STATEMENT OF WORK.docx

STATEMENT OF WORK

2024 White House Fellows Selection and Placement Events

1. BACKGROUND

Founded in 1964, the White House Fellows (WHF) program is America’s most prestigious program for leadership and public service. White House Fellowships offer exceptional young men and women first-hand experience working at the highest levels of the federal government.

White House Fellows typically spend a year working as full-time, paid special assistants to senior White House Staff, the Vice President, Cabinet Secretaries, and other top-ranking government officials. White House Fellows also participate in an education program consisting of roundtable discussions with renowned leaders from the private and public sectors, and trips to study U.S. Policy in action both domestically and internationally. Fellowships are awarded on a strictly non-partisan basis.

The President’s Commission on White House Fellows requires a contractor to provide overnight accommodations, conference space, food and beverage services, and visual equipment in the support of the annual White House Fellows Selection and Placement Events.

2. SCOPE

In support of this mission, WHF needs to acquire a contractor to provide overnight accommodations, conference space, food and beverage services, and audio/visual equipment for the White House Fellows Selection Event to be held on May 30th – June 2nd, 2024 and Placement Event held on July 8th-12th, 2024, of the respective ordering period (see period of performance below). Additionally, there may be a need to reserve rooms during the week. The facility must be located downtown Northwest Washington, DC, and metro accessible. The overnight accommodations and food and beverage services cannot exceed the federal daily per diem rates.

3. APPICABLE CONDITIONS

The Contractor’s facility must be Federal Emergency Management Agency approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at https://apps.usfa.fema.gov/hotel/ The Contractor's facility must be compliant with the requirements of the American with Disabilities Act (Public Law 101-336) 42 U.S.C. 12101 et. seq.).

4. GOVERNMENT FURNISHED MATERIAL/INFORMATION:

WHF will provide the selected contractor with their requested dates (May 30th – June 2nd, 2024 for Selection Weekend, and July 8th-12th, 2024, for Placement Week) number of attendees, meeting needs for both events at a timeframe that is consistent with hotel industry standards in order for the hotel to make the necessary accommodations.

5. CONTRACTOR FURNISHED MATERIAL/ INFORMATION:

All supplies and materials shall be of a type and quality that conform to applicable.

Federal specifications and standards and, to the extent feasible and reasonable, include the exclusive use of bio-based products. For the bio-based content products evaluation, all non-chemical products proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Bio-based Products List (DBPL) whenever practicable. A sample listed of supplies and materials is listed in “Meeting Needs”. This list may not be all inclusive.

Each product submitted must be identified with one of these categories. It is desirable that vendors be able to supply the greatest number of bio-based products listed meeting the health and environmental specifications. Labeling should be printed on all containers.

It is desirable that vendors be able to supply the greatest number of bio-based products listed meeting the health and environmental specifications. Labeling should be printed on all containers.

All related product information to include MSDS sheets and types of chemicals that will be used shall be provided to and approved by an OPM representative prior to contract award.

6. SUMMARY OF REQUIREMENTS:

The offeror shall be required to provide overnight accommodations, conference space, food and beverage services, and audio/visual equipment for the White House Fellows Selection and Placement Events this year to include, but are not limited to following:

6.1 DATES:

Task 1: Selection Event is usually held during the first week in June. Selection Weekend will need to take place May 30th – June 2nd, 2024.

Task 2: Placement Event is usually held during the second week in July. Placement Week will take place on July 8th-12th, 2024.

CANCELLATION: The Government may cancel any/all part of the Meeting Needs, Audio/Visual Equipment, and/or Food and Beverage Service with 72 hours advanced written notice, at no charge to the Government. Cancellation policy of 4 p.m. day of arrival or later is required for the overnight accommodations.

6.2 LOCATION: The facility must be located in Northwest Washington, DC and be near the White House complex, Farragut, or Federal Triangle areas. The hotel must have at least a three (3) diamond/crown/star rating or higher as defined by the American Automobile Association (AAA), Northstar Travel Media (NTM) Crown, Forbes Travel Guide or approved equivalent.

6.3 MEETING NEEDS:

· Task 1: Selection Event – Generally held in the first week of June. For evaluation purposes the following dates are:

Thursday, May 30th

· Conference Room 1 for 30 people (Conference style set-up for Commissioner’s Meeting)

· Conference Room 2 for 32 people (Conference style set-up for National Finalists)

· Meeting Room for a reception for 60 people

· Meeting Room for a dinner for 60 people

· Two (2) Guest Rooms used as storage rooms.

Friday, May 31st

· 10 interview rooms (beds removed with 4 banquet chairs) All rooms must be on the same floor

· Hospitality room (Must be on the same floor as interview rooms)

· Meeting room for 60 people from 7:00am-6:30pm

· Two (2) Guest Rooms used as storage rooms.

