CSD_2016_Showcase_01132016.docx

HSHQDC-16-Q-00085

Cyber Security Division 2016 R&D Showcase and Technical Workshop

ATTACHMENT II.1 – STATEMENT OF WORK

U.S. Department of Homeland Security Science and Technology Directorate Cyber Security Division

Cyber Security Division 2016 R&D Showcase and Technical Workshop

I. Purpose This Statement of Work (SOW) is for the Department of Homeland Security (DHS) Science and Technology Directorate (S&T) Cyber Security Division’s (CSD) 2016 Principal Investigators’ (PI) Meeting event, the 2016 Research & Development (R&D) Showcase and Technical Workshop. The threeday event will be held February 17-19, 2016, in the Washington, DC metropolitan area.

This SOW includes the rental of conference facility space and the provision of related supplies and services, listed in Section III Scope, only. The requirement does not include conference planning services, travel, or lodging expenses for the technology demonstration attendees.

II. Background In January 2011, DHS S&T CSD released the Broad Agency Announcement (BAA) 11-02 solicitation seeking proposals for R&D of 14 Technical Topic Areas (TTAs) aimed at improving security in both federal networks and the larger Internet from cyber attacks. The TTAs were derived from requirements from within DHS, in response to the Comprehensive National Cybersecurity Initiative and from the financial services sector. Additionally, S&T has a leading role in building international collaboration in cybersecurity with the United Kingdom and Australia.

The purpose of the research to be performed by contract awardees is:

· To develop new and enhanced technologies for the detection of, prevention of, and response to cyber attacks on the nation’s critical information infrastructure, based on customer requirements;

· To perform R&D aimed at improving the security of existing deployed technologies and to ensure the security of new emerging cybersecurity systems; and

· To facilitate the transfer of these technologies into operational environments.

Under the BAA process, 1,003 white papers were submitted for review, and after a down-select, 224 were encouraged to submit full proposals. After a comprehensive review, 33 proposals were selected for contract award.

This is the fourth meeting of the Principal Investigators from each of these projects. The PI Meeting provides a unique opportunity for PIs, in the Type I (New Technologies) through Type III (Mature Technologies) phases, to collaborate and present their research and technologies to researchers and cyber security leadership from the government, international partners, the private sector, and academia, allowing additional knowledge sharing, improvement of existing deployed technologies, and transition of innovative research to safeguard cyberspace.

The goals of the meeting are to showcase PIs demonstrating cutting-edge cybersecurity research technologies with both near- and mediumterm solutions, and to facilitate the transfer of those technologies into operational environments.

III. Scope of Work

The R&D Showcase and Technical Workshop will take place over three days, February 17-19, 2016, preceded by a setup day, February 16, 2016

The conference facility must be in the Washington, DC metropolitan area (the District of Columbia or adjacent counties in Virginia or Maryland). The conference facility must be located within three city blocks of a Metro station.

The conference facility must either have at least one restaurant/eatery on-site to accommodate 200 participants at one time, or be located not more than two city blocks from a restaurant/eatery. The conference facility must either have a coffee shop or coffee cart within the building, or be located not more than two city blocks from a coffee shop. This is necessary in order for participants to quickly access food and beverages during collaboration breaks without going too far and thus missing meeting activities.

IV. Tasks

TASK 1: The contractor shall provide the following space:

· One general session room (GS) is to accommodate a minimum of 600 participants. The preferred room setup style is classroom; however; a mix of classroom seating (8%) and theatre seating (92%) is also acceptable. The room will need to be accessible starting the day prior to the event between 2:00pm to 4:00pm and will be used through the end of the event.

· One lockable 7,800 square foot technology demonstration/poster session room to accommodate standing room for 450 participants and 30 exhibitors (10’ x 6’ plot per technology) and 13 double-sided posters (6’ x 4’ plot per poster session board). The contractor will supply 30 sixfoot table and two chairs per technology demonstration and 36 school room (18” x 30”) tables to be placed in front of each side of the poster board. This room will need to be accessible starting the day prior to the event at 12:00pm and will be used through 8:00pm on February 17, 2016.

· One lockable 2,900 square foot technology demonstration/poster session room to accommodate standing room for 150 participants and eight exhibitors (10’ x 6’ plot per technology) and five double-sided posters (6’ x 4’ plot per poster session board). The contractor will supply eight sixfoot table and two chairs per technology demonstration and 10 school room (18” x 30”) tables to be placed in front of each side of the poster board. This room will need to be accessible starting the day prior to the event at 12:00pm and will be used through 9:00pm on February 17, 2016.

