HSHQDC-17-Q-00146_Full_Solicitation.pdf

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DHS/OPO/S&T/MSSNSPRT

245 Murray Lane, SW DHS/OPO/STAD/Mail Stop 0210 Contracting Officer/A. Ford U.S. Dept. of Homeland Security

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RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

04/11/2017 1100 ES

03/29/2017

202-254-8847Melanie Wilson (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

HSHQDC-17-Q-00146

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 42 RSCY-17-00097OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

Washington DC 20528-0210

TELEPHONE NO.

17a. CONTRACTOR/

Washington DC 20528 Science and Technology Directorate Department of Homeland Security

15. DELIVER TO

Washington DC 20528-0210 245 Murray Lane, SW DHS/OPO/STAD/Mail Stop 0210 Contracting Officer/A. Ford

9. ISSUED BY

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2. CONTRACT NO.

EFFECTIVE DATE

$27.5

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VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

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8(A)

U.S. Dept. of Homeland Security

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

This is a solicitation/Request for Quote (RFQ) to provide conference facility space, and related supplies and services, to the Department of Homeland Security (DHS) Science and Technology Directorate (S&T) Cyber Security Division (CSD) for its 2017 R&D Showcase and Technical Workshop.

DO/DPAS Rating: NONE Period of Performance: 07/10/2017 to 07/13/2017

0001 Facilities and related supplies and services for Continued ...

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

XX

DATED

Aaron H. Ford

. YOUR OFFER ON SOLICITATION (BLOCK 5),

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COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

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ARE

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OFFER

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Prescribed by GSA - FAR (48 CFR) 53.212

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ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

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40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

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41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Cyber Security Division 2017 R&D Showcase and

Technical Workshop

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42 2 of

Request for Quote No. HSHQDC-17-Q-00146

2017 Cyber Security R&D Showcase and Technical Workshop

Section B. Supplies or Services

B.1. Items and Price

The Contractor shall provide conference facility, and related supplies and services in accordance with the Statement of Work (SOW, Section C).

B.1.2. Contract Type

This Solicitation will result in a single Purchase Order award. The associated Purchase Order will be Firm-Fixed Price (FFP) type, as described in Federal Acquisition Regulation (FAR)

16.202.

B.2. Funding

The Government will fully fund the resultant purchase order in the applicable Performance

Period.

Section C. Statement of Work (SOW)

I. Introduction

1. Purpose

This is a Statement of Work (SOW) for the Department of Homeland Security (DHS) Science and Technology Directorate (S&T), 2017 Cyber Security Research and Development (R&D)

Showcase and Technical Workshop for the Government. The Showcase will be held July 11, 2017 in Washington, DC.

This is a SOW for 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.

II. Background

The Department of Homeland Security (DHS) Science and Technology (S&S) Directorate Cyber

Security Division (CSD) enables and supports the Research and Development (R&D), testing, evaluation and transition of advanced cybersecurity and information assurance technologies. The

CSD portfolio includes an expansive list of programs focused on improving security of both federal networks and the larger Internet. Additionally, S&T has a leading role in building international collaboration in cybersecurity with 13 countries.

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.

This is the fifth conference highlighting CSD funded projects. The R&D Showcase provides a unique opportunity for funded performers 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 conference are to showcase funded performers demonstrating cutting-edge cybersecurity research technologies with both near- and medium-term solutions, and to facilitate the transfer of those technologies into operational environments.

III. Scope

Conference Location:

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.

Conference Dates:

Contactor must provide meeting space within the preferred dates: Monday, July 10, 2017 (set-

up) and Tuesday, July 11, 2017 through Thursday, July 13, 2017 (event).

TASK 1: The Contractor shall provide the following space:

One general session room is to accommodate a minimum of 600 - 800 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 2:00 p.m. to 4:00 p.m. and will be used through the end of the event.

One lockable 7,800 square foot technology demonstration room (referred to as:

technology demonstration room #1) to accommodate standing room for 450 participants and 30-40 exhibitors (10’ x 6’ plot per technology). The contractor will supply one 18” x

30” school room table and two chairs per technology demonstration and eight double-sided poster boards with push pins to be able to hang posters. This room will need to be accessible starting the day prior to the event (July 10, 2017) at 12:00 p.m. and will be used through 10:00 p.m. on July 11, 2017.

