FINAL SOW FOR AMENDMENT.pdf

Request for Quotation Number 1333ND21QNB600509 Statement of Work Amendment A22002

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 580 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 29 OSAC units, which includes 22 Subcommittees, 7 Scientific Area Committees (SAC, and the Forensic Science Standards Board (FSSB).

OVERVIEW

The Contractor shall conduct a site search of available venues for the anticipated event.

The Contractor shall utilize the results of the site search, already completed, to recommend available venues for the OSAC event listed below. The Government requires that the Contractor shall provide meeting planning support, meeting space, AV equipment/services, and lodging room blocks for all attendees.

The Contractor shall conduct a site search, procure meeting space, AV equipment/services & lodging room blocks for all attendees, and provide meeting planning and support for the OSAC event listed below.

Biology SAC and two Chemistry SACs, being held in the Orlando, FL area in June of 2022.

The Government anticipates that 178 individuals will be in attendance.

The event must be planned for the 2nd or 3rd week of June, 2022. Specifically, June 13 through June 17, 2022 OR June 20 through June 24, 2022.

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.

GENERAL REQUIREMENTS

Site Search The Contractor shall conduct a site search of available venues for the event. The Contractor shall utilize the results of the site search to recommend available venues for the OSAC event.

Meeting Planning Support -The Contractor shall meet with the OSAC Program Office Technical Point of Contact (TPOC), on a weekly basis, at a minimum, to ensure all meeting planning, logistical issues and questions are addressed.

-The Contractor, in consultation with OSAC Program Office staff, shall draft, modify, and finalize the meeting agenda that accompanies each meeting.

-The Contractor, in consultation with OSAC Program Office staff, shall prepare and print a meeting room map handout detailing the meeting room location of each OSAC unit.

-The Contractor shall write a logistics letter that is distributed to all attendees one week prior to the meeting. The logistics letter shall include information regarding travel reminders, site information, meeting attachments, any scheduling information, special instructions, and additional information requested by OSAC Program Office staff.

-The Contractor, in consultation with OSAC Program Office, shall compile, print, and place in Contractor provided, standard two-pocket folders, all the necessary printouts for each meeting attendee, for distribution at the registration desk. The handouts may include, but are not limited to, agenda, logistical handouts, meeting room map, content-related handouts, facility amenities and maps. Handouts may be black/white or color, depending on the content being printed. The page counts may vary between 1-15 pages and are estimated to not exceed 5000 total pages.

-The Contractor shall choose an appropriate badge and print name tags for each meeting attendee. The attendee list will be provided electronically, in a spreadsheet format, to the Contractor, two weeks prior to the meeting, by OSAC Program Office staff. Name tags shall be provided by the Contractor. Lanyards are not required. Name tags shall be distributed to attendees, at the registration table, prior to and during the meeting.

-The Contractor shall ship all meeting-related supplies to the meetings. Meeting supplies include, but are not limited to badge holders, badge trays, pens, markers, highlighters, post-its, push pins, staplers, scissors, tape, flipcharts, laser pointer, and AV connection cords. In addition, the Contractor shall ship basic meeting supplies for the registry desk and Contractor offices.

-The Contractor shall ensure onsite support is available to answer questions and resolve issues that arise during the meetings, troubleshoot internet access and/or audio-visual issues, and provide direction to meeting attendees with respect to the location of various meeting spaces.

-The Contractor shall provide an onsite coordinator that possesses experience with large-scale meetings (over 150 attendees) consisting of multiple concurrent activities and breakout sessions.

-The Contractor shall provide staff to manage the registration desk all days of the meeting and provide administrative support to attendees such as, making copies and answering questions.

-The Contractor, in consultation with OSAC Program Office staff, shall arrange a photographic schedule for each OSAC Unit. This arrangement will be finalized with input from OSAC Program Office staff. The Contractor shall provide photographic services, using Contractor-provided equipment such as smart phone cameras or compact digital camera and shall include photos of each OSAC unit, plenary session, award session, and action photos, as appropriate, at the meeting. Two full days of photographic support are required. Photographs must be quality with resolutions sufficient to be used in presentations and webpage materials. The services of a professional photographer are not required.

The Contractor shall notify participants through the agenda and/or the logistics letter that they will be photographed and that these images will be used by OSAC in the future.

The Contractor shall provide all digital photos to the OSAC Program Office within five business days after the event. The Contractor shall not retain any of the images for their use or for any other reason or purpose.

-The Contractor shall coordinate, with OSAC Program Office staff, registration desk activities. This includes creating and using sign-in sheets for participants to initial as they pick up their meeting materials.

-The Contractor shall serve as the point of contact for all meeting site, AV and hotel questions prior to and during the meeting. This includes, 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. Printing estimates from past events are:

*180 black/white copies of 5 pages of logistics hand out includes facility amenities & Venue Site maps;

*180 black/white copies of 2-page content handouts;

*180 color copies of 3-page color agenda;

*180 color copies of 2-page meeting room maps;

Estimated total for the event: 1260 black/white copies & 900 Color copies.

