DLA Human Capital Development & Readiness Event

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide a facility for a 2-day DLA Human Capital Development and Readiness Event in Columbus, Ohio, scheduled for August 11-12, 2026.

• Provide a facility with theater-style seating for up to 900 personnel.

• The contractor may be required to attend a post-award kick-off meeting and/or a pre-event walk-through.

• Facility Capacity: Theater-style seating for up to 900 personnel.

• Dates: August 11-12, 2026.

• Parking: Ten (10) complimentary onsite parking passes for keynote/guest speakers and ten (10) onsite parking passes for DoD key personnel.

• Wi-Fi: Required.

• Seating & Tables:

  • Main Stage: 1 table with skirt for 6 people, 6 chairs.
  • Breakout Rooms (3): 1 table with skirt and 4 chairs per room.
  • Main Conference Room: 900 chairs for Aug 11, 2026; 200 chairs for Aug 12, 2026.
  • Breakout Rooms: 100 chairs per room.
  • Green Room: 3 chairs with a table skirt, 1 table.

• Audio-Visual Equipment:

  • Podium and microphone for the main stage (Aug 11, 2026).
  • Audio-Visual vendor to provide 6 microphones for the panel, podiums with microphones in all three breakout rooms, and wireless mic combos.
  • Comprehensive package including mixers, wireless microphones, intercom system, lighting (LED PAR 8-Pack), stage wash packages, power supplies, and scenic/soft goods (drape).
  • Video/HD switching and processing equipment, broadcast cameras, presentation graphics laptop, projectors (2x 14K HD), projection screens (2x 9'x16'), and LCD/monitor displays.
  • Audio mixers and microphones for breakout rooms.
  • Specific video/projector package: 5000 lumen HD projector with 60"x80" theater screen, HDMI cable, power cord, power strip, and AV cart.

• Labor: Production labor including pre-production/production development, install/on-site labor, audio engineer (8 hours), video engineer (8 hours), and A/V technicians (2x 8 hours).

• Dates: August 11-12, 2026.

• Location: Columbus, Ohio.

• Post-award kick-off meeting and pre-event walk-through may be requested.

• Audio-Visual vendor coordination for microphone setup in breakout rooms.

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding a solicitation, with an amendment (Amendment 0001) to be published to incorporate these clarifications and correct information.

• Pricing Format: Offerors should provide firm-fixed-price totals per CLIN, with itemization for clarity. Labor costs are to be included within CLIN 0001 (Facility) and CLIN 0002 (Audio/Visual).
• Staffing: Names and credentials of proposed A/V and technical staff are not required; a description of roles, experience, and capabilities is sufficient.
• Third-Party Services: Contractors can procure third-party A/V services if the venue cannot provide required equipment, provided costs remain within the approved budget.
• SAM Registration: A screenshot confirming active SAM and WOSB registration can be provided if the official record is temporarily not publicly viewable, but the CAGE code must be active at submission.
• Labor Hours: AV labor hours listed in the Requirement Description are not minimums but represent the maximum allowable hours.
• Facility Hours: Pricing should not assume exclusive access for the full stated facility hours (7:00 AM–11:59 PM).
• Catering: Amendment 0001 will correct information regarding catering; no catering services are required.
• Proposal Submission: Due to a holiday, the proposal due date of February 16, 2026, will be extended via addendum.

An amendment will be published to address vendor questions and correct information, including details on pricing, staffing, A/V requirements, and catering. The proposal due date will also be extended.

Amendment / Modification

This amendment (0001) addresses vendor questions, updates the Statement of Work (SOW), modifies the Requirement Description (SOW Attachment 2), and extends the solicitation closing date.

Key changes include:

• Period of Performance (PoP): Reduced from three (3) days (August 11-13, 2026) to two (2) days (August 11-12, 2026).

• Vendor Primary Tasks: Updates were made regarding information provided, clarification on the number of breakout rooms, and the quantity of chairs for the main conference room. Catering service requirements have been removed.

• Section B (Supplies/Services/Prices/Cost): The PoP for CLIN 0001 and CLIN 0002 has been updated.

• Solicitation Closing Date: Extended from February 16, 2026, to February 27, 2026, at 3:00 PM.

