I_3 DRAFT Nationwide Tax Forum PWS.docx

IRS NATIONWIDE TAX FORUM

PERFORMANCE WORK

STATEMENT (PWS)

1. GENERAL

1.1 SCOPE OF WORK

The Contractor shall manage, plan, coordinate and execute the activities necessary for the Internal Revenue Service to conduct the IRS Nationwide Tax Forum Program as detailed herein.

1.2. BACKGROUND

The Internal Revenue Service (IRS) conducts the IRS Nationwide Tax Forum (hereinafter “Tax Forum”) in a conference/exhibition environment, where the tax professional community and the IRS can participate in an exchange to promote effective tax administration. The Tax Forum represents an IRS-wide platform to share tax law, policy and procedural changes, as well as new initiatives and programs. The Tax Forum also represents a major opportunity to bring together current and potential electronic filers, hardware and software vendors, banking authorities, tax preparers, state taxing agencies and the IRS to educate and update tax professionals.

1.2.1 HISTORICAL DATA

The historical data from the past conferences is presented for information purposes only. The IRS cannot guarantee future numbers of attendees. Since 2005, over 11,000 individuals on average have paid and attended the Tax Forum. Attendance numbers are below and show the paid attendance, which does not include IRS staff or exhibitors.

1.3. FORUM PLANNING

The contractor shall perform all conference support activities for the IRS to conduct a minimum of five (5) Tax Forum locations and up to seven (7) Tax Forum locations for the base year of the contract and any applicable option year(s) as detailed below. Additionally, the contractor shall be willing to provide a virtual option of the Tax Forum in the case of unforeseen circumstances, such as a pandemic, when it is difficult to hold an in-person event.

1.3.1. SCHEDULE/PROCESS

a) Contractor will execute the hotel contracts not later than February 28 for the base year and December 30 for subsequent years.

b) No later than February 1 of each contract year, the COR and the Tax Forum Program Manager will recommend up to twelve (12) sites that are geographically and demographically diverse as determined by the IRS to the contractor for site selection research for the next Tax Forum year.

c) The Tax Forum will be conducted between June 1, and September 15th, each year. The contractor will negotiate all concessions in connection with these contracts and present them to the program office with recommendations for sites to be used for the next forum year. The contractor with the Program Office shall agree on the selected sites and locations no later than May 31 for the next Tax Forum year.

d) Contractor travel, if any, to inspect sites shall be at contractor expense. NPL travel to inspect sites shall be at IRS’s expense. Contractor will obtain government room rate for NPL staff lodging.

e) For the base year and each option year (including final option year), the contractor shall negotiate terms and conditions including applicable discounts consistent with the contracts from prior years.

f) The contractor shall execute and provide the COR copies of executed contracts for the selected facilities upon receipt of the signed contracts, but no later than February 28 for the base year and December 30 for all option years. This date may be extended with approval of the COR and notification provided to the Contracting Officer in writing.

All hotel contracts must have a transferability clause in each contract so that another contractor can assume all sites and contracts as contracted with no penalties, if necessary.

g) The contractor shall inquire about additional activities/events being held at the desired site prior to signing of contracts and 30 days prior to IRS arriving for the Tax Forum. The contractor will notify the COR or as soon as notification is received from the facility. Negative responses are required.

h) The COR will be notified 30 days prior to the conference of additional events taking place at the chosen facility or as soon as the contractor received notification if less than 2 weeks notification is given.

i) In the event that the additional event at the chosen facility mandates extra security, the contractor, COR and the Program office will determine how much security is needed and the contractor will be responsible for providing the extra security.

1.3.2. FACILITIES REQUIREMENTS

Facilities provided by the contractor at each forum location shall include at a minimum:

a. Space to accommodate seventy-five (75) or more exhibitor booths. There shall be three

(3) different exhibitor booth sizes:

1) ten (10) feet by ten (10) feet;

2) ten (10) feet by twenty (20) feet; and

3) twenty (20) feet by twenty (20) feet.