One lockable 2,900 square foot technology demonstration room (referred to as:

technology demonstration room #2) to accommodate standing room for 150 participants and eight to 15 exhibitors (10’ x 6’ plot per technology). The contractor will supply one

18” x 30” school room table and two chairs per technology demonstration. This room will need to be accessible starting the day prior to the event (July 10, 2017) at 12:00 p.m.

and will be used through 10:00 p.m. on July 11, 2017.

One lockable planning office/storage room to accommodate 40 people set in boardroom or in rounds. This room will be used for the entire conference. This room will need to be accessible starting the day prior to the event at 11:00 a.m. 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 2:00 p.m. to 4:00 p.m. and will be used through the end of the event.

Three technical track session rooms (referred to as: Technical Track 1, Technical

Track 2 and Technical Track 3) to accommodate a minimum of 200 participants per room. The preferred room setup style is classroom; however; classroom seating for 20 people and theatre seating for 180 people is also acceptable. It is acceptable for the general session room to be used as one technical track session. These rooms will only be needed for the second and third day of the conference and should be located as close as possible to the general session/technical track 1. The room will be used through the end of the event.

One program manager room (referred to as: PM room #1) to accommodate a minimum of

25 participants set boardroom. This room will need to be accessible starting the day prior to the event at 7:00 a.m. and will be used through the end of the event.

Two program manager rooms (referred to as: PM room #2 and PM room #3) to accommodate a minimum of 10 participants per room. The preferred room setup is boardroom. These rooms will be used for all three days of the conference.

Five collaboration/breakout session rooms. Three rooms to accommodate a minimum of

40 people set in rounds. Two rooms to accommodate 75 participants set in half rounds.

All rooms will be either is needed on July 10 from 2:00 p.m. to 6:00 p.m. or July 12, 2017 from 2:00 p.m. to 6:00 p.m.

One media room to accommodate a minimum of five participants. The preferred room setup style is boardroom. This room will be accessible starting at 7:00 a.m. on July 11, 2017 the end of the event.

The general session, planning office/storage room, technology demonstration, video interview room and program manager room #1 must be available the day prior to the event for setup. The planning office/storage and video interview rooms must be able to be locked the day prior to the conference through the completion of the event. The technology demonstration room must be able to be locked the day prior to the conference through 10:00 p.m. on July 11, 2017. 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 Firm-Fixed 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 agenda and room requirements are summarized in the following table:

General Session

Date Time # People Setup Style

Day prior to the event

(July 10, 2017)

Access to the room between 2:00 p.m.

– 4:00 p.m. The room will be secured through the end of the event.

minimum of 600- 800 participants

Classroom or a mix of classroom seating (8%) and theatre seating (92%) Day 1

(July 11, 2017)

6:00 a.m. – 5:00 p.m.

Day 2

(July 12, 2017)

6:00 a.m. – 10:45 a.m.

Day 3

(July 13, 2017)

1:30 p.m. – 2:30 p.m.

Technology Demonstration Room 1

Day prior to the event

(July 10, 2017)

Access to the room by 12:00 p.m.

The room will be secured through the next day 450 standing

7,800 square foot technology;

450 standing and

30-40exhibitors (10’ x 6’ plot per technology) and eight

6:00 a.m. – 10:00 p.m.

double-sided poster boards with push pins to be able to hang posters as well as exhibit numbers (1-70).

Technology Demonstration Room 2

Day prior to the event

(July 10, 2017)

Access to the room by 12:00 p.m.

The room will be secured through the next day standing

2,900 square foot technology;

150 standing and

Eight - 15 exhibitors (10’ x 6’ plot per technology).

6:00 a.m. – 10:00 p.m.

Planning Office

Day prior to the event

(July 10, 2017)

Access to the room by 11:00 a.m.

The room will be secured through the end of the event.

Boardroom or Rounds

6:00 a.m. through the next day

6:00 a.m. – 7:00 p.m.

Video Interview Room

Day prior to the event

(July 10, 2017)

Access to the room between 2:00 p.m. – 4:00 p.m. The room will be secured through the end of the event.

Boardroom

6:00 a.m. – 5:00 p.m.

