FINAL SOW FOR RFQ.pdf

Request for Quotation Number 1333ND22QNB600070

Statement of Work

BACKGROUND

On February 4, 2014, the National Institute of Standards and Technology (NIST) announced the formation of the Organization of Scientific Area Committees (OSAC) for Forensic

Science. The OSAC is a collaborative body of approximately 500 forensic science practitioners and other experts who represent all levels of the government, academia and industry.

NIST established the OSAC to strengthen the nation’s use of forensic science by supporting the development and promulgation of forensic science consensus documentary standards and guidelines. The ultimate objective of the OSAC is to create a sustainable organizational infrastructure that produces consensus documentary standards and guidelines to improve quality and consistency of work in the forensic science community.

OSAC-approved standards and guidelines will make up the OSAC Registry. The registry will be freely available.

The OSAC is made up of 30 OSAC units, which includes 22 Subcommittees, 7 Scientific Area

Committees (SAC), and the Forensic Science Standards Board (FSSB).

GENERAL REQUIREMENTS

The Contractor shall conduct a site search of available venues for the anticipated event.

The Contractor shall utilize the results of the site search to recommend available venues for the OSAC event listed below.

The Contractor shall secure meeting space, AV equipment/services & lodging room blocks for all attendees and provide meeting planning and support for the OSAC event listed below.

Team B: Digital/Multimedia SAC, Medicine SAC, Biology SAC, and Chemistry:

Toxicology/Seized Drugs SAC scheduled for May 15-19, 2023.

The Government anticipates that 200 individuals will be in attendance.

During the event, the SACs, and the subcommittees within each of the SACs will hold meetings throughout the week discussing the latest OSAC standards up for review.

The venue for the meeting must be in one of the following geographic regions. No other geographic regions will be acceptable to the Government.

a. Tucson, AZ

b. Albuquerque, NM

c. Grand Rapids MI

d. Las Vegas, NV

e. Kansas City, MO

f. Indianapolis, IN

g. Baton Rouge, LA

-No registration fees shall be charged to attendees to participate in the meeting.

-The Contractor shall not provide any food or beverage for the meeting.

-The venue must meet the Hotel and Motel Fire Safety Act of 1990 (Pub. L. No.101-391, September 25, 1990, as amended by Pub. L. No. 105-85, November 18, 1997).

-The venue must not be a casino property.

-In the event an unplanned emergency or weather causes NIST to be unable the meeting during the period indicated, NIST shall coordinate with the Contractor to reschedule the meetings not later than 90 days after the Government provides notification to the

Contractor of the need to reschedule. The rescheduling shall take place at no charge or penalty to the Government. The Contractor shall provide alternate dates in the event of hazardous weather, which may be subject to negotiation with the Government.

SPECIFIC REQUIREMENTS

Task 1 - SITE SEARCH

The Contractor shall conduct a site search for the meeting. The search must identify potential sites for the event based upon the requirements identified herein as well as the following:

-The Contractor shall identify properties that accommodate meeting room, lodging, and audio-visual requirements.

-The Contractor shall identify properties that meet the Hotel and Motel Fire Safety

Act of 1990 (Pub. L. No.101-391, September 25, 1990 as amended by Pub. L. No. 105-

85, November 18, 1997).

-The Contractor shall not include casinos properties.

-The Contractor shall prepare a location comparison report to identify potential locations for the event. The location comparison report must include all of the following at a minimum:

*Name, address, point of contact, phone number, email address, and available dates for each potential site. The Contractor shall identify at least five potential venue sites;

*Number of sleeping rooms and meeting rooms available at each site;

*Floor plans of the meeting space, and room dimensions, room configurations, and capacity charts for rooms;

*Audio-visual equipment and services available at each site as well as whether or not third-party audio-visual suppliers can be utilized;

*Whether sites are AV union facilities;

*Attrition clauses and cancellation liabilities that will be identified in the contract of each venue;

The Contractor shall provide the location comparison report to the Contracting Officer’s

Representative (COR). The COR and TPOC shall provide a written response to the

Contractor and identify the Government’s top three choices of the properties submitted by the Contractor.