Of these booth spaces, ten (10) shall be reserved for IRS use at no cost to the Government, and shall be assigned at the sole discretion of IRS. The booth spaces reserved for the Internal Revenue Service shall be ten (10) feet by ten (10) feet or the square footage equivalent. IRS shall notify contractor if all IRS spaces are not needed 4 weeks prior to conference. Six (6) of the ten (10) booths will be made available to the six (6) Tax Forum Association Partners identified in section 1.3.3. c.

b. Exhibit booth services shall include:

1) Decoration and dismantling of exhibit hall area;

2) Decoration and dismantling of IRS information/Focus Group booths

3) Telecommunications access including dedicated lines for computers and fax machines (where needed; not included in price of booth);

4) Electrical access including surge suppressed electrical lines (where needed; not included in price of booth);

5) Computer and peripheral equipment leasing services for exhibitors;

6) Carpeting; and

7) Additional furniture as requested (one [1] table and two [2] chairs shall be standard and, as such, included in the price of the booth).

c. To meet hotel Food and Beverage (F&B) requirements, the contractor will present a proposal of event recommendations to the IRS each year no later than February 1st to arrange meals or other refreshments during the Tax Forum (Reference 1.3.7, Food and Beverage Events).

d. Up to Two (2) workshop room set up classroom style that will accommodate up to two hundred (200) persons, from Tuesday through Thursday and from 7:00 a.m. to 7:00 pm each day.

1) Projection screen(s) appropriate to the room size with projector(s) suitable for clear viewing;

2) Raised Stage to accommodate:

3) One (1) six (6) foot skirted table;

4) Two (2) chairs;

5) One (1) podium with lighting

6) Microphones (as determined appropriate i.e. lapel, podium or other).

f. Five (5) seminar rooms from Monday through Thursday and from 6:00 a.m. to 10:00 p.m. each day as follows:

1) Two (2) seminar rooms with seating capacity of at least 1,200 persons each;

2) Two (2) seminar rooms with seating capacity of at least 850 persons each;

3) One (1) seminar room with seating capacity of at least 750 persons.

Chair counts are due to COR for each room by 7:00 am on Tuesday.

Seating capacity requirements may/can be adjusted when agreed upon and with the approval of the COR.

Each seminar room shall contain at a minimum:

1) Projection screen(s) appropriate to the room size (no less than two (2) screens at least 9’ x 16’);

2) Raised Stage with side steps to accommodate:

3) One (1) six (6) foot skirted table;

4) Two (2) chairs;

5) One (1) podium with lighting

6) Confidence monitor for speaker

7) Two (2) time display clocks, Perfect Cue System with two (2) remotes; one for speaker use and one for room host to track seminar room time.

8) Pipe and drape for stage

9) IMAG of speaker during the keynote addresses/plenary sessions, as well as the ability to simulcast audio and video content from one seminar room to one or more other seminar rooms if needed to accommodate all attendees.

10) Microphones (as deemed appropriate i.e. lapel, podium or other).

11) Laptop computers and projectors (no less than 8KHD) with state-of-the-art technology capabilities, capable of displaying PowerPoint presentations and playing DVDs/CD’s or other electronic media, with appropriate power connections, extension cords and surge protectors.

12) Industry standard lighting, sound and stage surrounds, etc. shall be provided.

13) Each seminar room will need at least one (1) dedicated AV tech skilled in audio and visual equipment. Seminar Room 1 may require at least two (2) skilled technicians.

14) One (1) roaming technician to monitor ancillary rooms, including the workshop sessions.

15) One (1) producer/AV project manager to coordinate all AV needs and the receipt of all presentations.

g. A speaker ready room with seating capacity for six (6) persons, with table and electrical equipment to facilitate “dry runs” from Tuesday through Thursday and from 6:00 a.m. to 7:00 p.m. each day. Room is to be equipped with laptop, screen, video projector and remote. The contractor will provide coffee, tea, and water as part of the food and beverage minimum for the speaker ready room.

h. At least four (4) rooms for focus groups that will accommodate up to twenty-five (25) persons each, from Tuesday through Thursday from 7:00 a.m. to 7:00 p.m. each day. Each room will come equipped with flip charts, markers, and easels. Assigning of the focus group rooms will be determined by the Contractor and the COR.

i. One (1) support staff room starting Monday at 3:00 pm; Tuesday through Thursday from 6:00 a.m. through 7:00 p.m. each day with banquet style seating that will accommodate at least fifteen (15) persons. The contractor will provide coffee, tea, and water for this room to accommodate up to 15 people as part of the food and beverage minimum for this room until 3:00 pm each day.

