RFI for Venue and AV Support

Performance Work Statement (PWS)

This PWS outlines the requirements for planning and executing the virtual "Accelerating Warfighting Capabilities" Acquisition Research Symposium and Innovation Summit, hosted by the Acquisition Research Program (ARP) at the Naval Postgraduate School (NPS) in Monterey, CA, on May 6-7, 2026.

• Event Execution: Planning and execution of a two-day virtual symposium.

• Venue Requirements: A single facility within a 5-mile radius of NPS, Monterey, CA, with a 4,600 sq ft conference space for a command center, 19 tables, 35 chairs, and staging for 7 flags and a podium.

• Accommodation: A block of 15 sleeping rooms at the federal per diem rate ($199.00) with free overnight parking for May 5-7, 2026, including dedicated reservation coordination.

• Command Center Setup: Advanced technical command center setup with specific AV equipment and technical support.

• Audio Visual (AV) Technical Support: Provision of technical staff to run practice sessions (May 4-5, 2026) and the live event (May 6-7, 2026) using government-provided Microsoft TEAMS webinar licenses. This includes managing two keynote addresses and twelve concurrent panel session webinars daily.

• Event Coordinator: A dedicated event coordinator from the venue.

• Banner Hanging: Hanging of one government-provided 6-foot banner.

• Event Execution Plan: Submitted within 30 days of award, detailing communication strategies, AV setup, and space diagrams.

• Technical Staff: Minimum 2 years of experience per staff member, trained in MS TEAMS webinars.

• Equipment: 100% of required AV equipment and WiFi for the command center.

• Timeliness: Strict adherence to webinar schedules, including 15-minute green room sessions.

• Issue Resolution: Real-time troubleshooting and communication of issues and resolutions.

• Period of Performance: Date of Award – May 10, 2026.

• Event Dates: Practice sessions May 4-5, 2026; Live event May 6-7, 2026.

• Place of Performance: Vendor's facility (venue in Monterey, CA).

• Security: Contractor personnel must be U.S. Citizens. OPSEC and counter-intelligence training are required. Background investigations (NACLC or T3 equivalent) are necessary for access to federally controlled facilities and IT systems. Common Access Card (CAC) required. Specific requirements for IT Levels (IT-II) and background investigations are detailed.

• Non-Personal Services: Contractor employees will be controlled and supervised by contractor management.

• Government Furnished Property: Government will provide MS TEAMS webinar licenses and one banner. All other equipment is contractor-provided.

• Identification: Contractor employees must clearly identify themselves as such and wear appropriate badges.

Form / Attachment / Pricing Sheet

This document is a Market Research Questionnaire designed to gather information from potential vendors regarding their capabilities and interest in providing venue and AV support for the 23rd Annual Acquisition Research Symposium & Innovation Summit. It aims to understand market capacity, identify potential barriers, and assess eligibility for small business programs.

• Company Information: Fields for Company Name, Point of Contact, Address, Phone, E-mail, and Cage Code.
• Business Size: Question regarding categorization as a large or small business under NAICS code 721110 (Hotels (except Casino Hotels) and Motels) with a size standard of $40 million.
• Capability Assessment: Inquiry into the ability to perform tasks described in a draft PWS, with a request to submit only relevant capability statements (max 10 pages).
• Barriers & Comments: Open-ended questions for identifying barriers, additional questions, or comments regarding the requirement.
• Socio-Economic Programs: Checkboxes to indicate eligibility for programs such as 8(a), WOSB, EDWOSB, HUBZone, VOSB, and SDVOSB.

This questionnaire is crucial for potential bidders to:

• Determine if their business size aligns with the anticipated NAICS code.
• Assess their capability to meet the PWS requirements.
• Provide feedback on potential barriers or concerns.
• Indicate their eligibility for specific small business programs, which may influence set-aside decisions.

The point of contact for this "sources sought" is Brenna Bronder, Contract Specialist (brenna.m.bronder.civ@us.navy.mil).