191N6025Q0010-PR15569378-SOW-U.S.-India Space business forum in Bengaluru.pdf

Scope of Work

Event Management/Planning of U.S.-India Space Business Forum in Bengaluru

Section A

PROJECT DESCRIPTION:

What: U.S.-India Space Business Forum

When: Two days – either December 8-9, 9-10, 15-16, or 16-17, 2025.

Where: Bengaluru, Karnataka

Why: The U.S.-India Space Business Forum (SBF) will be held in Bengaluru to continue to grow and foster bilateral commercial space engagement between

G2G, G2B, and B2B stakeholders from the U.S. and India. The SBF is the follow-on to the May 2024 “U.S.- India Commercial Space Cooperation Conference:

Unlocking Opportunities for U.S. Industry and Indian Space Startups” a deliverable of the Civil Space Joint Working Group, sub-working group for Commercial Space.

Goal: The two-day SBF will be a conference focused on commercial space cooperation opportunities, to provide valuable information and recent updates on the space sector in both countries, with content aligning with the four pillars/focus areas of the U.S.-India Commercial Space Sub-Working Group: Market

Access; Government Procurement; FDI (India’s FDI reforms); and Export Controls.

In addition, the SBF will have B2B matchmaking for both the Indian and U.S.

participants.

Audience: U.S. and Indian Space companies, relevant business and industry associations, think tanks, and academia.

Objective:

• Advance U.S.-India bilateral space cooperation through the participation and input of the U.S. private sector in G2G policy deliberations.

• Develop mutually beneficial partnerships with the GOI and Indian space commerce firms for American business (e.g., joint R&D, licensing).

• Help American companies identify opportunities for the sale of their goods and services in the Indian market, including the use of U.S. launch systems and services by Indian clients, supporting the Administration’s priority to increase U.S.

exports and reduce the U.S. trade deficit with India.

The purpose of this Event Management/planning solicitation is to invite applications from responsible and responsive Contractors to provide services to the U.S. Consulate General Chennai. Event management/planning includes, but is not limited to, assisting in the development, design, and implementation of scheduled events to better service per the needs of the Consulate for its planned

U.S.-India Space Business Forum.

SERVICE CATEGORIES:

For services

• Conference/Event Planner: Duties to include but not limited to:

Obtaining conference venue for 200 participants, and designing a conference with food and beverage, graphic design, event-related signage and backdrops, multi-media meeting coordination, audio/visual equipment, complete registration services, signage, AV/IT personnel, developing conference agenda, coordination with conference speakers, administrative support services, and other conference-related support as required for planning and execution of a conference for 200 participants.

a. Pre-Event Planning

• Assist in developing a project timeline.

• Source and secure venue, catering, A/V, graphics, etc.

• Coordinate with vendors (A/V, graphic design, etc.)

• Develop floor plans and seating arrangements.

• Coordinate branding, signage, and materials.

• Plan registration and check-in procedures.

b. Marketing & Communication

• Collaborate with U.S. Consulate General Chennai on promotional campaigns.

• Coordinate with graphic designers for promotional materials.

• Set up and manage a registration system for the event.

• Mail invitations, provide RSVP and registration tracking.

c. Speaker and Program Coordination

• Work with ConGen Chennai to identify and confirm speakers.

• Collect bios, headshots, and presentation materials.

• Draft event agenda and run of show.

• Manage speaker communications and logistics.

• Coordinate preconference planning calls with panelists and speakers.

d. Day-of Event Management

• On-site coordination of staff and vendors.

• Supervise setup and breakdown.

• Serve as point-of-contact for all logistics.

• Manage registration/check-in desk.

• Troubleshoot and resolve any issues as they arise.

e. Post-Event Wrap-up

• Manage breakdown and vendor check-outs.

• Assist with post-event survey and feedback collection.

• Provide final report with lessons learned and attendee metrics.

• Meeting/Conference Room: Main conference hall for 200 pax capacity with audio/visual equipment, high speed internet connection, tables, chairs, podium, pipe, and drape. Breakout space for two concurrent sessions and location for B2B matchmaking.

• Audio/Visual Equipment: Equipment to include, but not limited to: lighting, event audio, TV monitors, screens, projectors, signs, and signage. Must provide additional related equipment, as needed.

• Information Technology/Audio Visual Personnel: Personnel to assist with sound and presentations for planned events. Personnel must be knowledgeable in operating IT/AV equipment.