j. One (1) secured staff room for the IRS forum team with keys to be provided to up to seven (7) staff members as designated by the COR.

k. This room should be set up next to the contractor’s event office, starting 9:00 am to 8:00 pm on Mondays and Tuesday through Thursday from 6:00 a.m. through 8:00 p.m. each day with office style set up that will accommodate up to six (6) people. The staff room will be equipped with up to five (5) high-speed internet lines (to be determined by the COR) for National Public Liaison (NPL) Tax Forum Team members to access the internet for Government business using their own government issued laptops and printer.

l. The contractor will provide coffee, tea and water as part of the food and beverage minimum for the NPL tax forum staff room.

m. One (1) room equipped with adequate space for privacy and with internet access lines for 10 laptops for the Taxpayer Advocate Services Case Resolution Program from Monday through Thursday and from 6:00 a.m. to 10:00 p.m. each day with background music for added privacy. The IRS will provide the laptops. Contractor shall attempt to obtain a room with 3,000 to 4,000 sq. ft. for this purpose if available at the site. If a room this size is not available, the largest available room will be designated for this Program. The contractor shall also provide three (3) phone lines/cell phones and two (2) fax lines if necessary (contractor is responsible for all charges associated with this room).

n. One (1) room equipped with adequate for privacy with internet access lines for 5 laptops for the Digital Services to resolve issues for taxpayer professionals from Tuesday through Thursday at times designated by NPL. The IRS will provide the laptops. Contractor shall attempt to obtain a room large enough to fit up to 6 workstations. (contractor is responsible for all charges associated with this room).

o. Additional breakout rooms to promote and feature new IRS programs, services and initiatives as identified by the COR or Program Manager, space permitting.

p. All of the above rooms shall be sufficiently supplied with drinking water and glasses, replenished as often as needed.

q. On-site directional signage for all forum activities. This includes, but is not limited to, signage that identifies forum sessions, room numbers, title and time of seminars, focus groups, videotaping and identification of activity areas. The COR and Program Manager must approve signage, and signage must incorporate “IRS blue.”

1.3.3. LODGING

The contractor shall negotiate all arrangements and costs for lodging for forum attendees and speakers at each forum site. Lodging shall be easily accessible by air and ground transportation. (Within 50 miles of the airport).

a. Lodging at the Tax Forum/exhibition sites is preferred.

b. The contractor shall notify the COR of any and all contingencies that are included in lodging contracts, e.g., the number of rooms that must be filled before the IRS will receive reduced rates for conference and sleep rooms or to receive conference and sleep rooms at no charge.

c. Contractor will provide lodging for up to 12 seminar speakers from IRS Tax Forum Association partner organizations (2 per association) as identified by the IRS at no cost for up to 2 nights. Assignment of lodging rooms for association speakers is at the discretion of the contractor. Additional nights may be requested based on speakers’ speaking schedule.

The six IRS Tax Forum Association Partners include:

· American Bar Association (ABA)

· American Institute of Certified Public Accountants (AICPA)

· National Association of Enrolled Agents (NAEA)

· National Association of Tax Professionals (NATP)

· National Society of Accountants (NSA)

· National Society of Tax Professionals (NSTP)

d. Lodging shall be available for a minimum of four (4) nights, Monday through Thursday in accordance with the number of rooms blocked per the contract. The contractor will notify the IRS of unavailable nights as soon as they are notified.

e. The contractor shall coordinate with the COR to make every effort to accommodate IRS personnel who may require assistance with reservations.

f. The contractor shall negotiate and secure the lowest possible lodging rate for forum participants. Government rate or lower must be secured for all government employees.

g. Notification must be given to the COR of the size of the government room block contracted and used prior to cut off date and prior to releasing rooms for each location.

h. The contractor shall ensure that lodging meets hotel fire safety standards and accessibility standards for disabled persons.

1.3.4. HOTEL TRANSPORTATION

In the event of contracted overflow hotels is more than a 5-minute walk to forum location, the contractor will arrange for and pay for participant transportation between the overflow lodging site and the forum site at no cost to the attendees.

