ISSUED RFQ.pdf

RFQ IFB RFP

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODEFACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF.

DATED . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

OFFER

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

17a CONTRACTOR/

OFFEROR.

CODE

8 (A)

SIZE STANDARD:

NAICS:

% FOR:SET ASIDE:UNRESTRICTED OR

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

10. THIS ACQUISITION IS

EDWOSB

SMALL BUSINESS PROGRAM

NB107030-22-00532

1333ND22QNB100159

JUN 15, 2022

CAROL WOOD

carol.wood@nist.gov 301-975-8172

03:30 PM ET

000SB

NATIONAL INST OF STDS AND TECHNOLOGY

100 BUREAU DRIVE STOP 1640

BUILDING 301 ROOM B129

GAITHERSBURG MD 20899-1640 531110

000004

NATIONAL INST OF STDS AND TECHNOLOGY

BUILDING 301 SHIPPING AND RECEIVING

100 BUREAU DRIVE

GAITHERSBURG MD 20899-0001

see continuation page for line item details.

See Schedule

JUL 01, 2022

Please

STANDARD FORM 1449 (REV. 2/2012) BACK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NO. 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

1333ND22QNB100159

Attachment Page

PAGE 3 OF 59 1333ND22QNB100159

1. Type of Order:

This is a request for quotation to establish indefinite delivery/indefinite quantity contracts for conference space, audio-visual services for in person and virtual meetings, catering, administrative, and on-site support. Multiple awards are anticipated.

2. Requirements The Government will contract directly with meeting venue sites. The Government is not seeking third party meeting planners. Meeting venue sites must be 50 miles or less from the NIST campus in Gaithersburg, MD. Reference Go/No Go criteria identified in the statement of work.

The National Institute of Standards and Technology, Conference Program and Audio-Visual Services Group executes meetings and conferences in accordance with the Department of Commerce Conference Policy, Rev. September 2020.

The Policy requires that departmental offices and operating units incur costs and expend appropriated funds only to extent necessary for any given meeting or conference.

Cafeteria and conference room facilities at the NIST Building 101 site in Gaithersburg, MD, are currently undergoing a major renovation. Meeting facilities in Building 101 are temporarily unavailable as renovations will be on-going for at least two years.

The requirement for off-site meeting venues is directly related to the non-availability of space at the NIST Gaithersburg campus. Meetings and conferences that would have taken place on-site at NIST currently require an off-site venue. Given that these meetings and conferences would otherwise have been conducted on-site at the NIST campus, the requirement is for a geographical location for which the Government will not incur per diem and other travel expenses for NIST personnel.

3. Contractor’s Point of Contact:

Name: (TO BE IDENTIFIED AT THE TIME OF AWARD) Phone Number:

Email:

4. NIST Technical Point of Contact:

Name: (TO BE IDENTIFIED AT THE TIME OF AWARD) Phone Number:

Email:

5. NIST Contracting Officer’s Representative (COR) if Applicable:

Name: (TO BE IDENTIFIED AT THE TIME OF AWARD) Phone Number:

Email:

6. NIST Contracting Officer Name: Carol Wood Phone Number: 301-975-8172 Email: carol.wood@nist.gov

7. Designated Government Official (Reference NIST SOP 01-14):

a. ______ Technical Point of Contact /Administrative Officer

b. ____ COR/ACOR

c. __XX___ Contracting Officer

9. Additional Information:

The Government’s terms and conditions, identified herein, shall be the sole terms and conditions that shall govern this contract and resultant task orders.

Payment Schedule Payment schedules shall be identified in each task order. Partial payments will be authorized, however, not more than 15% of the total amount of the award can be authorized for payment upon acceptance upon award of any given task order, or as a “deposit”, and a larger portion of the total value of the task order must be held for final payment.

Payment terms shall be Net 30 Days.

SCHEDULE Continued

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

BASE PERIOD

0001 The Contractor shall provide conference space with audio-visual (AV) and catering services for the National Institute of Standards and Technology.

All work shall be performed in accordance with the statement of work herein and task orders issued.

1.00 YR

OPTION PERIOD I

0002 The Contractor shall provide conference space with audio-visual (AV) and catering services for the National Institute of Standards and Technology.

OPTION PERIOD II

0003 The Contractor shall provide conference space with audio-visual (AV) and catering services for the National Institute of Standards and Technology.

OPTION PERIOD III

0004 The Contractor shall provide conference space with audio-visual (AV) and catering services for the National Institute of Standards and Technology.

PAGE 4 OF 59 1333ND22QNB100159

Table of Contents

BILLING RATES

STATEMENT OF WORK

MOCK TASK ORDER NUMBER 1

MOCK TASK ORDER NUMBER 2

EVALUATION CRITERIA

52.212-1INSTRUCTIONS TO OFFERORS--COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

ADDENDUM TO 52.212-1

ORDERING PROCEDURES

52.204-4 PRINTED OR COPIED DOUBLE-SIDED ON POSTCONSUMER FIBER CONTENT PAPER (MAY 2011)

52.204-6 UNIQUE ENTITY IDENTIFIER (OCT 2016)

52.204-7 SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

52.204-12 UNIQUE ENTITY IDENTIFIER MAINTENANCE (OCT 2016)

52.204-13SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (OCT 2018)

52.204-14 SERVICE CONTRACT REPORTING REQUIREMENTS (OCT 2016)

