from 7:00 AM until 7:00 PM CT February 13 through February 15. The registration desk must be available from 12:00 PM CT on February 12 and from 7:00 AM until 5:00 PM CT on February 13.

· Large meeting room with seating for no less than 300 people (Feb 13, 14, 15). The vendor will provide round tables and chairs configured so that all seats face the stage with tables with chairs only on one side of each table, all facing the front of the room.

· Four (4) smaller meeting rooms (e.g., breakout rooms) each with seating for no less than 75 people (Feb 13, 14, 15). The vendor will provide tables and chairs set up with chairs all facing the front of the room.

· Conference room (Feb 12, 13, 14, 15). A conference room in a boardroom configuration with seating for at least 12 people with the ability to provide power to each person seated at the conference room table.

· The vendor 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. The vendor will provide all items needed to facilitate this requirement.

· Registration desk (Feb 12, 13). Provide two (2) tables with power, positioned outside of the main conference room, available by 12:00 PM CT on February 12 and from 7:00AM until 5:00 PM CT on February 13.

· Storage space within 25 feet of the registration desk that can be secured. The space should be about 25 square feet. The space will need to be lockable and used to store some signage, the standard registration supplies, plus the notebooks and pens that are being provided to each participant. Many things that can be stacked.

AV EQUIPMENT. The vendor must provide AV equipment in each room as follows:

· Large meeting room A/V equipment (Feb 13, 14, 15). The large meeting room must be set up with:

· 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. A monitor that is visible to the presenter and tied to the presenting laptop (aka a “confidence monitor”) and an external audio source.

· Stage. Stage shaped in a “T” configuration, with pipe and draping behind the stage and skirting around the stage.

· Podium. A podium will be placed on the stage.

· Microphones. Eight (8) wireless microphones will be provided in the large room as follows:

· Four (4) wireless lavalier microphones (lapel microphones).

· Four (4) wireless hand-held microphones.

· On-site technician to set-up the equipment, train the government staff on basic functions, and available to trouble-shoot and provide technical assistance.

· Eight (8) easels with easel pads.

· Four (4) smaller meeting rooms AV equipment (Feb 13, 14, 15). Each smaller meeting room must be setup with:

· An 8’x8’ screen, LCD projector, presenter remote, extension cord, power strip, and patch to house sound.

· Podium. A podium must be placed at the front of the room.

· Microphones. Two (2) wireless microphones must be provided in every smaller room as follows:

· One (1) wireless lavalier microphone (lapel microphone),

· One (1) wireless hand-held microphone.

· Conference room. (Feb 12, 13, 14, 15) Wi-Fi capability only in addition to power supply for each seat.

FOOD AND BEVERAGES. The vendor must provide stations with unlimited coffee, tea, and water available to attendees February 13 through February 15 from 7:00 AM until 4:30 PM CT in or near the meeting rooms.

The vendor must provide breakfast and lunch on February 13 through February 15. All meal selections will be finalized with the vendor no later than seven (7) days prior to the contract start date. If the government fails to make the selections timely, the vendor will choose the selections to ensure meals are available at the conference. The government will provide the vendor will mealtimes no later than seven (7) days prior to the contract start date.

The vendor 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 vendor no less than seven (7) days prior to the contract start date. The vendor will provide the government with instructions for the accommodated attendees on how to obtain their meals no later than two (2) days prior to the contract start date.