Technical Tracks

It is acceptable for the general session room to be used as one technical track session. These rooms will only be needed for the second and third day of the conference and should be located as close as possible to the general session/technical track 1. The room will be used through the end of the event.

Technical Track 1

Date Time # People Setup Style

Day 1 (set-up)

(July 11, 2017)

Access to the room between 6:00pm –

8:00pm for set-up classroom seating (20 participants) and theatre seating

(180 participants) per room.

Day 2

(July 12, 2017)

10:45 a.m. – 6:00 p.m.

Day 3

(July 13, 2017)

6:00 a.m. – 1:30 p.m. and 2:30 p.m. –

6:00 p.m.

Technical Track 2

Day 1 (set-up)

(July 11, 2017) participants) and theatre seating

(180 participants) per room.

Day 2

(July 12, 2017)

10:45 a.m. – 6:00 p.m.

Day 3

(July 13, 2017)

6:00 a.m. – 1:30 p.m. and 2:30 p.m. –

6:00 p.m.

Technical Track 3

Day 1 (set-up)

(July 11, 2017) participants) and theatre seating

(180 participants) per room.

Day 2

(July 12, 2017)

10:45 a.m. – 6:00 p.m.

Day 3

(July 13, 2017)

6:00 a.m. – 1:30 p.m. and 2:30 p.m. –

6:00 p.m.

Program Manager Room 1

Day prior to the event

(July 10, 2017)

7:00 a.m. – 6:00 p.m.

(July 11, 2017)

Day 2

(July 12, 2017)

Program Manager Rooms 2-3

(July 12, 2017)

Media Room

(July 12, 2017)

Collaboration Rooms 1 – 3

Pre-Event, Day 0

Or

2:00 p.m. to 6:00 p.m.

Rounds

Collaboration Rooms 4-5

Pre-Event, Day 0

Or

2:00 p.m. to 6:00 p.m.

Half Rounds

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.

Function A/V Required

Set-up: July 10, 2017

Event: July 11 –13, 2017

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

Two Q&A wireless microphones

Eight wireless lavaliere microphones (Eight wireless lavaliere mics will be used for days 1 and 2. Two lavaliere wireless mics will be used on day 3)

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 risers (6’ x 8’ long) enough to fit the client’s video production camera equipment. One riser will be placed in the back center and another on the side.

Power for all classroom seating (estimated 48 seats)

Technical Tracks 1, 2 & 3

Event: July 12- 13, 2017

Audio Visual Equipment per Technical Track Room

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.

One LCD projector/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

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)

Power for all classroom seating (estimated 20 seats)

Technology Demonstration

Room 1

Set-up: July 10, 2017

Event: July 11, 2017

Extension cords, surge protectors and power up to 40 technologies/laptops

Eight – 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: July 10, 2017

Event: July 11, 2017

Extension cords, surge protectors and power up to 15 technologies/laptops

Planning Office/Storage Office

Set-up: July 10, 2017

Event: July 11 - 13, 2017

Extension cord and power for 40 laptops

One black and white printer with two reams of computer paper

Note: The client will provide the laptop.

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

Audio Visual Technician

Support Time Support Required

Setup Day – July 10, 2017

A/V Technician 1 and

A/V Technician 2

8 hour minimum. Hours will be determined based upon when the facility will be available to the client, tentatively 11:00 a.m. – 7:00 p.m.

Set up A/V equipment for the general session, planning office, technology demonstration rooms, video interview room, program manager room 1, and registration area

Dry run of the general session Day 1 – July 11, 2017

Video Interview Room

Set-up: July 10, 2017

Event: July 11 - 13, 2017 Extension cord and power for five laptops and video equipment

Program Manager

Room #1

Event: July 10 - 13, 2017

One projector, screen and cables (HDMI and VGA connectors)

One flip chart

Extension cord and power for 10 laptops

Polycom phone

Program Manager

Rooms #2-3

Event: July 11 - 13, 2017

One flip chart

Extension cord and power for five laptops

Collaboration Rooms #1-3

Event: July 12, 2017

One projector and screen

One flip chart

Extension cord and power for 20 laptops

Two wireless lavaliere microphone

Two wireless mics for question & answers

Sound system

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

Collaboration Rooms #4-5

Event: July 12, 2017

One projector and screen

One flip chart

Extension cord and power for 40 laptops

Two 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

Set-up: July 10, 2017

Event: July 11 - 13, 2017

Four 42” or larger plasmas.

o Three 42” or larger plasma on a stand to exhibit the meeting’s agenda. Client will provide video content, vendor will provide the laptops per plasma. Each plasma will be set-up vertically.

o One 42” or larger plasma on a stand to exhibit the meeting’s meeting materials & project videos. Client will provide video content and iPad, laptop or Mac mini.

