Statement of Work Explosive Saftey Conference 2024 11 2 2023.pdf

STATEMENT OF WORK

September 2024 Weapons & Explosives Safety Conference Support for the Department of the Navy (DON) & Naval Ordnance Safety and Security Activity (NOSSA)

1. Background:

NOSSA serves as the DON Technical Authority for the Weapons and Explosives Safety

Enterprise. NOSSA is required to provide policy, criteria, training, and other oversight and support to all DON commands that manage ammunition and explosives. Subject matter experts and program managers from NOSSA, and throughout the Department of Defense

(DoD), lead and participate in conferences to ensure the Fleet’s needs are met, concerns addressed, and accurate and current information is provided to all attendees. Execution of this conference is mission critical as this is currently the only conference held in the DoD that specifically focuses on the DON Explosives Safety enterprise and includes representatives from all military services to engage in discussion and learn from others on universal

Explosives Safety issues. The purpose of this conference is to bring together worldwide leadership and managers of the Navy, Marine Corps and other DoD activities with explosives safety related missions for briefings, discussions, action items, information transfer, operational risk management, and to improve the explosives safety posture and mission readiness within the DON and DoD.

2. Scope:

The contractor shall provide the following services for the 2024 Navy Weapons &

Explosives Safety Conference:

This will be a three-day event: Tuesday (Day 1) will serve as a set-up day for all spaces, Wednesday & Thursday (Days 2 & 3) will be the actual conference days.

Venue must be capable of supporting lodging for 250-350 guests.

Registration support area, tables and chairs, to be available on the afternoon of Day 1, to remain available through Days 2 & 3. The registration support area will be manned throughout the conference.

A mid-sized meeting room for 25 personnel available for all 3 days (Days 1-3) of the event to serve Command Hub to include:

o Long conference table with chairs o Wi-Fi o Power strips for equipment

One large gathering room capable of holding up to 350 people to be set-up on Day 1 and used on Days 2 & 3. Must be classroom setting (long tables and chairs) to include:

o Stage with backdrop o Podium o Flags o Overhead projection capability for the main conference o Two projection screens for both sides of the room

3 meeting/breakout rooms to be set-up on Day 1, and used on Days 2 & 3, capable of holding up to 30 personnel with Wi-Fi:

o 1 Room with a classroom setting (rectangular tables)

Overhead projection

Audio capability.

o 1 Room with 2 desks and up to 10 chairs for facilitators to sit and room for a standing audience, overhead projection

Audio capability also needed.

o 1 Room with round conference tables and chairs for networking discussions

No A/V required

A/V and network requirements for Days 1-3 main (ball room) o Speakers o Front/Rear Camera with camera operator for Speaker and Audience capture

Camera should have dedicated USB connection to support Live Stream o 4 lavalier microphone o 1 handheld microphone (Q&A) o 1 look-down monitor o A/V system must accommodate Bring Your Own Device (BYOD) for Live Stream o Dedicated A/V onsite tech support personnel for prep time before the conference and during conference o Dedicated hardwired LAN for LiveStream laptop o Network speed of 50/50 o Private Wi-Fi with credentials for event

3. Accommodations:

Venue must be able to accommodate rooms for at least 250 attendees in the same location as the conference.

o The attendees cannot be split between multiple locations.

Venue must have food available within .5 mile radius (walking distance for guests).

Venue must be located in the Norfolk, VA area, approximately a 30 mile radius.

4. Period of Performance:

The period of performance for this order is September 2024.