SOW FOR RFQ.pdf

Request for Quotation Number 1333ND20QNB600093

Statement of Work

BACKGROUND

On February 4, 2014, the National Institute of Standards and Technology (NIST) announced the formation of the Organization of Scientific Area Committees (OSAC) for Forensic

Science. The OSAC is a collaborative body of approximately 550 forensic science practitioners and other experts who represent all levels of the government, academia and industry.

NIST established the OSAC to strengthen the nation’s use of forensic science by supporting the development and promulgation of forensic science consensus documentary standards and guidelines. The ultimate objective of the OSAC is to create a sustainable organizational infrastructure that produces consensus documentary standards and guidelines to improve quality and consistency of work in the forensic science community.

OSAC-approved standards and guidelines will make up the OSAC Registry. The registry will be freely available.

The OSAC is made up of 31 OSAC units, which includes 25 Subcommittees, 5 Scientific Area

Committees (SAC), and the Forensic Science Standards Board (FSSB).

OVERVIEW

The National Institute of Standards and Technology, OSAC has a requirement for a meeting facility to accommodate a large conference. The Contractor shall provide meeting support, sleeping rooms, meeting room space, audio visual equipment, and internet service, for the

Chemistry/Instrumentation SAC and Crime Scene SAC meeting, being held March 10-13, 2020, in Norman, OK. A total of 270 attendees are anticipated.

During the event, the Scientific Area Committees, and the subcommittees within each of the SACs will hold meetings throughout the week discussing the latest OSAC standards up for review.

GEOGRAPHICAL REGION REQUIREMENT

OSAC program's mission is to bring together the forensic science experts. To do so, OSAC conducts in person meetings. These meetings must operate within conference costs thresholds, as determined by the U.S. Department of Commerce. The costs of meeting space

+ meeting support + travel costs must stay within the threshold. Therefore, OSAC is always seeking a geographical region and venue to keep meeting facility costs low.

If OSAC were to host a meeting which exceeds the threshold, OSAC would suffer a significant loss, future meetings could be suspended, and the mission of OSAC could be hindered greatly.

The required meeting facility shall be limited to the geographic area of Norman, Oklahoma. Norman, Oklahoma is approximately 20 miles from Oklahoma City Airport, which is a major airport, and geographically positioned in a low federal lodging and meal per diem area. Norman, Oklahoma is also centrally located in the United States, which is beneficial given that OSAC travelers come from across the United States.

GENERAL REQUIREMENTS

Meeting Planning Support

-The Contractor shall meet with the Contracting Officer’s Representative (COR) and

Technical Point of Contact (TPOC) from NIST, on a weekly basis, to ensure all meeting planning, logistical issues and questions are addressed. Weekly meetings shall not preclude the COR/TPOC from contacting the Contractor with questions at other times.

The kick-off meeting must commence no later than one week after the date of award and be conducted via conference call or webcast. The NIST COR shall schedule the meetings and provide call-in numbers for the meetings.

-The Contractor shall provide an onsite coordinator that possesses experience with large-scale meetings (over 200 attendees) consisting of multiple concurrent activities and breakout sessions.

-The Contractor’s onsite coordinator shall serve as the point of contact for all meeting site, AV and hotel questions prior to and during the meeting. This shall include, but is not limited to logistical issues, meeting room issues, AV issues, and sleeping rooms.

-The Contractor shall provide printing capabilities or make a printer/copier/scanner available for meeting attendees at the meeting site with the number of black and white copies/sheets printed not to exceed 5,000 sheets.

Meeting Space & Facility

-The Contractor shall reserve meeting space in Norman, OK.

-The venue shall consist of a single property to accommodate both the meeting room and lodging room requirements.

-The Contractor shall prepare meeting rooms, prepare and supply audio-visual (A/V) equipment and services for each meeting as noted in the Meeting Space Requirements for each meeting.

