A3.01_RFQ_Attach1_SOW_21Mar24_24Q0050.pdf

RFQ #50310224Q0050, 2024 Southeast Regional Securities Conference Attachment #1, SOW

Task Order #To Be Determined

Statement of Work (SOW)

U.S. Securities and Exchange Commission (SEC) 2024 Southeast Regional Securities Conference

March 21, 2024

1. Scope of Work

The SEC’s 2024 Southeast Regional Securities Conference will take place in Atlanta, GA from August 28-29, 2024. The two-day conference will bring together federal and state agencies and self-regulatory organizations from across the Southeast to examine trends, analyze case studies, and discuss best practices in the enforcement, administration, and regulation of U.S. securities laws and rules.

The SEC anticipates 250 conference attendees.

2. Tasks or Requirements

As described below, the Contractor shall provide conference facilities, lodging, Food and Beverage (F&B), and audiovisual and Information Technology (IT) support services for the entirety of the conference.

2.1 Hotel/Facility Requirements

The Contractor shall:

• Provide a hotel/facility that is in the 30326 postal code of Atlanta, GA.

• Provide a hotel/facility that is Federal Emergency Management Agency (FEMA) approved and listed on the U.S. Fire Administration Hotel - Motel Natural Master List found at http://apps.usfa.fema.gov/hotel/. If the hotel/facility is not on the master list, then the Contractor must certify in the quote that the hotel/facility offers a minimum level of fire safety, by having at least one (1) single-station, hard-wired smoke alarm in each guest room and, if the building is four (4) or more stories in height, each room must have additional protection provided by an automatic fire sprinkler system.

• Provide a hotel/facility that is Americans with Disabilities Act (ADA) (Public Law 101-336) (42 U.S.C. 12101 et. Seq.) compliant.

2.2 Conference Facility Requirements

The Contractor shall provide the following conference facility space:

http://apps.usfa.fema.gov/hotel/

• One (1) main room with:

o Crescent round seating for 250 attendees for two (2) days.

o A presentation stage to hold six (6) panelists.

o ADA compliant wheelchair ramp.

• One (1) breakout room with:

o Crescent round seating for 60 attendees for two (2) days.

o A podium.

• One (1) registration room with seating for 10 attendees for two (2) days.

• One (1) storage room with:

o Two (2) round tables that seat 10 each for two (2) days.

o Ability to be secured.

2.3 Lodging Requirements

The Contractor shall reserve 30 hotel rooms for two (2) nights (August 27-28, 2024), at the host conference hotel/facility. Room occupants will make their own lodging reservations and will pay for their lodging individually. All 30 hotel rooms must be provided at the per diem rate as published in the Federal Travel Regulation (FTR) and available at www.gsa.gov or lower.

The Government will NOT pay for and is not liable for incidental items such as in-room movies, alcohol, room service, or any other ancillary charges. These items must be paid for directly by the room occupant prior to checkout.

2.4 F&B Requirements

The Contractor shall provide:

• Continental breakfast for 250 attendees for two (2) days.

• Lunch (boxed or buffet style) for 250 attendees for two (2) days.

• Beverage service (water, tea, and coffee, at a minimum), all day for 250 attendees for two (2) days.

2.5 Audiovisual and IT Support Service Requirements

The Contractor shall provide:

• IT equipment rental for the main and breakout rooms, as follows:

o Digital service equipment (projectors, screen, cameras).

o Audio (speakers, clips, and handheld microphones).

o Lighting.

o Equipment rigging.

o Dedicated High Speed Internet Access (HSIA) – Wi-Fi services. Wi-Fi services shall be provided throughout all conference facility spaces for all 250 attendees.

http://www.gsa.gov/

• Qualified operators to set up and operate the above rental equipment for two (2) days, at the direction of SEC staff. The conference will be recorded and livestreamed for SEC staff.

3. Taxes and Billing

Services procured under the purchase order (conference facilities, F&B, and audiovisual and IT support services) shall be tax exempt. Lodging will be paid by individual room occupants.

The Georgia Sales Tax Certificate of Exemption will be provided to the Contractor at purchase order award.

4. Cancellation

The Government, by written notice, may terminate this booking/conference, in whole or in part, when it is in the Government’s best interest. The successful Offeror shall not incur substantial charges in preparation for and in carrying out the requirements in this document, and shall, if terminated for the convenience of the Government, limit termination charges to service rendered before the date of termination. The Government shall not be charged a cancellation fee.