Request for Information: Detroit MI Family Member Update

Performance Work Statement (PWS)

To provide meeting space, audio-video support, and light refreshments for the Defense POW/MIA Accounting Agency (DPAA) Family Member Update (FMU) in Detroit, Michigan. The FMU aims to brief family members of missing servicemen on recovery efforts and facilitate the return of remains.

• Event Date: Saturday, May 2, 2026

• Estimated Attendance: 450

• Location: Detroit, Michigan

• Services: Furnish facilities, furniture, equipment, supplies, management, supervision, and labor for the event.

• Hotel Standards: Minimum Three Star Hotel/Resort rating, located within 5 miles of Detroit, within walking distance to food establishments, and handicap-accessible with sufficient driveway clearance.

• Meeting Space:

  • Ballroom Foyer (6:00 AM - 5:00 PM): 25 Tripod Easels, 2 6' banquet tables (Registration), 3 6' banquet tables (DNA collection), 1 6' table for handouts.
  • Ballroom (6:00 AM - 5:00 PM): Seating for 450 in rounds or crescent rounds, with pens, paper, water pitchers, glasses, and tissues at each table. The ballroom should be column-free.
  • Breakout Room One (8:00 AM - 6:00 PM): Accommodate 5 rounds, 10 chairs per table. Includes 1 tripod easel, 1 8' tripod screen, draped projection stand, power strips, VGA extension cables, 1-podium/microphone, 1-anchor sound system, water pitcher/glasses.
  • Breakout Room Two (8:00 AM - 6:00 PM): Accommodate 10 rounds, 10 chairs per table. Includes 1 tripod easel, 1 8' tripod screen, draped projection stand, power strips, VGA extension cables, 1-podium/microphone, 1-anchor sound system, water pitcher/glasses.
  • Breakout Room Three (8:00 AM - 6:00 PM): Accommodate 4 rounds, 10 chairs per table.

• Audio Video Support (Ballroom): 2-12' screens, draped projection stand, 2 projectors with HDMI, 1 HDMI splitter, 2 lavalier microphones, power strips, VGA/HDMI extension cables, 1 HDMI output for Livestream, stage lighting, 1-confidence monitor, 2-75" TVs with HDMI, 5 wireless handheld microphones, microphone mixer, house sound system, small riser for podium, 1-4X8 deck for cameras, hard-wired internet (10 Mbps), 1 AV Tech on site all day.

• Light Refreshments: Provided for May 2, 2026.

• Custodial/Sanitation/Linen Services: Daily room cleaning, table cleanliness, hand sanitizer, drinking glasses, napkins, plates, and utensils.

• Box Handling: Includes storage and delivery of conference materials, including specific box sizes and flag/table stand cases.

• Date: Saturday, May 2, 2026

• Location: Detroit, Michigan

• Extra Services: Any services not specified in the PWS are the responsibility of the guest requesting them.

• Attendee Requirements: Contractor must accommodate special attendee needs (e.g., handicap rooms, special foods, handicapped dependents) as identified by the Government.

• Code of Conduct: Attendees are expected to conduct themselves in an orderly fashion.

• Government: Coordinates availability 24 days prior, places purchase order, confirms receipt 5 days prior, submits changes 72 hours prior.

• Contractor: Makes tentative reservations, contacts issuing contracting office for changes.

• Ordering: Contractor to be contacted at least 24 days prior to verify availability and specific requirements.

• Modifications, postponements, or cancellations must follow contract terms and conditions.

• Invoicing occurs after the final day of the event.

• The document specifies detailed equipment and setup for various rooms, including specific quantities and types of audio-visual equipment, furniture, and supplies.