-The Contractor shall close out the meeting at the end of the week. This includes, at a minimum, shipping supplies back to their facility and going through meeting rooms to check for items left in them.

Meeting Space & Facility

-The Contractor shall secure meeting space for the meeting.

-The venue shall be a single site and 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 the meeting;

-The Contractor shall have 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 meetings are listed electronically.

-The venue shall have available dining/restaurant options either on-site or within a short walking distance so that attendees can take breaks and return to the meeting within 30-minute intervals.

Lodging Rooms

-The Contractor shall procure lodging room blocks for all attendees.

-The Contractor shall ensure lodging room blocks are available at the federal per diem or less for all attendees for the meeting. Two separate mechanisms must be established for individual travelers to make lodging reservations for the meeting. One mechanism for “Federal” travelers. The second mechanism for “Non-Federal” travelers.

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

-The Contractor shall pay for the non-federal attendees’ room nights and relevant room night taxes upon check-out. The Contractor shall NOT pay for Federal attendee’s room nights/taxes.

-Where applicable, the Contractor shall secure the lodging rooms as tax exempt for all travelers or, at a minimum, Federal 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 meeting dates 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 for these costs.

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

-The Contractor shall not provide any food or beverage for the 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 the meeting during the period indicated, NIST shall coordinate with the Contractor to reschedule the meeting not later than 90 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: Site Search -The Contractor shall conduct a site search for the Biology SAC and two Chemistry SACs June 2022 in the Orlando, FL area with 178 attendees. The search must identify potential sites for the event meeting all requirements identified in this statement of work.

-The Contractor shall prepare a location comparison report to identify potential locations for the event. The location comparison report must include all of the following at a minimum:

*Name, address, point of contact, phone number, email address, and available dates for each potential site. The Contractor shall identify at least five potential venue sites;

*Number of sleeping rooms and meeting rooms available at each site;

*Floor plans of the meeting space, and room dimensions, room configurations, and capacity charts for rooms;

*Audio-visual equipment and services available at each site as well as whether third-party audio-visual suppliers can be utilized;

*Whether sites are AV union facilities;

*Attrition clauses and cancellation liabilities that will be identified in the contract of each venue;

*Precautions taken at the site to prevent the spread of COVID-19.

The Contractor shall utilize the results of the site search completed to identify a potential venue for the June 2022 event, in the Orlando, FL area.

The Contractor shall provide the location comparison report to the Contracting Officer’s Representative (COR) and Technical Point of Contact (TPOC). The COR and TPOC shall provide a written response to the Contractor and identify the Government’s top three venue site choices. The Government will also advise the Contractor to proceed to secure the venue site.

The Contractor shall proceed to confirm availability of the Government’s first venue site choice, for the meeting dates and secure the space for the event. Should the first venue site choice not be available, the Contractor shall proceed to the 2nd choice.

The Contractor shall negotiate all terms and sign the contract with the venue.

COVID-19 and Meeting Space The Government reserves the right to require the Contractor delay securing the venue for the meeting, should circumstances relevant to COVID-19, and the Government’s actions relevant to those circumstances, require this action.

The Contractor may request a “courtesy hold” at the venue the Government determines to be its first choice. If such a hold is requested, the Contractor must ensure that any courtesy hold is non-committal, non-binding, and does not include or require any financial commitment and/or risk to the Government. If a courtesy hold imposes any commitment, risk or obligation to the Government, the hold shall not be requested. If the hold is requested, and the space is sold to another party, the Contractor must notify the Government via email or phone.

The Contractor shall not enter a binding commitment, contract, and/or agreement with any venue prior to written notification by the COR confirming that the in- person meeting will be conducted. Should the Contractor choose to take such action, they do so at their own risk.

TASK 2 – Planning, Meeting Space, A/V, and Lodging Support for Biology SAC and Chemistry SAC, the 2nd or 3rd week in June 2022

1a. Planning and Status Meeting Requirements -The Contractor’s Project Manager and relevant staff shall attend at minimum, two planning meetings with the Technical Point of Contact from NIST’s OSAC Program Office, other NIST-authorize personnel, and OSAC Committee members. Meetings shall 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.

1b. Venue, Meeting Rooms, Lodging and Audio-Visual Requirements -The venue shall be located within the Orlando, FL area, within 30 miles of a major airport, and can accommodate the meeting rooms, lodging rooms, and AV requirements detailed in requirements below.

-Venues shall have a three-diamond or higher rating from Triple A (AAA) within the past three years.

-The following OSAC units shall meet concurrently during the week, with each unit requiring its own meeting room: The 3 Scientific Area Committees (SACs) and the 6 subcommittees associated with the three SACs.