· One lockable planning office/storage room to accommodate 25 people set in boardroom style. This room will be used for the entire meeting. This room will need to be accessible starting the day prior to the event at 12:00pm and will be used through the end of the event.

· One video interview room to accommodate 10 people. This room must be able to accommodate a 10’ high x 10’ wide backdrop, video equipment (3’ x 3’ plot), two 6’ banquet tables, and four chairs. The room must be lockable and should be located within 100 feet of the conference general session. The room will need to be accessible starting the day prior to the event starting between 2:00pm to 4:00pm and will be used through the end of the event.

· Two technical track session rooms (referred to as: Technical Track 1 & Technical Track 2) to accommodate a minimum of 300 participants per room. The preferred room setup style is classroom; however; classroom seating for 20 people and theatre seating for280 people is also acceptable. It is acceptable for the general session room to be used as one or both technical track sessions. If the general session room is to be split into both technical track sessions, the room reset must be completed within 20 minutes. These rooms will only be needed for the second and third day of the meeting. Note: If the GS cannot accommodate both tracks, then Technical Track 1 will be located in the GS. Technical Track 2 should be placed as close as possible (no more than a two minute walk) to Track 1.

· Two program manager rooms to accommodate a minimum of 10 participants per room. The preferred room setup style is boardroom. These rooms will be used for all three days of the meeting.

· One program manager room to accommodate a minimum of 25 participants set boardroom. This room will need to be accessible starting the day prior to the event at 7:00am and will be used through the end of the event.

· Five collaboration/breakout session rooms. Two rooms to accommodate a minimum of 25 participants set in U-Shape. One room to accommodate 40 people set in half rounds. One room to accommodate 75 participants set in rounds. One room to accommodate 75 people set in rounds, classroom or theatre. All rooms will be needed on February 18, 2016 from 2:00pm – 6:30pm.

· One media room to accommodate a minimum of five participants. The preferred room setup style is boardroom. The room will be used for all three days.

The general session, planning office/storage room, technology demonstration/poster session, video interview room, and program manager room #1 must be available the day prior to the meeting for setup. The technology demonstration room, planning office/storage, and video interview rooms must be able to be locked the day prior to the meeting through the completion of the event. The contractor will provide keys and/or access cards to all meeting rooms at no additional cost to the government. (As used in this document, “at no additional cost to the government” means the price of the referenced supply or service shall be included in the contractor’s firmfixed price, and the contractor shall make no additional charges to the government for the referenced supply or service above the proposed firm-fixed price.) The R&D Showcase and Technical Workshop agenda and room requirements are summarized in the following table:

General Session

Day prior to the event (February 16, 2016)

Classroom or a mix of classroom seating (8%) and theatre seating (92%)

Day 1 (February 17, 2016)

6:00am – 7:00pm

Day 2 (February 18, 2016)

6:00am – 11:30am

Technology Demonstration / Poster Session Room 1

Day prior to the event (February 16, 2016)

7,800 square foot technology;

450 standing and 30 exhibitors (10’ x 6’ plot per technology) and 13 double-sided posters (6’ x 4’ plot per poster session board)

Day 1 (February 17, 2016)

6:00am – 8:00pm

Technology Demonstration / Poster Session Room 2

Day prior to the event (February 16, 2016)

2,900 square foot technology;

150 standing and eight exhibitors (10’ x 6’ plot per technology) and five double-sided posters (6’ x 4’ plot per poster session board)

Day 1

6:00am – 9:00pm

Planning Office

Day prior to the event (February 16, 2016)

Boardroom

Day 1

6:00am through the next day

Day 2

Day 3 (February 19, 2016)

6:00am – 7:00pm

Video Interview Room

Day prior to the event (February 16, 2016)

Day 1

Day 2

Day 3

6:00am – 5:00pm

Technical Tracks If the general session room is to be split into both technical track sessions, the room reset must be completed within 20 minutes. These rooms will only be needed for the second and third day of the meeting. If the GS cannot accommodate both tracks, then Technical Track 1 will be located in the GS. Technical Track 2 should be placed as close as possible (no more than a two minute walk) to Track 1

Technical Track1

Day 2 (February 18, 2016) 12:30pm – 6:00pm

Classroom or a mix of classroom seating (20 participants) and theatre seating (280 participants) per room.

Day 3

6:00am – 6:00pm

Technical Track 2

Day 1 (set-up)

Access to the room between 4:00pm – 6:00pm for set-up

Classroom or a mix of classroom seating (20 participants) and theatre seating (280 participants) per room.