52.204-16COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING (AUG 2020)

52.204-17OWNERSHIP OR CONTROL OF OFFEROR (AUG 2020)

52.204-18COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE (AUG 2020)

52.204-19 INCORPORATION BY REFERENCE OF REPRESENTATIONS AND CERTIFICATIONS (DEC 2014)

52.204-20PREDECESSOR OF OFFEROR (AUG 2020)

52.209-2 PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS-REPRESENTATION (NOV 2015)... 36

52.209-5CERTIFICATION REGARDING RESPONSIBILITY MATTERS (AUG 2020)

52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

52.209-10 PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS (NOV 2015)

52.212-3OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV

2021)

52.212-4CONTRACT TERMS AND CONDITIONS--COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

52.222-18CERTIFICATION REGARDING KNOWLEDGE OF CHILD LABOR FOR LISTED END PRODUCTS (FEB 2021)

52.222-22 PREVIOUS CONTRACTS AND COMPLIANCE REPORTS (FEB 1999)

52.222-25 AFFIRMATIVE ACTION COMPLIANCE (APR 1984)

52.223-6 DRUG-FREE WORKPLACE (MAY 2001)

52.225-25PROHIBITION ON CONTRACTING WITH ENTITIES ENGAGING IN CERTAIN ACTIVITIES OR TRANSACTIONS RELATING

TO IRAN--REPRESENTATION AND CERTIFICATIONS (JUN 2020)

52.227-1AUTHORIZATION AND CONSENT (JUN 2020)

52.227-2NOTICE AND ASSISTANCE REGARDING PATENT AND COPYRIGHT INFRINGEMENT (JUN 2020)

52.227-17 RIGHTS IN DATA--SPECIAL WORKS (DEC 2007)

52.229-3 FEDERAL, STATE, AND LOCAL TAXES (FEB 2013)

52.232-1 PAYMENTS (APR 1984)

52.232-8 DISCOUNTS FOR PROMPT PAYMENT (FEB 2002)

52.232-11 EXTRAS (APR 1984)

52.232-17 INTEREST (MAY 2014)

52.232-23 ASSIGNMENT OF CLAIMS (MAY 2014)

52.232-25 PROMPT PAYMENT (JAN 2017)

52.232-39 UNENFORCEABILITY OF UNAUTHORIZED OBLIGATIONS (JUNE 2013)

52.232-40PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS (NOV 2021)

52.233-1 DISPUTES (MAY 2014)

52.233-4 APPLICABLE LAW FOR BREACH OF CONTRACT CLAIM (OCT 2004)

52.242-13 BANKRUPTCY (JUL 1995)

52.245-1GOVERNMENT PROPERTY (SEP 2021)

52.247-34 F.O.B. DESTINATION (NOV 1991)

1352.208-70 RESTRICTIONS ON PRINTING AND DUPLICATING (APR 2010)

PAGE 5 OF 59 1333ND22QNB100159

Table of Contents

52.203-12 DEV52.203-12 LIMITATION ON PAYMENTS TO INFLUENCE CERTAIN FEDERALTRANSACTIONS (DEVIATION NOV

1990) (JUN 1997)

52.209-12CERTIFICATION REGARDING TAX MATTERS (OCT 2020)

52.212-5CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (MAY 2022)

52.216-1 TYPE OF CONTRACT (APR 1984)

52.216-22 INDEFINITE QUANTITY (OCT 1995)

52.216-27 SINGLE OR MULTIPLE AWARDS (OCT 1995)

52.217-5 EVALUATION OF OPTIONS (JUL 1990)

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

52.237-2 PROTECTION OF GOVERNMENT BUILDINGS, EQUIPMENT, AND VEGETATION (APR 1984)

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

52.252-6AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020)

52.253-1 COMPUTER GENERATED FORMS (JAN 1991)

1352.201-70 CONTRACTING OFFICER?s AUTHORITY (APR 2010)

1352.201-72 CONTRACTING OFFICER`S REPRESENTATIVE (COR) (APR 2010)

1352.209-70 POTENTIAL ORGANIZATIONAL CONFLICT OF INTEREST (APR 2010)

1352.209-73 COMPLIANCE WITH THE LAWS (APR 2010)

1352.209-74 ORGANIZATIONAL CONFLICT OF INTEREST (APR 2010)

1352.215-72 INQUIRIES (APR 2010)

1352.216-75 MINIMUM AND MAXIMUM CONTRACT AMOUNTS (APR 2010)

1352.216-77 CEILING PRICE (APR 2010)

1352.228-70 INSURANCE COVERAGE (APR 2010)

1352.233-70 AGENCY PROTESTS (APR 2010)

1352.233-71 GAO AND COURT OF FEDERAL CLAIMS PROTESTS (APR 2010)

1352.237-75 KEY PERSONNEL (APR 2010)

1352.270-70 PERIOD OF PERFORMANCE (APR 2010)

52.232-99 DEVPROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS CONTRACTORS (AUG 2012)

NIST LOCAL-36TRAVEL NOTE

NIST LOCAL-55ELECTRONIC BILLING INSTRUCTIONS FOR DELIVERY/TASK ORDERS

52.217-7 OPTION FOR INCREASED QUANTITY--SEPARATELY PRICED LINE ITEM (MAR 1989)

SUBCONTRACTING PLAN FORMAT

PAGE 6 OF 59 1333ND22QNB100159

CLAUSES

BILLING RATES

PAGE 7 OF 59 1333ND22QNB100159

BILLING RATES

The Contractor shall bill in accordance with these rates and prices throughout the life of the contract.