-The Contractor shall proceed to confirm availability of the Government’s first venue site choice, for the meeting dates and secure the space for the event. Should the first venue site choice not be available, the Contractor shall proceed to the 2nd choice.

-The Contractor shall negotiate all terms and sign the contract with the venue.

COVID-19 and Meeting Space

The Government reserves the right to require the Contractor delay securing the venue for the meeting, should circumstances relevant to COVID-19, and the Government’s actions relevant to those circumstances, require this action.

The Contractor may be asked to request a “courtesy hold” at the venue the Government determines to be its first choice. If such a hold is requested, the Contractor must ensure that any courtesy hold is non-committal, non-binding, and does not include or require any financial commitment and/or risk to the Government. If a courtesy hold imposes any commitment, risk or obligation to the Government, the hold shall not be requested. If the hold is requested, and the space is sold to another party, the

Contractor must notify the Government via email or phone.

The Contractor shall not enter a binding commitment, contract, and/or agreement with any venue prior to written notification by the COR confirming that the in- person meeting will be conducted. Should the Contractor choose to take such action, they do so at their own risk.

Task 2: Meeting Planning & Support

-The Contractor’s Project Manager and relevant staff shall attend at minimum, two planning meetings with the Contracting Officer’s Representative, from NIST’s OSAC Program

Office, other NIST-authorize personnel, and OSAC Committee members. Meetings shall commence no later than one week after the date of award and be conducted via conference call or webcast. The NIST COR shall schedule the meetings and provide call-in numbers for the meetings.

-The Contractor shall meet with the OSAC Program Office Technical Point of Contact

(TPOC), on a weekly basis, at a minimum, to ensure all meeting planning, logistical issues and questions are addressed.

-The Contractor, in consultation with OSAC Program Office staff, shall draft, modify, and finalize the meeting agendas that accompanies the meeting.

-The Contractor, in consultation with OSAC Program Office staff, shall prepare and print meeting room map handouts detailing the meeting room location of each OSAC unit for each meeting.

-The Contractor shall write a logistics letter that will be distributed to all attendees, by the OSAC Program Office, one week prior to the meeting. The logistics letter shall include information regarding travel reminders, site information, meeting attachments, any scheduling information, special instructions, and additional information requested by

OSAC Program Office staff.

-The Contractor, in consultation with OSAC Program Office, shall compile, print, and place in Contractor provided, standard two-pocket folders, all the necessary printouts for meeting attendees, for distribution at the registration desk. The handouts may include, but are not limited to, agenda, logistical handouts, meeting room maps, content-related handouts, facility amenities and maps. Handouts may include black/white or color, which will depend on the content being printed. The page counts may vary between 1-15 pages. Total pages will not exceed 5000.

-The Contractor shall choose an appropriate badge and print name tags for each of the meeting’s attendees. The attendee list will be provided electronically, in a spreadsheet format, to the Contractor two weeks prior to the meeting, by the COR. Name tags shall be provided by the Contractor. Lanyards are not required. Name tags shall be distributed to attendees, at the registration table, prior to and during the meeting.

-The Contractor shall ship all meeting-related supplies to the meeting. Meeting supplies shall include, but are not limited to badge holders, badge trays, pens, markers, highlighters, post-its, push pins, staplers, scissors, tape, flipcharts, laser pointer, and AV connection cords. In addition, the Contractor shall ship basic meeting supplies for the registry desk and Contractor offices.

-The Contractor shall arrange for receiving prior to the meeting and storage space at the venue for all meeting materials to be used by the OSAC Program Office and the Contractor.

Onsite storage at the venue of material meeting is required for up to two (2) weeks prior to the meeting start date. Receiving and storage for packages, parcels, cases, and shipping containers will not exceed 10 items.

-The Contractor shall ensure onsite support is available to answer questions and resolve issues that arise during the meeting, troubleshoot internet access and/or audio-visual issues, and provide direction to meeting attendees with respect to the location of various meeting spaces.

-The Contractor shall provide an onsite coordinator that possesses experience with large-scale meetings (over 150 attendees) consisting of multiple concurrent activities and breakout sessions.

-The Contractor shall provide staff to manage the registration desk all days of the meeting and provide administrative support to attendees such as, making copies and answering questions.

