Revised_Summit_Requirements.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 2017 Chemical Sector Security Summit meeting space requirement is for 500 people at a location in Houston, TX. (see #3 Initial Space Requirements)

3. Initial Space Requirements:

Location Requirement: Houston, TX

Guest Room Requirements: If government room rates available, government rate should not exceed the per diem rate for the location.

Houston, TX per diem is $135 per night

Room Block: 250 room nights

Overview of AV needed:

• LCD projectors and screens in each general session and breakout rooms

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

• Live dedicated 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

• Trashcans

• Water available at each table in general session and breakout rooms

• Food options for purchase to support 500 people in either the venue its self or within walking distance

• One General Session area o For 2 days (1 additional ½ day for setup)

• Day 1: AM – Set-up

• Day 1: PM – (half day) Pre-Summit Event o No A/V needed for Day 1 o 20- high-top tables set up only for Day 1 PM Pre-Summit

Event o 15- 6 foot skirted tables with 2 chairs per table, set up in a separate space in close proximity to the General Session area that will remain in place for the entire event

• Day 2: AM General Session 500 people, 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 1- Podium microphone o 3- table top microphones gooseneck o 3- Handheld microphones o 2- LCD projectors (rigged, not set on a tabletop) and screens o 1- Confidence monitor o Audio Speakers o Audio package to include 4 channel mixer, equalizer, etc. to ensure proper sound quality o 1- Podium on riser for general session o Press tables in back of room o Dedicated Internet bandwidth for Webcasting 10Mbs o 1- dedicated AV Technical staff member

• Day 2: PM - 3 breakouts 125 people each o Classroom style seats for 125 people per each breakout room o 1- dedicated AV Technical staff member per each breakout room o 3- rooms for afternoon breakouts sessions held concurrently o 1- Podium on riser per each breakout session room o 1- Podium microphone per each breakout session room o 2- table top microphones gooseneck per each breakout session room o 2- Handheld microphones per each breakout session room o Audio package to include 4 channel mixer, equalizer, etc. to ensure proper sound quality o 1- LCD Projector (rigged, not set on a tabletop) and screen per each breakout session room o Audio speakers per each breakout session room o 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 o Classroom style seats for at least 125 people (2 people per 6 foot table) in each of the breakouts rooms, with each breakout room being close in proximity of each other

• Breakout #1: 125 people

• Dedicated Internet bandwidth for Webcasting 10Mbs

• Breakout #2: 125 people

• Breakout #3: 125 people

• 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 1- Podium microphone o 3- table top microphones gooseneck o 3- Handheld microphones o 2- LCD projectors (rigged, not set on a tabletop) and screens o 1- Confidence monitor o Audio Speakers o Audio package to include 4 channel mixer, equalizer, etc. to ensure proper sound quality o 1- Podium on riser for general session o Press tables in back of room o Dedicated Internet bandwidth for Webcasting 10Mbs o 1- dedicated AV Technical staff member

Day 1-3 (entirety of event):

• 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/Pre-Function area o 15 - 6’ tables skirted and set up for the entire Summit Near general session area (repeat requirement from above to ensure that this is set up the entire event)

4. Internet Access:

• Internet access for Webcasting on Day 2 and Day 3.

o Day 2 AM General Session o Day 2 PM Set up in one of the breakout session rooms for 3 breakout sessions in a row o Day 3 AM General Session

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 2017 Chemical Sector Security Summit.