ATT_I_SOW_ROPL-24-00005.pdf

ROPL-24-00005

ATT I: Statement of Work

DEPARTMENT OF HOMELAND SECURITY (DHS)

STATEMENT OF WORK (SOW)

FOR

Venue Space for Department of Homeland Security, Center for Prevention Programs and Partnerships (CP3), Targeted Violence and Terrorism (TVTP) Symposium

1.0 GENERAL

The Department of Homeland Security (DHS) plans to host the Targeted Violence and Terrorism Prevention (TVTP) Symposium and its Bi-Annual Field Operations In-person Meeting on January 29 – February 2, 2024 in the National Capital Region/ Washington D.C. Metropolitan area.

1.1 BACKGROUND

In alignment with the Center for Prevention Programs and Partnerships’ (CP3’s) strategic priorities, CP3 will convene TVTP grantees across funding cycles (FY21-FY23) to share best practices, work collaboratively to solve challenges in implementation, and foster innovative approaches and professional relationships in the field of prevention in support of the Secretary’s 2023 priorities. CP3 will invite Secretary Mayorkas to engage with small groups of grantees and deliver a keynote address at the symposium and will invite Undersecretary Silvers or other DHS Senior Leaders to provide opening or closing remarks. The event is timed to coincide with related activities in the National Capital Region (NCR) that week.

Many of our grantees traveling for the symposium will also be attending either a Prevention Practitioners Network (PPN) Conference on Wednesday, January 31, 2024 or DHS Intelligence and Analysis’ National Threat Evaluation and Reporting Master Threat Assessment Training on January 30-31, 2024. This “Prevention Week” will likely be the largest ever gathering of target violence and terrorism prevention practitioners in the NCR.

1.2 SCOPE

CP3 seeks a full-service conference facility to host its Annual Grantee Symposium and Bi-annual Field Operations In-person Meeting on January 29, 2024 through February 2, 2024. The symposium program will include keynote speeches, grantee panel presentations, breakout sessions, videos, short presentations, and grantee exhibits. Significant time will be built into the program for questions and answers. The venue shall also provide unique opportunities for networking and collaboration outside of the program agenda.

1.3 OBJECTIVE

DHS CP3 intends to conduct a meeting of field staff and grantees in a four-day symposium in the National Capital Region at a full-service conference facility.

2.0 SPECIFIC REQUIREMENTS/TASKS

The Contractor shall provide a conference facility that meets and includes the technical requirements outline below:

2.1 TASK ONE. Venue/Space Setup

• One meeting space to accommodate twenty (20) federal employees on January 30 and January 31, 2024.

• One large meeting space to accommodate up to three hundred (300) federal and non-federal civilians with an area for registration outside of the main meeting space on February 1 and February 2, 2024.

• Up to five (5) additional breakout areas for workshops, panels, briefings, and communication areas to accommodate small groups of up to fifty

(50) individuals between January 30 through February 2, 2024.

Please note, while lodging isn’t being procured for this award, the Government requires the venue to have lodging onsite or within a five-minute proximity of the meeting space venue. Lodging would need to be available for up to 300 participants with Check-In staggered from January 29 through January 31, 2024. Estimated Check-Out would be on February 2, 2024.

2.2 TASK TWO. Technology Requirements for Internet Capability

• Basic audio and visual equipment to include at a minimum:

• Podium with microphone

• Audio mixer

• A wireless microphone

• PC audio connection

• LCD Screens for presentation

• Ability to provide up to 300 attendees WiFi access (5MB/5MB) (30 MB Total).

• A minimum of 20 outlet drops throughout in the main meeting space and a minimum of 10 outlet drops in the breakout rooms.

3.0 PERIOD OF PERFORMANCE

The period of performance for this contract shall not exceed January 29 - February 2, 2024.

4.0 PLACE OF PERFORMANCE

The primary place of performance will be in the National Capital Region / Washington D.C.

Metropolitan area.

5.0 HOURS OF OPERATION

Hours of operation include:

• January 29, 2024 – Lodging only (See Task 2.1)

• January 30, 2024 - 8:00AM – 9:00 PM EST: Event

• January 31, 2024 - 8:00AM – 9:00PM EST: Event

• February 1, 2024 – 8:00AM – 9:00AM EST: Setup

• February 1, 2024 – 8:00AM – 10:00PM EST: Event

• February 2, 2024 – 8:00AM – 1:00PM EST: Event

• February 2, 2024 – 1:00PM – 5:00PM EST: Cleanup

6.0 INVOICE SUBMISSION INSTRUCTIONS

Invoices shall be prepared per FAR 52.212-4(g) “Commercial Terms and Conditions – Commercial Items. In addition to invoice preparation as required by the FAR, the Contractor’s invoice shall include the following information:

A. Contractor Invoice

• Cover sheet identifying DHS;

• Task Order Number;

• Modification Number, if any;

• UEI Number;

• Month services provided

• Contract Line Item Number (CLIN) and Accounting Classifications

• CLIN and description for each billed item.

• Any additional backup information as required by this contract.

• ATTN: DHS/MGMT/OGC

B. The contractor shall submit invoices monthly.

C. CLIN and description for each billed item.

D. Any additional backup information as required by this contract.

E. The Contractor shall submit the invoice electronically to the address below:

E-mail: InvoiceMGT.Consolidation@ice.dhs.gov

F. Simultaneously provide an electronic copy of the invoice to the following individuals at the addresses below:

E-mail: Contracting Officer – Matthew Wenzel (matthew.j.wenzel@cbp.dhs.gov) Contracting Officer Representative (COR) – Samantha Moss (samantha.moss@hq.dhs.gov)

The contractor shall submit invoices to the email addresses above. Additionally, the contractor shall prepare and submit a sufficient and procurement regulatory compliant invoice and receiving report for technical certification of inspection/acceptance of services and approval for payment.

The contractor shall attach back up information to the invoices and receiving reports mailto:InvoiceMGT.Consolidation@ice.dhs.gov substantiating all costs for services performed. The receiving agency’s written or electronic acceptance by the COR and date of acceptance shall be included as part of the backup documentation.

If the invoice is submitted without all required back up documentation, the invoice shall be rejected. The Government reserves the right to have all invoices and backup documentation reviewed by the Contracting Officer prior to payment approval.