Atch_1-Performance_Work_Statement.docx

Performance Work Statement (PWS) IMCOM FY19 Garrison Commanders Conference (GCC) 26 –30 November 2018

1. GENERAL

1.1 Overview: This Performance Work Statement (PWS) is for non-personal services contracts for conference facilities and support required for the 2018 Garrison Commanders Conference (GCC). This PWS includes requirements for conference lodging, meeting rooms, limited logistics, and communications to include internet access and Audio Visual (AV) support. The Contractor shall provide all personnel, equipment, supplies, facilities, and materials necessary to perform the services to the standards defined in this PWS.

2. GENERAL REQUIREMENTS

2.1 Hotel Representative (HR): The Contractor shall provide Hotel Representative (HR) to act as liaison during the duration of the conference event. The HR will have the authority to resolve all conference related issues as they arise. The HR shall be immediately available throughout the duration of the conference. The Contractor shall provide a list of on-call points-of-contact, who have the authority to resolve issues affecting their particular areas of support, (for example: room maintenance, climate control, AV, room reset, catering etc.).

2.2 Government Representative (GR): The Government will assign a primary and alternate GR. The GR will be the point of contact during the performance of this requirement.

2.3 Hours of Operation: The Contractor is responsible for providing services between the hours of 6:00 am – 6:00 pm, 26 - 30 November 2018, except during periods of Government closure due to local or national emergencies, administrative closings, or similar Government-directed closings. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.

2.4 Physical Security: The Contractor shall be responsible for safeguarding all Government equipment on the premises during the conference. At the close of each conference day, all conference rooms shall be physically secured. The Contractor shall replace, with like capability, at current replacement cost, or reimburse the Government for lost, stolen, or damaged equipment as a result of a lack of adequate safeguards.

2.5 Lodging

2.5.1 Room Quality Standards: The Contractor shall provide all rooms with single occupancy to include a private bath with full toilet and shower facilities, hot and cold running water, and facilities cleaned on a daily basis. All GCC attendees shall be located in the same Contractor facility located within (10) miles of Joint Base San Antonio, Ft Sam Houston, TX 78234.

2.5.2 Lodging Dates and Rates: All non-local conference participants are required to stay at the hotel and are responsible for paying their own individual lodging bill with a Government travel card. Lodging rates shall not exceed the Joint Travel Regulation’s Per Diem rates for San Antonio, TX, $121 per night.

The Contractor shall reserve room accommodations for attendees based on the estimated lodging schedule in Table 1.

Table 1. Lodging for CONUS and OCONUS Personnel:

Total 175

* Up to 75 additional local personnel will attend the conference but will not require lodging.

2.5.3 Check-in/out: In some cases, GCC attendees may arrive earlier than the regular check-in time. The Contractor shall accommodate affected GCC attendees by assisting with check-in and room assignments as early as possible. The Contractor shall provide a secure storage area for personal luggage when neither early check-in nor late check-out is possible.

2.6 Conference Facilities

2.6.1 Meeting Rooms: The Contractor meeting rooms shall be ready for use by 6:00 am each morning of the conference. The Contractor meeting rooms shall be locked by 6:00 pm each day of the conference unless otherwise coordinated by GR.

2.6.1.1 Set Up: The setup shall be in accordance with the specifications as described in Attachment 1. The Contractor shall provide, set up, and maintain all of the following information technology equipment and services at the specified locations and times. All networks and printers shall be operational, tested, and ready for use upon occupation of room or area. All printer types listed should be of similar model and fully operational throughout the conference with necessary supplies, including both toner and paper as needed. The Contractor shall provide to the GR the make and model numbers of the printers to be provided under the provisions of the contract no less than 10 working days in advance of the GCC start date.

2.6.1.2 General/Registration Area: Pre-registration shall occur at the hotel beginning at 12:00 pm and concluding at 8:00 pm on Monday, 26 November 2018. OCONUS travelers arriving on 25 Nov 18 will register during this time period. Contractor shall provide a designated registration area with five (5) tables, six (6) chairs, and space for tabletop displays near the registration area. See Registration area diagram in Attachment 1. Contractor shall locate the registration area in a place easily visible and accessible to conference attendees with direction signs in the facilities main lobby area. The Government will display branding items (e.g. posters and stand-up displays) in all areas to include the lobby area and halls of the facility.

2.6.1.2.1 General/Registration Area - AV Requirements

At a minimum, the General Assembly Area of the conference event shall include:

- A Wi-Fi system capable of supporting the individual devices of the conference attendees.

- All local area network (LAN) and Wi-Fi Network Access connections listed shall be on the same network with a minimum 20 megabytes per second internet connection, with a directly internet exposed IP address.

