Attachment 1 - ICSJWG_2023_Spring_Meeting-SOW Final.pdf

STATEMENT OF WORK

INDUSTRIAL CONTROL SYSTEMS JOINT WORKING GROUP

2023 Spring Meeting Salt Lake City, Utah

1.0 BACKGROUND

The Cybersecurity and Infrastructure Security Agency Cybersecurity Division (CISA/CSD) has a requirement to sponsor Industrial Control Systems Joint Working Group (ICSJWG) meetings.

ICSJWG meetings are critical to CSD’s mission to reduce the risk of Nation’s critical infrastructure by strengthening control systems security and resilience through public-private partnerships.

ICSJWG meetings bring together critical infrastructure stakeholders from around the United States and abroad to a presentation and discussion forum focused on emerging technologies, vulnerability management, incident response, risk mitigation, and other current Industrial Control Systems (ICS) cybersecurity topics.

ICSJWG meetings are an important platform for building and maintaining trusted cybersecurity partnerships and are open to all who are interested in learning about cybersecurity issues as well as those who have long careers in policy, development, implementation, and maintenance of ICS systems. This dedicated avenue for dissemination and collaboration of critical cybersecurity information remains an integral part in the overall mission to improve the cyber posture and resiliency of the Nation’s critical infrastructure.

1.0 SCOPE

CISA/CSD will hold a three (3)-day ICSJWG meeting from 9 May through 11 May 2023 in the greater Salt Lake City, Utah urban area which falls within the FEMA Region 8. The meeting is for critical infrastructure stakeholders from around the United States and abroad to discuss and present topics as described in Section 1.0. The expected number of meeting attendees is 350 at a venue located in the greater Salt Lake City, Utah urban area. Space must allow for four (4) simultaneous presentations using the venue provided audio-visual equipment.

1.1 APPLICABLE DOCUMENTS

There are no notable additional applicable documents associated with this procurement effort.

2.0 SPECIFIC REQUIREMENTS/TASKS

The ICSJWG 2023 Spring Meeting will take place from May 9 – 11, 2023 between 8:00 a.m. to 5:30 p.m. Mountain Daylight Time (MDT) each day. The meeting will take place in the greater Salt Lake City, Utah urban area at a hotel with adequate meeting space.

file://dhsnet.ds1.dhs/nppd_shares/NCSD/NCSD%20SI%20Branch/Control%20Systems%20Security%20Program/ICSJWG/Meeting/Meeting19_Spring%202019_Lincoln/Approval_Package/NPPD%20BFA%20Approval/SCOPE%20PARAGRAPHS.doc

The Contractor shall provide a site with the following requirements:

2.1 MEETING SPACE

• The site must be located in the greater downtown area of Salt Lake City, Utah urban area and be a full-service hotel.

• The site must be walking distance not to exceed ½ mile from outside restaurants.

• The facility must offer easy airport connections to accommodate out-of-town attendees.

Direct airport shuttle service is highly desirable.

• The site must comply with ADA requirements, including accessibility requirements.

• Contractor shall address any emergencies that occur during the event.

• The site must provide complementary Wi-Fi in guest rooms for guests as well as in meeting spaces for CISA personnel and meeting attendees to use during the meeting time for each day of the meeting.

2.2 LODGING

• The site must provide a block of guest rooms for meeting participants and attendees at the prevailing U.S. Government per diem max lodging rate (excluding taxes) should they wish to avail themselves of accommodations for the meeting period.

2.3 MEETING ROOM

• The site must be able to accommodate all meeting spaces within its facility. The Contractor shall provide a plenary room (capacity up to 350 theater style); two additional breakout rooms (each with a capacity up to 120 theater style); two additional rooms for a workshop and training session (each with a capacity for up to sixty (60) in classroom style); space for up to twenty-five (25) vendor booths/displays in an area adjacent to any registration/sign-in area; adequate space outside of these rooms (or a dedicated area annexed to the meeting room area) for registration/sign-in; space for networking (room for one hundred (100) people to stand comfortably in proximity to the vendor displays); and a board room or small meeting room capable of sitting fifteen (15) people. These spaces must be on the same floor and in the same immediate area to allow for ease of movement between rooms during breaks between sessions.

• The Contractor shall provide CISA personnel (ICSJWG Program Management Office) access the meeting rooms one and a half (1 ½) hours prior to the event start at 8:00 a.m. each day for planning purposes. In addition, the meeting rooms must be available 30 minutes following the event each day (5:30 p.m.) to allow for sufficient time for attendees to clear the space. Therefore, CISA personnel shall have access to the meeting rooms between 6:30 a.m. and 6:00 p.m. each day of the meeting.

• Contractor shall allow the use of Department of Homeland Security (DHS) flags and seal during the event.

• The Contractor shall provide the following requirements, and all listed below must be provided on the first day of the event by 7:00 a.m.

• Registration Tables and Meeting Space Setup – the Contractor shall provide three (3) registration tables with accompanying chairs, event chairs and tables, stage, and podiums.

