DRAFT -SOW BIS Conference.pdf

STATEMENT OF WORK

BIS Annual Update Conference on Export Controls and Policy

The Department of Commerce, Bureau of Industry and Security (BIS) is seeking venue for its Annual Update Conference on Export Controls and Policy.

I. BACKGROUND

The BIS Update Conference on Export Controls and Policy is the Department of Commerce’s flagship event on U.S. export controls. The Conference provides an opportunity for exporting companies to interact with the U.S. Government officials who implement the export control regulations, practices and policies intended to advance U.S. national security, foreign policy, and economic interests. Presenters and attendees include high level U.S. Government officials, foreign government and business representatives, export managers, corporate attorneys, and consultants. In addition, government and private sector vendors participate as exhibitors to offer information and services related to export control and compliance activities.

This annual conference has been held in Washington, DC for the past thirty-six years. The conference attendance continues to grow, and normally reaches maximum capacity.

II. SCOPE OF WORK

The purpose of this purchase is to provide BIS with a five (5) year for a venue, with a base year and four (4) option years. This acquisition would include procuring a venue with meeting space (with Wi-Fi capability), including ballroom facilities, breakout rooms (with overflow rooms), five (5) meeting rooms, two (2) office spaces, exhibit areas, food and beverage, audio visual, internet, and telecommunications equipment and services, virtual capabilities, guest rooms, storage space, and on-site parking for conference staff. As BIS will use an APP for electronic submission of questions during the sessions and also for the collection of evaluation at the end of all sessions, the venue must ensure sufficient Wi-Fi bandwidth for use with APPs. Contractee will also provide on-site security as necessary.

• The conference is a 3-day event, with virtual capabilities and includes a pre-conference day immediately before the event for set-up and a post-conference day immediately after the event for breakdown, equaling a total of four days for conference-related activities.

Depending on the timespan of the event, storage space may be required for days in advance of or after the four days. The two days of the conference must be Tuesday through Friday, and cannot be held over a federal holiday. Conference activities begin at approximately 7:00 a.m. and will end between 5:30 p.m. and 9:30 p.m. The contractee and government representative will coordinate these activities with the venue’s sales and convention services staff.

• The conference facility shall be located within the Washington Metropolitan area

• Commerce’s order of preference for the meeting is:

o March 2025 (base year)

• The facility must block all required ballroom, meeting rooms, exhibit space, registration areas, planner office and storage space for the dates of the conference, and for pre- and post-conference days. All space must be contiguous. Commerce must be informed of any other events occupying the facility at the same time of the proposed conference dates. In addition, Commerce must be informed in advance of any subsequent requests to schedule other trade related events coincidental to this conference. (See below: A. Meeting Space Requirements)

A. Meeting Space Requirements Indicate the specific facility space (meeting rooms, ballrooms, exhibit areas, and common areas, storage areas) to be blocked to meet each requirement.

Pre-Conference Set-Up Day Description Set-up Seating Room Square Footage (at least) Office (2) Desks/Tables, chairs 1,443 Meeting Rooms (5) Various Storage Room Tables 372 Main Registration (Hi) Chairs 10 7,265 Exhibit Area 20 Exhibit Booths 20,000 Training Room Tables (6) & chairs 12 706 Internet Café Hi/Lo tables & chairs 20 555

Conference Day 1 Description Set-up Seating Room Square Footage Office (2) Desks/Tables & chairs

Meeting Rooms (5) Various Storage Room Tables 6 Main Registration (Hi) Chairs 10 Exhibit Area 20 Exhibit Booths Press Briefing Conference Room 20 505 Ballroom(s) Plenary

(Theater/classroom combination; head table; lectern; riser) Plated Lunch in rounds, Networking Reception

Breakout Room 1 1 Theater 2 300-400 Breakout Room 2 “ 300-400

Breakout Room 3 “ 300-400 Breakout Room 4 “ 300-400 Training Room Tables(6/6ft) &