(RATES AND PRICES SHALL BE INCORPORATED AT THE TIME OF AWARD)

STATEMENT OF WORK

PAGE 8 OF 59 1333ND22QNB100159

BACKGROUND

The National Institute of Standards and Technology (NIST)/Public Affairs Office (PAO) works to help ensure strong, mutually beneficial relationships with NIST's major stakeholder groups. The Conference Program and

Audiovisual Services Group of the PAO supports NIST Laboratories and major programs by providing professional conference planning and audiovisual services in a cost-effective manner and in accordance with all

Government rules and regulations.

OBJECTIVE

Cafeteria facilities at the NIST Building 101 site in Gaithersburg, MD, are currently undergoing a major renovation and meeting facilities in that building will be temporarily unavailable. The Government has a requirement for offsite venues for official conferences and meetings that include pre-registered participants and invited guests. Attendee numbers will vary by event. Numbers may be as few as 25 or as many as 200. Meeting venues will be required on an as-needed basis, for a period of performance of one year with three one-year option periods.

The objective of this procurement is to establish indefinite delivery/indefinite quantity contracts to provide conference space with audio-visual (AV) and catering services for NIST. Multiple awards are anticipated.

The Contractor shall perform work, in accordance with task orders issued. Task orders shall identify the work required. Work shall be directly related to one or more of the Task Areas identified herein. General requirements apply to task orders as appropriate. Task orders will be issued on a firm fixed price basis. Task orders will be issued in accordance with the section entitled “Ordering Process.”

GO/NO GO REQUIREMENTS

-Quoter must be/represent a meeting venue site. The Government will contract directly with meeting venue sites. The Government is not seeking third party meeting planners.

-Meeting venues must be located not more than 50 miles from the NIST campus in Gaithersburg, MD.

-The venue, including off-site lodging options, or other off-site accommodations, must be within 50 miles from the NIST Gaithersburg, MD facility.

BASE CONTRACT REQUIREMENTS

The following requirements are inherent to award of the base contract. No task order will be issued for these requirements.

Kick-Off Meeting

Upon award of the base contract, the Contractor shall attend a virtual kick-off meeting not later than 15 business days after award. The NIST Contracting Officer (CO), Contracting Officer’s Representative (COR), Technical

Point of Contact (TPOC) and other authorized NIST personnel shall be in attendance. The kick-off meeting shall be utilized to review roles and responsibilities of all parties involved in the contract, review all contract

Beyond key personnel, the Contractor shall determine the appropriate personnel to be in attendance at the meeting. Personnel in attendance must have comprehensive knowledge of and be able to discuss all contract

The Government shall provide the virtual link for the meeting.

PAGE 9 OF 59 1333ND22QNB100159

Status Meetings

At the request of the COR, the Contractor shall participate in status meetings to review the status of a specific task order or of all task orders issued to date. The status meeting shall cover the work completed to date on any given task order(s), any problems encountered, and steps taken to resolve the problems. Status meetings will be conducted virtually. The Contractor and the COR will establish mutually acceptable meeting dates and times.

Beyond key personnel, the Contractor shall determine the appropriate personnel to attend the meeting.

Personnel in attendance must have comprehensive knowledge of and be able to discuss task order requirements.

The Government will provide the virtual link for the meeting.

TASK AREAS

One or more of the following task areas may be included in any given task order.

IN-PERSON EVENTS

General Requirements

The venue shall provide meeting room space, AV services and equipment, and catering services.

The venue, including off-site lodging options, or other off-site accommodations, must be within 50 miles from the NIST Gaithersburg, MD facility.

The venue must have meeting space sufficient to accommodate 200 attendees in one space and 100 attendees in another space at the same time and/or at different times.

The venue shall be 5-minute walking distance to public transportation options.

The venue space shall provide or be within 5-minute walking distance to parking lots or garages that can accommodate a range of 25-200 conference attendees.

The venue space shall 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).

Per Sections 501 and 504 of the Rehabilitation Act of 1973, as well as Title III of the Americans with

Disabilities Act of 1990 (ADA), the venue space shall be physically accessible to people with disabilities

The venue space shall not be a casino property.

Registration fees may be charged to attendees to participate in events, however, the contractor shall not be responsible for this activity for event. NIST will handle all registration and collection of fees.

The venue may be required to accommodate walk-throughs and/or demonstration of audio-visual equipment prior to the commencement of any event.

Conference Space

The Contractor shall provide conference space. Task orders will include, at a minimum, the criteria for conference space, including conference dates, number of meeting rooms required, number of attendees, and required room configurations. All conference space must be appropriate for a professional and business environment.

PAGE 10 OF 59 1333ND22QNB100159

Sleeping Rooms

The venue space shall have in-house lodging accommodations or be within 15-minute driving distance to lodging options.

If providing in-house lodging accommodations, the Government will request a specific quantity or block of “standard” sleeping rooms for federal and non-federal conference attendees, at or below the government per diem rate. Sleeping rooms must be appropriate for professional and business personnel. Unless otherwise specified in the statement of work for a given task order, each sleeping room shall accommodate one person.

A “standard” sleeping room has a bed, desk/work area, individual bath/toilet, television, chair, and closet area.