- The contractor shall provide a portable sound system for use outside the meeting rooms, but within the hotel, for short periods, depending on facility capabilities and finalized scheduling of the event activities.

2.6.1.3 Operations Support Center: The Contractor shall provide one room equipped with six (6) 8’skirted tables, twelve (12) chairs around the perimeter of the room for computer stations, one (1) 6’ table for printers, two (2) easels outside of the door. See Operations Support Center diagram in Attachment 1.

2.6.1.3.1 Operations Support Center - AV Requirements

At a minimum the operations support center shall include:

- A Wi-Fi system capable of supporting the individual devices of the conference attendees.

- One wired local area network (LAN) connection. The Contractor shall allow a network, wired or wireless, to be set up as needed.

- One (1) network attached multifunction color laser copier (printer, scanner, and copier) allowing network printing.

- One (1) operational telephones with local area access.

- All local area network (LAN) and Wireless Network Access connections listed shall be on the same network with a minimum 20 megabytes per second internet connection, with a directly internet exposed IP address.

- Two (2) 12’ drop cord power cables.

2.6.1.4 Main Plenary Room: The Contractor shall provide the main plenary room with availability for use starting Tuesday, 27 November 2018 at 06:00 am through 6:00 pm Thursday, 29 November 2018 and . The room must comfortably seat 250 people in Crescent Rounds style seating and allow sufficient room, a minimum of 12 feet, in the front of the head tables for risers, AV, screens, a podium and panel tables for any panel discussions. The conference will end at 5:00 pm, 29 November 2018 and move-out of the plenary room will be completed by 7:00 pm same day. See diagram in Attachment 1.

2.6.1.4.1 Main Plenary Room - Seating Requirements: Space allocation of 20 square feet per person should be used for preliminary planning purposes. This will allow for seating, circulation, media equipment, space requirements to meet accessibility standards, and adequate presentation space.

The length of the room shall not exceed its width by more than 50% (e.g. a room 40 feet wide can be no more than 20 feet long). The room layout shall allow for a minimum of 4 feet between each row of tables and 30 inches between each chair center. This allows sufficient room for note taking, walking and for moving chairs in and out of position.

There should be no columns in the room. If there are columns in the room, room shall be able to be configured to accommodate all attendees without blocking sightlines or causing cramped seating.

Head tables and front-facing tables will be draped to serve as a modesty panel.

2.6.1.4.2 Main Plenary Room - AV Requirements: The Contractor shall provide, install, operate, and maintain all audio and visual systems necessary to support the main plenary room without decreasing the space available for 250 people in the previously stated configurations, including ensuring appropriate audio/video checks are successfully achieved (or completed) not later than 30 minutes before the beginning of each conference day and 30 minutes before the resumption of the conference following the lunch break. AV support requirements will be required from 8:00 am to 5:00 pm for Tuesday 27 November, Wednesday 28 November, and Thursday 29 November 2018. At a minimum the video systems shall include:

- Two or more large high definition (1080P) quality video display systems for the room and audience size.

- Capability to switch all installed high definition (1080P) video systems independently from a central location with one spare video output and 4 video inputs. Operating instructions and programming support as shall be provided prior to operation. Inputs supported will include VGA, DVI, and HDMI.

- Provide all other necessary equipment to fully integrate and execute the video systems.

- Provide 2 laser pointers, one presentation remote control and one presentation laptop.

- A Wi-Fi system capable of supporting the individual devices of the conference attendees.

At a minimum the sound systems shall include:

- The Contractor shall provide, install operate, and maintain full operational capability of all sound equipment and control boards during all sessions throughout the conference.

- Wireless microphones: The Contractor shall provide two (2) lavaliere microphones and 2 wireless hand held microphones for presenters. 4 hand held wireless and/or stand microphones shall be available for audience questions. The required number of wireless receivers, spares, batteries and other associated equipment shall be provided to support this event.

- Wired or wireless microphones: One microphone shall be provided for the podium stand. Four (4) “head” tables shall be provided 2 push to talk microphones each (8 total). See Plenary Room diagram in Attachment 1 for approximate room layout and microphone placement. The required number of wireless receivers, spares, cabling, batteries and other associated equipment shall be provided to support this event.

- Provide a speaker system to support the size of the audience and the room.

- The sound system shall be able to accept 4 additional inputs beyond microphone requirements.

