Intent to Sole Source Notice - Pre Command Team Training Support Services

Pre-Command Team Training (PCTT) Course Support Services Performance Work Statement 1.0 INTRODUCTION AND BACKGROUND The Government requires hotel, conference, and logistic support services for the Pre-Command Team Training (PCTT) Course. This training is critical for preparing incoming command teams and is required per the Chief of Staff of the Air Force. To support this mission requirement, the Government requires a facility capable of providing lodging, executive-level meeting space, Audio Visual (AV) support, and refreshments. 2.0 SCOPE The Contractor shall provide all necessary facilities, personnel, equipment, and services to support the PCTT events within a six (6) mile radius of Maxwell Air Force Base to reduce transit risk or cause delays to the start of the training events. The events are planned for up to five (5) times per year, occurring between January and July. The Government will propose specific event dates no later than ninety (90) days in advance, subject to Contractor availability and mutual agreement. 3.0 SPECIFIC REQUIREMENTS / TASKS 3.1 Course Dates and Hours & PoP 3.1.1.1 Course dates will be determined for each course and outlined at the Task Order level. 3.1.1.2 Classroom Hours: 0730-1700 3.1.1.3 Icebreaker: 1800-1930, first day of the course 3.1.1.4 PoP: 1 November 2026 – 31 October 2031 3.2 Lodging 3.2.1 The Contractor shall provide lodging for all registered attendees (estimated from 80 to 130 per event). The core event duration is ten (10) business days. Attendees will require rooms for up to fifteen (15) nights. 3.2.2 The Contractor shall establish a pre-determined room rate and provide an associated booking code for attendees to secure this rate. 3.2.3 Guest speakers attending the event (~60 personnel per event with a 1-3 night average stay) shall be offered the government per diem lodging rate. 3.2.4 Individual room charges shall be billed individually per guest. 3.3 Meeting Space and Furniture 3.3.1 The Contractor shall provide appropriate meeting space to host the event and accommodate all attendees. 3.3.2 The Contractor shall provide necessary professional furnishings and breakout rooms (pre-determined by mutual agreement). 3.3.2.1 Tables: Round with Tablecloth 3.3.2.2 Seating: Cushioned 3.3.2.3 Panel Seating: Executive style cushioned seats 3.3.3 The Contractor is responsible for all set-up and takedown actions of spaces associated with the event. 3.4 Audio Visual (AV) Support 3.4.1 The Contractor shall provide required AV equipment and on-site support for the duration of the event. Course directors will bring their government laptops to the facility. Contractor will have appropriate cables (USB, HDMI, etc.) at the appropriate lengths required available if needed. 3.4.2 Designated rooms will have the same A/V equipment needs and event area layout each day of courses. Weeks 1 & 3 will have the same A/V equipment needs and event area Layout each day. Secure Wi-Fi Network for Course Directors and Instructors; accessible with password protection across all conference space; data speeds sufficient to host multiple users and streaming video demands. (Weekly – Audio-Visual-Layout will be determined in each Task Order). 3.4.3 AV support includes the complete set-up, testing, and takedown of equipment to be specified by room/day/week by Task Order. 3.4.4 The Contractor shall ensure a qualified AV technician is available between the hours of 0700 and 1700 during event days to respond to and resolve technical issues within fifteen (15) minutes of notification. 3.4.5 Other AV Support 3.4.5.1 Contractor will supply cables required between government laptops and the facility’s AV devices to conduct PowerPoint presentations and ensure that sufficient power sources are available for students to plug in their laptops. 3.4.5.2 Contractor will schedule a pre-course dry-run with course directors to test connectivity. 3.4.5.3 Contractor will stand by during course execution to troubleshoot connectivity with their equipment and other technical issues that may arise, e.g., no sound during video playback, interruption of Wi-Fi, etc. 3.4.5.4 Contractor will establish Wi-Fi access for staff in conference rooms. Secure Wi-Fi Network for Course Directors and Instructors; accessible with password protection across all conference space; data speeds sufficient to host multiple users and streaming video demands. 3.4.5.5 Contractor will work closely with Commanders’ School Operations Officer to verify requirements three weeks prior to each course session. 3.4.5.6 Contractor will work with facility to have equipment, such as screens, mics, and cables available. 3.4.5.7 Contractor will offer advice if a remote person is having issue. 3.4.5.8 Contractor will troubleshoot if the Wi-Fi or Wired Internet connection fails. 3.4.5.9 A/V Technician expected on-site each day for troubleshooting/support services. 3.5 Light Refreshments and Beverage Services 3.5.1 Daily Refreshments: The Contractor shall provide light refreshments available during the day to all attendees, guest speakers, and staff (staff up to 11 maximum members). 3.5.2 Ice Breaker Event: The Contractor shall provide dedicated space for an ice breaker event to be held on the first night, including light refreshments and hors d’oeuvres for the duration of the event. 3.6 Facility Access All attendees, guest speakers, and staff (maximum 11 staff members) shall have full access to the hotel’s standard facilities and amenities during their stay/attendance. 4.0 GOVERNMENT RESPONSIBILITIES / NOTIFICATION 4.1 Attendee Notification 4.1.1 The Government will provide the Contractor with a preliminary attendee in the associated Task Order. 4.1.2 The Government will provide ten (10) days advance notice to the Contractor regarding the finalized number of confirmed attendees prior to the start of each event. 4.2 Guarantees, Cancellations, and Attrition 4.2.1 Individual Lodging Blo…