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

A/V Technician 1 and

A/V Technician 2

12 hour minimum. Tentatively

7:00 a.m. – 7:00 p.m.

On-site technician support for the general session.

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

Set-up of the technical track 1 –

3.

Day 2 – July 12, 2017 A/V Technician 1 11 hour minimum. Tentatively

7:00am – 6:00pm.

On-site technician support for the general session and technical track 1

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.

A/V Technician 2 8.5 hour minimum. Tentatively

9:30am – 6:00pm On-site technician support for technical track 2

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.

A/V Technician 3 8.5 hour minimum. Tentatively

9:30am – 6:00pm On-site technician support for technical track 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 – July 13, 2017 A/V Technician 1 11 hour minimum. Tentatively

7:00am – 6:00pm On-site technician support for the technical track 1.

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

A/V Technician 2 11 hour minimum. Tentatively

7:00am – 6:00pm On-site technician support for technical track 2.

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

A/V Technician 3 11 hour minimum. Tentatively

7:00am – 6:00pm On-site technician support for technical track 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 12:00 p.m. on the setup day (July 10, 2017) and during the three days of the meeting (July 11 – 13, 2017). The registration desk/area shall have power for eight computers and wireless internet for eight devices (laptop and iPad). 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

(July 10, 2017)

Access to the area/room by 12:00 p.m. The registration must be set by 3:30 p.m. to start attendee check-in at 4:00 p.m.

8 staff plus additional participants checking in on a flow

Space must be a minimum of

2,900 square feet

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.

6:00 a.m. – 6:00 p.m.

8 staff plus an additional 600- 800 participants checking in

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

6:00 a.m. – 6:00 p.m.

8 staff plus an additional 200-300 participants checking in

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

Three to four 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

TASK 4: The contractor shall provide a conference facility coordinator to assist the

Government personnel who will plan and organize the R&D Showcase. Assistance will include but is not limited to: securing the meeting rooms and registration space; providing 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 Audio/Visual (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:

Room Function Power Access Required

General Session

(July 11 - 13, 2017) For all classroom seating

Technical Tracks 1, 2 and 3

(July 11 - 13, 2017) For all classroom seating

Registration

(July 11 - 13, 2017) Eight computers

Technology Demonstration/ Up to 40 technologies or computers

Room 1

Technology Demonstration/

Room 2

(July 11, 2017)

Up to 15 technologies or computers

Planning Office/Storage Room

(July 11 - 13, 2017) 40 devices

Collaboration Session Room 1-2

(July 12, 2017) 20 computers (per room)

Collaboration Session Room 3 - 5

(July 12, 2017) 40 computers

Video Interview Room

(July 11 - 13, 2017)

Five computers and video equipment

Program Manager Rooms 1

(July 10 - 13, 2017) 10 computers

Program Manager Rooms 2 – 3

(July 11 - 13, 2017) Five 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.

Room Function Internet Access Required

Registration Area Wireless internet for eight devices

Technology Demonstration/ Room 1 Wireless internet up to 40 devices

Technology Demonstration Room 2 Wireless up to 15 devices

Planning Office/Storage Room One hard-wired

All Meeting Space Wireless for up to 800 people on day 1 (July 11, 2017) and

600 people on days 2 and 3 (July 12-13, 2017)

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 Portable

Data File (PDF) formats.

TASK 7: The Contractor shall provide 78 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.

Room Number of Easels Number of Flip Charts

General Session 1

Technical Tracks 1,2 and 3 3

Registration Area 1

Technology Demonstration Rooms 1 & 2 57

Collaboration Rooms #1-5 5 5

Program Manager Rooms #1-3 3 3

Video Interview Room 1

Media Room 1

Directional Signage 6

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.

Section D. Packaging and Marking

N/A

Section E. Inspection and Acceptance

N/A

Section F. Deliveries or Performance

F.1. Performance Period

The Government contemplates an overall period of performance from the date of award through

July 31, 2017.