Day 2

11:30am – 6:00pm

Day 3

6:00am – 6:00pm

Program Manager Rooms 1

Day prior to the event (February 16, 2016)

7:00am – 6:00pm

Day 1

7:00am –6:30pm

Day 2

Day 3

Program Manager Rooms 2-3

Day 1

7:00am – 6:30pm

Day 2

Day 3

Media Room

Day 1

7:00am – 6:30pm

Day 2

Day 3

Collaboration Rooms 1 – 2

Day 2 (February 18, 2016)

2:00pm – 6:30pm

U-Shape

Collaboration Rooms 3

Day 2 (February 18, 2016)

2:00pm – 6:30pm

Half Rounds

Collaboration Rooms 4

Day 2 (February 18, 2016)

2:00pm – 6:30pm

Rounds

Collaboration Rooms 5

Day 2 (February 18, 2016)

2:00pm – 6:30pm

Can be set as rounds, classroom or theatre

TASK 2: The contractor shall provide, set up, and tear down audio visual equipment. Below is a list of required equipment for the general session, technical track sessions, planning office technology demonstration, and collaboration rooms.

General Session Set-up: February 16, 2016 Event: February 17 –18, 2016

· Dual LCD projector and screen (9 x 12 or larger)

· Two 60” or larger monitors to be placed toward the back of the room. The monitors will also present the presentation brief.

· Laptop

· Slide advancer

· All cables and adapters to connect the laptop to the projector

· Small stage (at a minimum 4’wide x 12’ long) enough to accommodate 1 speaker and a panel of 5-6 people

· One speaker microphone with podium

· One wireless lavaliere microphone

· Two Q&A wireless microphones

· Six wireless lavaliere microphone (Days 1 and 2 only)

· Two speaker timers (one to face the presenter, the other to face the audience)

· 42” or larger Confidence monitor

· Extension cords, surge protectors, and power for all A/V equipment

· Sound system

· Audio mixer

· Two lighting trees to face the stage, with a minimum of four lights per tree and 750 watt cans or 6,000 watts total

· Velour Pipe and drape behind the stage and from screen to screen (estimated 20-30 feet)

· Two small riser (6’ x 8’ long) enough to fit the client’s video production camera equipment.

· Power for all classroom seating (estimated 48 seats)

Technical Track Sessions 1 & 2 Event: February 18 –19, 2016

Note: If the general session room is being used for one technical track session, no additional A/V equipment is required; the same A/V equipment can be used. If the general session room is being split to accommodate both technical track sessions, the following supplemental A/V equipment is needed in the general session room.

Supplemental Audio Visual Equipment Requirements

· Laptop

· Slide advancer

· One to two 60” or larger monitors to be placed toward the back of the room. The monitors will also present the presentation brief.

· One speaker microphone with podium

· One wireless lavaliere microphone

· Two Q&A wireless microphones

· Two speaker timers

· 42” or larger Confidence monitor

· Sound system

· Audio mixer

· Two lighting trees, to face the stage; with a minimum of four lights per tree and 750 watt cans or 6,000 watts total

· Velour Pipe and drape behind the stage and from screen to screen (estimated 20-30 feet)

· Two small riser (6’ x 8’ long) enough to fit the client’s video production camera equipment.

· Small stage (at a minimum 4’wide x 12’ long) enough to accommodate 1 speaker

· Power for all classroom seating (estimated 20 seats) If the technical track sessions are being held in other rooms (not the general session room), the following A/V equipment is needed in each room:

Audio Visual Equipment per Technical Track Session Room

· One LCD projector/screen (9x12 or larger)

· Laptop

· LCD projector and screen (9x12 or larger)

· One to two 60” or larger monitors to be placed toward the back of the room. The monitors will also present the presentation brief.

· Laptop

· Slide advancer

· All cables and adapters to connect the laptop to the projector

· Small stage (at a minimum 4’wide x 12’ long) enough to accommodate 1 speaker and a panel of 5-6 people

· One speaker microphone with podium

· One wireless lavaliere microphone

· Two Q&A wireless microphones

· Two speaker timers (one to face the presenter, the other to face the audience)

· 42” or larger Confidence monitor

· Extension cords, surge protectors, and power for all A/V equipment

· Sound system

· Audio mixer

· Two lighting trees to face the stage, with a minimum of four lights per tree and 750 watt cans or 6,000 watts total

· Velour Pipe and drape behind the stage and from screen to screen (estimated 20-30 feet)

· Two small riser (6’ x 8’ long) enough to fit the client’s video production camera equipment.

