DAF DEIA Conference 2024

Secretary of the Air Force Office of Diversity and Inclusion 2024 Conference Support Services Performance Work Statement 1.0 Overall Scope. This Statement of Work serves the purpose of defining requirements to be met in supporting the Secretary of the Air Force Office of Diversity and Inclusion's Department of the Air Force (DAF) Diversity, Equity, Inclusion, & Accessibility (DEIA) conference for 2024. 1.2 Kick-Off Meeting. The Government and the contractor shall have a phone call within seven (7) days of contract start date to review the requirements of the contract for the conference. This meeting may be attended remotely and may include members of the government contracting staff as well as the Contracting Officer's Representative (COR). 1.3 Period of Performance. 19-21 August 2024 2.0 Conference Course Schedule. The schedule for the DAF DEIA Conference is 0800-1700 on Monday, 19 Aug and Tuesday, 20 August and 0800-1400 on Wednesday 21 August. 2.1 Scope and Background. The DAF DEIA Conference is an opportunity for DEIA practitioners and non-practitioners to learn, collaborate, and coordinate on policies, guidance, and training for 2024. It is expected that approximately 550 individuals from around the world will attend in-person. Portions of this conference will also be available via broadcasting. Due to the nature of the conference, the venue must have technical resources and capability in place as to allow the Government to successfully stream and broadcast the event worldwide in accordance with the technical specifications as defined within this Performance Work Statement. Venue must fit the capacity requirements and be able to support up to 550 attendees for a General Session and provide several breakout rooms for training/discussion. Additionally, a major international airport must be accessible within a 30-mile radius. The facility must be within 20 miles of the Pentagon and in walking distance to a metro station and bus stop (no more than 1/4 mile). Additionally, the venue must be in walking distance to numerous local restaurants and food options. 2.2 Atmosphere Conducive to Learning. The atmosphere at the venue will be conducive to learning and listening to briefing(s), small group discussions, panels, and rest periods. 2.3 General Assembly. General Assembly will be held in the afternoon and must be capable of seating approximately 550 attendees (roundtable). The General Assembly shall include stage lighting and an integrated sound system with audio visual support. Audio/Visual support shall include LCD projector screens and 6 wireless microphones, 4 standing wired microphones [two (2) stage microphone for emcees and two (2) floor standing microphones to facilitate attendee questions. High speed Internet (minimum 100 megabytes per second upload) shall be available. A comfort screen shall be provided as well. Venue shall have accessible loading dock, and accessible parking for the duration of the event allow access at a moment's notice without venue coordination during conference hours. 2.4 Break-out Sessions. The venue will provide 4 classrooms capable of seating approximately 125 attendees with A/V capability (1 microphone and 1 screen). Each classroom must be set up with screen projectors and a wireless microphone (7 total wireless microphones) and the capability to connect to a government provided computer. Chairs, tables and speaker podium shall be provided. Break-out classrooms must be in the same location (but different) than the general assembly session. High speed internet will be available in each breakout room. 2.5 Booth Display Area. The venue will provide an area to display approximately 10 small booths and set up with 8 or 10 tables and table clothes, from Monday afternoon to Wednesday morning. This space shall be on the same floor as the main ballroom and breakouts. This space must have access to electricity and wall outlets. 2.6 Social Space. The venue must have an area that can facilitate an evening social space on Monday the first evening of the conference. The space must accommodate 500 individuals and be set up with high boy tables and area for mingling. Group rate menu must be available for hor d'oeuvre purchase. Drink stations must be set up to accommodate and serve all individuals for a cash bar. 2.7 Space and Additional Requirements for Broadcast Equipment. The venue must allow outside equipment to be brought in to augment their technical setup. The venue must provide a 50ft by 20ft space for the broadcast truck to set up and run during the time of the conference. Access to 2400VAC 150A 3 phase power is required to operate the truck and is highly desired for this space (i.e. loading dock with access to power). The general assembly space must be available for technical set up Sunday, 11 August in the afternoon or late evening. 2.8 Additional Technical Requirements. Space must have internet and cellular phone coverage for attendees to access and use. 2.9 Conference Services. The venue will provide on-site media support services to set-up, operate, and trouble-shoot A/V and information technology equipment as required during conference duration. 3.0 Green Room. The Venue will provide a separate room located near the auditorium for speaker preparation and distinguished visitors, a table with eight (8) chairs, coffee table, and two (2) task tables. This room should be accessible through multiple building entrances to provide security and safety to senior level leaders. Setup on Monday and the beginning of the conference and will be used through Wednesday at the end of the conference. 3.1 Attendee Lodging. Venue must have lodging available for at least 350 attendees for three nights and 200 individuals for one night. 3.2 Food Menu: Venue must have lunch and breakfast menus at an acceptable group rate available for attendees. 3.2 Transportation and Parking. Ground transportation to and from the airport on the Sunday or Monday morning before conference will be at the attendees own expense and coordination. Parking garage options shall be available at Venue. 3.4 Contract Manager. The contractor shall have available an on-site Contract Manager, and mode of contact, who shall be responsible for the contract performance and can act for the contractor on all matters relating to the contract. The name of Contract Manager(s) and an alternate(s), who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer. The Contract Manager and alternate must be able to read, write, speak, and understand English. 4.0 Safety Concerns. The Contractor is solely responsible for compliance with OSHA standards for the protection of their employees. The Government is not responsible for ensuring that Contractors comply with - personal safety requirements that do not present the potential to damage Government resources. 4.1 Project Policy. The Contractor shall comply with all industry standards. All work shall be done in accordance with all federal, local, and state laws and regulations. 4.2 Inherently Governmental Functions. The Contractor shall not perform inherently Governmental functions as defined in the Federal Acquisition Regulation (FAR) Subpart 7.5 in relation to this PWS. 4.3 Non-Personal Services. The Government shall not supervise or task Contractor employees in any manner that generates actions of the nature of personal services, or that creates the perception of personal services. It is the responsibility of the Contractor to manage its employees directly and to guard against any actions that are of the nature of personal services or give the perception of personal services to the Government or to Government personnel. If the Contractor feels that any actions constitute, or are perceived to constitute personal services, it is the Contractor's responsibility to notify the CO immediately. Non-personal Contractor services shall not be used to perform work of a policy/decision making or management nature. 4.4 Ethics. The Contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest. Additionally, the Contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DoDD 5500-7, Joint Ethics Regulation.