Attachment J-3 - 2027 NBF Event Planning Order SOW - 05052026.pdf

Solicitation 030ADV26R0033 - Attachment J-3

2027 NBF Event Management Planning Task Order SOW

C. SECTION C STATEMENT OF WORK

C.1 BACKGROUND

The Library of Congress’s (“Library”) 2027 National Book Festival (“NBF”) is anticipated to be held on August 21, 2027 at the Walter E. Washington Convention Center in Washington, DC. Virtual elements will be incorporated to reach a local, regional, national and international audience. The NBF will highlight approximately 140 presenters, on approximately 10 stages, in approximately 85 programs.

More information on the Library of Congress National Book Festival can be found at the Library of Congress

National Book Festival website, www.loc.gov/bookfest.

C.2 SCOPE

The Contractor shall provide planning and coordination services for the Library’s 2027 National Book Festival.

C.3 REQUIREMENTS

C.3.1 Hybrid Festival Planning (IDIQ SOW: C.3.1.3)

Contractor shall provide the following planning services:

a) Assess and recommend best practices for hybrid components of the NBF.

b) Recommend high-level concepts for livestreaming;

c) Recommend high-level concept layout designs, diagrams, and maps for the physical event space based on the draft high-level layout in Attachment J-8;

d) Assess initial space needs, and monitor needs on an ongoing basis, to successfully execute the event;

e) Provide plans for:

i. Audiovisual services;

ii. Videography and livestreaming;

iii. Signage materials;

iv. Stage, furniture, and other site-appropriate furnishings;

v. Coordination of electrical services;

vi. Internet bandwidth; and

vii. Expo hall and exhibitors.

f) As requested by the Contracting Officer’s Representative (COR), obtain price quotes from venue-specific required-use subcontractors.

C.3.2 Consultative Services (SOW IDIQ: C.3.1.4.2)

C.3.2.1 Contractor shall produce a report which provides strategic counsel and planning recommendations to the

COR that achieve cost savings, enhance the festival experience for attendees, and include other outcomes identified by the contractor during the planning process. The due date for the report is specified in the delivery schedule in

Section F (Deliverables Schedule) and may be submitted in a common format.

C.3.2.2 Throughout the planning process, the Contractor shall provide consultative services to the Library on:

a) Festival attendee needs;

b) Health and Safety; and

c) Library staff-related logistics.

The Contractor shall respond to written queries from the COR and attend meetings as requested by the COR.

http://www.loc.gov/bookfest

C.3.3 Meeting Attendance and Overall Coordination (SOW IDIQ: C.4.1)

Contractor shall:

a) Participate in a virtual kick-off meeting as stated in Section F (Deliverables Schedule). All Contractor’s key personnel shall attend.

b) As requested by the COR, schedule and/or participate in project meetings with the Library Team (staff and contractors). Meetings are anticipated to be at least monthly during the period of performance, with meetings becoming weekly the 12 weeks leading up to the event, and more often as deemed necessary by the Contractor or the Library.

C.3.4 Written Status Update Reports (IDIQ SOW: C.4.2.1)

Contractor shall provide written status update reports. Written status reports are anticipated to be at least monthly during the period of performance, with submissions becoming weekly the 12 weeks leading up to the event, and more often as deemed necessary by the Contractor or the Library. Reports may be submitted via email to the COR in a common format.

C.3.5 Key Personnel (IDIQ SOW: C.5)

The Contractor shall provide the following Key Personnel: A Project Executive and a Project Manager, who shall be responsible for the performance of the work, an Event Executive, Live Producer and Virtual Producer. The Project

Executive and Project Manager must be available via telephone or virtual meeting software during Library of

Congress business hours, Monday through Friday from 8:30 AM – 5:00 PM Eastern Standard Time during the period of performance, and on-site at the Washington Convention Center from Tuesday, August 17, 2027, through

Sunday, August 22, 2027.

The qualifications for the Project Executive and Project Manager are as described in the IDIQ contract. The qualifications for the Event Executive, Live Producer and Virtual Producer are as described below:

C.3.5.1 Event Executive

1. More than 5 years of experience serving as an event executive;

2. Experience managing budgets in excess of $1,000,000 for event operations; and

3. Experience planning, operating and executing events for large cultural, educational, governmental or non-profit organization of similar size and scope of the National Book Festival.

C.3.5.2 Live Producer

1. More than 5 years of experience serving as a producer for live events;

2. Experience planning, operating and executing events for large cultural, educational, governmental or non-

C.3.5.3 Virtual Producer

1. More than 5 years of experience serving as a producer for virtual events;

2. Experience planning, operating and executing events for large cultural, educational, governmental or non-

C.3.6 Exhibitor Recruitment

Utilizing materials provide by the Library of Congress Development Office and approved during the period of performance, the Contractor shall have the ability to disseminate exhibitor recruitment materials to parties interested in the 2027 NBF or future Festivals, and provide contact information for any individuals that contact the Contractor to the NBF Development Manager. The NBF Development manager will be identified by the COR

SECTION F - DELIVERIES OR PERFORMANCE

F.1 SECTION F DELIVERABLE SCHEDULE

Deliverables, deadlines and milestones are specified in the table below. All reports and deliverables shall be delivered to the COR.

SOW Section Deliverable Due Date Total Price C.3.3(a) Attend virtual kickoff meeting Within five (5) days of start of period of performance

NSP

C.3.1(a) Assess and recommend best practices for hybrid components of the Festival

11/15/2026

C.3.2 Strategic counsel and planning recommendations report

2/30/2027

C.3.1(b)(c)(d) Recommend high-level livestream concepts, layout designs and space needs

3/31/2027

C.3.1(e)i Provide audiovisual services plan

4/31/2027

C.3.1(e)ii Provide videography and livestreaming plan

4/31/2027

C.3.1(e)iii Provide signage materials plan

4/31/2027

C.3.1(e)iv

Provide stage, furniture, and other site-appropriate furnishings plan

4/31/2027

C.3.1(e)v C.3.1(f)

Provide coordination of electrical services plan, including price quote

5/31/2027

C.3.1(e)vi C.3.1(f)

Provide internet bandwidth plan, including price quote

5/31/2027

C.3.1(e)vii Provide an expo hall and exhibitor plan

3/31/2027

C.3.2.2(a) Provide festival attendee needs consultative services

08/21/2027

C.3.2.2(b) Provide health and safety consultative services

08/21/2027

C.3.2.2(c)

Provide Library staff logistics consultative services

08/21/2027

C.3.4 Provide weekly and/or monthly status reports as requested by the COR (up to 30 reports expected)

As requested by the

COR

F.2 LC52.215-5 PLACE AND PERIOD OF PERFORMANCE

Place of Performance: The Library of Congress, Walter E. Washington Convention Center, and Contractor’s usual place of business.

The overall period of performance shall be as 09/30/2026 – 08/21/2027.

The contractor is responsible for determining its hours of operation in fulfilling the requirements of this contract. The Library’s standard operating hours are from 8:30 AM through 5:30 PM Eastern Standard Time, Monday through Friday, excluding Federal holidays. The contractor shall coordinate with the COR for any work to be conducted at Library facilities.