• Vendor Questions/Answers: Refer to Attachment 4 for vendor questions and contractor responses.

• SOW

• Vendor Primary Tasks

• Section B (Supplies/Services/Prices/Cost)

• Solicitation Closing Date

• SOW Attachment 2 (Requirement Descriptions)

• SOW DLA HC Development and Readiness Event (Attachment 3)

• Questions from Contractors (Attachment 4)

The proposal submission deadline has been extended to February 27, 2026.

Solicitation / RFP / RFQ

This document outlines the pricing and services for a combined synopsis/solicitation. It details two Contract Line-Item Numbers (CLINs) for services to be performed under a Statement of Work (SOW).

• CLIN 0001: Provision of a facility with a theater-style setup and a seating capacity of up to 900 people. Pricing for this CLIN must reflect all work performed under the SOW.

• CLIN 0002: Provision of Audio/Visual equipment as specified in the SOW and its Requirement Description attachment 2. Pricing for this CLIN must also reflect all work performed under the SOW.

• Pricing Terms: Firm-Fixed Price for both CLINs.

• Inspection Point: Destination for both CLINs.

• Acceptance Point: Destination for both CLINs.

• FOB: Destination for both CLINs.

• Unit of Issue: Job (JB) for both CLINs.

• Period of Performance: August 11-12, 2026 for both CLINs.

• DODAAC: SL4793 for both CLINs.

• The document indicates that a commercial contract is anticipated as a result of this combined synopsis/solicitation notice. Specific submission instructions and evaluation criteria are not detailed in this excerpt.

• Not specified in this excerpt.

• The document references a Statement of Work (SOW) and a Requirement Description attachment 2, which are not provided in this excerpt but are essential for understanding the full scope of work.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide a conference meeting area and related services for the DLA 2026 Human Capital Development and Readiness Event. This event aims to foster collaboration, knowledge sharing, and align human capital strategies among DLA J1 HR employees, DoD customers/HR partners, and J1 senior leaders, supporting the goal of maintaining a highly skilled and ready workforce.

• Provide a venue with theater-style seating for up to 900 personnel.

• Offer audio/visual services including microphones, podiums, and wireless mic combos.

• Supply necessary tables and chairs for the main conference area and breakout rooms.

• Provide three breakout rooms.

• Ensure Wi-Fi connectivity.

• Provide ten complimentary onsite parking passes for keynote/guest speakers and ten for DoD key personnel.

• Manage and monitor venue contract deliverables and audio/visual services.

• Coordinate pre-event walk-throughs and post-event reviews.

• Participate in planning meetings and provide responsiveness to DLA staff.

• All services must be performed in accordance with DoD Conference Guidance.

• DLA will receive appropriate recognition in all produced materials, with DLA's logo usage restricted to event details.

• Marketing materials must include a disclaimer of no endorsement.

• Vendor must provide DLA the opportunity to pre-approve training summit graphics.

• Place of Performance: Columbus, Ohio

• Period of Performance: August 11-12, 2026

• A "Green Room" for VIPs is required.

• Vendor must manage, monitor, and ensure all venue contract deliverables are implemented.

• Vendor must manage and ensure all audio/visual services are provided and operational for both days.

• Vendor must participate in pre-event walk-throughs and post-event after-action reviews.

• Vendor must be responsive and participate in planning meetings.

Statement of Work (SOW)

To support the DLA 2026 Human Capital Development and Readiness event, which aims to foster collaboration, knowledge sharing, and alignment of human capital strategies among DLA HR employees, DoD customers, and senior leaders. The event supports DLA's strategic goal of maintaining a skilled and ready workforce for the warfighter.

• Provide a conference meeting area and associated services.

• The event will cover topics such as talent management, leadership development, employee engagement, workforce modernization, and emerging HR trends.

• Features will include guest speakers, an interactive panel discussion, and breakout sessions.

• The contractor must perform services in accordance with DoD Conference Guidance dated April 12, 2017.

• The vendor will provide a theater-style seating capacity for up to 900 personnel.

• Audio/visual services must be provided and operational.

• Catering services must adhere to contracted menu selections.

• The vendor must manage and monitor all venue contract deliverables.