All rooms must include telephone, alarm clock/radio, and high-speed wireless Internet access.

The Government anticipates that individual travelers will make their own reservations. The Contractor may be required to establish a mechanism for individual travelers to make lodging reservations. The mechanism may be required to distinguish between “federal” and “non-federal” travelers.

The Government understands the risks associated with advanced event planning, in some cases months before the event. The Government intends to maintain communication with the Contractor during the days/weeks prior to the event to provide updates to the Contractor on registration and anticipated attendance at any given event.

The Contractor shall provide rates at or lower than the rates allowed by Government Travel Regulations (GTR) for sleeping rooms for federal employees, and GTR or the best possible corporate rate for sleeping rooms for non-federal employees, as well as the best possible attrition terms, Audio Visual and Related Services and Equipment

The venue space shall provide audio visual services and equipment to facilitate an in-person and/or a hybrid conference. The Contractor shall ensure that all AV equipment functions in advance of all events.

The Contractor shall provide on-site set up, operation and support for AV equipment. AV equipment requirements shall be defined in the statement of work for each task order. Audio visual services may include any or all of the following: Data/video projection; Audio Amplification; Webcasting; Webinars; Video and/or

Audio Recording; Audio Bridging Services; Simultaneous Translation Equipment and Services; Wifi;

Computers; and/or Event production lighting.

Catering

The Contractor’s venue shall have in-house or facility-approved catering service that provides the following food service offerings: Continental and Hot Breakfast; AM and PM Coffee Breaks; Boxed Lunches; Buffet-

Style Lunches; Receptions with Cash Bar Banquet Dinners.

On-Site Support

Provide onsite support to answer questions and resolve issues that arise during the meetings, troubleshoot internet access issues, and provide direction to meeting attendees with respect to the location of various meeting spaces. Task orders will identify the required timelines for on-site support.

Administrative

-Print and compile the necessary printouts for events. Handouts may include, but are not limited to agenda, logistical handouts, meeting room map, content-related handouts, facility amenities and/or maps. Task orders will detail all requirements.

-Provide printing capabilities or make a printer/copier/scanner available for meeting attendees at the meeting site.

PAGE 11 OF 59 1333ND22QNB100159

-Provide periodic hotel room pickup reports relevant to sleeping room reservations.

-Provide costs at the conclusion of the event, including but not limited to meeting planning labor, meeting space, lodging rooms, audio-visual equipment and services, and WIFI in public spaces.

VIRTUAL/HYBRID EVENTS

The Government anticipates the execution of virtual/hybrid events over the life of the contract. It is the technical opinion of the Government that virtual/hybrid events may not be commonplace to all venues at this time. The Government prefers but does not require that quoters have the capability and experience to perform all of the general requirements and provide a virtual event platform as described herein. Quotations must identify the quoter’s real time capabilities and experience relevant to virtual/hybrid events.

General Requirements

The Government anticipates virtual/hybrid events taking place over the life of the contract. For the purpose of this statement of work, a virtual/hybrid event could include one or more of the following:

-Hosting of the virtual event platform for virtual conference participants and provide logistical and help desk support to answer questions and resolve issues that arise during any virtual event.

-Broadcasting the live sessions from the in-person conference to remote participants.

-Broadcast remote speakers into the live in-person sessions of the conference.

-Provide live and remote participant question and answer (Q&A) sessions.

-Broadcast pre-recorded presentations into both the live in-person and virtual sessions.

-Record conference sessions for on-demand playback.

-Provide technical dry-runs to all presenters.

Contractor Provided Virtual Event Platform

The Contractor may be required to provide and support a virtual event platform that may include any or all of the following:

-Provide a landing website accessible from any browser and mobile device.

-Provide the workshop schedule by day, listing presentation and poster by title, primary author and institution.

-Host as few as ten up to 550 participants.

-Host Plenary Sessions, Oral Contributed Sessions, Poster Sessions, Vendor Exhibits, Networking and Job Fair rooms.

-Host live sessions outlined in Plenary Q&A Sessions, Oral Contributed Q&A Sessions, Poster

Sessions, and Networking rooms.

-Provide a Q&A and chat portal for attendee questions.

-Provide an attendee report post-workshop.

-Provide the ability for private chat messaging between participants.

-Host pre-recorded presentations.

-Host documents outlined in Poster Sessions, Vendor Exhibits and Job Fair. Personally identifiable information (PII) MUST NOT be shared on job postings, CVs, in chat, or elsewhere within any platform.

-Provide a call-in access option for attendees to participate in live workshop sessions.

-Provide only registered attendees access to the virtual platform. NIST will provide the reg istrant list prior to the workshop, and/or throughout the workshop dates as attendees register.

-E-mail participants instructions on how to join and use the platform.

Information Technology (IT) Security

Prior to NIST’s utilization of a Contractor-provided platform, the Contractor must demonstrate that all its components and controls within the system boundary are compliant with the Federal Information Processing

Standards (FIPS) Publication 200, ‘Minimum Security Requirements for Federal Information and Information

Systems’ and NIST Special Publication 800-53 ‘Security and Privacy Controls for Federal Information Systems and Organizations,’ at the low, moderate, or high impact level.

