DRAFT SOW 2024.pdf

ATTACHMENT A

DRAFT STATEMENT OF WORK (SOW)

DECEMBER 2024

CONTRACT TBD

DRAFT STATEMENT

OF WORK (SOW)

Agency Conferencing Support

BACKGROUND

NASA Headquarters (HQ), Goddard Space Flight Center (GSFC), and other NASA Centers sponsor and host numerous events throughout the year to disseminate administrative, scientific, and technical information. They require logistical, coordination, and management support to successfully conduct these events which may be held at various locations including local, national, and international sites. The events are attended by subject matter experts and specialists from other agencies, state governments, private industry, research institutions, and universities and colleges throughout the United States, with frequent participation by persons from foreign countries and travel outside the United States. Events may include, but are not limited to:

conferences, peer reviews, colloquia, symposia, workshops, and various meeting formats.

A conference is a meeting of people that "confer" about a topic. It is defined as a meeting held for consultation, exchange of information, or discussion. A conference includes having speakers or discussion panels focusing on topical matters of interest and involving participation of a range of topics and attendees from multiple agencies and/or non-governmental entities.

Peer review (also known as refereeing) is the process of subjecting an author's scholarly work, research, or ideas to the scrutiny of others who are experts in the same field. Peer review requires a community of experts in a given (and often narrowly defined) field, who are qualified and able to perform impartial review. Impartial review, especially of work in less narrowly defined or inter-disciplinary fields, may be difficult to accomplish and the significance (good or bad) of an idea may never be widely appreciated among its contemporaries.

A colloquium typically consists of a single lecture given to colleagues who work in the same or an allied field by a member of the academic community about his or her work. The audience is expected to ask questions and to evaluate the work presented. Colloquia provide scholars with the early stages of the development of new ideas.

Symposium refers to any academic conference, or a style of university class, characterized by an open discussion rather than lecture and question–answer format.

A Workshop is a brief intensive course, a seminar, or a series of meetings emphasizing interaction and exchange of information. A workshop usually is conducted among a small number of participants.

In a meeting, two or more people come together, often in a formal setting, for the purpose of discussing a (usually) predetermined topic such as business or community event planning. In addition to coming together physically (in real life, face-to-face), communication lines and equipment can also be set up to have a discussion between people at different locations, e.g., a teleconference, WebEx, or videoconferencing.

A customer is defined as the Government employee(s) initiating/requesting the services in support of their respective organization code.

An Event Coordinator is defined as a contractor employee(s) who works with customers to help define the scope of a variety of events. He or she manages all aspects of event planning from the time of the event to its completion. The Event Coordinator also provides planning support, logistical coordination, and post-event activities.

SCOPE

The Contractor shall provide the personnel, services, and all materials necessary to support Agency Conferencing task order events, and shall plan, arrange, coordinate, negotiate, conduct, and close out each task order. If applicable, or as determined by the contractor, an attendee’s registration information will be created, developed, and maintained for each event. The Contractor shall provide services for planning of future events in which a task order may not be executed by a Contracting Officer (CO).

Pre-Planning Support

• Coordinate input from customers to set meeting goals and objectives

• Develop needs assessment and statement of work

• Provide expert advice on the best methods of carrying out an event

• Submit task orders to the Task Monitor and COR with appropriate signatures

• Participate in conference calls and/or face-to-face meetings as required

• E-mail correspondence with the customer as necessary to finalize details

• Provide meeting estimates, complete planning forms and work orders

• Track timeline to ensure significant milestones and deadlines are met

Site Selection/Contract Negotiation

• Coordinate site selection, room setup, audio visual equipment and operators, and registration for meeting site managers (Section 508 Standards for EIT compliance required)

• Consolidate proposals and make a recommendation as to the most appropriate site venue that provides the best value to the government (three bids are required)

• Conduct a site visit, if appropriate

• Negotiate government rates

• Secure a written and signed contract for conference facility/site venue/hotel

• Contract shall include the appropriate room block and meeting space

Logistics Support

• Coordinate with HQ, GSFC, or other NASA Centers’ security offices if badges are required

• Determine the conference room layout to best utilize the space and meet the program goals

• Coordinate and confirm audio visual needs and delivery

• Coordinate services required by vendor such as Internet access and equipment rental

• Prepare written specifications for meeting room arrangements, room sets, and audio visual needs

• Make any special arrangements as necessary

• Monitor room block and hotel reservation deadlines

• Prepare and distribute attendee lists

• Create and maintain event and hosting databases and web pages (Section 508 Standards for EIT compliance required)

• Post pertinent information to the site to provide conference logistics such as agenda accommodations, directions, and other requirements

• Monitor and update website information as needed

• Plan and develop agendas, invitations to speakers, calls for papers, and mailings

• Coordination, assembly, and shipment of conference-related materials

• Create and produce event materials such as proceedings and other event publications at customer request

• Develop name tags, signs, table tents, and event packets at customer request or with customer- provided materials

• Order attendee meeting supplies such as badge holders and other materials as required

Travel Support

• Make reservations for lodging and meals in accordance with Federal Travel Regulations and the NASA Federal Travel Regulations Supplement

• Process invitational travel orders for non-civil servant participants through http://etravel.gsfc.nasa.gov

Travel Outside of the United States

• The Contracting Officer must authorize in advance and in writing travel to locations outside of the United States by Contractor employees that is to be charged as a cost to this contract.

