SOW Version 3.0 Track Changes.docx

Department of Homeland Security (DHS) Science & Technology Directorate (S&T)

Statement of Work (SOW) for 2020/2021 Event Space Services

1.0 GENERAL

The U.S. Department of Homeland Security Science & Technology Directorate (S&T) focuses on providing cutting-edge tools, technologies, and knowledge products for the Department’s components and the nation’s Homeland Security Enterprise. S&T strives to enable effective, efficient, and secure operations across all homeland security missions by applying scientific, engineering, analytics, and innovative approaches to deliver timely solutions in support of the Department’s mission.

S&T partners with innovators in academia and the private sector to explore and realize the latest advances in technology development. S&T routinely forms partnerships through such opportunities as the Silicon Valley Innovation Program, Small Business Innovation Research grants, and Broad Agency Announcement research & development grants. These and other partnerships enable S&T to pair with people that are exploring the art of the possible in technologies and tools that might serve the Department’s mission.

S&T benefits from having a presence at various technical conferences; networking at these events enables S&T to raise awareness of partnership opportunities with first responders as well as the academic, private and other government sectors. This Statement of Work is The vendor to support S&T booth presence at up to four events, which may include:

ISC West: International Security Conference & Exposition, Las Vegas, NV, July 20-22, 2020 IWCE: International Wireless Communications Expo, Las Vegas, NV, August 24-28, 2020 IoT World: Internet of Things World Conference & Expo, San Jose, CA, August 10-13, 2020 FDIC: Fire Department Instructors Conference, Indianapolis, IN, dates to be determined for 2020

Due to major schedule changes for national events caused by the COVID-19 pandemic, specific conference dates may change, specific conferences may transfer to a virtual environment, and different events may be identified by S&T.

1.1 OBJECTIVE

The purpose of this effort is to have the vendor provide exhibit services and enable S&T to have dedicated spaces or virtual experienes (e.g. exhibit booths along with audio/visual/IT capabilities), which S&T will use to present interesting, appealing aspects of its’ mission space that will be of interest to conference attendees. The goal of developing a virtual exhibit presence is to provide S&T customers direct access to target content and technology solutions. In meeting the specific requirements and tasks, the vendor shall make the best effort to satisfy S&T needs, although external conditions may prevent the realization of the optimal solution in certain cases.

To prepare for future trends, including virtual exhibit engagements, S&T is also requesting support services to develop a virtual exhibit booth experience for the S&T website, which has capabilities to be transferred to external virtual exhibit platforms.

2.0 SPECIFIC REQUIREMENTS/TASKS

· The vendor shall reserve for S&T space at each of the venues according to the requirements and time frames provided by each event host; assist with deadlines and required completion of venue paperwork, including certificate of insurance

· The vendor shall co-design booth set-up ideas and deliver services for physical or virtual showcase displays, including technology demonstrations and designated space for scheduled tech-talks, office hours and stakeholder meet-ups

· The vendor shall provide services for physical exhibit showcase installation and dismantling, including:

· Execution of services for electric, drayage shipping, handling and delivery.

· Track and monitor drayage, including number of containers and weights.

· Monitor warehousing and logistics on-site at target conference venues, and the ability to communicate back to client within one hour, should conflict or delay arise

· Travel if required to coordinate with DHS S&T stakeholders, including the collection and integration of booth equipment and handling and shipping of materials, including collateral boxes.

· Provision of display monitors and assist with building and managing digital content in advance and during events; including on-site trouble-shooting

· Coordination with convention center staff to ensure the exhibit booth is efficiently and seamlessly managed from move-in to move-out.

· Ensuring the space has clean carpet and that furniture (tables, chairs) for S&T staff is available.

· The vendor shall provide graphic support capabilities for physical booths, including:

· Creating customized booth materials and graphics upon request. Minimum required artwork is the unique table banner for each event. Hypothetically, the contractor could design and print a single banner for the event, e.g. “S&T at ISC West 2020”, with artwork that incorporates our color scheme and the logo/themes of the event. The rest of the banners and posters and handouts will be designed and printed by DHS/S&T.

· Providing 3D concepts or required templates within three (3) business days.

· Prepress and troubleshoot graphics materials on-site, and offer or suggest solutions that lead to a satisfying outcome.

· The vendor shall provide services for an interactive digital exhibit solution that creates a customized booth experience (incorporating showcase displays, technology demonstrations, scheduled tech-talks, office hours and stakeholder meet-ups), including:

· Microsite with a 3D booth or 360 virtual room embedded into the microsite

· Virtual room, which serves as a 2D microsite

· In preparing a proposal in response to this solicitation, the vendor shall make the following assumption for each of the fourthe physical booths (one booth per event):

· Dimensions of 20 feet by 20 feet

· Configuration that accommodates showcase displays, including technology demonstrations and designated space for scheduled short talks (5-10 min, no microphone needed), office hours and stakeholder meet-ups

· Two (2) 52-inch display monitors

· Shipping/storage of eight (8) boxes of printed matter

· Provision of electricity, internet, furnishings, and cleaning services.

· In preparing a proposal in response to this solicitation, the vendor shall include description of the following digital capability options for the interactive digital exhibit booth (one booth):

· 3D rendering

· 360 View

· Motion graphics

· Infographics

· Sound

· Digital brochure, to be shared and placed on other virtual platforms, including social media

4.0 OTHER APPLICABLE CONDITIONS

4.3 PERIOD AND PLACE OF PERFORMANCE

The period of performance for this contract is July 1, 2020 – June 30, 2021. This period encompasses time needed to coordinate receipt of materials for each conference, prepare each booth, to allow for shipping after the last conference has ended.

9.0 INVOICING

Invoicing instructions: submit invoices via email to the following e-mail addresses:

InvoiceSAT.consolidation@ice.dhs.gov, and CO and COR as listed below.

10.0 POINTS OF CONTACT

Contracting Officer Shelby Buford, Jr.

202-447-0938 Shelby.Buford@hq.dhs.gov

Contracting Officer’s Representative Pamela Beresford, Ph.D.

202-254-2323 Pamela.Beresford@hq.dhs.gov

Contracting Specialist Marco Macherelli 202-447-5964 Marco.Macherelli@hq.dhs.gov