PAGE 12 OF 59 1333ND22QNB100159

Acceptable evidence of compliance may include the following (in order of preference): FedRAMP authorization, an Authorization to Operate (ATO) letter issued by a Federal Government agency as evidence that they have been assessed and authorized at the appropriate impact level, or that they have passed an independent security audit (e.g., Statement on Standards for Attestation Engagements (SSAE), PCI Data

Security Standard (PCI DSS), etc.).

If the Contractor does not have any of the above, the Contractor shall provide the Government with updated IT security documentation that reflects the Contractor’s latest IT security posture, such as security documentation outlining independently assessed IT security processes and procedures that have been implemented that meet the equivalent of a FISMA low impact level assessment. This requirement covers all of the Contractor’s IT

(hosting, data access, storage, administration, etc.)

The Contractor shall not utilize their platform with NIST data until the ATO is issued by NIST.

NIST Provided Platforms

Given the limited number of web platforms having been granted an ATO, the Government reserves the right to utilize its own platform for the event. The platforms utilized by the Government for which an ATO has been granted include: Bluejeans and Bluejeans Event.

Use of a NIST provided platform requires that the Contractor provide all equipment and provide all services necessary to broadcast the live sessions to/from the conference room(s) to/from the NIST platform.

Post-Workshop Recording

The Contractor may be required to record event sessions and deliver a standard file, such as an MPEG- 4 (MP4) file, for each presentation, electronically via file transfer to NIST.

DELIVERABLES

Deliverables will be defined in individual task orders.

PERIOD OF PERFORMANCE

The period of performance shall be for a period of one year from the date of award with three one-year option periods.

PERSONNEL REQUIREMENTS

Key Personnel

The Government will identify the Project Manager and the venue Event Planner as Key Personnel in the resultant contract. Reference Department of Commerce Acquisition Regulation (CAR) Clause 1352.237-75

KEY PERSONNEL. Key personnel must possess all of the following experience and expertise.

The Project Manager must have demonstrated sales experience. Experience with hospitality sales is preferred.

The Project Manager must also have demonstrated experience and expertise managing multiple contract actions concurrently. This includes, at a minimum: Managing multiple, concurrent task orders, responding to requests for quotation, administration of task orders, and managing all task orders awarded.

The Event Planner must have demonstrated experience planning of both large (300-500 participants) and small technical workshops, meetings, and conferences.

PAGE 13 OF 59 1333ND22QNB100159

Additional Personnel

Audio Visual (AV) Manager

The AV Manager will be an integral part of the Contractor’s team. The Government anticipates that the AV

Manager will be identified on most task orders and be a primary point of contact for communication with NIST

AV personnel. Individual(s) serving as AV Managers must meet all of the following requirements:

-Experience setting up, operating and troubleshooting the full complement of AV professional equipment and systems for live events, for video` and audio recording, for streaming video and webcasting.

-Experience coordinating AV requirements for virtual and in-person conferences and meetings.

Technical Team

The Contractor must have the resources to establish and maintain a technical team, throughout the life of the contract, who, collectively, possess all of the following expertise and experience.

-Ability to book onsite or provide a listing of nearby guest sleeping room accommodation information as needed for groups.

-Experience setting up, overseeing and executing the full complement of food and beverage functions.

- Minimum of three years of sales experience required; hospitality sales preferred.

-Ability to review and monitor work for quality, efficiency and timeliness.

-In coordination with the COR, interact with Government and Contractor personnel;

-Proactively identify issues/problems, recommend action, and take action to direct the analysis and solutions of issues/problems.

- Provide space availability and room configurations.

- Oversee catering functions;

-Prepare accurate and timely Banquet Event Orders.

-Ability to develop requirements and budgets and have the knowledge of industry standards and best practices on safety to ensure that the crew properly addresses tripping hazards and any other safety issues.

MOCK TASK ORDER NUMBER 1

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BACKGROUND

The National Institute of Standards and Technology (NIST) published "An

Introductory Resource Guide for Implementing the Health Insurance

Portability and Accountability Act (HIPAA) Security Rule (SP 800-66

Revision 1)" in October 2008 to assist covered entities in understanding and properly using the set of federal information security requirements adopted by the Secretary of Health and Human Services (HHS) under the

Health Insurance Portability and Accountability Act of 1996 (HIPAA, Public

Law 104-191). HIPAA required the Secretary to adopt, among other standards, security standards for certain health information. These standards, known as the HIPAA Security Rule, were published on February

20, 2003. In the preamble to the Security Rule, several NIST publications were cited as potentially valuable resources for readers with specific questions and concerns about IT security.

The HIPAA Security Rule specifically focuses on the safeguarding of electronic protected health information (EPHI). All HIPAA covered entities, which include some federal agencies, must comply with the

Security Rule, which specifically focuses on protecting the confidentiality, integrity, and availability of EPHI, as defined in the

Security Rule. The EPHI that a covered entity creates, receives, maintains, or transmits must be protected against reasonably anticipated threats, hazards, and impermissible uses and/or disclosures.

PURPOSE

The Contractor shall provide meeting room space and audio-visual equipment for a HIPAA Security Conference. The purpose of this scientific conference is to address the dynamic and challenging environment faced by all organizations that encounter health records or information.

Meeting Location, Dates, and Anticipated Number of Attendees

The meeting space must be located in the Washington, DC area. The meeting shall be conducted for three consecutive days in April of 2023. No Mondays or Fridays are permitted with the three-day period.

NIST anticipates between 100-200 attendees.

TASKS

Kick Off Meeting

The Contractor shall attend a kick-off meeting, not later than 15 days from the date of the task order award. The meeting shall be conducted via video conference. NIST will facilitate the video conference and provide all required nomenclature to the Contractor.

The Contractor shall contact the NIST Contracting Officer’s Representative

(COR) and Technical Point of Contact (TPOC) (to be identified at the time of award), to schedule a mutually acceptable date and time for the kick-off meeting.

The purpose of the kick-off meeting is to review all task order requirements and review all required deliverables. The kick-off meeting shall not result in any changes to the statement of work.

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At a minimum, the Contractor’s Project Manager shall attend the meeting.

Other individuals may be in attendance at the Contractor’s discretion.

Site Visit

No later than February 2023, the Contractor shall arrange a site visit for

COR, TPOC, Conference Chair and designees. The site visit shall be one business day in length. Attendees shall walk through the venue, visually inspect spaces, and take photos. This is necessary for NIST staff to plan and prepare the NIST provided signage and other program specific items.

Pre-Conference Meeting

The Contractor shall arrange a pre-conference (precon) discussion and walk-through with the COR, TPOC, Conference Chair, and designees at 10:00 am the day prior, to confirm that all set ups and arrangements are in order and in place. At a minimum, the Contractor’s Project Manager and task order key personnel, shall attend the meeting. Other individuals may be in attendance at the Contractor’s discretion.

Venue Requirements

The Contractor shall provide meeting space. The meeting space shall have space to accommodate all the following:

-One Plenary Room to accommodate 200 attendees in classroom-style

-One Registration Area with registration counters. The number and size of counters shall be suitable for a 200-person meeting and shall be used all three meeting days to support onsite badge pick-up, on-site registration, and attendee support.

Audiovisual and Related Equipment

-NIST shall provide the content delivery network for webcasting.

-If obstructions are present in the room (e.g. column, room divider, or dimensions of the room) additional equipment shall be provided by the

Contractor to ensure that all attendees are able to see and hear the speakers. Furthermore, the space shall conform to AVIXA standards as it pertains to audio and visual elements.

-Vendor shall comply with OSHA safety standards pertaining to trips, falls, and other related hazards such as properly securing equipment and providing handrails and ramps as necessary.

-Presenters will be recorded and streamed live. The Contractor shall provide the necessary camera equipment to capture speakers from multiple angles, to include podium presenters, panelists, and audience Q&A.

-The venue shall provide assistive devices to hearing impaired attendees upon request to meet 508 compliance.

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Minimum Requirements:

Stage/Riser shall include all of the following:

1. Presentation Podium.

2. Skirted table(s) and chairs to comfortably fit 5 panelists.

3. Stairs with handrails on and off stage; stage shall comply with OSHA standards when applicable.

4. Dress kits, pipe and drape, tablecloths, and skirting for all equipment as needed to avoid the appearance of loose wires and exposed stands. Further, all equipment shall be properly secured using the appropriate fasteners such as sandbags, ties, or clamps.

Production Lighting for Recorded Presentations:

1. Speakers and presenters shall be appropriately lit for video recording. With available options to talking head, stage view, and panel view.

2. Stage lighting package shall be used to light the podium and panel table

3. Up-lighting shall be used on the pipe and drape onstage

Projection shall include all of the following:

1. Screen size must meet AVIXA standards appropriate for the furthest viewing position.

a. ex: if the viewing angle is interrupted or viewing distance is outside of AVIXA standards, additional screens must be provided.

b. ex: if the viewing distance becomes an issue, delay screens or monitors must be provided as well.

2. (16:9) Projector shall follow AVIXA formula for appropriate brightness in all lighting conditions.

3. The Contractor shall identify, within their quotation, if front projection or rear projection is appropriate for the room. Space permitting, rear projection is preferred. Projection stations in the center isle are suboptimal.

Video:

1. The Contractor shall provide two (2) Laptops which will include digital outputs, MS Office suite, and hardwired internet connection.

a. One presentation laptop to show presentations from tech station;

b. One streaming laptop at tech station.

2. Video input at podium in the event a presenter chooses to show their own slides.

3. One (1) confidence monitor for the stage area, with the ability to route local presentation in addition to far-end-collaborative content such as a browser screen or other displayed content.

4. Video mixer capable of switching between local IMAG, presentation, and remote presenters that may include speakers and attendees.

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5. For streaming to NIST’s Content Delivery Network (CDN); ability to

ISO any of the switched program video feed without interruption to the recording feed.

6. Record and capture several types of content which may include live-mixed camera footage, presentations, far-end video, and other displayed videos or images.

7. The Contractor shall provide a mixer capable of processing local video and graphic inputs for local recording. To accommodate a webcast with mixed audio video stream, the venue shall provide a secondary mix.

8. The Contractor shall provide a timer for speakers, laser pointers, and slide advancer.

Audio:

1. The Contractor shall provide the necessary audio equipment to allow all attendees to intelligibly hear all speakers and presentations regardless of their proximity to the stage. Necessary equipment shall include:

a. (1) wired podium microphones;

b. (2) wireless combination microphones (ex. lavalier, handheld);

c. (5) gooseneck push to talk table microphones with stands;

d. (2) Q&A Microphones on floor stands;

e. (2) appropriate 3.5 mm computer audio inputs, one at podium and one at the tech table.

f. Audio input for remote speakers to present during the event.

2. An audio mixer capable of sending independent audio mixes to both the in person and virtual audience.

3. Digital signal processing equipment for the sound system.

Venue:

1. Three (3) hardwired internet connections, with sufficient bandwidth to stream to NIST’s CDN.

2. The Contractor shall ensure adequate access to electrical outlets or power drops.

3. The Contractor shall provide dedicated AV technicians for all sessions;

4. The Contractor shall provide all labor to set and strike the event.

Period of Performance

The period of performance shall be from the date of award through May 30, 2023.

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Deliverables

-Kick-Off Meeting no later than 15 days after award

-AV equipment and labor list

-Site visit scheduled by Feb 2023

-Pre-con meeting scheduled for one day prior to conference

-Successful execution of meeting

MOCK TASK ORDER NUMBER 2

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BACKGROUND

The National Institute of Standards and Technology (NIST)/Public Affairs

Office (PAO) works to help ensure strong, mutually beneficial relationships with NIST's major stakeholder groups. The Conference Program and Audiovisual Services Group of the PAO supports NIST Laboratories and major programs by providing professional conference planning and audiovisual services in a cost-effective manner and in accordance with all

Government rules and regulations.

The National Institute of Standards and Technology will host the 7th CCM

International Conference on Pressure and Vacuum Metrology (CCMPV7).

OBJECTIVE

The venue shall provide meeting requirements for the CCMPV7 Conference.

The meeting space shall be located in the Washington, DC area. The meeting shall be conducted May 16-18, 2023. NIST anticipates between 60-120 attendees.

SEPARATELY PRICED OPTION LINE ITEMS

The task order includes separately priced option line items to add catering for additional numbers of attendees. Three separately priced option line items, for 20 additional attendees per option line item, are included and must be priced. The Government will exercise the option line items at its discretion, subject to the availability of funds, in the event registration exceeds 60 participants.

Pricing for separately priced option line items shall remain valid from the date of award of the task order through 15 days prior to the start date of the CCPMV7 event.

LINE ITEM 0001: BASE LINE ITEM: MEETING REQUIREMENTS

Kick Off Meeting

The Contractor shall attend a kick-off meeting, not later than 15 days after the date of the task order award. The meeting shall be conducted via video conference. NIST will facilitate the video conference and provide all required nomenclature to the Contractor.

The Contractor shall contact the Contracting Officer’s Representative

(COR) and Technical Point of Contact (TPOC) to schedule a mutually acceptable date and time for the kick-off meeting. The purpose of the kick-off meeting is to review all task order requirements and review all required deliverables. The kick-off meeting shall not result in any changes to the statement of work.

At minimum, the Contractor’s Project Manager and key personnel, shall attend the meeting. Other individuals may attend at the Contractor’s discretion.

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Site Visit

Not later than October 2022, the Contractor shall arrange a site visit for

COR, TPOC, Conference Chair and designees. The site visit shall be one business day in length. Attendees shall walk through the venue, visually inspect spaces, and take photos. This is necessary for NIST staff to plan and prepare the NIST provided signage and other program specific items.

Pre-Conference Meeting

The Contractor shall arrange a pre-conference discussion and walk-through with the COR, TPOC, Conference Chair, and designees at 10:00 am the day prior, to confirm that all set ups and arrangements are in order and in place. At a minimum, the Contractor’s Project Manager and task order key personnel, shall attend the meeting. Other individuals may attend at the

Contractor’s discretion.

Venue Requirements

The Contractor shall provide in-house lodging or be within a 15-minute drive of the meeting venue.

1. Lodging Requirements

Sleeping room blocks have been calculated based upon estimated attendance and historical data. NIST chooses this number conservatively so as not to incur attrition fees. The Contractor shall ensure that all efforts are put forth to minimize attrition fees.

a. The Contractor shall provide sleeping rooms for 40 overnight attendees that is at or below the current government per diem rate and taxes for the geographic location where the meeting takes place.

i. May 15, 2023 – 20 rooms

ii. May 16, 2023 – 40 rooms

iii. May 17, 2023 – 40 rooms

iv. May 18, 2023 – 40 rooms

v. May 19, 2023 – 5 rooms

b. Attendees, both federal and non-federal, will make their own reservations. The Contractor shall ensure that a mechanism exists for individual attendees to make lodging reservations for meeting. All attendees shall pay for their sleeping rooms. The mechanism must distinguish between federal and non-federal attendees.

c. The Contractor shall provide biweekly 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.

2. Meeting Space

The Contractor shall provide meeting space for May 16-18, 2023. All meeting rooms shall be set and ready for programming by 3pm on May 15, 2023, with the exception of the registration desk area that will begin at

12:00 noon on May 15, 2023.

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-One (1) Plenary/General Session/Main room to accommodate up to 120 in classroom.

-One (1) Minimum 1000 square foot ballroom space to accommodate Lunch and

Dinner in rounds, Reception, Poster Session with four (4) posterboards

(4’x8’ boards), and vendors with ten (10) 6-foot tabletops.

-One (1) registration area (foyer or built-in registration desk) if location in foyer will need sufficient space for minimum two (2) skirted

6-foot tables and in close proximity to main plenary room.