· Power for all classroom seating (estimated 20 seats)

Technology Demonstration Room 1 Set-up: February 16, 2016 Event: February 17, 2016

· Extension cords, surge protectors and power for 30 technologies/laptops

· 13 – 4’ x 6’ double-sided poster boards. Contractor must supply push pins to be able to hang posters as well as exhibit numbers (1-70).

Technology Demonstration Room 2 Set-up: February 16, 2016 Event: February 17, 2016

· Extension cords, surge protectors and power for eight technologies/laptops

· Five– 4’ x 6’ double-sided poster boards. Contractor must supply push pins to be able to hang posters as well as exhibit numbers (71-90).

Planning Office Set-up: February 16, 2016 Event: February 17 -19, 2016

· Extension cord and power for 20 laptops

· One black and white printer with two reams of computer paper

· Laptop to connect to the printer

Video Interview Room Set-up: February 16, 2016 Event: February 17 -19, 2016

· Extension cord and power for three laptops and video equipment

Program Manager Room #1 Event: February 16 -19, 2016

· One projector and screen

· One flip chart

· Extension cord and power for five laptops

Program Manager Room #2-3 Event: February 17 -19, 2016

· One flip chart

· Extension cord and power for five laptops

Collaboration Room #1-2 Event: February 18, 2016

· One projector and screen

· One flip chart

· Extension cord and power for 25 laptops

Collaboration Room #3 Event: February 18, 2016

· One projector and screen

· One flip chart

· Extension cord and power for 40 laptops

· One wireless lavaliere microphone

· Two wireless mics for question & answers

· Sound system Note: Audio visual tech support is not needed in this room.

Collaboration Room #4-5 Event: February 18, 2016

· One projector and screen

· One flip chart

· Extension cord and power for 75 laptops

· One wireless lavaliere microphone

· Two wireless mics for question & answers

· Sound system Note: Audio visual tech support is not needed in this room.

Registration Area - Near General Session (February 17 –19, 2016)

· All cables, adapters, and power to connect the client’s iPad or laptop to the plasma screen.

· Three 42” or larger plasmas. Two 42” or larger plasma on a stand to exhibit the meeting’s agenda. Client will provide video content, vendor will provide the laptop. One 42” or larger plasma on a stand to exhibit the meeting’s meeting materials & project videos. Client will provide video content and iPad.

The contractor shall also provide audio visual equipment technicians on-site during setup and during the event:

Setup Day – February 16, 2016

A/V Technician 1 and A/V Technician 2

· Dry run through of the general session

Day 1 – February 17, 2016

A/V Technician 1 and A/V Technician 2

· Technician to provide troubleshooting support to the planning office and program manager rooms 1-3, technology demonstration/poster rooms, video interview room, and registration area.

Day 2 – February 18, 2016

· Technician to provide troubleshooting support to the planning office, collaboration breakout session rooms 1-5,video interview room, registration area, and program manager rooms 1-3.

· Technician to provide troubleshooting support to the planning office, collaboration breakout session rooms 1-5,video interview room, registration area, and program manager rooms 1-3.

Day 3 – February 19, 2016

· Technician to provide troubleshooting support to the planning office, video interview room, registration area, and program manager rooms 1-3.

· Technician to provide troubleshooting support to the planning office, video interview room, registration area, and program manager rooms 1-3.

TASK 3: The contractor shall provide a dedicated registration desk and/or area near the general session space. It shall be available by 12:00pm on the setup day (February 16, 2016) and during the three days of the meeting (February 17-19, 2016). The registration desk/area shall have power for eight computers and hard-wired Internet connections for two computers. The registration set-up will vary based on the flow of attendees checking into the conference. The registration area/room requirements are summarized in the following table:

Registration Area/Room

Day prior to the event (February 16, 2016)

· 16’ or 23’registration front table or three to four 6’ to 8’ banquet tables set side-by-side

· Three additional 6’ school room (18” x 30”) tables to be set behind the registration area and used as an additional prep area

· Eight chairs

· Six sets of rope and stanchion to create registration lines

· Five 8.5”x11” signage stands to placed registration signage at the beginning of the registration line.

· Four to six coat racks to be place near the registration area.

· Two 6’ to 8’ banquet tables for the client’s outreach materials table

Day 1 (February 17, 2016) 6:00am – 6:00pm

Day 2

6:00am – 6:00pm

· Three additional 6’ school room (18” x 30”) tables to be set behind the registration area and used as an additional prep area

· Eight chairs

· Four to six coat racks to be place near the registration area.