-The Contractor, in consultation with OSAC Program Office staff, shall arrange a photographic schedule for each OSAC Unit for the meeting. This arrangement will be finalized with input from OSAC Program Office staff. The Contractor shall provide photographic services for the meeting, using Contractor-provided equipment such as a smart phone camera or compact digital camera and shall include photos of each OSAC unit, plenary session, award session, and action photos, as appropriate, at the meeting. At least two full days of photographic support are required for the meeting. Photographs must be quality with resolutions sufficient to be used in presentations and webpage materials. The services of a professional photographer are not required.

-The Contractor shall notify participants through the agenda and/or the logistics letter that they will be photographed and that these images will be used by OSAC in the future.

-The Contractor shall provide all digital photos to OSAC Program Office within five business days after the event. The Contractor shall not retain any of the images, in any format, for their use or for any other reason or purpose.

-The Contractor shall coordinate, with OSAC Program Office staff, registration desk activities. This includes creating and using sign-in sheets for participants to initial as they pick up their meeting materials for the meeting.

-The Contractor shall serve as the point of contact for the meeting site, AV and hotel questions prior to and during the meeting. This includes, but is not limited to logistical issues, meeting room issues, AV issues, and sleeping rooms.

-The Contractor shall provide printing capabilities or make a printer/copier/scanner available for meeting attendees at the meeting site, with the number of black and white copies/sheets printed not to exceed 5,000 sheets. The printer/copier/scanner should be hard wire networked or WiFi enabled. Printing estimates from past events are:

*180 black/white copies of 5 pages of logistics hand out includes facility amenities &

Venue Site maps;

*180 black/white copies of 2-page content handouts;

*180 color copies of 3-page color agenda;

*180 color copies of 2-page meeting room maps;

Estimated total for the event: 1260 black/white copies & 900 Color copies.

-The Contractor shall prepare meeting rooms, prepare, and supply audio-visual (A/V) equipment and services for the meeting.

-The Contractor shall have sufficient meeting signage and direction for all the meeting rooms. Signage shall be digital or printed. If printed, the signage shall not be smaller than 8.5” x 11” per sign, or comparable, based on the facility’s existing fixed wall signage. Signage shall be placed outside of each meeting room and shall identify the name of the OSAC unit for each meeting room. The Contractor shall have directional signage throughout the facility indicating where the plenary will be located as well as where the OSAC registration desk is located. If the meeting site has an electronic listing of events, the Contractor shall ensure that the OSAC meetings are listed electronically.

-The Contractor shall close out each the meeting at the end of each week. This includes, at a minimum, shipping supplies back to their facility and going through meeting rooms to check for items left in them.

TASK 3: Venue Requirements

3.1 Meeting Rooms

The venue shall provide all of the following meeting space:

-16 concurrent OSAC unit breakout rooms;, -3 task group rooms;

-1 committee use room;

- 1 plenary room

-1 OSAC Program Office space;

-An area for meeting registration, and

-Available open space to setup 4-6 Working Pods.

-Venues shall have a three-diamond or higher rating from Triple A (AAA) within the past three years.

-The venue shall have available dining/restaurant options either on-site or within a short walking distance so that attendees can take breaks and return to the meeting within

30-minute intervals.

Reference detailed requirements for each meeting room in the Meeting Space Requirements and Meeting Space Times & Summary charts below.

3.2 Sleeping Rooms

-The Contractor shall secure sleeping rooms for overnight attendees, described in the sleeping room schedule below, that is at or below the current government per diem rate and taxes for the geographic location where the meeting takes place.

The Contractor shall secure a sleeping room block for a total of 200 federal and non-federal participants. A total of 55 participants will be federal employees; 145 will be non-federal participants. The Contractor shall ensure lodging room blocks are available at the federal per diem, or less, for all attendees.

-Two separate mechanisms must be established for individual travelers to make lodging reservations for the meeting. One mechanism for “Federal” travelers. The second mechanism for Non-Federal travelers.

-Travelers will make their own reservations via the two separate reservation mechanisms for Federal and non-Federal travelers, for the meeting.

