PWS_IPR_18-20_April_2017_5_Aug_16_Final.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

UTILITY HELICOPTERS PROJECT OFFICE (UHPO) INTERNATIONAL PROGRAM REVIEW (IPR)

05 August 2016

Revision History

Basic

IPR PWS

05 Aug 16

Table of Contents

ii

SCOPE

The purpose of this Performance Work Statement (PWS) is to define the effort required for contractor provided support for Utility Helicopters Project Office (UHPO) International Program Review (IPR) beginning at noon on Monday, 17 April 2017 through close of business on Thursday, 20 April 2017. Contractor provided IPR support shall consist of facilities (secured from public access), audio visual (AV) technical support, and light catering for the meeting for a 3-day period for up to 374 attendees from 8:00 a.m. until 5:30 p.m. central daylight time (CDT) each day. The IPR will take place 18-20 April 2017 in Huntsville, Alabama.

Access to the facility is required beginning at noon on 17 April 2017 for UHPO personnel to set up and coordinate facility readiness.

RESERVED

REQUIREMENTS

The following requirements are the minimum required for the IPR PWS.

FACILITY, SERVICES AND EQUIPMENT

The Contractor shall provide access to the facility beginning at noon on Monday, 17 April 2017 through close of business on Thursday, 20 April 2017. Utility Helicopters Project Office access on 17 April 2017 (12:00 pm – 5:00 pm) will be for set up and coordination of facility resources. The IPR will be conducted 18-20 April 2017 with access to the facility required at 5:30 a.m. on Tuesday, 18 April 2017, and 6:30 a.m. on 19-20 April, 2017. The Contractor shall provide a Common Area designed for the catering tables plus ample space for attendees to gather during break sessions, an Administrative/ Registration space with three registration tables and chairs, one General Session space, three Breakout rooms, restrooms for men and women, AV equipment, AV set up, AV support, chairs, tables, pads of paper and pens, and light catering, all within the facility. The Contractor shall provide laptop connectivity and wireless internet access during the meeting times in meeting rooms and registration area. The Contractor shall provide on-site parking for attendees at the facility.

Registration/Administration/Common Room

DATE

AV Requirements Registration/Administration/Common Room

5:30 AM - 5:00 PM

Monitor (1) (to display agenda)

Complimentary High Speed Wireless Internet

Laptop Connectivity; Power Strips (2); Extension Cord (2)

6:30 AM - 5:00 PM

Monitor (2) (to display agenda)

GENERAL SESSION SPACE AND EQUIPMENT (Meeting Room 1) The Contractor shall provide general session space to accommodate up to 374 attendees. The Contractor shall provide classroom style seating (tables and chairs) with pads of paper and pens for 200 attendees in front part of the room, and theatre style (chairs only) seating for 174 attendees in back part of the room. The Contractor shall provide audiovisual equipment as outlined below, as well as one standing podium. The Contractor shall provide additional display screens positioned so that they are visible from the middle and back of the general session room. The Contractor shall provide two monitors in the common area as well as one monitor in the registration/admin area capable of displaying a computer generated meeting agenda.

Meeting Room 1

AV Requirements Meeting Room 1

Complimentary High Speed Wireless Internet

Power Strips (2)

Extension Cord (2)

Wireless Microphones (4), Clip-on Microphones (2); House Sound

BREAKOUT ROOMS AND EQUIPMENT (Meeting Rooms 2-4) The Contractor shall provide three breakout rooms with audiovisual requirements as outlined below. The Contractor shall provide two rooms with boardroom style seating (tables and chairs) and one room with a “U”-shape style set up. Configurations and personnel accommodations are described below. All rooms shall be separate from each other so that conversations will not readily pass to others not attending the IPR. An AV Technician shall be immediately available on-site throughout the meetings.

Meeting Room 2

Meeting Room 3

Meeting Room 4

AV Requirements Meeting Rooms 2-4

Complimentary High Speed Wireless Internet

Power Strips (2)

Extension Cord (2)

(Projector screen size should be appropriate for the size of the meeting room).

CATERING

The Contractor shall provide the serving area and light breakfast during morning hours for 374 attendees each day for three days (18-20 April 2017). Continental breakfast shall include cups, utensils, napkins, an assortment of breakfast breads, hot tea, regular and decaffeinated coffee, half and half, sugar, and water. The Contractor shall refresh the beverages once per morning for 374 attendees for three days. The Contractor shall provide the serving area and beverages during afternoon hours for 374 attendees for two days (18-19 April 2017). Afternoon beverage service shall include regular and decaffeinated coffee, half and half, sugar, bottled water, and ice tea. The Contractor shall provide sufficient trash receptacles and trash management for the three day meeting.

DAY

TIMES

EVENT

ROOM

PEOPLE

RESERVED

ABREVIATIONS & ACRONYMS