Attachment 3.2 - SOW - SFR Nat Venue.pdf

RFQ# 70SBUR25Q00000006

Attachment 3.2 – Statement of Work

DEPARTMENT OF HOMELAND SECURITY (DHS)

STATEMENT OF WORK (SOW) FOR

VENUE RENTAL TO HOST THE MONTHLY NATURALIZATION CEREMONY

1.0 GENERAL

1.1 BACKGROUND

United States Citizenship and Immigration Services (USCIS) is an administrative federal agency that oversees lawful immigration to the United States. The agency is a component of the Department of Homeland Security (DHS).

USCIS is responsible to administer and determine the eligibility of individuals who wish to become U.S. citizens through the naturalization process. Naturalization is the process by which U.S.

citizenship is granted to a foreign citizen or national after he or she fulfills the requirements established by Congress in the Immigration and Nationality Act (INA). If approved, USCIS will schedule the individuals to take the Oath of Allegiance to the United States of America at an administrative naturalization ceremony.

The agency has multiple field offices nation-wide which process the applications of individuals who wish to become U.S. citizens. The San Francisco Field Office (SFR) is a component of USCIS.

The office is located at 630 Sansome Street, San Francisco, California 94111, and has jurisdiction over 12 counties in Northern California.

1.2 SCOPE

The San Francisco Field Office serves a diversified population of the State of California. Each month, the field office naturalizes approximately 2,100 individuals at administrative naturalization ceremonies conducted onsite at the San Francsico Field Office. It is the San Francisco Field office’s goal to conduct the naturalization ceremony to preserve the importance, dignity, and solemnity of the occasion. The scope of this goal includes all aspects of a standard administrative naturalization ceremony program:

• Play “Faces of America;”

• Play the national anthem, The Star-Spangled Banner, instrumental or vocal version;

• Deliver opening (welcome) remarks by Master of Ceremonies—a USCIS federal employee;

• Announce the “call of countries;”

• Administer the Oath of Allegiance to the naturalization candidates;

• Deliver keynote remarks (USCIS leadership or guest speaker);

• Play Presidential, DHS Secretary’s, or Director of USCIS’ congratulatory remarks;

• Recite the Pledge of Allegiance;

• Deliver concluding remarks (Master of Ceremonies or USCIS field leadership); and

• Present the Certificate of Naturalization by USCIS officers.

**The Contractor is not responsible for the development of a standard administrative naturalization ceremony program; conducting the program; videotaping the ceremony, or providing the printed materials and publications used during the ceremony:

• U.S. Citizenship Welcome Packet (including the President’s Congratulatory Letter);

• American flags;

• Citizen’s Almanac;

• Pocket-size Declaration of Independence and Constitution of the United States.

1.3 OBJECTIVE

The San Francisco Field Office is committed to elevating the importance of the naturalization ceremony at a venue to recognize the rights, responsibilities, and importance of citizenship and provide access to services for new citizens. The naturalization ceremony is the culmination of the naturalization process. The field office aims to make administrative naturalization ceremonies positive and a memorable moment in the lives of the participants, and they honor the Oath of Allegiance with policies and practices that reflect the importance of the occasion.

The San Francisco Field Office requires a venue that has the capacity to host up to 3,000 individuals, that will include naturalization candidates, their guests and USCIS personnel for monthly ceremonies. Each monthly naturalization ceremony will include up to 2 ceremonies for each scheduled day. The estimated yearly ceremonies will be 24.

Additionally, this venue shall have ability to provide and/or house lighting system, audiovisual system, and sound system. The venue shall be located within a 20-mile radius from 630 Sansome Street, San Francisco, CA 94111.

Accessibility: The venue shall have onsite parking or a parking garage within a quarter mile of the venue and be within a two-block radius of mass transit (bus, train).

Affiliation: USCIS strives to create an atmosphere of neutrality and inclusion at our Naturalization Ceremonies. Venues with religious or political affiliations or are associated with organizations practicing immigration law or involved in immigration legislation will not be considered.

Capacity: The venue shall have the ability to accommodate candidates for naturalization and their guests. To uphold the integrity of the ceremony, candidates shall be seated separately from the guests within the same space, such as balcony seating for guests and main floor for candidates.

2.0 GOVERNMENT TERMS & DEFINITIONS

2.1 CO – Contracting Officer

2.2 COR – Contracting Officer’s Representative

2.3 DHS – Department of Homeland Security

2.4 USCIS – United States Citizenship and Immigration Services

2.5 SFR – San Francisco Field Office

2.6 SOW – Statement of Work

2.7 INA – Immigration and Nationality Act

3.0 APPLICABLE CONDITIONS

3.1 PROTECTION OF INFORMATION

Contractor access to unclassified and/or classified information is not currently required under this

SOW.