Chairs

Conference Day 2

Description Set-up Seating Room Square Footage Office Tables & chairs 12 Meeting Rooms (5) Various Storage Room Tables & chairs 6 Main Registration (Hi) Chairs 10 Exhibit Registration (Hi) Chairs 2 Exhibit Area 20 Exhibit Booths Ballroom A.M. Plenary, 3:00 p.m. Plenary, Plated Lunch in rounds

Breakout Room 1 Theater 300-400 Breakout Room 2 “ 300-400 Breakout Room 3 “ 300-400 Breakout Room 4 “ 300-400 Internet Café Hi/Lo tables & chairs 20 Holding Room Table & Chairs 20 Press Briefing Conference Room 20 Training Room Tables (6) & Chairs 12

1 The combined total seating for all breakout rooms must be a minimum of 100 and a maximum of 250seats. Ballroom cannot be used as a breakout room due to timing of food & beverage events in the ballroom.

2 All breakout sessions will be set up theater style or a mix of classroom/theater as space permits, also overflow rooms for each, except on Day 3, where capacity-flexible meeting space, including one space for 50 rounds is required.

Exhibitor Networking Reception

Exhibit Area hors d’oeuvres, bar

Conference Day 3

Description Set-up Seating Room Square Footage Office Tables & chairs 12 Re-Key

Locks

Meeting Rooms (5) Various Storage Room Tables & chairs 6 Re-Key

Locks

Main Registration (Hi) Chairs 10 Exhibit Area 20 Exhibit Booths Luncheon Area Buffet Lunch 1100 Breakout Room 1 300-400 Breakout Room 2 300-400 Roundtable Discussions Breakout Room 3 or Ballroom

Rounds (50) 300-400 9403

Internet Café Hi/Lo tables & chairs 20 Training Room Tables (6) & chairs 12 Holding Room Table & Chairs 20

Post-Conference Description Set-up Seating Room Square Footage Office Tables & Chairs Storage Room 3 Tables & Chairs

B. Food and Beverage Requirements The numbers of attendees indicated for each function is an estimate. The actual attendee count may be lower. The Contractor/Government representative will provide the hotel with a final guarantee seventy-two (72) hours before each function.

Indicate the full price for each food and beverage function including a breakdown of the price per person for each function, the cost of additional bartenders, servers or attendants, as well as any applicable service charge. As a U.S. Government agency, Commerce is tax exempt.

Conference Day 1 Description Set-up #Attendees Cost per person Sub total Continental Breakfast Stations in foyer 1100 AM Break (1 hour) Coffee service, soft drinks, bottled water

Press Briefing Coffee service, soft drinks, bottled water

Luncheon Ballroom, plated hot entrée

PM Break (1 hour) Coffee service, soft drinks, bottled water, snacks

Networking Reception Ballroom, food stations, domestic wine and beer open bar

Conference Day 2 Description Set-up #Attendees Cost per person Sub total Continental Breakfast Stations in foyer 1100 AM Break (1 hour) Stations in foyer w/ coffee, soft drinks, bottled water

Lunch Ballroom, plated hot entrée

PM Break (1 hour) Coffee service, soft drinks, bottled water, snacks

Exhibitor’s Networking Reception

Exhibit Area, hors d’oeuvres, bar

Bartenders, Servers, Cashiers, Attendants

Number N/A

Conference Day 3 Description Set-up #Attendees Cost per person Sub total Continental Breakfast Stations in foyer 1100 AM Coffee Refresh (1 hour)

Coffee service, soft drinks, bottled water

Luncheon Buffet Exhibit Area, buffet 1100 PM Coffee Service (1 hour)

Coffee service, soft drinks, bottled water, snacks

3 If the conference ends on a Friday, storage must be available for up to three days after the conference.

TOTAL COST

C. Audio Visual Requirements An audio visual event order within person and virtual capabilities should be priced and submitted in response to this solicitation.

Conference Day 1 Description Location Requirements Sub total Plenary Session Set-up & Logo Projection microphones (1 lectern, 5 table top), IMAG projection & screens, lighting 4, labor, video recording, confidence monitor, stage furnishings, background, teleprompter, technical operators

Luncheon microphone (1 lectern), IMAG projection & screens, lighting, video recording, confidence monitor, technical operators

Session(s) and Breakout Overflow microphones (1 lectern, 4 table top), projector, screen, laptop, dress kit, and riser, audio feed, special lighting for video capture

Networking Reception IMAG projection & screens, technical operator Internet Café 10 laptops and 5 printers

Conference Day 2 Description Location Requirements Sub total Plenary Sessions & Logo Projection microphones (1 lectern, 5 table top), IMAG projection & screens, lighting, video recording, confidence monitor, teleprompter, technical operators

Breakout Session 1 microphones (1 lectern, 2 table top, 2 wireless), projector, screen, laptop, dress kit, and riser, audio feed, and special lighting for video capture

Breakout Session 2 Breakout Session 3 Breakout Session 4 Luncheon microphone (1 lectern), IMAG projection & screens, lighting, video recording, confidence monitor, Exhibitor Networking Reception Riser, 1 standing microphone, screen, laptop, projector

Description Location Requirements Sub total Exhibit Area Riser, 1 standing microphone, IMAG projection & screens, lighting, technical operators

Lunch Riser, 1 standing microphone, IMAG projection & screens, lighting, technical operators

Roundtable Discussions microphone,(1 lectern), IMAG projection & screens, Breakout Session 1 & Overflow microphones (1 lectern, 2 table top, 2 wireless), projector, screen, laptop, dress kit, and riser, audio feed, and special lighting for video capture

Breakout Session 2 & Overflow

D. Internet/Telecommunications Requirements5 Internet and electrical services may be required by some exhibitors. They will be individually responsible for ordering and payment.

Description Item Duration Sub total Office (2)

1 phone lines 2 internet lines (hard wired)

3 days

Exhibits (Government) 5 internet lines (up to) Electrical lines

Internet Café & Meeting Space 10 internet lines and 5 printers/electrical drops 3 days Training Room 12 internet lines/electrical drops 3 days All Outgoing/Incoming Phone Calls for Office

Cost Estimate for the 1 phone above 3 days

Plenary Session/Breakout Sessions/Round Tables

Wi-Fi 3 days

E. Guest Room Block

4 Additional special lighting may be required for video capture.

5 The FAR requirements of clause 73 do not apply. A Security Accreditation Package is not required.

Room Type Early Arrival Pre-Conference Conference Day 1 Conference Day 2 Post - Conference

Standard 100 900 900 900 50 Total Rooms 100 900 900 900 50

A guest room block at a discounted conference rate, at or near the prevailing U.S. Government per diem rate. The discounted conference rate should include complimentary access to fitness facilities and in-room internet access. Commerce does not guarantee the room block. Contractee/Commerce will receive one (1) complimentary room for every forty (40) revenue-producing guest rooms occupied. All complimentary room nights earned will be made available to the U.S. Government and such room nights must be reserved and held outside of the room block and after the room block closes until the U.S. Government determines that they are not needed for the conference. If Commerce does not utilize the complimentary room nights, their monetary value shall be deducted from the conference invoice. Parking Passes at 30 per day.

F. Other Charges (Estimates not to exceed)

Description Total Price Room Rental (based on sliding scale of sleeping room nights) Moving Boxes 500-1000 incoming, 100-500 outgoing Rekeying locks for office and storage (provide 5 keys) Exhibit Booths:

Day 1- up to 40 booths Day 2- up to 40 booths

Miscellaneous:

Incidental food and beverage Telephone calls Business center Signage

Total Other Charges

Provide for handling and moving between 500 and 1000 boxes of incoming and 100 to 500 boxes of outgoing conference materials/supplies as needed, and assistance to Exhibitors, as requested.

Exhibitors are responsible for their own handling fees.