3. Audiovisual (AV) Services and Equipment

a. Plenary/General Session/Main room i.One (1) Podium Microphone ii.One (1) Lavalier Microphone iii.One (1) Projector appropriate size for the room iv.One (1) Projection screen(s) (appropriately sized for room and projected image that all attendees can see from all seats in the room) with dress kits v.One (1) Wireless handheld microphone on stand for audience Q&A vi.One (1) Confidence Monitor vii.One (1) Laser pointer viii.One (1) Slide advancer ix.One (1) Wired internet for laptop x.One (1) Laptop for presentations xi.All labor to set/strike xii.AV Tech on call

b. Room for Meals/Posters/Exhibits i.One (1) Podium Microphone

c. Registration Area i.Three (3) power strips and extension packages per strip ii.One (1) laptop (for onsite registration) iii.Three (3) wired internet lines

d. One (1) Poster and Vendor Display Room i.Electrical outlets available for ten (10) table-top vendors ii.Power Strips/Extension cords available for ten (10) table-top vendors

4. Food and Beverage

a. Day 1

i. AM Coffee and Tea Service with snacks. Not-to-exceed (NTE) $18 per person (PP) ii.Buffet Lunch NTE $35 PP iii.PM Coffee Break with Snack NTE $18 PP

b. Day 2 i.AM Coffee and Tea Service with snacks NTE $18 PP ii.Buffet-Style Lunch NTE $35 PP

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iv.Reception with five (5) passed hor' dourves NTE $35 PP and Cash Bar with Bartender (2 hours for Bartender 6-8pm) v.Dinner – seated plated dinner (Start time 7pm) NTE $60 PP

c. Day 3 i.AM Coffee and Tea Service with snacks NTE $18 PP ii.Buffet-Style Lunch NTE $35 PP

The Government requires the above referenced catering services for a total of 60 participants. In the event that registration is less than 60, the

Government must secure the maximum benefit considering all of the following:

1) All food and beverage requirements must be met to avoid meeting room rental charges;

2) A sufficient quantity of food must be provided for registered participants; and

3) The Government is not paying for food and beverage that is not required, should registration numbers be below 60.

Accommodation of Dietary Restrictions

Accommodation shall be made for dietary restrictions identified by registrants, which may include but not be limited to: Vegetarian, Vegan, Gluten Free, Nut Allergy, No Dairy, etc. The COR/TPOC shall confirm all catering items with the Contractor. These accommodations shall not impact the total firm fixed price of the contract. All food shall be labeled as applicable.

5. Furniture

a. Plenary/General Session/Main room i.One (1) Podium

b. Room for Meals/Exhibit and Posters i.One (1) Podium

c. Registration area if not using build in registration area i.Two (2) six-foot skirted tables ii.Four (4) chairs

d. One (1) Poster and Vendor Display Room i.Ten (10) six (6) foot skirted tables with two (2) chairs each ii.NIST will be renting three poster boards to be delivered between 3-5pm on May 15, 2023.

6. Labor

a. The Contractor shall provide all labor required to complete all of the following:

i.Setup and tear down equipment and furniture. Set up is required the day before and breakdown the day after the event.

ii.Staff on call to troubleshoot all audio-visual equipment.

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LINE ITEM 0002 - SEPARATELY PRICED OPTION LINE ITEM

ADDITIONAL CATERING FOR 20 GUESTS

The Contractor shall provide catering for an additional 20 guests.

LINE ITEM 0003 – SEPARATELY PRICED OPTION LINE ITEM

LINE ITEM 0004 – SEPARATELY PRICED OPTION LINE ITEM

PERIOD OF PERFORMANCE

The period of performance shall be from the date of award through June 20, 2023.

DELIVERABLES

-Kick-Off Meeting no later than 15 days after award

Due date: Not later than 15 days after award

-AV equipment and labor list

Due date: To be determined by the Contractor

-Catering order

Due date: To be determined by the Contractor

-Lodging reports

Due date: Bi-weekly beginning three months prior to the event

-Site visit

Due date: October 2022

-Pre-con meeting

Due date: One day prior to conference

-Execute meeting

Due date: May 16-18, 2023

EVALUATION CRITERIA

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The Government anticipates multiple awards, however, reserves the right to adjust the number of contracts awarded, if it determined to be in the Governments best interest to do so.

The Government will utilize a GO/NO GO evaluation and best value when evaluating quotations.

GO/NO GO

Quoters must meet all go/no go requirements identified in the statement of work.

Quotations will first be evaluated to confirm that all go/no go requirements have been met. Quotations that satisfy all go/no go criteria, will be evaluated under Best Value.

Quotations not meeting all mandatory requirements will not be considered further for award.

BEST VALUE EVALUATION

The Government will award one or more indefinite delivery/indefinite quantity contracts, resulting from this solicitation to the responsible quoter(s) whose quotation(s), conforming to the solicitation, result in the best value to the Government, price and other factors considered.

The following will be used to evaluate quotations:

Capability

Personnel Resources

Experience

Past Performance

Price

Capability, Personnel Resources, Experience and Past Performance shall be equal in importance to each other. Capability, Personnel Resources, Experience, and Past

Performance, when combined, shall be equal in importance to price.

In determining best value, stronger consideration shall be given to the Capability and

Experience evaluation factors as stated herein. The Government encourages Contractors to team with small business in completing the required work.

CAPABILITY

Documentation provided by the Contractor will be evaluated to determine the degree to which the quoter demonstrates the capability to coordinate and secure meeting space and sleeping rooms for large groups (up to 200 attendees), provide and execute audio visual services, provide and execute catering services, complete administrative requirements, and plan, support and execute virtual/hybrid events.