A01_DRAFT_Performance_Work_Statement_-_2018_SLRF__10_APR_18__V7.docx

U.S. Army G-3/5/7 Training Directorate Senior Leader Readiness Forum Conference 26-28 June 2018

Performance Work Statement

PART I.

GENERAL INFORMATION

I. General.

The Army Training Directorate hosts the Senior Leader Readiness Forum (SLRF) from 26-28 June 2018 in Leesburg, VA. The SLRF is the mechanism the Chief of Staff of the Army (CSA) uses to provide training and leader development guidance to 2-, 3-, and 4-star- General Officers and to receive training and leader development feedback from the same.

1.1. Description of Services.

1.1.1. From 25-28 June 2018, contractor will provide one general session conference room with no windows to accommodate approximately 240 participants and a conference operations room for 10 personnel, located near, and on the same floor as general session conference room; from 26-28 June 2018, contractor will provide five VIP meeting rooms located near the general session conference room for 10 participants each; one meeting room with no windows to accommodate 50 participants near the general session conference room; one meeting room to accommodate 30 participants near the general session conference room; two meeting rooms to accommodate 10 participants near the general session conference room and one break area near the general session room and on the same floor that can accommodate the 240 attendees. Contractor will provide space for a welcome social that will accommodate 100-125 attendees.

1.1.2. From 25-28 June 2018, contractor will provide a minimum of 216 personal electronic device (PED) lockers with keys. The lockers must be located near, and on the same floor as the general session room.

1.1.3. From 26-28 June 2018, contractor will provide onsite shredding service, secure and lockable shred bins that meet all security requirements for unclassified documents and a Government representative must witness the shredding of the content of the bin onsite. Shred bins will be located in the conference operations room and will be in place by 2:00 PM, 25 June 2018.

1.1.4. From 25-28 June 2018, contractor audiovisual and sound system team will be on standby to provide assistance to the Government audiovisual and sound system team.

1.1.5. From 25-28 June 2018, contractor security staff will be on standby to provide assistance to the Government security team.

1.1.6. From 25-28 June 2018, military and local law enforcement canine support must be allowed onsite throughout the event.

1.1.7. From 25-28 Junes 2018, armed military and local law enforcement support must be allowed onsite throughout the event.

1.2. Period of Performance. The period of performance for this requirement shall be 25-29 June 2018. The 8 sleeping rooms and the operations room, will be made available on 25 June 2018. Conference and meeting rooms will be set up on 25 June The 20 sleeping rooms will be made available on 28 June 2018.2018, with access to the rooms and set-up beginning at 8:00 AM, and set-up completed by 2:00 PM. The 20 sleeping rooms will be made available on 28 June 2018.

2. Deliverables.

2.1. Location and Transportation. Ideally, the host site will be located within 12 miles of a major airport and offer shuttle service for guests to and from the airport.

2.2. Lodging and Meals. The host site must be able to provide 8 sleeping rooms on 25 June 2018, at least 155 sleeping rooms per night of the conference from 26-28 June 2018 and 20 sleeping rooms on 28 June 2018. The Government shall centrally fund the costs for lodging and meals (breakfast/lunch/dinner) of principal conference attendees in a TDY status during the forum, starting with check in on 25 June 2018 and concluding on check out on 29 June 2018. The Government will be responsible for identifying the principal conference attendees that are being centrally funded and will make room reservations with the facility.

2.2.1. Lodging and meals are not to exceed the Government per diem rate. Snack and beverage service will be provided for all participants.

2.2.2. The facility must have the ability to provide a quality lunch for 155 to 240 attendees. Lunch location must allow for all participants to flow through, be served and out within 60 minutes. The facility must be able to provide a quality lunch on 27 June 2018 in the 50 person meeting room for a working lunch.

2.2.3. The morning and afternoon snack area must be located near the general session conference, on the same floor and accommodate approximately 240 attendees.

2.2.4. All non-principal attendees are required to pay for their own lodging and meals as appropriate.

2.2.5. On 26 June 2018, 6:30 PM – 8:30 PM, there will be a welcome social. The facility must provide a room other than the one of the event conference and meeting rooms that can accommodate 100-125 attendees. Principal conference attendees may participate in the social in lieu of the dinner meal on 26 June 2018. All non-principal attendees are required to pay a fee to participate in the social.

2.3. Conference Room. There will be one primary general session conference room for the period of performance, 25-28 June 2018.

2.3.1. The general session conference room must be able to accommodate approximately 240 participants. Configuration of the general session conference room will depend upon design and size of the session room. The general session conference room will be set-up on 25 June 2018 beginning at 08:00 AM, and set-up completed by 2:00 PM.

2.3.2. Tables, chairs, and table covers will be provided for the general session conference room. Tables and chairs will be provided for the Government audiovisual and sound team in the general session conference room.

2.3.3. The Wi-Fi connectivity and radio transmissions must be turned off in the general session conference room to meet the specifications of the electronic countermeasures team. The room must meet all security requirements for a classified conference, to include the room having no windows. Conference equipment must operate on a closed network and cannot go through any infrastructure that is not cleared to the appropriate classification level. Service provider cannot use the hotel speaker systems in the general session conference room. All speakers must be in a closed electronic environment.

