U -- Acquisition Conference - Planning, coordination, and support services

SECTION C-Description of Specifications or Performance Work Statement 1.0 Introduction 1.1 The purpose of this tasking is for the planning, coordination, and support services for the 8th annual Jacksonville Acquisition Excellence Conference (JAEC). This conference is jointly sponsored by the Naval Air Systems Command (NAVAIR), Fleet Readiness Center Southeast (FRC-SE), and the Director, Acquisition Career Management (DACM) and will be held in calendar year 2007 on mutually agreed upon dates. Due to the large Department of Defense acquisition workforce located at Naval Air Station Jacksonville, it is most economical for the sponsors for the JAEC to be held in the Jacksonville, Florida local commuting area. 1.2 The support service provider shall be a proven provider of conference support services and shall possess knowledge and understanding of conference logistics and be able to provide a turnkey solution in accordance with this Performance Work Statement (PWS) as indicated below. 2.0 Background. 2.1 Timeframe. Since 2000, the JAEC has been held each year during the month of April, over the course of 2 days. 2.2 Location. The JAEC has been held at the University of North Florida (UNF), at the University Center facility, because, historically, that has been the only facility identified that can support the conference requirements for a centrally located facility offering free and convenient parking, multiple conference/lecture meeting rooms and a large meeting room that can accommodate all the attendees, and food service. 2.3 Speakers. Historically, there have been 2 keynote speakers on the first day and approximately 30 classroom-type lecture sessions throughout each day of the conference. There is a keynote morning and lunchtime speaker on the first day and an express lunch with no speaker on the second day. Typically, speakers have provided their services at no cost to the government. 2.4 Attendees. Approximately 600 attendees have participated for both days from varying government and commercial agencies. 2.5 Vendor Show. The vendor show is revenue generating. In the past, 50-60 vendors have participated in the show because that is all the UNF facility could accommodate. 2.6 Food and Refreshments. Meals and refreshments have been provided both days as part of the Conference fee. 2.7 Conference Web Site and Registration. Historically, the web site for the JAEC remains active and updated for the duration of the year. Registration is conducted through a website which is currently hosted by the UNF Small Business Development Center. 3.0 Scope 3.1 The tasks associated with this PWS span a period of eights (8) months. A detailed schedule for these tasks will be determined during coordination meetings hosted by the Government at the Fleet Readiness Center South East in Jacksonville, Florida or conducted via teleconference. The following tasks shall be performed: 3.1.1 TASK 1: Coordinate with the Government on all planning aspects of the JAEC. The contractor shall coordinate with the Government representatives on all planning aspects of the JAEC, including scheduling, arrangement and selection of training sessions, choice of keynote speaker, etc. Contractor shall support coordination meetings to discuss JAEC planning issues. The initial meeting will be conducted no later than 15 days following award. The contractor shall provide an overview of the approach to JAEC planning and present any known issues which may affect the desired outcome of the taskings. The contractor shall provide meeting minutes following each meeting. 3.1.2 TASK 2. Determine a date, duration, and theme for the Conference. 3.1.3 TASK 3. Assume control as host of the website, updating the information, managing the registration process, etc. 3.1.4 TASK 4. Contractor shall conduct/provide a market survey of available conference facilities and compare against JAEC requirements. Manage all aspects of the conference facility arrangements for a facility that will accommodate the estimated number of attendees, vendors, and breakout lecture sessions. The selected facility shall accommodate a minimum of 600 attendees. 3.1.5 TASK 5. Create and distribute marketing materials, including an early bird flyer, emails, and invitations. 3.1.6 TASK 6. Acquire at least 2 keynote speakers that are high ranking subject matter experts (SMEs) in a federal acquisition/logistics field. 3.1.7 TASK 7. Manage all aspects of the vendor show. Vendors shall be sought from the engineering, logistics, and acquisition industries. 3.1.8 TASK 8. Coordinate and arrange at least 20 classroom presenters. Classroom presenters shall be SMEs in an area of acquisition or related area of logistics, program management, engineering and/or contracting. 3.1.9 TASK 9. Manage all aspects of preparing and distributing the printed conference materials, including the conference program booklet to be used by the attendees. 3.1.10 TASK 10. Provide audio and video support during the duration of the Conference, as needed, for the classroom presenters, the keynote speakers, and the video clips that play during the morning and lunch sessions. Manage all presentation needs to ensure all participants have access to, or copies of presentation materials. 3.1.11 TASK 11. Provide registration support prior to and during the Conference, which, in addition to the website activites, includes, but is not limited to, creating registration packets and name tags for each attendee, accepting and confirming payment on-line and for walk-ins. 3.1.12 TASK 12. Manage all aspects of physical security for the speakers and conference attendees while at the conference facility. 4.0 Applicable Directives. None Performance Metrics and Deliverables Performance Requirements. 5.0 Metrics 5.1 The contractor shall develop a Plan of Actions and Milestones with the guidance of the government representative and the performance will be measured by the compliance with the established milestones. 5.2 Eighty-five percent of classroom speakers shall be subject matter experts in the field (s) of government acquisition, contracting, engineering and/or logistics. 5.3 The vendor show shall consist of at least 60 vendors with ninety percent of those being from fields related to government acquisition, contracting, engineering and/or logistics. 5.4 The number of attendees shall be ninety percent of the capacity of the facility. Attendees include participating vendors. 6.0 Deliverables. 6.1 Monthly Progress Reports (CDRL A001). The contractor shall deliver monthly progress reports detailing the status of each tasking. The contractor shall use Microsoft Project Schedule and PowerPoint software to deliver schedule reports. The contractor shall use Microsoft Excel to delivery spreadsheets related to tracking individual work schedules and planning requirements. The contractor shall use Microsoft Word for delivery of text documents. 6.2 Meeting Minutes (CDRL A003). The contractor shall provide minutes for the coordination meetings. Minutes shall include a list of attendees/participants and a copy of any contractor presentation materials. Minutes shall be delivered to the designated Government Contracting Officer?s Representative not later than ten (10) working days following the meeting. Paper copies are not required. 6.3 Drafts of all marketing materials shall be delivered to the government representative throughout the process, and approved before they are distributed in final print. 6.4 Final Report (CDRL A002). The contractor shall deliver a final report summarizing all work performed under this contract. This report shall include all JAEC announcements, flyers, bulletins, etc. prepared for this contract.