The registration tables and accompanying chairs shall be located outside of the meeting rooms to allow for the registration of attendees. For the plenary room and breakout rooms, Contractor shall provide setup for each room to a functional condition prior to each day’s meeting start and shall provide the labor, chairs, and tables for setup, change over, and break down. For vendor booth area, Contractor shall provide labor, tables, chairs, electrical connection, and wastebaskets for setup.

• If the stage is not built in the venue, the Contractor shall provide a stage and podium for speakers. The Contractor Events Manager shall coordinate with a representative from the ICSJWG at least forty-five (45) days prior to the event to finalize plans for the set-up of registration tables, meeting room setup, stage, and other meeting logistics. In addition, the Contractor shall provide matching table linens for the registration tables, any color.

• Event Signage – the Contractor shall provide all labeling or signage identifying the various rooms during the meeting. The Contractor shall provide an identifying sign indicating the name, dates, and times of the event in a common area of the venue directing participants to the meeting area. The Contractor shall include easels for use with posters identifying directions to the various rooms within the meeting space. The Contractor Events Manager shall coordinate with a Government representative at least one (1) month prior to the event to finalize the signage. A meeting to finalize the signage shall occur no later than March 23, 2023.

• Lighting – the Contractor shall ensure meeting rooms have sufficient lighting for meeting space (audience) and speaker stages.

2.4 AUDIOVISUAL EQUIPTMENT

The Contractor shall provide audiovisual (AV) equipment and services.

• The Contractor shall provide AV setup and strike labor. The Contractor shall provide AV support during all three days of the event to resolve any AV issues. This shall include setup and strike for panel sessions that will occur during the event (adding and removing additional tables and microphones, as needed).

• The Contractor shall set-up and ensure that AV equipment is functioning in each room (plenary and breakouts) no later than 7:00 a.m. before the start of the event and at 7:30 a.m.

on each subsequent day of the meeting.

• The Contractor shall provide at minimum the following AV equipment items for each meeting day:

Quantity Item 8 Wireless Microphones

4 Hands-free microphones

4 4-channel mixer

5 Projectors of appropriate size for each meeting room

4 Podiums with microphones and power supplies/hookups

5 Projection Screens of appropriate size for each meeting room

Any supporting accessories required

• The Contractor shall provide all power and connector cables for all AV equipment.

• The Contractor shall provide all power strips for AV equipment.

3.0 CONTRACTOR PERSONNEL

The Contractor shall provide the following personnel for the ICSJWG 2023 Spring Meeting:

3.1 Event Manager

• The Contractor shall provide an Event Manager who shall be onsite at least thirty (30) minutes before the event starts at 8:00 a.m. The Event Manager shall be responsible for the following tasks:

Overseeing the entire three-day meeting.

Ensuring that the event runs smoothly.

Responding to questions, issues, and concerns as they arise.

Ensuring that all tables and other event furniture are set-up for the event.

3.2 Audio/Visual Technician.

• The Contractor shall provide an Audio/Visual Technician.

The Audio/Visual Technician shall perform the duties listed in Section 2.3.

The Audio Technician shall be available throughout the meetings to assist with any technical issues.

4.0 OTHER APPLICABLE CONDITIONS

4.1 PERIOD OF PERFORMANCE

This period of performance will be from Date of Award through May 11, 2023. Event dates are May 9-11, 2023.

4.2 PLACE OF PERFORMANCE

Venue To Be Determined. The greater Salt Lake City, Utah urban area.

4.3 TRAVEL

Travel is not authorized for Contractor personnel.

5.0 GOVERNMENT TERMS & DEFINITIONS

Term Definition ADA Americans with Disabilities Act COR Contracting Officer’s Representative Contractor Entity providing space, services, and equipment.

CSD Cybersecurity Division ICSJWG Industrial Control Systems Joint Working Group CISA Cybersecurity and Infrastructure Security Agency DHS Department of Homeland Security

6.0 GOVERNMENT FURNISHED RESOURCES

CISA will provide the presentation materials for the ICSJWG 2023 Spring Meeting.

7.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish the facility, furniture, and AV equipment.

9.0 ACCESSIBILITY REQUIREMENTS (SECTION 508)

Per DHS Accessibility Requirements Tool (DART) Tool 2.0, Section 508 does not apply to the deliverables.

10.0 ACCOUNTABLE PROPERTY (No Contractor-Acquired Property (CAP) or Government-furnished Property (GFP) is to be procured or utilized in support of this procurement.)

• Contract property - All property, both real and personal, that is used in the performance of a contract, and includes facilities, material, special tooling, special test equipment, and agency-peculiar property. Contract property refers to both Contractor-Acquired Property (CAP) and GFP, in the possession of contractors.

• Contractor Acquired Property (CAP) - Property acquired, fabricated, or otherwise provided by the contractor for performing a contract and to which the Government has title.

• Government Furnished Property (GFP) - Property in the possession of, or directly acquired by, the Government and subsequently furnished to the contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

NOTE: GFP may also be referred to as Government Furnished Equipment (GFE), the two terms are interchangeable.