• Graphics/Printed Materials: Develop, design, and print signage, backdrop, and conference brochures.

• Matchmaking Coordination – “Speed Dating” Sessions: The Contractor shall organize and facilitate structured matchmaking sessions designed to encourage networking and meaningful connections among attendees. These sessions will follow a “speed dating” format. Responsibilities include but are not limited to:

a. Design Session Format: Develop a matchmaking format based on attendee profiles and conference goals (e.g., investor-startup, mentor-mentee, buyer-supplier).

b. Registration & Pre-Matching: Collect participant preferences and information in advance to optimize session pairings.

c. Scheduling: Create and manage schedules for individual rounds (e.g., 20–

25-minute meetings with timed rotations). Meeting schedules due to participants three business days before the session.

d. Facilitation: Provide on-site coordination, timekeeping, and clear signage to guide participants through the event.

e. Technology Use: Provide and use digital matchmaking platforms.

Contractor’s qualification and past experience:

• Contractor must provide documentation showing at least five years of experience in event management and conference planning and matchmaking.

• The Contractor shall employ a competent supervisor or foreman, satisfactory to the Government, to oversee the Space Business Forum and be available for communication and coordination in the lead up to the Forum and working and on-duty throughout the Forum.

• The Contractor shall employ competent technicians to perform the work and services required.

Contractor Responsibilities:

• Contractor shall not act in any capacity that would lead the public to believe they are representatives of the U.S. Government.

• Contractor shall protect any confidential business information or other sensitive information. The contractor shall not disclose any such information to any party other than the Contract Officer Representative (COR) and Contract Officer (CO).

• Contractor shall inform the COR immediately of the receipt of any confidential business information or other sensitive information via telephone or in person and shall follow up with a report of any such information via email to the COR, no later than 24 hours from receipt of any such information.

• COR and CO shall review any confidential business information or other sensitive information received for any appropriate action.

Section B

MILESTONES / DELIVERABLES:

Project completion time from signing of contract: Conference to take place either

December 8-9, 9-10, 15-16, or 16-17, 2025.

Section C

TERMS AND CONDITIONS:

1. INSPECTION AND ACCEPTANCE

The COR, or his/her authorized representatives, will inspect from time to time the services being performed and the supplies furnished to determine whether work is being performed in a satisfactory manner, and that all supplies are of acceptable quality and standards.

The Contractor shall be responsible for any countermeasures or corrective action, within the scope of this contract, which may be required by the Contracting

Officer as a result of such inspection.

2. CONTRACTING OFFICER'S REPRESENTATIVE (COR)

(a) The Contracting Officer may designate in writing one or more

Government employees, by name or position title, to take action for the

Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer, and this authority is delegated in the designation.

(b) The COR for this contract is PD section’s Resource Co-ordination

Assistant in charge of Procurements.

3. LAWS AND REGULATIONS

• The Contractor shall, without additional expense to the Government, be responsible for complying with all laws, codes, ordinances, and regulations applicable to the performance of the work, including those of the host country, and with the lawful orders of any governmental authority having jurisdiction. Host country authorities may not enter the work site without the permission of the Contracting Officer. Unless otherwise directed by the

Contracting Officer, the Contractor shall comply with the more stringent of the requirements of such laws, regulations, and orders and of the contract.

In the event of a conflict between the contract and such laws, regulations and orders, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

• The Contractor shall comply with all local labor laws, regulations, customs, and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

• The Contractor shall give written assurance to the Contracting Officer that all subcontractors and others performing work on or for the project have obtained all requisite licenses and permits.

• The Contractor shall submit proper documentation and evidence satisfactory to the Contracting Officer of compliance with this clause.

4. INSTRUCTIONS ON HOW TO SUBMIT A QUOTATION

QUALIFICATIONS OF OFFERORS:

Offerors/quoters must be technically qualified and financially responsible to perform the work described in this solicitation. At a minimum, each

Offeror/Quoter must meet the following requirements:

(1) Be able to understand written and spoken English.

(2) Have an established business with a permanent address and telephone listing in India or plans to establish an office within 30 days of contract award.

(3) The offeror shall provide proof of SAM registration to include the SAM UEI number.

(4) Have the necessary personnel, equipment and financial resources available to perform the work.

(5) Have all licenses and permits required by local law.

(6) Meet all local insurance requirements.

(7) Have no adverse criminal record; and

(8) Have no political or business affiliation which could be considered contrary to the interests of the United States.