2.4. Meeting Rooms. There will be five VIP meeting rooms within the vicinity of the general session conference room that will accommodate 10 participants each during the period of performance. One meeting room within the vicinity of the general session conference room that will accommodate 50 participants, one meeting room within the vicinity of the main session room to accommodate 30 participants and two meeting rooms within the vicinity of the main session room that will accommodate 10 participants. Tables, chairs, and table covers will be provided for all of rooms.

2.4.1. The Wi-Fi connectivity and radio transmissions must be turned off in the 50 person conference room to meet the specifications of the electronic countermeasures team. The room must meet all security requirements for a classified conference, to include the room having no windows. Conference equipment must operate on a closed network and cannot go through any infrastructure that is not cleared to the appropriate classification level. Service provider cannot use the hotel speaker systems in the 50 person meeting room. All speakers must be in a closed electronic environment.

2.4.2. The Five VIP rooms will have one commercial phone line with speaker phone in each room, the operations room will have two commercial phone lines with speaker phone, and the two 10 person meeting rooms will have one commercial phone line with speaker phone in each room.

2.4.3. The contractor will provide the room phone numbers 1 week prior to the event 25 June 2018.

2.4.4. Configuration of the rooms will depend upon the design and size of the room.

2.4.5. Water stations should be located throughout the general session area, breakout rooms and select VIP areas. Any water stations in the general session room must be refreshed with a conference administration personal escort present.

2.4.6. Facility staff will only be allowed in the main general session conference room with a conference administration personal escort.

2.4.7. Facility will work in coordination with the military security and local law enforcement. Upon the completion of electronic countermeasure of meeting spaces, the rooms will be locked down and only authorized Government personal will be allowed in the room. The facility will provide keys for select conference administration personnel that provide access to all rooms.

2.5. Operations Room. There will be one operations room within the vicinity of the main session room to accommodate the conference support staff, 25-29 June 2018. The operations room must be located near, and on the same floor as the general session conference room.

2.5.1. The operations room will be set on 25 June, 2018 so as to accommodate the advance party, a color copier-printer and another table to accommodate two laptops. Additional chairs and tables will be set up to accommodate10 people. This automation equipment will be shipped by the advance party personnel.

2.5.2. On 25 June 2018 the operations room must have access to the following items to support the full staff:

2.5.2.1. One high-speed copier that can produce 1,000 copies daily and printer operating supplies. Copier will be located in the operations room.

2.5.2.2. Shredding service, to include 2 lockable containers to be located in the operations room, with contents to be shredded onsite and witnessed by a Government representative at the end of the event, no later than 10:00 AM on 29 June 2018.

2.6. Registration Area.

2.6.1. An area outside of the general session conference room will be designated as the registration area with the appropriate number of tables and chairs to accommodate the registration staff (5 tables with 10 chairs).

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS.

2.1.1. CONTRACTOR. A supplier or vendor having a contract to provide specific supplies or service to the government.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and/or terminate contracts, and to make related determinations and findings on behalf of the government. This is the only individual who can legally bind the government.

2.1.3. DELIVERABLE. Anything that can be physically delivered but may include non-physical things such as meeting minutes.

2.2. ACRONYMS.

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES.

3.1. Services. The Government will provide personnel to oversee conference set-up operations; to register attendees for the conference; to set up all Government information management related equipment; to manage all contract related issues with the Contractor; and to develop seating charts and nameplates. The Government will coordinate all printing requirements for each conference, and all layout diagrams.

3.2. Equipment. The Government will provide a printer and all laptop computers required for the main conference room and the operations center.

3.3. Materials. The Government will provide applicable policy documents; conference operations room office supplies; registration materials; seating charts; and nameplates.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General. The Contractor shall furnish all facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Materials. The Contractor shall furnish materials and supplies necessary to meet the requirements under this PWS.

4.3. Equipment. The Contractor shall provide all equipment required to meet the requirements under this PWS, if not specified in Section 3 of this PWS.

PART 5

APPLICABLE PUBLICATIONS

5. Applicable Publications.

5.1. The following regulations, publications, manuals, policies, and procedures govern all aspects of this event.

5.1.1. Department of Defense Publications.

5.1.1.1. DOD Regulation 5500.7–R, Joint Ethics Regulation.

5.1.1.2. Joint Federal Travel Regulation (JFTR), Volume 1, Uniformed Service Members.

5.1.1.3. Joint Travel Regulation, Volume 2, DOD Civilian Personnel.

5.1.2. Army Publications.

5.1.2.1. AR 350-1, Army Training and Leader Development.

5.1.2.2. AR 380-5, Department of the Army Information Security Program.

5.1.2.3. AR 380-27. Control of Compromising Emanations.

5.1.2.4. AR 380-53. Communication Security Monitoring.

5.1.2.2. DA Directive 2016-04, Army Conference Policy.