Attachment 1 Statement of Work (SOW) Virtual Presentation Platform Services _Final.pdf

United States Vi rtual Presentation Platform Services Patent and Trademark Office Statement of Work

Form # USPTO-OP-020 (08/2020) Page 1 of 6

RFQ Attachment #1:

Requirement Title:

Virtual Presentation Platform Services

Background

The United States Patent and Trademark Office’s (USPTO) Office of the Chief Communications Officer has a requirement to identify a collaboration system for non-sensitive communications, and contract a virtual platform to provide multiple online training events that will promote awareness and information regarding USPTO resources and initiatives to assist inventors and small business owners with acquiring a U.S. patent or trademark.

The USPTO is dedicated to providing inventors and entrepreneurs with relevant information to assist them with gaining knowledge and awareness of how to protect their brands and inventions by acquiring the appropriate intellectual property rights. Outreach and education are addressed in USPTO’s strategic goals. The focus of increasing awareness of the importance of IP includes the need to deliver information about the benefits and effective use of IP to inventors and small business owners.

The USPTO strategic plan includes promotion of Intellectual Property (IP) protection in the Continental United States and abroad. An avenue for the USPTO to carry out its mission is by disseminating patent and trademark information to the public.

1.0 Purpose

The objective of this project is to provide online access to inventors about information on USPTO programs resources and services. Communicating vital information that applicants need to successfully obtain a patent or trademark is a major element of our support to independent inventors and small business owners.

2.0 Scope

The Contractor shall possess a mastery of the principles, methods, practices and techniques of running multiple virtual online programs. The Contractor shall maintain a staff of professionals skilled in design, support, and management of multiple annual online programming projects defined below:

2.1 Task 1 – Kick Off Meeting

The Contracting Officer (CO) and Contracting Officer’s Representative (COR) shall hold a remote kick off meeting / post award conference, virtually at a time determined by the COR and/or CO with the contractor’s team and other relevant agency personnel to review and clarify the contract’s objectives, expectations from the government and address any questions the contractor may have.

Form # USPTO-OP-020 (08/2020) Page 2 of 6

2.2 Task 2 – Management Plan

The contractor will need to provide a management plan for each program that will cover deadlines in accordance with each individual program for USPTO in coordination with the program timeframe provided by USPTO.

2.3 Task 3 – Training and System Use

The contractor shall provide training for the proper use of the platform for development and to assist with system management services provided by the contractor.

2.3.1 Subtask 1 – Design

The contractor should propose to USPTO a design for a custom-made program landing page for programs. The Contractor shall use USPTO instruction and guidance, that will be provided three weeks after an award is made, for appropriate use of USPTO branding. USPTO will provide appropriate USPTO branding and instruction for its use, 3-4 months prior to the program start date to be included on program web page designs. The Contractor shall use information provided by the USPTO , 3-4 months ahead of the program, about its events, programs, messaging, and services to create the agreed upon content for virtual events.

2.3.2 Subtask 2 – System Functionality

The contractor should be able to provide branding with a custom domain name, live day of program project support.

2.3.3 Subtask 3 – System Use Requirements

USPTO Office of the Chief Communications Officer (OCIO) approves the use of any collaboration platform for non-sensitive communications only as long as it runs in a browser instance only and does not require a download.

The contractor virtual system should be Section 508 compliant for online users and provide virtual exhibit booths, personal agenda creation, matchmaking, data import for registration, custom domain development, concurrent session viewing, collaborative workspaces including digital collaboration tools for visual collaboration such as whiteboards, sticky notes/image upload feature, breakout rooms, the ability to record multiple sessions at the same time including within breakout rooms, virtual lobby/conference/exhibit space look and feel that allows for customization, polling, interactive engagement tools (raise hand, lower hand, coffee break, too slow, etc.), ability to insert and use our own graphics and virtual world elements if desired (created in house by USPTO graphic designers) in the virtual conference environment. Virtual backpack (virtual “swag” bag, virtual passport) feature that allows participants to obtain educational materials (e.g. documents, photos, materials) from virtual vendors that they can take with them or access once the program is over, ability to take and save notes that can be accessed or downloaded after the virtual conference/event, ability to display, play, upload videos within the virtual platform, ability to host On-Demand demand service, provide participant matchmaking.

Form # USPTO-OP-020 (08/2020) Page 3 of 6

2.4 Task 4 – Program Reporting

2.4.1 Subtask 1 – Reporting Frequency

The Contractor shall provide PDF and excel reports and raw data weekly in a report or provide access to online information for USPTO to track information, attendance and details.

