STATEMENT OF WORK.pdf

Statement of Work

The following statement of work is for NASA’s Goddard Space Flight Center (Goddard) in Maryland. The statement of work details the requirements needed for professional services to setup NASA-sponsored seminars.

Professional Services: NASA-Sponsored Seminar Setup Services

1. Introduction

The Strategic Partnership Office (SPO) at Goddard is seeking a qualified vendor to provide expert consulting on program content, marketing, and facilitation of targeted entrepreneurial knowledge and skills training for two NASA technology transfer promotional events to occur between 09/01/2024 and 08/31/2025. Examples of target audiences for these events would include professional athletes and economically disadvantaged groups (e.g., the Native

American community, etc.). These are examples of targeted groups for context and should not be considered comprehensive. However, all groups which are targeted would need to have a strong interest in learning about licensing NASA technology for commercialization.

Finally, this Statement of Work outlines the specific tasks, deliverables, and expectations for the vendor.

2. Project Scope

The vendor will be responsible for the following tasks related to seminar setup:

Site Identification:

o Assist in selecting appropriate event venues based on budget, location, capacity, and amenities (e.g., audio and visual equipment, etc.).

Logistics and Coordination:

o If applicable, help identify all necessary permits and licenses required for the events.

o Coordinate event agenda with Strategic Partnership Office o Help manage communication and coordination with venue staff regarding setup and breakdown.

o Identify if furniture and equipment rentals (tables, chairs, podiums, etc.) are needed per the Strategic Partnership Office specifications.

Identify and invite potential attendees:

o Target and Solicit attendees from organizations or groups whom the Strategic

Partnerships Office has identified as potential participants. (e.g., Professional

Athletes, Economically Disadvantaged groups)

Identify and invite guest speakers:

o Target and solicit subject matter experts to participate as guest speakers at the events.

o Guest speakers’ expertise and presentations should align with the strategic goals of the specific technology transfer event in which they will participate.

o Guest speakers will ideally be local to the event venue to the extent practical.

Audio and Visual Setup:

o Identify required audio and visual equipment needed to conduct seminars and coordinate with the venue and or NASA to arrange for audio and visual equipment rental (e.g., projectors, screens, sound systems, microphones) based on the Strategic Partnership Office needs.

o Help ensure proper setup and functionality of all equipment for presentations prior to start of the event.

Signage and Branding:

o Work with the Strategic Partnerships Office to design and generate signage for the seminars (e.g., banners, directional signs) in accordance with the

NASA Stylebook and Communications Manual.

o Help ensure proper placement and installation of signage at the venue according to guidelines in the NASA Stylebook and Communications Manual.

Facilitator:

o Will act as the facilitator for events.

Focus on topics coordinated with NASA as outlined in the event agenda and run of show document.

Facilitate open discussions and dialogue to engage attendees and encourage participation.

On-Site Support:

o Help NASA manage setup and breakdown of the seminar space as per agreed-upon schedule.

3. Deliverables

The Vendor will deliver the following:

A written report outlining strengths, weaknesses, and opportunities for improvement of the current content and structure of the NASA Entrepreneurial Training Camp program. In addition, the report will outline a strategic plan identifying new organizations to target as potential participants, along with a proposed marketing strategy to improve attendance by already participating groups (i.e., professional athletes), and to attract new participant groups.

A recommended list of venue locations for each event held, with estimated costs and rationale for selection.

Identification of permits and licenses required (if applicable).

Monthly status updates of marketing efforts planned and/or completed. Email is acceptable.

Proposed list of guest speakers a minimum of 90-days prior to event date. List should also include speaker background, affiliation, and presentation topic.

Draft agenda and run of show documents at least 90-days prior to each event, and final agenda and run of show a minimum of 30-days prior to event.

Event facilitation services

Test A/V equipment setup and functionality at each event.

Help guiding installation and display of all event signage.

Help with on-site support staff for seminar setup, breakdown, and troubleshooting.

After Action Report outlining event successes, issues, outcomes, and lessons learned.

4. NASA Responsibilities

The Strategic Partnership Office will be responsible for the following:

Providing detailed guidance regarding event topics, target audience, desired venue specifications, and strategic objectives for each event.

Timely review and approval of all presentation materials and marketing collateral.

Management of the event registration process.

Graphic design and production of event signage, course materials, and marketing collateral.

Venue contracting, including permits and licensing, if required.

Staffing support during event

Timely review and approval of proposed guest speakers

5. Timeline

The vendor will submit a proposal outlining their approach, timeline, and cost estimates within [30] business days of receiving this statement of work.

NASA will select a vendor within 30 business days of receiving proposals.

The Vendor will finalize all venue bookings and logistics within 16 weeks of contract award.

The specific setup schedule for each seminar will be determined collaboratively based on venue availability.

6. Payment Terms

Payment terms will be negotiated with the selected Vendor and outlined in a formal contract.

7. Insurance Requirements

The Vendor will be required to maintain general liability and worker’s compensation insurance with minimum coverage amounts to be specified in the final contract.

8. Termination

NASA reserves the right to terminate this agreement with written notice for cause, such as failure to meet performance expectations or breaches of contract.

9. Confidentiality

The Vendor agrees to maintain the confidentiality of all agency information obtained during this project.

10. Selection Criteria

Proposals will be evaluated based on the following criteria:

Experience in event and seminar setup.

Qualifications and expertise of proposed staff.

Competitive pricing and cost structure.

Ability to meet the specified timeline and deliverables.

References from previous clients.

11. Contact Information

For any questions regarding, please contact jeffery.b.mclellan@nasa.gov.