Conference Services - N8 Industry Day

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

This Performance Work Statement (PWS) outlines the requirements for comprehensive event management, online registration, and audio-visual services for the FY26 OPNAV N80 Industry Engagement Session. The session aims to reaffirm the strategic vision of the Navy Programming Division (OPNAV N80) and engage industry to meet critical mission needs.

The contractor shall provide all necessary personnel, equipment, supplies, and services for:

• Event management, including vendor management and master account representation with the host hotel.

• Financial management, serving as bill payer for the hotel master account and tracking all event-related income and expenses.

• Securing conference meeting space and audio/visual support for approximately 200 participants.

• Creating and managing a comprehensive event/registration website with OPNAV branding, including a password-protected reporting site with 24/7 access.

• Implementing a registration marketing strategy and providing technical assistance.

• Managing the on-site registration process, including real-time payment processing and badge distribution.

• Providing customer service for event participants.

• Coordinating all on-site material and equipment needs.

• Deliverables must be submitted timely and without rework (>95% acceptable quality level).

• Overall contract performance must earn a "Satisfactory" or higher rating.

• Invoices must be 100% accurate and timely.

• Base Period of Performance: June 2026.

• Registration and on-site support services: June-July 2026 (exact dates TBD based on hotel availability).

• Place of Performance: Washington, DC area (15 miles from Pentagon Building) for on-site support. Web-based registration services are provided remotely.

• Minimum Qualifications: Vendor and account management, on-site support, online registration/website management, master account/financial management, event coordination, meeting space management.

• Security Requirements: UNCLASSIFIED.

• Travel: One (1) On-site registration manager required for the duration of the two-day session.

• Audio/Visual Minimum Requirements: Includes specified screens, projectors, microphones, speakers, mixer, and TEAMS conference call compatibility.

• Conference Space Requirements: Includes specific square footage for plenary sessions, round tables, and breakout rooms.

Amendment / Modification

This amendment provides clarifications and answers to vendor questions regarding the event requirements.

• Event Schedule: The original PWS incorrectly referenced a Monday night Reception and a Wednesday night Appreciation Dinner, implying a three-day event. This has been clarified; the event is two days, and dinner will NOT be part of the event. The government requires two (2) breakfasts (continental style) and two (2) lunches (buffet style), along with afternoon refreshments.
• Food & Beverage Costs: Contractors are responsible for paying for all required Food & Beverage and associated costs. These costs should be included in the FFP contract, and contractors should not collect personal funds from attendees.
• A/V Requirements: The government requires a large auditorium-style space for keynote speakers and separate space(s) for small breakout rooms. Specific A/V equipment needs for these spaces are not detailed but are implied by the need for keynote presentations and breakout sessions.

This amendment clarifies requirements related to the event's schedule, food and beverage, and A/V needs. Bidders should adjust their proposals accordingly. No changes to proposal deadlines or submission rules are indicated.

Solicitation / RFP / RFQ

This solicitation is for "N8 Industry Day Conference Services" to support the FY26 OPNAV N80 Industry Engagement Session. The event aims to reaffirm the strategic vision of the Navy Programming Division (OPNAV N80), focusing on industry engagement to meet mission-critical needs and facilitate planning for the Chief of Naval Operations' directives. The session supports the Department of the Navy's Strategic Plan for 2026.

• Comprehensive event management, including vendor management, master account representation with host hotel, and financial tracking.

• Planning and execution of two major social functions (welcome reception and appreciation dinner).

• Creation and management of a comprehensive event/registration website with OPNAV branding.

• Provision of on-site support in Washington, DC for the duration of the event.

• Management of the on-site registration process, including payment processing and badge distribution.

• Coordination of all onsite material and equipment needs.

• Audio-visual services including projectors, screens, microphones, speakers, and a mixer.

• Conference space requirements: 5700 sq ft, 4000 sq ft with round tables, 6000 sq ft for plenary sessions with round tables, and eight 500 sq ft breakout rooms.

• Pricing Arrangement: Firm Fixed Price.

• Base Period of Performance: June 2026. Registration and on-site support services will be conducted between June-July 2026, based on hotel availability.

• NAICS Code: 561920

• Size Standard: USD 20,000,000.00

• Offer Due Date: 27 May 2026, 12:00 PM.

• Submission Instructions: Quotes are to be emailed to cory.j.georgeson.civ@us.navy.mil, mark.d.damanskis.civ@us.navy.mil, and brian.m.kinkade.civ@us.navy.mil.

• Evaluation Criteria: Award will be made strictly on a Lowest Price Technically Acceptable (LPTA) basis. Proposals will be evaluated for technical acceptability first, then by total proposed price. No tradeoffs will be conducted.

• This acquisition is set aside for Small Business.

• Offerors must acknowledge if they can begin work on Monday, 01 June 2026, if awarded the contract.

• Payment requests and receiving reports must be submitted electronically via the Wide Area WorkFlow (WAWF) system.

• The highest level of security required is UNCLASSIFIED.

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

This Performance Work Statement (PWS) outlines the requirements for comprehensive event management, online registration, and audio-visual services for the FY26 OPNAV N80 Industry Engagement Session. The session aims to reaffirm the strategic vision of the Navy Programming Division (OPNAV N80) and engage industry to meet critical mission needs.

The contractor shall provide all necessary personnel, equipment, supplies, and services for:

• Vendor management and master account representation with the host hotel, including financial reconciliation.

• Serving as the bill payer for the hotel master account and managing all event-related income and expenses.

• Negotiating and securing conference meeting space, hotel room blocks, food and beverage plans, and audio-visual support for approximately 200 participants.

• Planning and supporting two social functions: a welcome reception and an appreciation dinner.

• Creating and managing a comprehensive event/registration website with OPNAV branding, including a password-protected reporting site with 24/7 access.

• Configuring payment options, accounting, and receipt management for split pay options.

• Implementing a registration marketing strategy.

• Providing on-site support for the duration of the event in Washington, DC, including managing the registration process, payment processing, and badge distribution.

• Assisting event participants with customer service needs.

• Coordinating all on-site material and equipment needs (e.g., badges, computers, printers).

• Deliverables must be submitted timely and without rework required (>95% acceptable quality level).

• Overall contract performance must earn a "Satisfactory" or higher rating.

• Invoices must be accurate (100% accuracy).

• Base Period of Performance: June 2026.

• Registration and on-site support services: June-July 2026 (exact dates TBD based on hotel availability).

• Place of Performance: Washington, DC (15 miles from the Pentagon).

• Minimum qualifications include vendor/account management, F&B management, on-site support, online registration/website management, master account/financial management, event coordination, and meeting space management.

• Government Furnished Equipment: NIPR Laptop and workstation.

• Security Requirements: UNCLASSIFIED.

• Travel: One (1) On-site registration manager required for the duration of the event.

• Audio/Visual Minimum Requirements: Specific equipment for visual display (projectors, screens, TEAMS compatibility) and amplification (microphones, speakers, mixer) are detailed.

• Conference Space Requirements: Specific square footage for main sessions, round tables, and breakout rooms are outlined.