2.6.1.5 Breakout Rooms and AV Requirements: The Contractor shall provide breakout rooms for the following dates and times to the specifications indicated:

2.6.1.5.1. Eight (8) breakout rooms with availability for use on Monday 26 November, Tuesday, 27 November, Wednesday, 28 November, Thursday 29 November and Friday 30 November 2018 from 7:00 am to 5:00 pm. Each room shall accommodate 50 attendees in U-Shape style seating and contain one (1) podium, one (1) projector, one (1) screen and two (2) 12’ drop power cords, and two (2) each, six (6) outlet power strips. The Contractor shall provide, install, and maintain visual systems necessary to support the break out rooms, including ensuring video equipment checks are successfully achieved not later than 30 minutes before the beginning of the day and 30 minutes before the resumption of the conference following the lunch break. See Breakout Room diagram in Attachment 1 for approximate room layout and equipment placement.

2.6.1.6 Commanding General’s (CG) Office: The Contractor shall provide one room with availability for use starting Tuesday, 27 November 2018 at 6:00 am through Friday, 30 November 2018 at 6:00 pm. The Contractor shall provide a conference table to seat 15, one (1) Executive desk with chair, one (1) phone and one (1) easel on the outside of the door. The Contractor shall also provide one (1) table with chair for computer work stations immediately outside of the office. See CG’s Office diagram in Attachment 1 for approximate room layout and equipment placement.

2.6.1.6.1 Commanding General’s Office - AV Requirements

At a minimum the Commanding General Office shall include:

- One (1) wired local area network (LAN) connection. The Contractor shall allow a network, wire or wireless, to be set up as needed.

- One (1) operational telephone with local access.

- A Wi-Fi system capable of supporting the individual devices of the conference attendees.

2.7 Announcement Boards: The Contractor shall provide standard announcement boards at each Contractor entrance and the main conference room welcoming and directing conference attendees. The GR will provide the exact wording of the announcement to the Contractor within 5 days prior to the start of the conference.

2.8 Official Conference Meals: All participants at the conference shall be responsible for paying their own individual dining bills. Those attendees staying at the conference hotel will be billed for all official (hotel provided through contract or specifically coordinated by Government Representative via billing order) meals on their room bill. For any official meal provided, the contractor shall not exceed the Joint Travel Regulation’s Per Diem meal rates for San Antonio (lunch will not exceed $16 inclusive of tax/fees/charges). Local conference attendees will need to coordinate attendance per instructions in the OPORD and pay out of pocket if they want the provided lunch. The GR will provide the list of those who will have meals charged to their rooms within 72 hours of the event.

2.8.1 Lunch Meals: The contractor shall have the capability to provide lunch for 250 people within a 60 minute time frame. There are three (3) official lunch meals planned at this time (one mandatory lunch meal and two voluntary lunch meals). The Contractor will need to provide a way for local attendees who did not have the chance to pre pay for lunch meals to pay for their lunch meal at the time of service. The GR will provide a headcount for meal planning within 72 hours of the event.

2.9 Parking: The Contractor shall provide (20) parking spaces in the Contractor parking lot 26 – 30 November 2018. Spaces will be conference attendees designated as Distinguished Visitors (DVs). GR will provide a list of DVs to the HR (5) days prior to the start of the conference. The Contractor shall provide parking spaces for up to 20 vehicles in the Contractor parking lot to local conference attendees and support staff.

2.10 Signage: The Contractor shall allow the Government to bring in signage to promote and provide information for conference attendees throughout the space. The signs will be coordinated with the GR who will appoint an internal point of contact (POC) and the HR.

2.11 Mailing/Shipping: The Contractor shall provide a mailing address to accept and store parcels, mail, and other conference materials at the Contractor’s location, at least two days prior to the conference. The Government will remove all unused items from the Contractor at the close of the conference.

2.12 Security: In accordance with DoDI 2000.16, DoD Antiterrorism Standards, AR 525-13, Antiterrorism, and ALARACT 053/2016, Threat Warning to the US Army, the Contractor’s site and facility must be given a favorable Special Event Threat Assessment prior to being awarded the contract. The Contractor shall allow the Government to inspect the Contractor’s facilities each day of the conference. The Government reserves the right to conduct a security working dog sweep through the Contractor meeting rooms and surrounding areas daily and on an as needed basis.

3. GOVERNMENT REPRESENTATIVEGOVERNMENT REPRESENTATIVE (GR)

3.1 The Contracting Officer is the only Government official authorized to change the contract, or direct the Contractor to perform in a way that will require a change in the contract. The Contractor shall only take direction from the Contracting Officer regarding modifications or any issue regarding the contract. Failure to clear changes with the Contracting Officer IN ADVANCE of providing service may result in non-payment to Contractor.

3.2 The following personnel are the POC's during the performance of these requirements.

3.2.1 The GR on a day-to-day basis will be: Ms. Diane Talbot, 210-466-0155, diane.m.talbot.civ@mail.mil.

3.2.2 The alternate GR will be: Mr. Ashwani Singh, 210-466-1010, Ashwani.singh.civ@mail.mil.