-The Contractor shall provide sufficient meeting signage and direction for all the meeting rooms. Signage shall be digital or printed. If printed, the signage shall not be smaller than 8.5” x 11” per sign or comparable based on the facility’s existing fixed wall signage. Signage shall be placed outside of each meeting room and shall identify the name of the OSAC unit for each meeting room.

-The Contractor shall have directional signage throughout the facility indicating where the plenary will be located as well as where the OSAC registration desk is located. If the meeting site has an electronic listing of events, the Contractor shall ensure that the OSAC meeting is listed electronically.

-The facility must have on-site or easily accessible (less than .2 miles) restaurants or food service capabilities that offer meals, breakfast through dinner. The facility must have the capacity to accommodate the food and beverage requirements associated with the anticipated meeting attendance highlighted in the "Specific Daily Meeting Plan". The facility shall not price food and beverage under this contract. Meeting attendees must self-fund their meals while attending the meeting.

Lodging Rooms

-The Contractor shall secure a lodging room block for all 270 attendees for March 8-13, 2020, based on the block schedule listed below:

Day Date Room Type Occupant # Rooms Needed in Block

Sunday 08 Mar 2020 Standard* 1 15

Monday 09 Mar 2020 Standard 1 270

Tuesday 10 Mar 2020 Standard 1 270

Wednesday 11 Mar 2020 Standard 1 270

Thursday 12 Mar 2020 Standard 1 270

Friday 13 Mar 2020 Standard 1 15

-The Contractor shall ensure lodging room blocks are available at the federal per diem rate for Norman, OK, or less, for all attendees for the meeting and shall ensure a mechanism exists for individual travelers to make lodging reservations for the meeting.

Travelers will make their own reservations via the two separate reservation mechanisms for Federal and non-Federal.

-Where available, the Contractor shall secure lodging rooms as tax exempt for travelers.

-Sleeping room blocks have been calculated for each meeting based upon historical information and the percentage of membership that is reasonably expected to attend.

Sleeping room numbers are not guaranteed.

-The Contractor shall ensure that only the dates specified above are covered under this contract for lodging rooms. Should travelers book lodging reservations for days before or after the dates specific above, individual travelers shall be responsible the full cost of the lodging rooms.

Limitations

-No registration fees shall be charged to attendees to participate in the above referenced meeting.

-The venue must meet the Hotel and Motel Fire Safety Act of 1990 (Pub. L. No.101-391, September 25, 1990 as amended by Pub. L. No. 105-85, November 18, 1997).

-The venue must not be a casino property.

-In the event an unplanned emergency or weather causes NIST to be unable to hold any of the meetings during the period indicated, NIST shall coordinate with the Contractor to reschedule the meeting not later than 60 days after the Government provides notification to the Contractor of the need to reschedule. The rescheduling shall take place at no charge or penalty to the Government. The Contractor shall provide alternate dates in the event of hazardous weather, which may be subject to negotiation with the Government.

TASKS

TASK 1 – Planning, Meeting Space, A/V, and Lodging Support for Chemistry/Instrumental

Analysis SAC & Crime Scene/Death Investigation SAC Meeting, March 10-13, 2020

1a. Planning and Status Meeting Requirements

-Planning and status meeting requirements are outlined above under General Requirements.

1b. Venue, Meeting Rooms, Lodging and Audio-Visual Requirements

-The venue shall accommodate the meeting rooms, lodging rooms, and AV requirements detailed in requirements below.

-The following OSAC units shall meet concurrently during the week, with each unit requiring its own meeting room: The 2 Scientific Area Committees (SACs) and the 13 subcommittees associated with the two SACs.

-Meeting Room Requirements: The venue shall provide meeting space to include: 15 concurrent OSAC unit breakout rooms, 2 task group rooms, 1 plenary room, 1 OSAC Program

Office space, and an area for meeting registration. Specific requirements for each room are outlined in the Meeting Space Requirements below.