F.2. Place of Performance

The Contractor shall perform the work at its own facility.

F.3. Deliverables

The Contractor shall provide conference facility and related supplies and services in accordance with the Section C, Statement of Work.

Description of Deliverables

TASK 1: The Contractor shall provide the following space:

One general session room is to accommodate a minimum of 600 - 800 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 2:00 p.m. to 4:00 p.m. and will be used through the end of the event.

One lockable 7,800 square foot technology demonstration room (referred to as:

technology demonstration room #1) to accommodate standing room for 450 participants and 30-40 exhibitors (10’ x 6’ plot per technology). The contractor will supply one 18” x

30” school room table and two chairs per technology demonstration and eight double-sided poster boards with push pins to be able to hang posters. This room will need to be accessible starting the day prior to the event (July 10, 2017) at 12:00 p.m. and will be used through 10:00 p.m. on July 11, 2017.

One lockable 2,900 square foot technology demonstration room (referred to as:

technology demonstration room #2) to accommodate standing room for 150 participants and eight to 15 exhibitors (10’ x 6’ plot per technology). The contractor will supply one

18” x 30” school room table and two chairs per technology demonstration. This room will need to be accessible starting the day prior to the event (July 10, 2017) at 12:00 p.m.

and will be used through 10:00 p.m. on July 11, 2017.

One lockable planning office/storage room to accommodate 40 people set in boardroom or in rounds. This room will be used for the entire conference. This room will need to be accessible starting the day prior to the event at 11:00 a.m. 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 2:00 p.m. to 4:00 p.m. and will be used through the end of the event.

Three technical track session rooms (referred to as: Technical Track 1, Technical

Track 2 and Technical Track 3) to accommodate a minimum of 200 participants per room. The preferred room setup style is classroom; however; classroom seating for 20 people and theatre seating for 180 people is also acceptable. It is acceptable for the general session room to be used as one technical track session. These rooms will only be needed for the second and third day of the conference and should be located as close as possible to the general session/technical track 1. The room will be used through the end of the event.

One program manager room (referred to as: PM room #1) to accommodate a minimum of

25 participants set boardroom. This room will need to be accessible starting the day prior to the event at 7:00 a.m. and will be used through the end of the event.

Two program manager rooms (referred to as: PM room #2 and PM room #3) to accommodate a minimum of 10 participants per room. The preferred room setup is boardroom. These rooms will be used for all three days of the conference.

Five collaboration/breakout session rooms. Three rooms to accommodate a minimum of

40 people set in rounds. Two rooms to accommodate 75 participants set in half rounds.

All rooms will be either is needed on July 10 from 2:00 p.m. to 6:00 p.m. or July 12, 2017 from 2:00 p.m. to 6:00 p.m.

One media room to accommodate a minimum of five participants. The preferred room setup style is boardroom. This room will be accessible starting at 7:00 a.m. on July 11, 2017 the end of the event.

The general session, planning office/storage room, technology demonstration, video interview room and program manager room #1 must be available the day prior to the event for setup. The planning office/storage and video interview rooms must be able to be locked the day prior to the conference through the completion of the event. The technology demonstration room must be able to be locked the day prior to the conference through 10:00 p.m. on July 11, 2017. 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 firm-fixed price, and the contractor shall make no additional charges to the Government for the referenced supply or service above the proposed firm-fixed price.)

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.

TASK 3: The Contractor shall provide a dedicated registration desk and/or area near the general session space. It shall be available by 12:00 p.m. on the setup day (July 10, 2017) and during the three days of the meeting (July 11 – 13, 2017). The registration desk/area shall have power for eight computers and wireless internet for eight devices (laptop and iPad). The registration set-up will vary based on the flow of attendees checking into the conference.

TASK 4: The Contractor shall provide a conference facility coordinator to assist the

Government personnel who will plan and organize the R&D Showcase. Assistance will include but is not limited to: securing the meeting rooms and registration space; providing 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.

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 78 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.

Section G. Contract Administration Data

G.1. Contracting Officer

The Contracting Officer is the only person authorized to approve changes to any of the terms and conditions of this purchase order. In the event the Contractor effects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, or to modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No cost chargeable to the proposed purchase order can be incurred before receipt of a fully executed purchase order, which includes any subsequent purchase order modifications or other specific written authorization from the Contracting

Officer.