-Meeting Room Requirements: The venue shall provide meeting space to include: 9 concurrent OSAC unit breakout rooms, 3 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

Breakout Room Designation (room sign) Event

Room Size to Accommodate Attendees Room Setup Type

Observer Chairs around perimeter of the room, outside of U-shape

Registration Registration Hall, Counter, Table, Chairs 2 Tables 0

Plenary Room

General Session All Attendees 175 Theater 0

Task Group 1 Task Group 1 20 U Shape 6

Task Group 2 Task Group 2 20 U Shape 6

Task Group 3 Task Group 3 20 U Shape 6

OSAC Office OSAC Program Office 10

Conference or U Shape 5

Biology SAC Biology SAC 10 Conference or U Shape 0

Drugs/Tox SAC Drugs/Tox SAC 10 Conference or U Shape 0

Trace SAC Trace SAC 10 Conference or U Shape 0

Human Forensic Human Forensic 35 U-Shape 6

Wildlife Forensic

Wildlife Forensic 20 U-Shape 6

Seized Drugs Seized Drugs 25 U Shape 6

Toxicology Toxicology 25 U-Shape 6

Trace Materials Trace Materials 40 U-Shape 6

Ignitable Liquids, Explosives, and

GSR

Ignitable Liquids, Explosives, and GSR 35 U-Shape 6

Meeting Space Times & Summary

Rooms/Seating

Day 1 – Day 2 – Day 3 – Day 4 – Day 5 – Day 6 – Day 7 –

Sat June

9am-6pm

Sun June

9am-6pm

Mon June

4pm-7pm

Tues June

7am-6pm

Wed June

7am-6pm

Thurs June

7am-6pm

Fri June

7am-2pm

9 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 X X

Registration Space X X X

Total Spaces/Rooms 1 1 2 15 15 14 14

Daily Meeting Plan:

• Saturday, June 2022– Shoulder day for guest arrival.

• Sunday, June 2022– Shoulder day for guest arrival.

• Monday, June 2022– Travel day. Guests arrive. Evening Registration area required.

No meeting room requirements.

• Tuesday, June 2022– Registration, Plenary General Sessions, & Breakout Sessions.

Meeting room requirements as noted above.

• Wednesday, June 2022– Registration, Plenary General Sessions, & Breakout Sessions.

Meeting room requirements as noted above.

• Thursday, June 2022- Breakout Sessions. Meeting room requirements as noted above.

• Friday, June 2022- 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 178 federal and non-federal participants. A total of 43 participants will be federal employees; 135 will be non-federal participants. The Contractor shall ensure lodging room blocks are available at the federal per diem, or less, for all attendees.

This contract will pay for the non-federal attendee’s room nights, and taxes 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, 732 room nights must be secured for the facility, which includes 560 for non-federal attendees and 172 for federal attendees. The Contractor shall be responsible for paying the lodging costs associated with the 560 room nights for non-federal attendees.

Sleeping Room Schedule Day Date Room Type Occupant # Rooms Needed in Block Sunday June, 2022 Standard* 1 10 Monday June, 2022 Standard 1 178 Tuesday June, 2022 Standard 1 178

Wednesday June, 2022 Standard 1 178 Thursday June, 2022 Standard 1 178 Friday June, 2022 Standard 1 10

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

-The Contractor shall provide periodic updates and reports summarizing the room reservations. The reports must 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.

-Audio/Visual Requirements: The facility shall provide wireless internet capability for all 178 participants and specific audio-visual equipment/services in each concurrent breakout room and task group room as follows:

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

2. Projector & screen in each meeting room,

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

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. All participants must 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.

DELIVERABLES

Location Comparison report Due Date: 45 days after award

Two Planning and Status Meetings Due Date: To be agreed upon between the Government and the Contractor

Separate Reservation mechanisms established for Federal and Non-Federal travelers Due Date: 3 months prior to meeting start date

Meeting Agenda Draft Due Date: 30 calendar days prior to meeting start date Final Agenda Due Date: 7 calendar days prior to meeting start date

Meeting Room Handout Map Draft Due Date: 30 calendar days prior to meeting start date Final Room Handout Map Due Date: 7 calendar days prior to meeting start date

Meeting Packages in Contractor Provided Folders Due Date: June, 2022

Name Tags for All Participants Due Date: June, 2022

Logistics Letter for All Attendees Draft Due Date: 30 calendar days prior to meeting start date Final Due Date: 7 calendar days prior to meeting start date

Event Costs:

Due Date: 30 calendar days following meeting completion on June, 2022

On-site Meeting Support - Biology SAC, two Chemistry SACs Completion Date: June 2022

The following costs must be provided at the conclusion of the event to allow reconciliation by the Government:

1. Meeting Planning Labor

2. Meeting Space

3. Lodging Rooms

4. Audio Visual Equipment and Services

5. Wifi in public meeting space

PERIOD OF PERFORMANCE

The period of performance shall be from the date of award through July 10, 2022.