STATEMENT OF WORK
COUNCIL OF COLLEGES AND MILITARY EDUCATION (CCME)
ANNUAL SYMPOSIUM
1.0
INTRODUCTION
Council of Colleges and Military Education (CCME) Annual Symposium and
CCME Board Planning Committee Meetings
1.1
PURPOSE/BACKGROUND:
CCME plans to obtain Request for Proposals to award a three year contract with two
option renewable years for hotel site negotiation and selection, event management,
registration, and exposition services for its annual Symposium to be held in the months of
January through April for the years of 2011, 2012 and 2013.
CCME is a not-for-profit organization and was founded 36 years ago to promote,
encourage, and deliver quality education to service members and their families in all
branches of the armed services.
Its membership is principally composed of military educators, civilian educators, postsecondary educational institutions, and suppliers of quality education products and
services. The CCME Symposium is the largest annual forum in the country with an
expected attendance ranging from 600 to about 1000 participants. The annual Symposium
facilitates the networking and interaction of the key leadership across these organizations
in an environment that is focused on enhancing and optimizing voluntary education
opportunities for the service member and their families.
1.2
ANNUAL SYMPOSIUM WEEK OVERVIEW:
Historically, the annual CCME Symposium has been conducted during the months of
January and February. A requirement will exist for approximately 20-25 guest rooms for
CCME Board members to arrive on the Friday prior to the official Symposium start date
with the remainder of the organization’s attendees arriving the following Sunday.
Conference participants will depart on the following Friday of the Symposium week.
1.3
BOARD MEMBER PLANNING MEETINGS (twice a year)
There is a requirement for 20-25 rooms on two additional weekends (Thursday –
Saturday) or weekday for CCME Board members throughout the year to meet for
planning purposes. This is a two day meeting where the CCME Board members meet to
discuss progress to develop their strategic action agenda and to direct the Board’s
ongoing and new activities for planning the Symposium through the year. It is anticipated
that approximately 20-25 members will attend these two planning meetings in the spring
and fall prior to the annual Symposium.
1.4
EVENT HISTORY:
2010 Nashville, TN (Renaissance) – February 15-18
(estimated 800-1000 attendees)
2009 Honolulu, HI (Marriott) – January 26-29
(620 conference attendees)
2008 San Francisco, CA (Marriott) – February 18-21
(856 conference attendees)
2007 Monterey, CA (Portola Hotel) – January 22-25
(651 conference attendees)
2006 Reno, NV (John Ascuaga's Nugget Casino Resort) - January 29 – February 2
(464 conference attendees)
2005 New Orleans, LA (Marriott) – February 7-10
(366 conference attendees)
2.0
SCOPE
2.1
The hotel shall provide the facilities and services necessary to perform the requirements
of this contract including, but not limited to, guest rooms, meeting rooms, refreshments,
food and beverage requirements, audiovisual equipment, and business center services.
Hotel must address all requirements specified in the Statement of Work, in order to be
considered for award.
2.2
The Offeror shall provide the hotel site negotiation and selection options, event
management, registration and exposition services for the Symposium as a complete
package per the requirements of the Statement of Work.
2.3
The effective date of the award of this offer shall be announced 30 days after the Request
for Proposal date closes. The Offeror shall begin contract performance for the hotel
negotiation and representation immediately upon contract award. The remainder of the
contract requirements will begin March 2010.
3.0
HOTEL REPRESENTATION
3.1
The Offeror will act as the event management administrator on behalf of CCME Board
and perform the duties mutually agreed upon between the two parties and upon the award
of the contract. The Offeror will negotiate hotel agreements for the CCME Annual
Symposium, Board Planning Meetings, and Exhibition services. The Offeror shall assist
in negotiations for exhibitor spaces with the host facility and make all necessary
arrangements for the facility services and maintain ongoing communications with host
facility.
4.0
REGISTRATION
4.1
The Offeror shall provide experienced and knowledgeable staff for online and on-site
registration support for CCME Symposium including check-in, name badge production
and distribution, payment processing, and development and communication of
information regarding registration policies and procedures, and the CCME Symposium
agenda.
4.2
The Offeror shall use CVent as primary registration tool,
4.3
The Offeror shall provide daily reconciliation of on-site and on-line registrations.