The Contractor shall not comply with any order, direction or request of Government personnel unless it is issued in writing and signed by the Contracting Officer, or is pursuant to specific authority otherwise included as a part of this purchase order. No order, statement, or conduct of

Government personnel, other than the Contracting Officer, who visit the Contractor’s facilities or in any other manner communicate with Contractor personnel during the performance of this purchase order shall constitute a change under the Changes clause of this purchase order.

The procuring and administering Contracting Officer (CO) for this purchase order is:

Mr. Aaron H. Ford

Department of Homeland Security

Office of Procurement Operations

245 Murray Lane, SW, Mailstop 0115

Washington, D.C. 20528-0115

E-mail: Aaron.Ford@hq.dhs.gov

G.2. Contracting Officer’s Technical Representative

The Contracting Officer’s Representative (COR) for this contract is designated in accordance with Homeland Security Acquisition Regulation (HSAR) 3052.242-72 Contracting Officer’s

Technical Representative (DEC 2003).

The COR is:

Ms. Megan Mahle

Department of Homeland Security

Science and Technology (S&T) Directorate

245 Murray Lane, SW

Washington, DC 20528

Email: Megan.Mahle@hq.dhs.gov

Additional Points of Contact. The following is an additional point of contact to assist with the preparation and conducting of the event:

Ms. Shelby Smith

Support Contractor

Science and Technology Directorate

U.S. Department of Homeland Security

Email: Shelby.Smith@associates.hq.dhs.gov

G.3. Invoicing and Payment

G.3.1. The Contractor shall invoice at the end of the period of performance, after all tasks have been completed and all deliverables accepted. The invoice shall be submitted to the email box

InvoiceSAT.consolidation@ice.dhs.gov , and copy Megan.Mahle@hq.dhs.gov;

Melanie.Wilson@hq.dhs.gov (Contract Specialist) and Aaron.Ford@hg.dhs.gov (Contracting

Officer).

mailto:Aaron.Ford@hq.dhs.gov mailto:Megan.Mahle@hq.dhs.gov mailto:Shelby.Smith@associates.hq.dhs.gov mailto:InvoiceSAT.consolidation@ice.dhs.gov mailto:Megan.Mahle@hq.dhs.gov mailto:Melanie.Wilson@hq.dhs.gov mailto:Aaron.Ford@hg.dhs.gov

Section H. Special Contract Requirements

H.1. Hotel and Motel Fire Safety Act of 1990. Federally funded meetings and conferences cannot be held in properties that do not comply with the Hotel and Motel Fire Safety Act of

1990. A list of facilities that meet the requirements can be found on the U.S. Fire Administration

Website: http://apps.usfa.fema.gov/hotel/#searchlist .

Section I. Contract Clauses

I.1. 52.252-2 Federal Acquisition Regulation (FAR) Clauses Incorporated by Reference

(FEB 1998)

This purchase order incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at these addresses:

https://acquisition.gov/far/current/html/ http://farsite.hill.af.mil/vffara.htm

The following FAR clause is incorporated by reference:

FAR

Clause

Title Date

52.212-4 Contract Terms and Conditions – Commercial Items MAY 2015

52.223-10 Waste Reduction Program MAY 2011

2. FAR 52.212-5 Contract terms and Conditions Required to Implement Statues or

Executive Orders – Commercial Items (NOV 2016).

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or

Executive orders applicable to acquisitions of commercial items:

(1) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov

2015)

(2) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(3) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws

108-77, 108-78 (19 U.S.C. 3805 note)).

http://apps.usfa.fema.gov/hotel/#searchlist https://acquisition.gov/far/current/html/ http://farsite.hill.af.mil/vffara.htm

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting

Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

[Contracting Officer check as appropriate.]

_X_ (1) 52.203-6, Restrictions on SubContractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

___ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Oct 2015) (41

U.S.C. 3509).

___ (3) 52.203-15, Whistleblower Protections under the American Recovery and

Reinvestment Act of 2009 (Jun 2010) (Section 1553 of Pub L. 111-5) (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009).