· Three (3) Meeting rooms for 30 people from 12:00pm-1:00pm

· Reception room for 65 people for 6:00pm-7:00pm

· Dinner room for 65 people for 7:00pm-9:30pm

Saturday, June 1st

· 10 interview rooms (beds removed with 4 banquet chairs)

· Two (2) Guest Rooms used as storage rooms

· Hospitality room (Must be on the same floor as interview rooms)

· Meeting room for 60 people from 7:00am-6:30pm

· Two (2) Meeting rooms for 30 people from 12:00pm-1:00pm

· Reception room for 65 people from 6:00pm-8:00pm

· Meeting room for 30 people from 8:00pm-10:00pm

Sunday, June 2nd

· Meeting room for 30 people from 7:00am-4:00pm

· Hospitality room

Note: All conference/reception/and interview rooms should be Non-smoking.

6.4 OVERNIGHT ACCOMMODATIONS: Lodging rates must be within the Washington, DC per diem.

· Task 1: Selection Event in June. The final room list will be provided no later than three weeks before the event. The overnight accommodations breakdown for this year’s event will be as follows:

Wednesday, May 29th

· 15 Non-smoking rooms - Single Occupancy

Thursday, May 30th

· 60 Non-smoking rooms - Single Occupancy

Friday, May 31st

· 60 Non-smoking rooms - Single Occupancy

Saturday, June 1st

· 60 Non-smoking rooms - Single Occupancy

Sunday, June 2nd

· 15 Non-smoking rooms - Single Occupancy

· Task 2: Placement Event in July. The final room list will be provided no later than three weeks before the event. The overnight accommodations breakdown for this year’s event will be as follows:

Sunday, July 7th

· 6 Non-smoking rooms - Single Occupancy

Monday, July 8th

· 18 Non-smoking rooms - Single Occupancy

Tuesday, July 9th

· 18 Non-smoking rooms - Single Occupancy

Wednesday, July 10th

· 18 Non-smoking rooms - Single Occupancy

Thursday, July 11th

· 18 Non-smoking rooms - Single Occupancy

Friday, July 12th

· 6 Non-smoking rooms - Single Occupancy

6.5 FOOD AND BEVERAGE SERVICES: The following is a summary of food and beverage service needs for this year’s event:

· Task 1: Selection Event in June – Participants do not receive per diem

Thursday, May 30th

· Reception for 60 people

· Dinner for 60 people Friday, May 31st

· Breakfast in conference room for 60 people

· Coffee for 20 people until mid-morning in a Hospitality room

· Soft drinks in the afternoon in Hospitality room

· Lunch for 60 people in conference room

· Reception for 65 people

· Dinner for 65 people in conference room Saturday, June 1st

· Breakfast for 60 people in conference room

· Coffee for 20 people until mid-morning in a Hospitality room

· Soft drinks in the afternoon in Hospitality room

· Lunch for 60 people in 2 conference rooms.

· Reception for 65 people

· Dinner for 30 people

· 30 $30 food vouchers for room service/ restaurant use Sunday, June 2nd

· Breakfast in Conference room for 30 people

· Coffee/soft drinks break for 30 people

· Box lunches and soft drinks for 30 people

· Task 2: Placement Event in July – Participants do not receive per diem. Food and beverage services shall include $30 food vouchers* provided to each person to be used for room service or in the restaurant. This voucher is not to exceed $30 per day per person per room from July 8-12, 2024. The following is a summary of good and beverage service needs for this year’s event:

Monday, July 8th

· (17) $30.00 vouchers for daily room services / restaurant use

Tuesday, July 9th

· (17) $30.00 vouchers for daily room services / restaurant use

Wednesday, July 10th

· (17) $30.00 vouchers for daily room services / restaurant use

Thursday, July 11th

· (17) $30.00 vouchers for daily room services / restaurant use

Friday, July 12th

· (5) $30.00 vouchers for daily room services / restaurant use

*Unused vouchers will not be charged. Vouchers cannot be used for any alcoholic beverages.

6.6 AUDIOVISUAL EQUIPMENT: Audiovisual equipment and Wi-Fi will be required for plenary sessions. Audiovisual staff is required to be on site during the dates audio is required.

· Task 1: Selection Event in June: Audiovisual equipment needs for the weekend will be discussed with the hotel.

· Task 2: Placement Event in July. Audiovisual equipment not required for this event.

6.7 PARKING: Provide guests parking at the hotel.

· Task 1: Selection Event from May 30-June 2, 2024

· Task 2: Placement Event from July 8-12, 2024

7. DELIVERABLES:

The contractor shall provide all management, supervision, labor, materials, supplies and equipment (except as otherwise specified); and shall plan, schedule, coordinate, and assure the efficient performance of all overnight accommodations, food and beverage services, meeting space, and audio-visual equipment. Rendering of the services must include but are not limited to the following:

· Overnight Accommodations

· Food & Beverage Service

· Meeting Space

· Audio Visual Equipment

· Invoice should be submitted in Delphi within 30 days of completion of service

8. PERIOD OF PERFORMANCE:

The period of performance is May 30 to June 2, 2024, and July 8 to July 12, 2024

9. PLACE OF PERFORMANCE:

The work will be performed at the Contractor facility.

10. QUALITY ASSURANCE SURVEILLANCE PLAN: Quality Level – 99%, Monitoring POC -Esteban Tapetillo.

END OF SOW

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