-The Contractor shall cover all costs for the non-federal attendees’ room nights and relevant room night taxes upon check-out.. The Contractor shall NOT pay for federal attendees’ room nights/taxes. Two weeks prior to the start date of the meeting, the COR will provide the Contractor with a participant list. The list will include the names of participants that are not federal employees. The Government reserves the right to change the names on the participant list, prior to the meeting date; however, the total number of non-federal participants shall not exceed the total identified above.

-Where applicable, the Contractor shall secure the lodging rooms as tax exempt for all travelers or, at a minimum, Federal travelers.

-Sleeping room blocks have been calculated for each meeting based upon historical information and the percentage of membership that is reasonably expected to attend.

-Sleeping room numbers are not guaranteed.

-The Contractor shall ensure that only meeting dates are covered under this contract for lodging rooms. Should travelers book lodging reservations for days before or after the dates specific above, individual travelers shall be responsible for these costs.

-In total 820 room nights must be secured. This includes 600 for non-federal attendees and 220 for federal attendees. The Contractor shall be responsible for paying the lodging costs associated with the 820 room nights for non-federal attendees.

• Sleeping Room Schedule

Day Date Room Type Occupant # Rooms Needed in Block

Sunday May 14, Standard* 1 10

Monday May 15, Standard 1 200

Tuesday May 16, Standard 1 200

Wednesday May 17, Standard 1 200

Thursday May 18, Standard 1 200

Friday May 19, Standard 1 10

*A “standard” sleeping room has a bed, desk/work area, individual bath/toilet, television, chair, and closet area. All rooms must include a telephone, alarm clock/radio, and access to high-speed wireless Internet access.

-The Contractor shall provide periodic updates and reports summarizing the room reservations. The reports must be sent via email to the COR and TPOC, in either MS excel or Adobe PDF format. The reports shall be provided:

1. Upon request

2. Two weeks prior to the event

3. One week prior to the event

4. Final rooming list provided to NIST at the conclusion of the event.

Meeting Space Requirements

Breakout Room Designation (room sign) Event

Room Size to

Accommodate

Attendees Room Setup Type

Observer

Chairs around perimeter of the room, outside of U-shape

Registration Registration

Hall, Counter, Table, Chairs 2 Tables 0

Plenary Room General Session

All Attendees 200 Theater 0

Task Group 1 Task Group 1 15 U Shape 6

Task Group 2 Task Group 2 15 U Shape 6

Task Group 3 Task Group 3 15 U Shape 6

Committee Room Committee Room 15 U Shape 6

Working Pods 4-6 Working Pods

Hall, Lobby, Entryway, Open

Area

4-6 Tables

4-6 Chairs at each Table

Round or Square

Tables 0

OSAC Office OSAC Program

Office 10 Conference or U

Shape 5

Medicine SAC Medicine SAC 5 U Shape 6

Forensic Anthropology

Forensic Anthropology 15 U-Shape 6

Medicolegal Death

Investigation Medicolegal Death

Investigation 20 U-Shape 6

Forensic Nursing Forensic Nursing 15 U-Shape 6

Forensic Odontology Forensic

Odontology 15 U-Shape 6

Digital & Multimedia SAC

Digital & Multimedia SAC 6 U-Shape 6

Digital Evidence Digital Evidence 25 U-Shape 6

Facial Identification

Facial Identification 25 U-Shape 6

Speaker Recognition

Speaker Recognition 25 U-Shape 6

Video &

Imaging

Technology

Analysis

Video & Imaging

Technology

Analysis 25 U-Shape 6

Biology SAC Biology SAC

Conference or U

Shape 0

Human Forensic

Biology

Human Forensic

Biology 35 U Shape 6

Wildlife Forensic

Biology

Wildlife Forensic

Biology 20 U Shape 6

Drugs/Toxicology

SAC

Drugs/Toxicology

SAC

Conference or U

Shape 0

Seized Drugs Seized Drugs

25 U Shape 6

Toxicology Toxicology

25 U Shape 6

Meeting Space Times & Summary

Rooms/Seating

Day 1 – Day 2 – Day 3 – Day 4 – Day 5 – Day 6 – Day 7 –

Sat

May 13

9am-6pm

Sun

May 14

9am-6pm

Mon

May 15

4pm-7pm

Tues

May 16

7am-6pm

Wed

May 17

7am-6pm

Thurs

May 18

7am-6pm

Fri

May 19

7am-2pm

16 Concurrent

Rooms X X X X

3 Task Group

Rooms X X X X

1 Committee Use

Room X X X X

4-6 Working

Pods X X X X

Plenary Space X X

OSAC Program

Office X X X X X X X

Registration

Space X X X X X

Total

Spaces/Rooms 1 1 2 27 27 27 27

Daily Meeting Plan:

• Saturday, May 13, 2023 – Shoulder day for guest arrival.