3.2 PLACE OF PERFORMANCE

The primary place of performance will be the Contractor’s facility where the naturalization ceremony will be held. The facility shall meet all American with Disabilities Act (ADA) requirements.

The venue shall be for indoor ceremonies only.

3.3 PERIOD OF PERFORMANCE

The period of performance for this contract is a one-year base period with one one-year option period as follows:

Base period 01 December 2024 through 30 November 2025 Option 1 01 December 2025 through 30 November 2026 Option 2 01 December 2026 through 30 November 2027 Option 3 01 December 2027 through 30 November 2028 Option 4 01 December 2028 through 30 November 2029

On each ceremony day, the duration of the ceremonies is estimated to be approximately ten (10) hours which also accounts for the ceremony check-in process, distribution of ceremony materials, and preparation of the ceremony program. The venue shall be accessible to USCIS personnel on the day of the naturalization ceremony, at minimum, from 7:00 AM PT to 4:00 PM PT, to set up and close out the ceremony program.

The Field Office will provide the Contractor with two (2) preferred dates for each monthly ceremony. All secondary dates are one day before the primary dates. The Contractor shall not schedule any conventions or conferences in conjunction with the ongoing naturalization ceremony.

Primary Secondary

December 4, 2024 December 3, 2024 January 29, 2025 January 28, 2025

February 26, 2025 February 25, 2025 March 26, 2025 March 25, 2025 April 23, 2025 April 22, 2025 May 28, 2025 May 27, 2025 June 25, 2025 June 24, 2025 July 23, 2025 July 22, 2025

August 27, 2025 August 26, 2025 September 24, 2025 September 23, 2025

October 29,2025 October 28, 2025 November 19, 2025 November 18, 2025

3.4 TRAVEL

Contractor travel shall not be required for the requirements under this SOW.

4.0 PERSONNEL

4.1 USCIS PERSONNEL

Only USCIS officers shall perform the ceremony check-in process before the start of the ceremony.

Additionally, only USCIS leadership and officers shall present the Certificates of Naturalization to the naturalized U.S. citizens. The Field Office shall determine the ceremony program, including the order of events, the order of speakers, and the seating arrangement of the speakers on stage.

4.2 CONTRACTOR POINT OF CONTACT

The Contractor shall provide a Point of Contact who shall be responsible for all Contractor work performed under this SOW. The Point of Contact shall be a single point of contact for the Contracting Officer and the Contracting Officer’s Representative (COR). The name, email and phone number of the Point of Contact, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Point of Contact, shall be provided to the USCIS as part of the Contractor's proposal. The Point of Contact and all designated alternates shall be able to read, write, speak and understand English.

Additionally, the Contractor shall not replace the Point of Contact without prior notification and approval from the Contracting Officer.

4.3 CONTRACTOR PERSONNEL

The Contractor shall provide qualified personnel (house staff) to perform all requirements specified in this SOW.

The Contractor shall ensure that the contractually required level of staffing for this requirement is always maintained. The Contractor shall ensure that all contract support personnel are present for all required hours of the event. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the COR prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

The Contractor shall ensure Contractor employees always present a professional appearance and that their conduct shall not reflect discredit on the United States, the Department of Homeland Security or Citizenship and Immigration Services.

5.0 SPECIFIC TASKS

5.1 TASK ONE – AUDIO VISUAL SYSTEM / SOUND SYSTEM / LIGHTING SYSTEM

The Contractor shall have capability to provide audio-visual equipment, sound system, lighting system, and any relatable services to enhance the ceremony program with video and musical elements. The Contractor is responsible to set up the stage, video screen, podium with microphone, headset with microphone, sound system, a CD player hooked up to the sound system, and up to two (2) additional free-standing microphones.

5.2 TASK TWO – SEATING

Contractor shall be responsible to provide at least 3,000 chairs for naturalization candidates and their guests, and at least 30 folding chairs for USCIS personnel.

5.3 TASK THREE – TABLES & STANCHIONS

The Contractor shall be responsible to provide at least fifteen (15) 6 ft. rectangular tables for USCIS personnel to conduct the check-in process. Additionally, the Contractor shall be responsible to provide at least 25 crowd control stanchions with minimum 10-foot retractable belts.

5.4 TASK FIVE – HOUSE STAFF

The Contractor shall provide sufficient house staff to assist USCIS personnel to help directing the attendees and their guests around the venue.

5.5 TASK SEVEN – SIGN DISPLAY

The Contractor shall allow USCIS personnel to post paper signs around the venue to help direct the crowd whenever deemed necessary. USCIS personnel will remove the signs after the conclusion of the naturalization ceremony.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract.