Attachment_B_-_SOR.pdf

Attachment B: RFQ HSHQDC-17-Q-00195

DEPARTMENT OF HOMELAND SECURITY

NATIONAL PROTECTION AND PROGRAMS DIRECTORATE

OFFICE OF INFRASTRUCTURE PROTECTION

INFRASTRUCTURE SECURITY COMPLIANCE DIVISION

STATEMENT OF REQUIREMENTS

Title: 2017 Chemical Sector Security Summit

1. CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COR)

TBD

2. Quantity Description of Item or Service:

The Chemical summit meeting space requirement for 500 people at a location in Greater Houston, TX area. (see #3 Initial Space Requirements)

3. Initial Space Requirements:

Location Requirement:

Greater Houston, TX area

Guest Room Requirements:

If government room rates available, government rate should not exceed the per diem rate for the location

Room Block: 250 room nights

Overview of AV needed:

• LCD projectors and screens in each demos/workshops, general session, and breakout rooms

• Podium and wireless microphones and audio speakers in each demos/workshops, general session, and breakout rooms

• Live house feed cable for Webcast connectivity

• Two staging rooms located on the same floor as event sessions (e.g., Staff Office and Speaker Ready Room) o Keys to both staging rooms

• AV staff for each session, i.e., general and breakout sessions

Meeting Requirements:

• The venue, meeting, staging rooms, and registration area must be handicap accessible

• General session meeting room and all breakout rooms must be on the same floor within close proximity

• There should be no exposed or open ceilings in any of the general meeting or breakout session rooms

• On-site parking

• Easels for signage for event duration

• Water available at each table in demos/workshops, general session, and breakout rooms

• One General Session area o For 2 days (1 additional ½ day for setup) o Day 1: AM – Set-up, PM – (half day) 2 demo/workshops 125 people each o Day 2: AM General Session 500 people, PM -3 breakouts 125 people each o Day 3 AM: 500 people; General Session o Classroom style seats for 500 people (2 people per 6 foot table) o Speaker head table on riser (w/ handicap ramp and rails) (2 people per 6 foot table) o Podium on riser each session o Press tables in back of room o Guaranteed Wireless Internet for Webcasting o 1 dedicated AV Technical staff member in each session (general and breakout)

• Demos/Workshops/Breakout areas o Day 1 PM: 2 rooms for afternoon demos/workshops Classroom style seats for 125 people (2 people per 6 foot table) o Day 2 PM: 3 rooms for afternoon breakouts sessions held concurrently Two of these breakouts can be held in the general session area- and if General Session room is equipped with air wall type functions and conversion can occur within one hour

Classroom style seats for at least 125 people in each of the breakouts areas, with each breakout room being close in proximity of each other

• Breakout #1: 125 people

• Breakout #2: 125 people

• Breakout #3: 125 people o Day 3: General Session Only Classroom style seats for 500 people o Internet access for Webcasting on Day 2 and Day 3.

• Additional Meeting Room o Day 1 PM 50 people, boardroom style seating Near general session area

• Two Staging Rooms near General Session area for event duration o Staff Office – 10 people, boardroom style

Near general session area o Speaker Ready Room – 30 people, rounds of 10, banquet style

Near general session area

• Registration area o Available for 3 days Near general session area

4. Internet Access:

• Internet for Webcasting

5. Webcasting Equipment

The contractor shall be responsible for maintaining the conference space, setup of Audio Visual equipment and providing technical support to the DHS staff in support of the annual meeting.