• Sunday, May 14, 2023 – Shoulder day for guest arrival.

• Monday, May 15, 2023 – Travel day. Guests arrive. Evening Registration area required. No meeting room requirements.

• Tuesday, May 16, 2023 – Registration, Plenary General Sessions, & Breakout

Sessions. Meeting room requirements as noted above.

• Wednesday, May 17, 2023 – Registration, Plenary General Sessions, & Breakout

Sessions. Meeting room requirements as noted above.

• Thursday, May 18, 2023 - Breakout Sessions. Meeting room requirements as noted above.

• Friday, May 19, 2023 - Breakout Sessions; Travel day, guests depart in afternoon.

• Saturday, May 20, 2023 - Shoulder day for guest departure.

3.3 Audio/Visual Requirements:

The facility shall provide wireless internet capability for all 200 participants and specific audio-visual equipment/services in each concurrent breakout room and task group room as follows:

1. One high-speed internet connection per meeting room, when specifically requested by the OSAC Program Office,

2. WiFi internet connection for all meeting rooms in all meeting space for all attendees,

3. Projector & screen in each meeting room; Project should have speaker capabilities to broadcast virtual meeting attendees,

4. Minimum of 4 power strips, additional power strips shall be installed based on the room setup as described above allowing 1 power strip for 6 seats,

5. Cables and cords necessary for AV functionality,

6. One microphone if room acoustics require. All participants must hear clearly within the room, and

7. Easel and flipchart with pens/markers.

Plenary Meeting Room shall have a podium, stationary microphone, walk-around microphone, projector, screen, appropriate AV and virtual meeting equipment to facilitate a hybrid meeting for in-person and remote attendees, and one-high speed internet connection.

Working Pods shall have electrical power only for a minimum of 2 power strips per pod.

Task 4: Reporting Requirements

The Contractor shall provide periodic updates and reports summarizing the room

Reservations for the meeting. The reports are required to be sent via email to the COR and TPOC, in either MS excel or Adobe PDF format. The reports shall be provided:

1. Upon request

2. Two weeks prior to the event

3. One week prior to the event

4. Final rooming list provided to NIST at the conclusion of the event.

The Contractor shall provide the following costs at the conclusion of the event to allow reconciliation:

1. Site Search and Travel

2. Meeting Planning Labor

3. Meeting Support Travel

4. Meeting Space

5. Lodging Rooms

6. Audio Visual Equipment and Services

7. WiFi in public meeting space

8. Materials

DELIVERABLES

Location Comparison report

Due Date: 45 days after award

Two Planning and Status Meetings

Due Date: To be agreed upon between the Government and the Contractor

Separate Reservation mechanisms established for Federal and Non-Federal travelers

Due Date: 3 months prior to meeting start date

Meeting Agenda

Draft Due Date: 30 calendar days prior to meeting start date

Final Agenda Due Date: 7 calendar days prior to meeting start date

Meeting Room Handout Map

Final Room Handout Map Due Date: 7 calendar days prior to meeting start date

Meeting Packages in Contractor Provided Folders

Due Date: Day of Registration

Name Tags for All Participants

Due Date: Day of Registration

Logistics Letter for All Attendees

Final Due Date: 7 calendar days prior to meeting start date

Event Costs:

Due Date: 30 calendar days following meeting completion on June, 2023

On-site Meeting Support – Team B: Digital/Multimedia SAC, Medicine SAC, Biology SAC, and

Chemistry: Toxicology/Seized Drugs SAC

Completion Date: May, 2023

Post-Meeting Cost Report

Due Date: Not later than July 15, 2023

PERIOD OF PERFORMANCE

The period of performance shall be from the date of award through July 15, 2023.