Meeting Space Requirements

Room Style Number of People Observer Seats

Breakout Room #1

(3/10-13/2020)

U-Shape 15 People in U

(Chemistry SAC)

6 Observer Seats in the back of room

Breakout Room #2

(310-13/2020)

U-Shape

25 People in U

(Fire Debris & Explosives)

6 Observer Seats in the back of the room

Breakout Room #3

(3/10-13/2020)

U-Shape

15 People in U

(Geological Materials)

6 Observer Seats in the back of the room

Breakout Room #4

(3/10-13/2020)

U-Shape 25 People in U

(Gunshot Residue)

6 Observer Seats in the back of the room

Breakout Room #5

(3/10-13/2020)

U-Shape 30 People in U

(Materials)

6 Observer Seats in the back of the room

Breakout Room #6

(3/10-13/2020)

U-Shape 25 People in U

(Seized Drugs)

6 Observer Seats in the back of the room

Breakout Room #7

(3/10-13/2020)

U-Shape 25 People in U

(Toxicology)

6 Observer Seats in the back of the room

Breakout Room #8

(3/10-13/2020)

U-Shape 15 People in U

(Crime Scene SAC)

6 Observer Seats in the back of the room

Breakout Room #9

(3/10-13/2020)

U-Shape 25 People in U

(Anthropology)

6 Observer Seats in the back of the room

Breakout Room #10

(3/10-13/2020)

U-Shape 25 People in U

(Crime Scene

Investigation)

6 Observer Seats in the back of the room

Breakout Room #11

(3/10-13/2020)

U-Shape 15 People in U

(Disaster Victim

Identification)

6 Observer Seats in the back of the room

Breakout Room #12

(3/10-13/2020)

U-Shape 25 People in U

(Dogs and Sensors)

6 Observer Seats in the back of the room

Breakout Room #13

(3/10-13/2020)

U-Shape 15 People in U

(Fire Explosion

Investigation)

6 Observer Seats in the back of the room

Breakout Room #14

(3/10-13/2020)

U-Shape 20 People in U

(Medicolegal Death

Investigation)

6 Observer Seats in the back of the room

Breakout Room #15

(3/10-13/2020)

U-Shape 20 People in U

(Odontology)

6 Observer Seats in the back of the room

Task Group Room #1

(3/10-13/2020)

U-Shape 25 People in U 6 Observer Seats in the back of the room

Task Group Room #2

(3/10-13/2020)

U-Shape 25 People in U 6 Observer Seats in the back of the room

Task Group Room #3

(3/10-13/2020)

U-Shape 25 People in U 6 Observer Seats in the back of the room

Plenary Room

(3/10-3/11/2020)

Theatre Style 280 People NA

OSAC Program Office

(3/9-13/2020)

Classroom or

Boardroom

15 People NA

Registration Space

(3/9-10/2020)

Table/Chairs for

Registration

5 People NA

Meeting Space Times & Summary

Rooms/Seating March 9

4PM – 9PM

March 10

7AM – 6PM

March 11

8AM – 6PM

March 12

8AM – 6PM

March 13

8AM – 2PM

15 Concurrent Rooms X X X X

3 Task Group Rooms X X X X

Plenary Space X X

OSAC Program Office X X X X X

Registration Space X X

Total Spaces/Rooms 2 21 20 19 19

Daily Meeting Plan:

• Sunday, March 8 – Shoulder day for guest arrival.

Monday, March 9 – Travel day. Guests arrive. Evening Registration area required. No meeting room requirements.

• Tuesday, March 10 – Registration, Plenary General Sessions, Breakout Sessions.

Meeting room requirements as noted above.

• Wednesday, March 11 – Plenary General Sessions & Breakout Sessions. Meeting room requirements as noted above.

• Thursday, March 12 - Breakout Sessions. Meeting room requirements as noted above.

• Friday, March 13, a.m. - Breakout Sessions. Meeting room requirements as noted above.

• Friday, March 13, p.m. – Travel day. Guests depart.

