Event Facilities for GSA National Mentoring Program

OFFICE OF THE CHIEF HUMAN CAPITAL OFFICER GENERAL SERVICES ADMINISTRATION Event Facilities for GSA National Mentoring Program 2008-2009 STATEMENT OF WORK 1. ORGANIZATION: U.S. General Services Administration Office of the Chief Human Capital Officer (CHCO) Human Resources Division Training Organizational Development and Training (CPT) 1800 F. ST, NW Washington, DC 20405 2. BACKGROUND: Project and Objectives: GSA is committed to developing a superior workforce and providing a succession of skilled, highly competent leaders at all levels of the agency. GSA's Chief Human Capital Office is piloting a National Mentoring Program for employees, to include two major conferences each year. As a centrally sponsored professional leadership development program, the mentoring program intends to bring together a network of employees, senior leaders, and contributing experts to attend an initial orientation session as well as an end-of-year session. Each session will last approximately two (2) days and are planned for approximately October 2009 and February 2010. 3. EVENT DATES/PERIOD OF PERFORMANCE: The performance period is from the date of award (approximately) and includes two events: October 2009 and February 2010. 1. Two-Day Mentoring Kick-Off Event - October 13-15 or October 20-22, 2009 2. Two-Day Mentoring Mid-Point Event - February 9 -11 or February 16 - 18, 2010 The Government does not anticipate that there will be option years. 4. REQUIREMENTS: A host facility/conference center is required for the Mid-Point Event. Hotel to provide a total of two days of lodging, general meeting space and break out space consistent with the requirements specified below. The space must be dedicated to the government for the period of performance. - Dedicated means the event space is not shared with other groups during the performance period. Location requirements: Facility must be located in or near the Washington, DC metropolitan area accessible by metro, within 30 minutes of a major airport, (shuttle service preferred) and some form of public (bus, subway) or private (taxi/shuttle) transportation required. Space requirements: Each day of the mentoring program requires: 1. CLIN 001. Lodging accommodations: Day 1 - approximately 55 people Day 2 - approximately 55 people Day 3 - for 15 - 20 people (people from Hawaii, PR or substantial distances) 2. CLIN 002. - Food Service to be included: - Breakfast - set up just prior to meeting start - coffee, tea, juice, bagels, Danish, fresh fruit, yogurt, etc. - Refresh Coffee/Tea at mid-morning break. See GSA Agenda for timing - Water/glasses on all tables - Lunch for approximately 118 people Choice of 3 sandwiches (1 vegetarian selection); pasta salad, chips; soda; water; cookies/dessert - Afternoon Break- see program Agenda, Soda, water, fruit, cookies 3. CLIN 003. A Main Meeting/General Session conference space to comfortably seat approximately 115-120 program participants at table rounds of no more than 8 people. (Approximately 15 tables). Each table must have clear view to projection screen at front of room and panel setups at front of room with space to maneuver around for working activities. Each table to have: - Table cloths/coverings - Table number and stands, - Pens and pads of paper - Water and glasses. 4. CLIN 004. In the Main meeting room provide: - 2 - narrow side tables and 2 full size rectangular tables for facilitators to setup work/registration, etc.; - 10 flipcharts with Paper for program use. These documents will be posted on walls around the meeting space as needed - Each day a set up for a raised panel table at the front of the room, for approximately 6-8 people with 3-4 stationary microphones - A podium with stationary microphone. 5. CLIN 005. Audiovisual set up for computer powerpoint presentations (computer to be provided by the government). Hotel to provide: - Projector - Projection screen (located with full view by all sitting participants); - 3 handheld microphones AND 2 wireless lapel microphones - Sound board and speakers connected to microphones AND computer to play DVDs and music. - At evening reception capability to connect to a computer (itunes) and play music during reception - Access to system specialists as need be for any equipment or sound issues. 6. CLIN006. Meeting/conference breakout rooms (1) for 55 people with table rounds, chairs and 2 flipcharts. Breakout room to be located adjacent to and/or convenient to the larger Main meeting room. (same floor or general area) 7. CLIN 007. Access to an on-site copier with the capability of rapidly producing black and white, stapled copies of handouts and other materials for approximately 100 participants. 8. CLIN 008. Each session must have a dedicated, customer-focused event manager to work with GSA for pre-planning, during, and post-management actions. 9. CLIN 009. At each event provide one evening social event for 1.5 hours (see GSA program Agenda for timing). Provide space and food for 85 individuals, high-top tables (5-6), cash bar and snacks (cheese tray w/ crackers, veggie tray with dip, peanuts/mix). 10. CLIN 010. GSA and/or their representative will have access to the general session room no later than 5:00 p.m. the night prior to the main event for set-up effort. 11. CLIN 011. Parking - If parking is available provide cost for day guest and overnight guests. 12. CLIN 012. Hotel to provide appropriate inhouse signage/TV programming advisement for the event to facilitate ease of room location from mail lobby. 5. CONTRACT PROFILE Type of contract: The Government will award a firm fixed price contract. Payment: The Government does not sign standard hotel/facility contract agreements. The Statement of Work serves as the Government's contract. The hotel/facility will invoice the government after period of service provided. All costs will be paid by purchase order. 6. Performance Metrics: The contractor's performance will be assessed in accordance with the following: Performance Measures Quality Expectations a) Completeness Deliverables will be 100% complete. b) Accuracy Deliverables will be 100% accurate. c) Effectiveness All deliverables must contribute to the overall success of the Task. d) Timeliness All deliverables will be on time and within schedule. e) Communication Communication with client/customers is professional and thorough from beginning planning stages through completion of each event 7. Proposal Submission The contractor shall submit a Technical Proposal and a Cost Proposal via email to the Contracting Officer at the following address by April 30, 2009 not later that 3:00PM EDT: Daryl Hawkins General Services Administration 1800 F Street, N. W. Suite 3140 Washington, DC 20405 daryl.hawkins@gsa.gov The Technical Proposal shall contain a statement of qualifications outlining their firm's capabilities and experience with respect to the effort described herein. The statement of qualifications should describe the proposed technical approach, project plan for performing the task identified in this Statement of Work, and information on the contractor's experience and past performance that are directly relevant to this effort. The Price Proposal shall be submitted on a firm fixed price basis with a detailed breakdown (e.g., labor categories, number of hours, hourly rates, travel, materials, etc.) for each task outlined in this Statement of Work. 8. Questions/Inquiries All inquiries shall be submitted in writing via e-mail to the contract specialist not later than 3:00 PM eastern standard time April 20, 2009. Phone inquiries will not be accepted. 9. Submission of Invoices: At the completion of each two-day session draft invoices shall be sent electronically to the Program Manager and upon approval final hard copy sent directly to the GSA finance office at address below. All costs will be paid by purchase order. For payment purposes, the Contractor shall mark its final invoice for payment as - Final Invoice for Payment. GSA Finance Center (6BCP) Financial Operations and Disbursement Division P.O. Box 419279 Kansas City, MO 64141 (816) 926-7287 Jill K. Shafer, Program Manager (invoice copies via email only) Training and Organization Development Division Telephone Number: 215 208 4093 Fax Number: 215 654 7164 Email: Jill.Shafer@gsa.gov