_X_ (4) 52.204-10, Reporting Executive compensation and First-Tier Subcontract

Awards (Oct 2016) (Pub. L. 109-282) (31 U.S.C. 6101 note).

___ (5) [Reserved]

___ (6) 52.204-14, Service Contract Reporting Requirements (Jan 2014) (Pub. L. 111-

117, section 743 of Div. C).

___ (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery

Contracts (Jan 2014) (Pub. L. 111-117, section 743 of Div. C).

_X_ (8) 52.209-6, Protecting the Government’s Interest When Subcontracting with

Contractors Debarred, Suspended, or Proposed for Debarment (Oct 2015) (31 U.S.C.

6101 note).

___ (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility

Matters (Jul 2013) (41 U.S.C. 2313).

___ (10) [Reserved]

___ (11) (i) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (Nov 2011)

(15 U.S.C. 657a).

___ (ii) Alternate I (Nov 2011) of 52.219-3.

_X_ (12) (i) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small

Business Concerns (Oct 2014) (if the quotor elects to waive the preference, it shall so indicate in its quote)(15 U.S.C. 657a).

___ (ii) Alternate I (Jan 2011) of 52.219-4.

___ (13) [Reserved]

___ (14) (i) 52.219-6, Notice of Total Small Business Aside (Nov 2011) (15 U.S.C. 644).

___ (ii) Alternate I (Nov 2011).

___ (iii) Alternate II (Nov 2011).

___ (15) (i) 52.219-7, Notice of Partial Small Business Set-Aside (June 2003) (15 U.S.C.

644).

___ (ii) Alternate I (Oct 1995) of 52.219-7.

___ (iii) Alternate II (Mar 2004) of 52.219-7.

___ (16) 52.219-8, Utilization of Small Business Concerns (Oct 2014) (15 U.S.C.

637(d)(2) and (3)).

___ (17) (i) 52.219-9, Small Business Subcontracting Plan (Oct 2015) (15 U.S.C. 637

(d)(4)).

___ (ii) Alternate I (Oct 2001) of 52.219-9.

___ (iii) Alternate II (Oct 2001) of 52.219-9.

___ (iv) Alternate III (Oct 2015) of 52.219-9.

___ (18) 52.219-13, Notice of Set-Aside of Orders (Nov 2011) (15 U.S.C. 644(r)).

___ (19) 52.219-14, Limitations on Subcontracting (Nov 2011) (15 U.S.C. 637(a)(14)).

___ (20) 52.219-16, Liquidated Damages—Subcontracting Plan (Jan 1999) (15 U.S.C.

637(d)(4)(F)(i)).

___ (21) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-

Aside (Nov 2011) (15 U.S.C. 657f).

_X_ (22) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013)

(15 U.S.C. 632(a)(2)).

___ (23) 52.219-29, Notice of Set-Aside for Economically Disadvantaged Women-

Owned Small Business (EDWOSB) Concerns (Jul 2013) (15 U.S.C. 637(m)).

___ (24) 52.219-30, Notice of Set-Aside for Women-Owned Small Business (WOSB)

Concerns Eligible Under the WOSB Program (Jul 2013) (15 U.S.C. 637(m)).

_X_ (25) 52.222-3, Convict Labor (June 2003) (E.O. 11755).

_X_ (26) 52.222-21, Prohibition of Segregated Facilities (Apr 2015).

_X_ (27) 52.222-26, Equal Opportunity (Sep 2016) (E.O. 11246).

___ (28) 52.222-35, Equal Opportunity for Veterans (Oct 2015) (38 U.S.C. 4212).

_X_ (29) 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (29

U.S.C. 793).

___ (30) 52.222-37, Employment Reports on Veterans (Oct 2015) (38 U.S.C. 4212).

___ (31) 52.222-40, Notification of Employee Rights Under the National Labor Relations

Act (Dec 2010) (E.O. 13496).

_X_ (32) (i) 52.222-50, Combating Trafficking in Persons (Mar 2015) (22 U.S.C. chapter

78 and E.O. 13627).

___ (ii) Alternate I (Mar 2015) of 52.222-50, (22 U.S.C. chapter 78 and E.O. 13627).

___ (33) 52.222-54, Employment Eligibility Verification (Oct 2015). (E. O. 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.)