4.4
The Offeror shall create a post-event invoice to collect amounts outstanding; follow up
the invoice with a professional telephone contact to ensure the invoice was received by
the correct party and inquire as to when invoice will be paid in full. This will continue
until collection is complete or upon the termination of the 3-year contract, at which time a
list of outstanding debt will be provided to the Board.
4.5
The Offeror shall provide regular reports on all data collected during registration and a
post-symposium report for planning the next Symposium.
4.6
The Offeror shall provide sufficient computer equipment to support onsite registration for
estimated number of Symposium attendees.
4.7
The Offeror shall provide shipment of registration materials and equipment to
Symposium site.
4.8
The Offereror shall serve as liaison with hotel for set up and performance of onsite
registration activities during the Symposium.
5.0
EVENT ADMINISTRATOR
5.1
The Offeror shall designate a contract Event Administrator to serve as a single point of
contact for the coordination of all event administration and activities during the
Symposium. The Offeror shall also designate an Alternate Event Administrator in the
event the event administrator is absent.
5.2
The Offeror shall notify the designated CCME Board member in writing of any intended
replacement for the event administrator or alternate event administrator.
5.3
The Offeror will submit expenses incurred that are reimbursable by CCME but are
limited to the following: round trip travel to the Symposium, housing during the
Symposium, ground transportation, gratuities and meals. Limitations on travel expenses:
air travel (coach); car rental (full size); lodging (standard room at conference rates); and
meals not to exceed government per diem rate of Symposium site.
5.4
Limitations on number of event management staff covered under this provision:
 No more than 1 event management representative for CCME Board meetings.
 No less than 2 or more than 4 event management representatives for annual
Symposium (dependent on size of Symposium).
6.0
MANDATORY REQUIREMENTS
6.1
The hotel shall be compliant with the Hotel and Motel Fire Safety Act of 1990 15 U.S.C.
2201 et seq, (Public Law 101-391), and must hold a FEMA certification number.
6.2
The hotel shall be compliant with Americans w/Disabilities Act, 42 U.S.C. Section 12101
et seq. (ADA).
6.3
The hotel shall have one of the following quality ratings:
 First class or higher per the Official Hotel Guide;
 Three crowns or higher per the OAG Business Travel Planner;
 Three diamonds or higher per AAA; or
 Two stars or higher per the Mobil Travel Guide.
6.4
The hotel shall provide a written quote outlining all the services and rates to be provided.
6.5
Following evaluation of the written quotes by the CCME Board, if deemed necessary, the
CCME Board may schedule site visits, Event Administrator, at its discretion to evaluate
the condition, services, and location of the proposed facilities. Not all facilities that
submit a quote will be inspected.
6.6
Availability of shoulder dates and rates will not be a consideration.
6.7
Offeror must submit a completed copy of the Green Facility Checklist with their quote,
which will be evaluated with other aspects of the quote as part of the facility condition?
Information can be found at http://www.epa.gov/oamhpod1/oppts_grp/0412344/green.pdf.
6.8
It is CCME’s intent to support this event. It is also understood that this Statement of
Work (SOW) and this event may be affected by acts of war, or in response to or
preparation against acts of terrorism or nationally significant emergency. If government
employees cannot participate because of effects of incidents of national significance,
CCME will notify hotel to change the requirements for this event. Such acts or
occurrences would include, but not be limited to, one or more of the following acts or
occurrences or similar acts or occurrences:
• Acts of God
• Hazardous weather conditions (forecasted or actual)
• War (declared or undeclared) or specific threat of War
• Government regulations restricting travel including: governmental advisories,
quarantines or curfews, or banned travel.
• Strikes, labor disputes, picketing or work stoppages by employee or agents of vendors
whose service is material to the success of the Conference (exception: neither party may
terminate nor suspend its performance under this SOW for strikes, labor disputes or work
stoppages involving its respective employees or agents), actual or threatened secondary
strikes by other unions that would have a material effect on the meeting.
• Any event or occurrence creating a significant risk to the health or safety of anticipated
attendees.
• Damage or harm to the city or region where the host facility is located materially
affecting basic city services.
• Civil disorder.