• Saturday, March 14 - Shoulder day for guest departure.

-Lodging Requirements: The venue shall provide lodging accommodations (sleeping rooms) for overnight attendees, described in the sleeping room schedule below that is at or below the current government per diem rate and taxes for the geographic location where the meeting takes place.

The Contractor shall secure a lodging room block for a total of 270 federal and non-federal participants. A total of 50 participants will be federal employees; 220 will be non-federal participants. The Contractor shall ensure lodging room blocks are available at the federal per diem, or less, for all attendees, for each meeting, and shall ensure a mechanism exists for individual travelers to make lodging reservations for the meeting that they are required to attend. Travelers will make their own reservations.

This contract will pay for the non-federal attendee’s room nights upon check out.

Two weeks prior to the meeting taking place, the NIST Technical Point of Contact will provide the Contractor with a participant list. The list will include the names of participants that are not federal employees. The Government reserves the right to change the names on the participant list, prior to the meeting date; however, the total number of non-federal participants shall not exceed the total identified above.

In total, 1,110 room nights must be secured for the facility, which includes 910 for non-federal attendees and 200 for federal attendees. The Contractor shall be responsible for paying the lodging costs associated with the 910 room nights for non-federal attendees.

Sleeping Room Schedule

Day Date Room Type Occupant # Rooms Needed in Block

Sunday 08 Mar 2020 Standard* 1 15

Monday 09 Mar 2020 Standard 1 270

Tuesday 10 Mar 2020 Standard 1 270

Wednesday 11 Mar 2020 Standard 1 270

Thursday 12 Mar 2020 Standard 1 270

Friday 13 Mar 2020 Standard 1 15

*A “standard” sleeping room shall have a bed, desk/work area, individual bath/toilet, television, chair, and closet area. All rooms must include telephone, alarm clock/radio, and access to high-speed wireless Internet access.

-Audio/Visual and Service Requirements: The facility shall provide wireless internet capability for all 270 participants and specific audio-visual equipment/services in each concurrent breakout room and task group room as follows:

1. One high-speed internet connection in meeting room, when specifically requested by the OSAC Program Office,

2. Projector & screen in each meeting room,

3. One phone (Government will provide all call-in numbers for conference calls) in each meeting room,

4. Minimum of 4 power strips; additional power strips shall be installed based on the room setup as described above allowing 1 power strip for 6 seats,

5. Cables and cords necessary for AV functionality,

6. One microphone if room acoustics require so all participants can hear clearly within the room,

7. Easel and flipchart with pens/markers.

Plenary Meeting Room shall have a podium, stationary microphone, walk-around microphone, projector, screen, and one-high speed internet connection.

TASK 2 – REPORTING REQUIREMENTS

Periodic Updates

The Contractor shall provide periodic updates and reports summarizing the room reservations. The reports are required to be sent via email to the COR and TPOC, in either MS excel or Adobe PDF format. The reports shall be provided:

1. Upon request

2. Two weeks prior to the event

3. One week prior to the event

4. Final rooming list provided to NIST at the conclusion of the event.

Final Report of Cost

The Contractor shall provide a final cost report to the Government which includes costs for all of the following:

1. Meeting Space

2. Lodging Rooms

3. Audio Visual Equipment and Services

4. Wifi in public meeting space

PERIOD OF PERFOMRANCE

The period of performance shall be from the date of award through March 31, 2020.

DELIVERABLES

-Two Planning Meetings

Due Date: To be agreed upon between the Government and the Contractor

-Periodic updates and reports summarizing the room reservations.

Due Date: As needed

-Separate Reservation mechanisms established for Federal and Non-Federal travelers

Due Date: Two weeks from the date of award

-Chemistry/Instrumental Analysis SAC & Crime Scene SAC Meeting

Completion Date: March 13, 2020

-Final Report of Costs

Due Date: Not later than March 31, 2020.

Period of Performance

The period of performance shall be from the date of award through March 31, 2020.