1.3.5. FORUM PROMOTION

The contractor is responsible for promotion of the Tax Forum as outlined below, as well as any other duties within the scope of the requirements listed below:

a. The provision of promotional information/material to the public targeting the tax professional community, including financial institutions, accounting firms, tax preparation firms, and computer software/hardware companies.

b. Contractor will present to the IRS all interested Exhibitors to be approved prior to processing payments for exhibition including prior year vendors. The IRS will exercise due diligence in determining eligibility of the vendor to exhibit at the Tax Forum. The list of interested exhibitors will include:

1) Contact Name

2) Business Name

3) Address

4) Phone Number

5) Type of Business and brief description of products and services to be offered

6) Web site

7) Email address

The COR will notify contractor of final approval of all exhibitors.

c. Contractor will review all the handouts onsite to make sure they match with what was approved prior to putting them in the bags.

d. Contractor will do a walkthrough of the exhibit hall to verify booth occupants to ensure the entity(ies) in each booth matches the one registered and received IRS approval on the Monday before the Tax Forum starts.

1.3.6. EXHIBIT HALL

To support exhibits, the contractor shall:

a. Develop, design and distribute an exhibitor kit including, at a minimum, prices and a floor plan. The contractor shall submit a draft exhibitor kit no later than February 15 of the base year, and January 15 of each subsequent year, for COR approval; COR should provide approval 5 days after submittal for each contract year. Extension can be granted when requested in writing to the COR at the IRS’s discretion. Exhibitor kits should also include all services and furnishings available to exhibitor for a cost, including but not limited to: shipping, drayage, electricity, internet, AV and other equipment, additional furnishing options, lead retrieval, etc.

b. Offer 50 percent discount booth pricing for federal/state and local government; price to be determined and agreed upon by contractor and program office by January30 for the base year and December 30 for subsequent years.

c. Provide room space at each venue for exhibitors to conduct demonstrations/ workshops for Tax Forum participants. Room availability shall be in 30-minute increments (with a maximum of 120 minutes). A pricing schedule for this space/activity shall be included in the exhibitor kit. The contractor shall notify the COR of all exhibitors expressing interest in conducting workshops or demonstrations and the amount of time requested 14 days prior to the show or as soon as the contractor is notified. In the event of lack of space, contractor and COR will make a determination as to how the blocks will be distributed.

d. Make arrangements to handle and sort advance shipments from exhibitors. This includes drayage from the loading dock of the facility to the exhibition area and return.

e. Receive and store the IRS Exhibit Hall and IRS Information booths, supplies and materials prior to and during the forum, store after each forum, forward materials to subsequent forum facilities, and final return to the IRS designated address five (5) days after the conclusion of all Tax Forum. The IRS Exhibit Hall and IRS Information booths, supplies and material will not exceed 20,000 pounds. The contractor shall only be responsible for shipping NPL supplies and materials to each Tax Forum location. The contractor shall not be responsible for the shipping of supplies and materials to Tax Forum location of other IRS Business Units and the Taxpayer Advocate outside of NPL.

f. Provide insurance coverage as well as around-the-clock security for the forum and exhibit area. The IRS assumes no liability for loss, damage, or injury resulting from incidents that may occur during the forum.

g. Contractor will provide staff or security to check badges at exhibit hall entrance during show hours.

h. Contractor shall prohibit the distribution of materials and promotional items by non-approved Exhibitors in the Exhibit Hall area, to include common areas of the hotel. Violators shall be asked to leave the premises immediately.

i. Provide set-up of forum and exhibition areas no later than Monday prior to each forum and dismantle no later than Thursday 10:00 pm.

j. Maintain the exhibition facility including, but not limited to, custodial services during and after the forum.

k. Provide carpeting for the entire exhibition hall area.

1.3.7. FOOD AND BEVERAGE EVENTS

After review of the food and beverage budgets, the contractor will provide F&B recommendation report to the COR by February 1 of each contract year. The contractor shall provide the following food and beverage events with approval by the COR. (Such approval to be provided in sufficient time to allow arrangements to be made):

a. Arrange for breakfast-type food and beverage concessions first two mornings of each forum that can be purchased by forum participants. Contractor may or may not be required to provide concessions past the first two mornings dependent on sales and other factors (such as attendance or contract changes). The COR will communicate any adjustments to the sale of concessions.