· Two 6’ to 8’ banquet tables for the client’s outreach materials table

Day 3

TASK 4: The contractor shall provide a conference facility coordinator to assist the government personnel who will plan and organize the R&D Showcase and Technical Workshop. Assistance will include but is not limited to: securing the meeting rooms and registration space; providing room floorplans for all secure meeting space; obtaining and setting up A/V equipment; making sure the meeting rooms are cleaned during breaks and at the end of the day; and ensuring that contractor-provided equipment is secured when not in use.

TASK 5: The contractor shall permit the government to bring and set up its own laptop computers to be used in conjunction with the contractor-provided A/V equipment. The contractor shall permit the government to connect its computers and other equipment to the contractor’s electrical outlets and Internet ports at no additional cost to the government.

The contractor shall provide power for the following number of computers in each room:

General Session (February 16-18, 2016) For all classroom seating

Technical Track Sessions 1 & 2 (February 18-19, 2016) For all classroom seating

Registration (February 16-19, 2016) Eight computers

Technology Demonstration/ Poster Session Room 1 (February 16-17, 2016) 30 technologies or computers

Technology Demonstration/ Poster Session Room 2 (February 16-17, 2016) Eight technologies or computers

Planning Office/Storage Room (February 16-19, 2016) 20 computers

Collaboration Session Room 1-2 (February 18, 2016) 25 computers (per room)

Collaboration Session Room 3 (February 18, 2016) 40 computers

Collaboration Session Room 4-5 (February 18, 2016) 75 computer (per room)

Video Interview Room (February 16-19, 2016) Three computers and video equipment

Program Manager Rooms 1 (February 16-19, 2016) Five computers

Program Manager Rooms 1 – 3 (February 17-19, 2016) 10 computers (per room)

The contractor shall provide hard-wired or wireless, where specified, Internet connections for the following number of computers in each room for the three days of the event.

TASK 6: The contractor shall provide on-site printing capability of no more than 300 black and white pages per day at no additional cost to the government. The government intends to print conference materials as necessary in Microsoft Word, PowerPoint, Excel, or Adobe PDF formats.

TASK 7: The contractor shall provide 59 easels and eight flip charts. Easels will be used to hold registration signage and directional signage. The contractor shall permit the government to place directional signs and conference signage to direct guests to the conference. The easels will remain the property of the contractor. Flip charts will be utilized in collaboration session and program manager rooms.

TASK 8: The contractor shall provide pitchers of water and/or water coolers in the contracted rooms at no additional cost to the government.

TASK 9: The contractor shall conduct a final walkthrough of the facility space with the government personnel one to two weeks prior to the event.

TASK 10: The contractor shall provide six on-site parking spaces per day, including the set-up day (24 total) at no additional cost to the government.

TASK 11: The contractor shall provide a group sleeping room rate for the R&D Showcase and Technical Workshop attendees at a price no greater than the federal government per diem lodging rate set by the General Services Administration (GSA), in accordance with the Federal Travel Regulation (FTR). The group sleeping room rate shall be available two days before and after the contractor’s proposed dates (February 14-21, 2016).

The contractor shall also provide a reserved sleeping room block for the attendees. The sleeping room block will be open for the attendees to make reservations until 7:00pm on February 5, 2016. After February 5, 2016, the contractor may release any rooms in the block that are unsold to demonstration day attendees back into its general inventory. The reserved sleeping room block consists of the following rooms:

Note that the days of the group rate and the room block are different. The room block is reserved on a narrower range of nights (four) than the group rate (eight).

All rooms at the group sleeping room rate or in the reserved sleeping room block shall be single- or double-occupancy and non-smoking.

The contractor shall provide a telephone number and/or Internet URL for R&D Showcase attendees to make reservations. The contractor shall furnish this telephone number and/or URL to the government and the government will disseminate it to the potential attendees.

The government shall not be responsible for any costs for any rooms at the group rate or within the room block that are not reserved, used, or paid. The government shall not be responsible for any cancellation costs that may be incurred by PI Meeting attendees. Individual attendees will be responsible for making their own reservations.

If the contractor’s facility is oversold, the R&D Showcase attendees will be the last guests relocated to a nearby hotel or hotels. In the event that the attendees must be relocated, the contractor shall notify the government immediately as to which attendees are being displaced. The contractor shall arrange for the displaced attendees comparable accommodations at nightly rates no greater than the federal government per diem lodging rate set by the GSA.