___ (34) (i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA-

Designated Items (May 2008) (42 U.S.C. 6962(c)(3)(A)(ii)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

___ (ii) Alternate I (May 2008) of 52.223-9 (42 U.S.C. 6962(i)(2)(C)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

___ (35) (i) 52.223-13, Acquisition of EPEAT® -Registered Imaging Equipment (Jun

2014) (E.O.s 13423 and 13514

___ (ii) Alternate I (Oct 2015) of 52.223-13.

_X_ (36) (i) 52.223-14, Acquisition of EPEAT® -Registered Television (Jun 2014)

(E.O.s 13423 and 13514).

___ (ii) Alternate I (Jun 2014) of 52.223-14.

_X_ (37) 52.223-15, Energy Efficiency in Energy-Consuming Products (Dec 2007) (42

U.S.C. 8259b).

_X_ (38) (i) 52.223-16, Acquisition of EPEAT® -Registered Personal Computer

Products (Oct 2015) (E.O.s 13423 and 13514).

___ (ii) Alternate I (Jun 2014) of 52.223-16.

_X_ (39) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging while

Driving (Aug 2011) (E.O. 13513).

___(40) 52.225-1, Buy American--Supplies (May 2014) (41 U.S.C. chapter 83).

___ (41) 52.225-5, Trade Agreements (Nov 2013) (19 U.S.C. 2501, et seq., 19 U.S.C.

3301 note).

_X_ (42) 52.225-13, Restrictions on Certain Foreign Purchases (Jun 2008) (E.O.’s, proclamations, and statutes administered by the Office of Foreign Assets Control of the

Department of the Treasury).

___ (43) 52.225-26, Contractors Performing Private Security Functions Outside the

United States (Jul 2013) (Section 862, as amended, of the National Defense

Authorization Act for Fiscal Year 2008; 10 U.S.C. 2302 Note).

___ (44) 52.226-4, Notice of Disaster or Emergency Area Set-Aside (Nov 2007) (42

U.S.C. 5150).

___ (45) 52.226-5, Restrictions on Subcontracting Outside Disaster or Emergency Area

(Nov 2007) (42 U.S.C. 5150).

___ (46) 52.232-29, Terms for Financing of Purchases of Commercial Items (Feb 2002)

(41 U.S.C. 4505), 10 U.S.C. 2307(f)).

___ (47) 52.232-30, Installment Payments for Commercial Items (Oct 1995) (41 U.S.C.

4505, 10 U.S.C. 2307(f)).

_X_ (48) 52.232-33, Payment by Electronic Funds Transfer— System for Award

Management (Jul 2013) (31 U.S.C. 3332).

___ (49) 52.232-34, Payment by Electronic Funds Transfer—Other Than System for

Award Management (Jul 2013) (31 U.S.C. 3332).

___ (50) 52.232-36, Payment by Third Party (May 2014) (31 U.S.C. 3332).

___ (51) 52.239-1, Privacy or Security Safeguards (Aug 1996) (5 U.S.C. 552a).

___ (52) (i) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels

(Feb 2006) (46 U.S.C. Appx 1241(b) and 10 U.S.C. 2631).

___ (ii) Alternate I (Apr 2003) of 52.247-64.

(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or executive orders applicable to acquisitions of commercial items:

[Contracting Officer check as appropriate.]

___ (1) 52.222-17, Nondisplacement of Qualified Workers (May 2014) (E.O. 13495)

___ (2) 52.222-42, Statement of Equivalent Rates for Federal Hires (May 2014) (29

U.S.C. 206 and 41 U.S.C. chapter 67).

___ (3) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards --

Price Adjustment (Multiple Year and Option Contracts) (May 2014) (29 U.S.C.206 and

41 U.S.C. chapter 67).

___ (4) 52.222-44, Fair Labor Standards Act and Service Contract Labor Standards --

Price Adjustment (May 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67).

___ (5) 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment--

Requirements (May 2014) (41 U.S.C. chapter 67).

___ (6) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services--Requirements (May 2014) (41 U.S.C. chapter 67).

___ (7) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations. (May

2014) (42 U.S.C. 1792).

___ (8) 52.237-11, Accepting and Dispensing of $1 Coin (Sep 2008) (31 U.S.C.

5112(p)(1)).

(d) Comptroller General Examination of Record The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in…