• Participate in pre-event walk-throughs and after-action reviews.

• Be responsive and participate in planning meetings.

• Place of Performance: Columbus, Ohio

• Period of Performance: August 11-13, 2026

• Provide seating for 900 in the main conference room and 100 in each breakout room.

• Provide a podium and microphones for the main stage and breakout rooms.

• Provide tables and chairs for the main stage and breakout rooms.

• Ensure Wi-Fi availability.

• Provide complimentary onsite parking passes for keynote speakers and DoD key personnel.

• Obtain a "Green Room" for VIPs.

• DLA will receive appropriate recognition, including logo usage, with a disclaimer that no endorsement is intended.

• Vendor will provide DLA the opportunity to pre-approve training summit graphics.

• Contract for meeting space and audio/visual equipment/support.

• Status Update Report or Meeting (Bi-weekly or as requested)

• Post Award Kick-off Meeting (Within 1 week of Contract Award)

• Attend Planning Meetings and Briefing (As required)

• Event materials and Electronic mobile App set-up (2 months prior to the Event)

• Pre-Event Walk-through (5 days prior to the Event)

• Post Conference Report (Within 30 days after Event)

• Post Conference Meeting (Within 30 days after Event)

Neither party is liable for costs or damages incurred due to withdrawal or change in involvement, provided 30 days written notification is given.

Forms / Attachments / Pricing Sheets

This document, "Attachment 3 - Clauses and Provisions.pdf", contains a comprehensive list of contract clauses and provisions that are incorporated by reference or in full text into the solicitation or resulting contract. It serves as a critical reference for bidders to understand the legal and regulatory framework governing the potential contract.

• Incorporated by Reference: A significant portion of the document lists FAR (Federal Acquisition Regulation) and DFARS (Defense Federal Acquisition Regulation Supplement) clauses that are incorporated by reference. This means the full text of these clauses is legally binding, even though not fully reproduced in this attachment.
• Incorporated in Full Text: Specific clauses, such as FAR 52.212-2 (Evaluation-Commercial Products and Commercial Services) and FAR 52.212-4 (Contract Terms and Conditions – Commercial Products and Commercial Services), are provided in their entirety.
• Evaluation Criteria: FAR 52.212-2 outlines the evaluation factors, emphasizing "Lowest Price Technically Acceptable (LPTA)" and defining "Technical Acceptability" based on meeting SOW requirements and including all necessary attachments.
• Contract Terms and Conditions: FAR 52.212-4 details standard contract terms, including inspection/acceptance, assignment, disputes, excusable delays, invoicing, patent indemnity, payment terms, interest, risk of loss, taxes, termination clauses, title, warranty, and other compliances.
• Other Provisions: The document also includes various other provisions related to specific areas such as unique item identification (DFARS 252.211-7003), hazard warning labels (DFARS 252.223-7001), and payment instructions (DFARS 252.232-7006).

This document is essential for bidders to understand the full scope of contractual obligations, evaluation criteria, and terms and conditions that will apply to the opportunity. Bidders must carefully review all listed clauses and provisions to ensure their proposals and subsequent contract performance will meet all requirements. Particular attention should be paid to the evaluation criteria (LPTA) and the detailed contract terms and conditions, as these will directly impact proposal preparation and contract execution.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide a facility for the DLA HQ's 3-day Human Capital Development and Readiness Event in Columbus, Ohio, scheduled for August 11-13, 2026.

• Provide a facility with a theater-style seating capacity for up to 900 personnel.

• Include video projectors and wireless microphones.

• The contractor may be required to attend a post-award kick-off meeting and/or a pre-event walk-through.

• Facility must accommodate up to 900 personnel in a theater-style setup.

• Specific audio-visual equipment and setup requirements are detailed, including mixers, microphones, lighting, video switchers, cameras, projectors, screens, and monitors.

• Labor requirements include an Audio Engineer, Video Engineer, and Event A/V Technicians.

• Event Dates: August 11-13, 2026

• Location: Columbus, Ohio

• Ten (10) complimentary onsite parking passes for keynote/guest speakers.

• Ten (10) onsite parking passes for DoD key personnel.

• Wi-fi access.