2.4.2 Subtask 2 – Delivering On-Demand and video captioning

The Contractor shall manage the On-Demand hosting of programs and provide edited videos at the end of each program, within 1 week after each program completion, to include closed captioning for all online video broadcast sessions.

2.4.3 Subtask 3 – Schedule Coordination

The Contractor shall coordinate work efforts with their staff to ensure adherence to virtual program requirements and agreed upon production schedule of the program requirements.

2.5 Task 5 – Technical Requirements

2.5.1 Subtask 1 – Design Drafts

The Contractor shall provide drafts of all program designs for approval of virtual formats, designs and text prior to posting (2-4 Months prior to each program).

2.5.2 Subtask 2 – Content Consistency

The Contractor shall, in collaboration with USPTO, discuss the Contractor changes to enhance technical accuracy, clarity of information and consistency of data or information.

2.7 Task 7 – After Action Reporting

The contractor shall provide, after each program, information on any technical issues or complications that may occur during a program

Deliverables

The following schedule of milestones will be used by the appointed COR to monitor timely progress under this Order. All references to days are workdays.

SOW

Section Deliverable Due Date Delivery Method

2.1 Kick Off Meeting Within two weeks of

award

Virtual remote meeting with

CO/COR

Form # USPTO-OP-020 (08/2020) Page 4 of 6

SOW

Section Deliverable Due Date Delivery Method

2.2 Management Plan Within two weeks of

award Electronic to COR

2.3 Training and System

Use

Within three weeks of award

Virtual Training with OIO Staff

2.3.1 Design 2-4 months prior to each

program Electronic to COR

2.4.1 Reporting Weekly Electronic to COR

2.4.2 Deliver On-Demand

and video captioning

1 week after each program completion Electronic to COR

2.4.3 Schedule Coordination 2-4.5 months prior to

program Electronic to COR

2.5.1 Design Drafts

2-4 Months prior to each program Electronic to POC

Period of Performance

The Period of Performance for this award consists of a 12-month Base period, and four 12-month options, beginning from the date of award.

Place of Performance

The primary place of performance is at the contractor’s site.

Special Requirements (If Applicable)

Constraints The platform will need to work with existing streaming services used by USPTO. Those used are WebEx, Microsoft Teams, and Vbrick.

Key Personnel N/A

Operating Hours and Government Closures

Form # USPTO-OP-020 (08/2020) Page 5 of 6

Operating hours consist of an eight-hour daily work schedule, which begin no earlier than 0600 and no later than 1800 Monday through Friday. Exceptions include federal holidays or when the government facility is closed due to local or national emergencies, administrative closings, or similar government directed facility closings. Normal business hours may be adjusted to support after hours and weekend work. USPTO observes the federal holidays as found and updated currently on the OPM website:

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

Training

The government will provide the contractor with appropriate training as directed by the government and for government-unique systems. The contractor is responsible for and shall ensure staff are properly trained and hold the appropriate credentials as required for the services being performed.

Government Furnished Property and Equipment (GFP/GFE)

The Contractor maintains an inventory accounting system for Government Furnished Equipment (GFE), Government Furnished Software (GFS), and other Government Furnished Tools. The Contractor shall provide the COR with the information necessary to manage GFE under this task order. All Government Property should be maintained per FAR 52.245-1.

The Contractor must return such property in the condition in which it was received, except for reasonable wear and tear and except to the extent that such property has been incorporated in material delivered under this order or has been consumed in normal performance of this order.

Subcontractors shall comply with the provisions of FAR Part 45.

Government property assignment to the contractor will be in the USPTO Asset Tracking Software System. A list of GFE assigned to the contractor will be provided as part of USPTO inventory verification procedures. The contractor must verify the GFE/GFS in the monthly or quarterly property custodian certification reports.

The Government will provide, the equipment, supplies, and services specified as Government Furnished Property (GFP) in this contract. Government property shall be used only in the performance of the functions and task required in this contract. The following may be provided:

Laptop, PIV and/or FOB can be transported for remote work.

All GFE issued will be tracked and accounted for by the contractor.

The Government will provide the equipment and services to give network access to systems supported under this task and to contract staff requiring access to the USPTO network. The contract staff are subject to all ongoing USPTO rules and regulations.

Security https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

Form # USPTO-OP-020 (08/2020) Page 6 of 6

FAR clauses 52.203-16, 52.203-17, 52.204-23, 52.204-25, PTO-04, PTO-08, PTO-12, PTO-13, PTO-24, may be applicable and included within the base award.

Data Rights

FAR provision 52.227-15, FAR clauses 52.227-14, 52.227-16, 52.227-17, 52.227-18, 52.227-19, 52.227-20, 52.227-21, 52.227-22, 52.227-23, PTO-04, may be applicable and included within the base award.