• Terrorist Acts and/or specific threats of terrorism occurring after execution of an
agreement with the facility, as determined by either the U.S. Department of Homeland
Security, the U.S. Overseas Security Advisory Council, the U.S. State Department, and/or
other valid sources or Indicators on a case by case basis), acts of domestic or foreign
enemies.
• Cancellation of restriction of commercial air travel preventing some or all of the
anticipated attendees from attending or arriving at the Conference within twenty four
(24) hours of their scheduled arrival times.
• Outbreak of disease in the host city or region or cities from where anticipated attendees
would be traveling, as reported by the World Health Organization or the U.S. Center for
Disease Control. Partial Performance: If a party is able to perform its obligations in part,
but not in whole, the obligations that are negatively affected by acts or occurrences
beyond that party’s control may be suspended or terminated without liability. Should
CCME decide to continue with the event as scheduled, no performance attrition damages
will apply for guestroom or catering food and beverage minimums, and none are allowed
under this Statement of Work. CCME will notify the hotel in writing within a
commercially reasonable time following any of the occurrences or events outlined above.
7.0
ROOM REQUIREMENTS
7.1
The number of sleeping rooms needed for the annual Symposium week will be from
Friday through Thursday: at least five (5) complimentary suites for Executive Board
members (if provisions of paragraph of this document 8.1 are met), at least 15-20
standard rooms for remaining Board members; Sunday through Thursday: approximately
500+ standard rooms needed for guests, the largest volume of which will be needed on
Monday and Tuesday with increased attrition on Wednesday and Thursday of the
Symposium week.
7.2
The dates are flexible within a one month period from mid January to late March
timeframe for years of 2011, 2012 and 2013. Approximately 1/3 of the guests would
need the Government/Military rates, if not more, so availability of that reduced rate
would be CCME’s initial benchmark for budget. CCME would be willing to negotiate
cost of rooms based on location but prefer to keep the standard room rate under $200.
7.3
Room Block and Rates: The hotel shall provide the guest rooms at the current Federal
lodging rate or less. The hotel shall guarantee that these rates are applicable for the
contracted annual Symposium dates agreed upon. All room nights will be paid by
“Individual Call Ins” from guests or separate organizations participating in the
Symposium. A minimum of 25% of rooms will be at the local government per diem rate
with remainder at contract rate.
7.4
The CCME Board rooms should also be set up as a block, prior to the release of the block
to attendees. Request room attrition rate at 80% in case of military attendees’
cancellations that may occur from last minute duty requirements.
7.5
Reservation Procedure: The CCME Board shall provide a designated Project Officer to
serve as a single point of contact for the coordination of all reservations. CCME shall also
designate an alternate Project Officer in the event the Project Officer is absent. The hotel
will receive, at least 3 weeks prior to the start of the event, a complete rooming list,
including each individual’s name, address, payment instructions, actual arrival/departure
dates, and type of occupancy of accommodations desired. The annual Symposium lasts
four days. Most participants will check in the day before the conference and check out
the day after the conference except the CCME Board members who will arrive on
Thursday prior to the Symposium week.
7.6
"Overflow Hotel" Reservation: In the event the CCME annual Symposium fulfills the
attrition room rates of the contract block room requirement, the host hotel shall, at its
expense, secure a guest hotel comparable or better quality hotel and provide
transportation to and from the overflow hotel for the length of time of the Symposium.
The hotel shall notify the contract event administrator and the designated CCME Board
member of the need to secure an overflow hotel. The hotel shall make every effort to
ensure Symposium participants are near in proximity to the “headquarters” hotel to
participate in the Symposium. Failure to accomplish the above will indicate a failure to
meet performance requirements on the part of the Offeror.
7.7
Guaranteed Late Arrival/Cancellation: The individual attendee will guarantee their
reservations for late arrival. The hotel shall not release any room that is booked by the
individual attendee unless the individual attendee cancels the booking or if the attendee
does not arrive the day after his/her expected arrival day. The hotel shall specify its
normal commercial practice for late arrival/cancellations.
8.0
COMPLIMENTARY ROOMS
8.1
The hotel will extend to CCME at least one (1) complimentary room night for every 50 revenuegenerating guest room nights occupied by the group on a cumulative basis. Complimentary
rooms would be assigned and controlled by the offeror designated Event Administrator and the
designated CCME Symposium Project Coordinator. Complimentary rooms are applicable only
during the Symposium dates.