• Specific furniture requirements for the main stage, breakout rooms, and green rooms (tables, chairs, table skirts).

• Detailed audio-visual equipment list including mixers, microphones (wireless, podium), intercom system, lighting fixtures, stage wash packages, power supplies, scenic drapes, video switchers, cameras, projectors, screens, and monitors.

• Labor for production, installation, and on-site technical support.

Form / Attachment / Pricing Sheet

This document is the Department of Defense (DoD) Conference Guidance, Version 4.0. It establishes the official policy for conferences within the DoD, superseding Version 3.0. The guidance aims to balance the need for responsible stewardship of taxpayer money with the ability of commanders and directors to manage professional development.

• Purpose and Background: Outlines the policy's objective and the context for its revision.
• Responsibilities: Defines roles for the Secretary and Deputy Secretary of Defense, and the Deputy Chief Management Officer.
• Conference Approval Authorities: Details tiered approval processes based on conference cost, distinguishing between DoD-sponsored/hosted and non-DoD sponsored/hosted conferences.
• Definition of a Conference: Provides a general definition and additional indicators, including exemptions.
• Definition of Conference Costs: Specifies what expenses are included and excluded in calculating total conference costs.
• Reporting Requirements: Outlines annual and ongoing reporting obligations for DoD-hosted conferences exceeding certain cost thresholds.

While this document is primarily an internal DoD policy, understanding its contents is crucial for any vendor seeking to host or participate in DoD-sponsored conferences. It details the approval processes, cost considerations, and reporting requirements that may impact contract terms, event planning, and budget allocations for opportunities involving conferences. Bidders should be aware of the definitions, cost inclusions/exclusions, and approval authorities to ensure compliance and proper planning for any conference-related aspects of an opportunity.

Solicitation / RFP / RFQ

This document outlines the "Supplies or Services and Prices/Costs" section of a solicitation, detailing the Contract Line-Item Numbers (CLINs) for a requirement related to a facility and audio-visual services. It is anticipated that a commercial contract will be awarded for the Refractory Metal Wires requirement as a result of this combined synopsis/solicitation notice.

• CLIN 0001: Provision of a facility with a theater-style setup and a seating capacity of up to 900 people. Pricing for this CLIN reflects all work under the SOW.

• CLIN 0002: Provision of Audio / Visual equipment as stated in the SOW and Requirement Description attachment 2 of the SOW. Pricing for this CLIN also reflects all work under the SOW.

• Pricing Terms: Firm-Fixed Price for both CLINs.

• Inspection & Acceptance: Destination for both CLINs.

• FOB: Destination for both CLINs.

• Unit of Issue: Job (JB) for both CLINs.

• Period of Performance: August 11 – 13, 2026 for both CLINs.

• DODAAC: SL4793 for both CLINs.

This document focuses on pricing and deliverables, not proposal submission or evaluation criteria.

Not specified in this section.

This section is part of a "combined synopsis/solicitation notice."

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for the acquisition of commercial items for the DLA (J1) 2026 Human Capital Development and Readiness Event. The government is procuring rental of a facility with audio visual services in downtown Columbus, Ohio, for a one-time buy contract.

• Facility rental with theater-style seating for up to 900 people.

• Audio/Visual services.

• Period of Performance: August 11 – 13, 2026.

• Contract Type: Fixed Price.

• Estimated Value: $30,000.

• Period of Performance: August 11 – 13, 2026.

• Proposals are due by 3:00 PM EST on February 16, 2026.

• Electronic proposals must be submitted via email to Iván Badillo at Ivan.Badillo@dla.mil.

• Evaluation Criteria: Lowest Price Technically Acceptable (LPTA).

• Questions due by February 09, 2026, at 3:00 PM EST.

• Proposals must be good for 90 calendar days after the close date.

• This acquisition is a 100% Set Aside for Small Business.

• Applicable NAICS code: 541820 with a size standard of $19M.

• Offerors must be registered in the System for Award Management (SAM.gov).

• This is a combined synopsis/solicitation; no separate solicitation will be issued.

• Standard Form (SF) 1449 is not used.

• Attachments include Section B (Pricing), Statement of Work (SOW) with two attachments, and Clauses and Provisions.