III. NOTIONAL EVENT SCHEDULE

This notional event schedule based on past conferences. The schedule and mix of exhibits, breakouts, plenaries and other activities will vary slightly from year to year.

Pre-Conference Set-Up Day Commerce Staff load-in materials/supplies 8:00 a.m.-12:00 noon BIS Staff, decorators set up Meeting Planner Office, Storage and Registration Area Training Room Pre-registration 3:00 p.m.-5:30 p.m.

Exhibitors load-in materials 12:00 noon-7:00 p.m.

Conference Day 1 Registration 7:00 a.m.-5:00 p.m.

Internet Café and meeting space 7:00 a.m.-5:00 p.m.

Breakfast 7:00 a.m.-8:30 a.m.

Exhibit Hall 7:30 a.m.-5:00 p.m.

BIS Online Training 7:30 a.m.-5:00 p.m.

Welcome & Opening Plenary 8:30 a.m.-10:00 a.m.

Break 10:00 a.m.-10:30 a.m.

Session(s) 10:30 a.m.-12:00 p.m.

Lunch & Keynote 12:00 p.m.-1:30 p.m.

Session (s) 1:30 p.m.-3:00 p.m.

Break 3:00 p.m.-3:30 p.m.

Session(s) 3:30 p.m.-5:00 p.m.

Networking Reception 5:30 p.m.-8:30 p.m.

Conference Day 2 Registration 7:00 a.m.-5:00 p.m.

Internet Café 7:00 a.m.-7:00 p.m.

Breakfast 7:00 a.m.-8:30 a.m.

Exhibitor Hall 7:30 a.m.-5:00 p.m.

BIS Online Training 7:30 a.m.-5:00 p.m.

Plenary 8:30 a.m.-10:00 a.m.

Break 10:00 a.m.-10:30 a.m.

Session(s) 10:30 a.m.-12:00 noon Lunch 12:00 p.m.-1:30 p.m.

Session(s) 1:30 p.m.-3:00 p.m.

Break 3:00 p.m.-3:30 p.m.

Plenary 3:30 p.m.-5:00 p.m.

Exhibitor Networking Reception 5:00 p.m.-6:30 p.m.

Registration 7:00 a.m.-5:00 p.m.

Continental Breakfast 7:00 a.m.-8:30 a.m.

Exhibitor Hall 7:30 a.m.-3:30 p.m.

BIS Online Training 7:00 a.m.-3:30 p.m.

Workshop (Breakout) 9:30 a.m.-12:30 p.m.

Workshop (Breakout) 1:30 p.m.-3:30 p.m.

Roundtables 9:00 a.m.-3:30 p.m.

Lunch 11:30 noon-1:00 p.m.

Post-Conference BIS Staff load-out 9:00 a.m.-12:00 p.m.

IV: DELIVERABLES UNDER THE CONTRACT

The Contractee shall be required to provide the following deliverables:

DELIVEABLE DUE DATE TO WHOM

Floor Plan for the Hotel With the initial proposal Contractee/Government Representative

Hotel Emergency Procedures 90 days prior conference Contractee/Government Representative

Banquet Menus 120 days prior conference Contractee/Government Representative

Audiovisual Event Order Submitted with initial proposal and 60 days prior to each subsequent conference

Contractee/Government Representative

Five keys for office/storage areas Upon arrival on the Pre- Conference Day

Contractee/Government Representative

Final count of actual # of persons served

At the end of each day Contractee/Government Representative

Final Audio Visual Event Order 30 days prior to conference Contractee/Government Representative

1 complimentary room unit per 40 actualized room nights

After the final room count Contractee/Government Representative

12 complementary parking passes during the conference (3 days)

At Pre-Conference check in Contractee/Government Representative

Complimentary handling fees for boxes up to 100 lbs. each

At Pre-Conference check in Contractee/Government Representative

On-site parking that will accommodate conference attendees

Throughout the Conference week

Contractee/Government Representative