9.0
SPECIAL CONCESSIONS
9.1
In consideration of the room night commitment and the functions identified in the CCME’s
Function Information Agenda/Schedule of Events, the hotel will provide CCME the following
special concessions based on a minimum of eighty-percent (80%) of fully paid room nights
utilized:
1.
2.
3.
4.
5.
6.
At least five (5) category upgrades to a One Bedroom Suite will be extended to the
CCME Board at the special group room rate plus taxes during the dates of the
Symposium Upgrades would be assigned and controlled by the contract Event
Administrator and a designated CCME Board Member symposium point of contact.
At least twenty (20) category upgrades to rooms will be extended to the CCME Board at
the special group room rate of during the dates of symposium. Upgrades would be
assigned and controlled by the Event Administrator and a designated CCME Board
Member point of contact.
At least twenty (20) VIP Welcome Amenities (Deluxe Snack Packs – non alcoholic) to be
assigned by the designated CCME Board Event Coordinator.
At least five (5) VIP Welcome Amenities (Deluxe Fruit Basket – non alcoholic) to be
assigned by the designated CCME Board coordinator.
Double Hotel Reward Planner Points – (state a maximum for Hotel Reward Planner).
CCME Board Members access to Concierge’s Lounge the week of the Symposium.
10.0
MEETING ROOMS AND SPACE REQUIREMENTS
10.1
Symposium Meeting Room Block and Rates: The hotel shall provide meeting rooms and
function spaces during the Symposium. The estimated maximum quantity of meeting
rooms and days needed are as follows:
10.2
Meeting space on the Sunday and Monday prior to the Symposium and Friday following
the Symposium will likely be requested by attending organizations in conjunction with
the CCME Symposium.
10.3
Saturday – Friday: (classroom) meeting space (1-2 rooms) to be used as a CCME Board
workroom for approximately 10-30 people, as needed throughout the day.
10.4
Monday – Thursday: Exhibit space for approximately one-hundred 10” booths and room
for all attendees (800-1000 attendees) to walk through. Typically open from 7:00am until
4:00 pm.
10.5
Tuesday, Wednesday and Thursday: (prefably classroom style set-up), large room for
General Session meetings (600-800 attendees), 8:00am to 5:00pm.
10.6
Monday and Wednesday: (classroom/theater) 8 – 12 rooms from 9:00am to 4:00 pm to be
used for Breakout Sessions; 20-60 people at each.
10.7
Monday evening: banquet room for an opening reception for all attendees (800-1000
attendees).
10.8
Tuesday afternoon: banquet room for luncheon to seat all attendees.
10.9
Thursday evening: room for symposium banquet with room to seat all attendees.
10.10
Request that majority of the rooms be in close proximity to the registration area. These
rooms must have adequate sound proofing to avoid disruption by other facility activities.
All rooms shall be ADA compliant. Rooms must have controllable lighting and room
darkening so that AV equipment is easily viewable.
10.11
Centrally located symposium registration area.
10.12
Any proposed meeting space with columns or other obstructions that restrict vision or set
up of meeting rooms must be identified in the quote and will be considered as part of the
facility conditions.
11.0
CONFIRMATION OF PROGRAM:
11.1
A designated CCME Board member will provide the hotel and contract event
administrator with a tentative program within 30 days in advance of the Symposium and
a final program to the hotel and contract event administrator within 5 days prior to the
start of the Symposium.
12.0
CHANGE IN FUNCTION TIMES:
12.1
Changes to the agenda that impact the start and end times of specific events are subject to
change and such changes shall be communicated by the designated CCME Board
member to the Event Coordinator for coordination with hotel. (For example: A meeting
originally scheduled from 9:00am to 10:30am may be changed to start at 10:00am and
end at 11:30am).
13.0
CCME SIGNAGE:
13.1
The Hotel, in coordination with the Event Coordinator, l provides meeting signage at
appropriate locations.
14.0
FOOD AND BEVERAGE REQUIREMENT:
14.1
Shall propose and include a menu for all breaks as part of the complete meeting package.
