Attachment 1_ Statement of Work.pdf

RFQ: 70RDA224Q00000032

27-Mar-24

DEPARTMENT OF HOMELAND SECURITY (DHS)

STATEMENT OF WORK (SOW)

FOR

Department of Homeland Security, Joint Recruiting & Hiring Event

1.0 GENERAL

The Department of Homeland Security (DHS) plans to host a department-wide Recruiting and Hiring Event June 26-29, 2024.

1.1 BACKGROUND

DHS intends to conduct a DHS large scale recruiting and hiring event June 26-29, 2024, in the Washington DC Metro area to recruit critical positions across the Department.

The Department has found that by conducting large-scale recruitment and hiring events we are able to leverage existing human resources (HR) flexibilities and provide hiring managers the opportunity to interview and select exceptional candidates onsite over the two-day period.

1.2 SCOPE

The DHS Office of the Chief Human Capital Officer (CHCO) seeks to obtain facility space to accommodate over 2500 applicants for Department-wide vacancies and over 350 DHS employees including hiring managers, as well as HR, Security, Information Technology and Component front-line personnel. To accommodate the hiring event requirements, the facility must be able to provide the required venue space, furniture, decorating, AV and security support.

1.3 OBJECTIVE

DHS OCHCO intends to conduct a large-scale two-day event that will use Direct Hire and other special hiring authorities in order to leverage existing human resources (HR) flexibilities and enable hiring managers to interview and hire exceptional candidates non-competitively during the event.

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 large demonstration area with power, internet connectivity, accommodate over 2500 attendees and multiple vehicles that may be up to 203 inches long, 96 inches wide, 136 inches in height, and an estimated 11,000 lbs.

• One large room for approximately 40 interview booths separated by pipe and drape or soft walled.

• One room with power and internet connectivity for approximately 30 HR and security personnel to process candidates at tables.

• Up to five additional breakout areas for workshops, panels, briefings, and communications areas.

• Spaces may be part of a larger room if sound and sight can be isolated.

• Designated bathrooms for DHS Hiring Event Use Only.

2.2 TASK TWO. Technology Requirements for Internet Capability

• Ability to provide Premium exhibitor Wi-Fi (5MB/5MB) (30 MB Total), and Public

Access Room Blackout (capability to turn off Wi-Fi)

• Internet capability compatible with an additional CISCO ASR 1004 Router to support:

o a minimum of 20 outlet drops throughout venue to support exhibitor requirements.

o Internet accessibility for 150 laptops to access USAJobs for the application center being established for candidates to find and apply to current job opportunities.

o Internet accessibility for 20 laptops to support interview scheduling on-site during day of event.

2.3 TASK THREE. Audio Visual

Audio visual equipment and support services for the event to include, but not limited to:

• Demonstration Area o 2 – Large screens & projectors o 12 or more display monitors o 2 Podium microphones o 2 Wireless lavaliers o Laptop audio interface o Audio mixer o 4 Powered speakers with stands

• Breakout Rooms (per room as needed) o 1 Screen & Projector o Cue slide advancer/wireless presentation remote o Powered speaker with stand o 2 Wireless lavaliers o 2 Handheld microphones o Laser pointer

• Stage Area for panel sessions o 1 Large screen & projector o 2 Podium microphones o 6 Wireless lavaliers

Additional requirements include technical support and any additional equipment, wires and cables, as needed.

2.4 TASK FOUR. Security

Overnight security will be required in the exhibition hall and throughout the event. DHS and the contractor will work together to determine requirements.

2.5 TASK FIVE. Decorating

The Contractor shall provide “decorative” services within the venue space, with the following requirements outlined below:

2.5.1 TASK ONE. Material Receiving and Handling

• The Decorator will receive and deliver all DHS Exhibit, Supplies, and Materials the

Department requires to successfully execute the event.

• Forklift with Operator for Component set-up, and break-down days

• Delivery, set-up, and removal of all decorator materials

2.5. 2 TASK TWO. Lease or Rental of Furniture

• The Decorator will provide furniture to support to event as required. Furniture may include:

o Tables (All tables will be covered & skirted)

(187) 8x30 tables covered & skirted

(50) 6x30 covered & skirted

(16) 4x30 covered & skirted

(3) Sydney Black End Tables o Chairs

(803) Non-folding, padded

(6) Naples Chairs

2.5.3 TASK THREE. Pipe and Drape

• The decorator will provide Pipe and Drape in support of building out required areas to include exhibit area, interview room, panel//workshop area, and the application center.

2.4 TASK FOUR. Carpet

• The decorator will provide carpet as needed in specific areas.

3.0 PERIOD OF PERFORMANCE

The period of performance for this contract will be a four-day period, set for June 26 – 29, 2024

4.0 PLACE OF PERFORMANCE

The primary place of performance will be in the Washington DC Metro Area which may include DC, VA and MD

5.0 HOURS OF OPERATIONS

Hours of operation include:

• June 26, 2024 – 9:00 am – 8:00 pm – Set up

• June 27, 2024 – 8:00 am – 8:00 pm – Event

• June 28, 2024 – 8:00 am – 8:00 pm – Event

• June 29, 2024 – 8:00 am – 5:00 pm – Clean up

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 – Tiana Chandler (Tiana.Chandler@hq.dhs.gov) Contracting Officer Representative (COR) - TBD

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 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.

mailto:InvoiceMGT.Consolidation@ice.dhs.gov

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.