This approval may be granted when the travel is necessary to the efforts required under the contract and it is otherwise in the best interest of NASA.

• (b) The Contractor shall submit requests to the Contracting Officer at least 30 days in advance of the start of the travel.

• (c) The Contractor shall submit a travel report at the conclusion of the travel. The Contracting Officer's approval of the travel will specify the required contents and distribution of the travel report.

Onsite Meeting Support

• Provide on-site meeting support at event location, overseeing meeting room arrangements, and troubleshooting

• Liaise with hotel partners to adjust space requirements as needed

• Conduct registration, photocopying, and word processing

• Record and transcribe meeting minutes as needed

• Provide an Interpreter upon request http://etravel.gsfc.nasa.gov/ http://etravel.gsfc.nasa.gov/

Post Meeting Activities

• Reimburse non-civil servant participants for honoraria, air fare, per diem, lodging, car rental, etc.

• Follow-up with participants to submit an expense form, receipts, and honorarium submission that is not provided within 5 days from the date of travel

• Examine and closely monitor all submitted expense reports for any unauthorized expenditures

• Submit any modifications that affect the scope of the original task order for additional requirements such as the number of participants, material and equipment, conference expenses and other miscellaneous items

• Provide a written review to include lessons learned and action items to the COR

• Arrange for a meeting with the customer or key player for a debrief

• Close out each task order

KEY PERSONNEL REQUIREMENTS

Position: Senior Project Manager

Job Description: Provides overall contract management and directs the daily operations of the events team. Manages, plans, tracks, schedules, implements, provides logistics and problem solving for event efforts. Oversees strategy and planning of events. Coordinates amenities and accommodations at the event. Monitors and controls event budgets and negotiates all necessary contracts. Familiar with a variety of concepts, practices, and procedures within a particular field.

Relies on extensive experience and judgment to plan and accomplish goals. Performs a variety of tasks. A wide degree of creativity and latitude is required. Leads and directs the work of others.

Key Skills and Abilities:

• Leads and directs contract staff, ensuring all jobs assigned are completed in a professional and timely manner ·

• Acknowledges receipt of task plan requests

• Identifies and assigns appropriate staff member(s)to support Task Orders

• Reviews and approves task plans and cost estimates

• Provides expert advice to event coordinators and customers

• Prepares and submits required reports to NASA and corporate senior management

Position: Senior Event Coordinator

Job Description: Manages all aspects of medium to high complexity events inducting planning, estimating, scheduling, customer coordination, and closeout. Will conduct planning for multiple event efforts. Responsible for all aspects of planning an event for an organization. Responsible for amenities and accommodations at the event as well as any associated contract negotiations.

Familiar with standard concepts, practices, and procedures within a particular field. Relies on experience and judgment to plan and accomplish goals. Reports to a Project Manager.

Key Skills and Abilities:

• Develops response to task plan requests, including budget and schedule

• Coordinates with customers on site selection, room setup, audio-visual equipment and operators, registration for participants

• Obtains estimates for transportation, lodging and meals

• Coordinates with customers on the development and support of requirements of event databases and web pages

• Plans the development of agendas, invitations to speakers, calls for papers, mailings

• Provides expert advice on the best methods of carrying out a conference

• Provides guidance on establishing registration fees, advance fee collection (when applicable)

• Generates reports, handles multiple projects, and prepares and monitors invoices, expense reports and travel vouchers

• May work independently or, if assistance is required, will provide direction· to other Event

Coordinator

APPLICABLE DOCUMENTS

The following NASA Policy Directives (NPDs), NASA Procedural Requirements (NPRs), and Section 508 Standards for Electronic and Information Technology (EIT) are applicable:

• NPD 9710.1, Delegation of Authority-To Authorize or Approve Temporary Duty

Travel on Official Business and Related Matters

• NPR 7150.2, NASA Software Engineering Requirements

• NPR 9130.1, NASA Financial Information Systems

• NPR 9620.1, Payroll

• NPR 9710.1 General Travel Requirements

• NASA Administrator Memorandum, “Planning Agency-Sponsored Events,” November 16,

• The Chief Financial Officer Memorandum, “FY 2014 Guidance for Conference

Attendance and Travel,” March 5, 2014

• NASA Style Guide, http://communications.nasa.gov/content/nasa-comm-guidelines

• Software Applications and Operating Systems (36 CFR 1194.21)

• Web-Based Intranet and Internet Information and Applications (36 CFR 1194.22)

• Video and Multimedia Products (36 CFR 1194.24)

• Self-Contained, Closed Products (36 CFR 1194.25)

– End of SOW – http://communications.nasa.gov/content/nasa-comm-guidelines