All bids must be inclusive of fees, service charges, or allowed taxes. CCME will provide
firm numbers for the food and beverage events seven days prior to the meeting.
14.2
The Hotel shall provide a tentative food and beverage cost packages for 800-1000
attendees during the Symposium as follows:
Tuesday – Thursday: morning and afternoon coffee/snack breaks in exhibit areas
Monday evening: Speakers reception, light hors d’ oeuvres, open bar
Monday evening: President’s reception, heavy hors d’ oeuvres, passed or buffet
Tuesday afternoon: luncheon, buffet or plated
Thursday evening: reception dinner, buffet or plated
15.0
AUDIOVISUAL EQUIPMENT AND BUSINESS CENTER SERVICES
15.1
A complete list of available audiovisual equipment and proposed prices must accompany
the quote and will be considered a factor for evaluation. All AV fees, internet services,
labor set up, and services charges must be identified and included in bids. Bidder shall
provide the listed support services as part of all the meeting room and space requirements.
15.2
The Symposium shall need A/V equipment in the breakout rooms (Monday and
Wednesday) and the room for the General session (Tuesday – Thursday). A requirement
of projection screens, computer amenities, sound equipment, podiums, microphones,
projection and recording capabilities to include internet in all of the above.
16.0
REPORTS
16.1
The hotel shall provide the designated CCME Board member and Event Coordinator with
interim accounting reports for review prior to submitting invoices.
16.2
These reports as well as all invoices shall be approved by the designated CCME Board.
16.3
The hotel shall provide written confirmation of meeting rooms and services that are
ordered by the designated CCME Board member in the form of Banquet Event Orders
(BEO)s. The written confirmations shall be in the format agreed upon by the hotel and
the designated CCME Board member.
16.4
The hotel shall provide the designated CCME Board member with a guest room pickup
report that includes the following information 30 days prior to the Symposium:
 Listing of individuals, by last name, in the CCME block of rooms;
 Arrival and departure date of each reservation;
 Total number of room nights of each reservation;
 Total number of room nights actually picked up in the CCME block of rooms;
16.5
The hotel shall provide the designated CCME Board member with a final revenue report
with the final invoice. This report shall contain the following information:
 The total for box handling fees
 The total for audio visual equipment rental
 The total for meeting room rental
 The total for meeting food and beverage
17.0
EXPOSITION AND DISPLAY SERVICES
17.1
The Offeror will be responsible for all exposition and Display services coordination and
management and will report to a designated CCME Board member and CCME Board on
behalf of CCME. The Offeror must address the exposition and display of sale categories
listed (17.1, A-P) in this contract and reach mutual agreement on categories upon award
of this contract.
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
P.
Sale of Display Space
Remuneration
Fire protection and Safety
Liability and Insurance
Exhibit Management, Production and Operation
Materials, Equipment and Services
Responsibility and Compliance
Security
Arbitration Clause
Cancellation Policy
Exhibitor Services Kit
Exhibitor Registration
Installation and Dismantling of Exhibits
Exposition Specifications
Program Advertising
Termination Clause
17.2
The Offeror will submit 50% of collected Exhibitor fees to the CCME Treasurer, 60 days
prior to the annual Symposium start date. Remaining collected Exhibitor fees will be
submitted to the CCME Treasurer, no later than 30 days from the conclusion of the
annual Symposium
18.0
SPONSORSHIP MANAGEMENT
18.1
CCME shall be responsible for acquiring sponsors. The Offeror shall be responsible for
sponsorship management which will include coordination and management to maintain a
list of symposium sponsors, collection of all fees from sponsors, and submission of a
sponsorship budget report, to include collected fees, to the CCME Treasurer on a
bimonthly basis. The Offeror will conduct this service annually as part of the contract
award.
19.0
TERMINATION
19.1 Termination for Default. After award CCME, by written notice, may terminate the
contract with a 90 day notice to the contractor for failure to perform any of the
requirements of the contract. In such an event, CCME will be liable for payment for
contract services rendered prior to the effective date of termination. In addition, the
contractor shall be liable for services including the excess costs of reproducing supplies
and services provided; if the contractor is not in default; or the contractor’s failure to
perform is without his/her subcontractor’s control of negligence, the termination shall be
deemed a “Termination for Convenience”.