b. Provide for lunch concessions the first two days of the Tax Forum for purchase. Contractor may or may not be required to provide concessions past the first two days dependent on sales and other factors (such as attendance or contract changes). The COR will communicate any adjustments to the sale of concessions will be communicated by the COR.

c. Arrange one (1) “Welcome” reception to be held the first evening of the forum (Tuesday) for forum participants and exhibitors and is to be held in the Exhibit Hall or as close by the Exhibit Hall as possible. This reception will consist of buffet style setup to include hot and cold items. This reception will begin after the last seminar session of the day. Food setup will be provided to the Case Resolution and other auxiliary rooms the COR identifies during any receptions that might take place while the rooms are still in session.

d. Arrange one (1) “Networking” reception for forum participants to be held on the second evening (Wednesday) of each forum and will begin right after the last seminar session of the day. This reception will consist of a buffet set up to include a carving station or comparable with cooked vegetables and breads. Food setup will be made for the Case Resolution room as well as other auxiliary rooms the COR identifies during the receptions while the rooms are still in session.

e. The COR must approve reception menus prior to signing of contract or prior to committing to hotels about F&B menus.

f. Provide coffee, tea, and water in the speaker ready room for the three (3) days of the forum available at 7:00 a.m. until 3:00 pm.

g. Provide beverages, such as coffee, tea, and water for the IRS staff/case resolution room the COR designates to accommodate at least 30 persons each day of the forum available at 7:00 am. until 3:00 pm replenished as needed.

h. Other options are flexible, and we encourage contractor to recommend any possibilities to meet the F&B minimums required.

1.3.8. PROFESSIONAL PHOTOGRAPHER

The contractor shall provide for a professional photographer on the first day of the first forum of the season and at other locations as requested by IRS. The photographer shall obtain written consent to the best of their ability for IRS use in possible marketing endeavors. The photographer shall take posed and candid pictures of forum venues and activities as directed, unless specifically prohibited as detailed below:

a. Pictures should be in a digitized format.

b. Final digital montage pictures shall be provided to the COR on CD or flash drive or other appropriate media prior to departure from each forum.

c. The quantity and type of photographs taken at each forum shall be at the direction and discretion of the COR. The COR shall direct the photographer regarding the types of candid photographs desired.

d. Contractor will provide video webcasting as referenced in section 1.3.13.a.

1.3.9. EQUIPMENT

The contractor shall provide for light and sound equipment for use by IRS personnel and the contractor at each forum.

The contractor shall be responsible for providing and setting up computer equipment and projectors in all rooms and offices.

TV/DVD equipment will be provided by contractor as needed with advance notice of the need at the requestor’s expense if other than the needs for the seminar rooms.

1.3.10. TRANSPORTATION OF EQUIPMENT AND SUPPLIES

The contractor shall transport the following NPL equipment and supplies between all Tax Forum locations and the pickup location at the main IRS headquarters building located at, 1111 Constitution Ave., NW, Washington, DC 20224, point of contact is to be determined at time of contract award.

a. IRS Information Booth

b. IRS Exhibit Hall Booth

c. Computer Equipment

d. Miscellaneous Supplies

The contractor shall coordinate with the Tax Forum Program Manager or NPL staff to gain access to the 1111 Constitution Avenue Building at least one (1) week prior to pick-up. Contractor will arrange for delivery of all IRS materials within 5 days of the IRS’s request for item return. The contractor shall return the equipment and remaining supplies to the pickup address identified above.

1.3.11. REGISTRATION

The contractor shall provide the following services in support of forum registration:

a. Determine and obtain COR approval no later than the January 30 for base year, and December 30 of each subsequent contract year, for the amount of all exhibitor fees, attendee registration fee as well as discounted registration fees for IRS Tax Forum Association Partners.

b. Provide for secure on-line registration as well as the capability to mail and fax registration for purposes of accommodating individuals unable to register on line. On-line registration must be capable of handling all types of attendee payments including credit cards.

c. Website must comply with the Federal Information Security Management Act (FISMA) and National Institute of Standards & Technology (NIST) security requirements including NIST 800-44 Guidelines on Securing Public Web Servers and Web Content Accessibility Guidelines 2.0 (WCAG2.0). Additionally, the contractor will work with IRS to meet requirements and security mandates as prescribed in NIST 5300. These requirements will be tested routinely by the IRS Cyber Security Team and contractor must be able to address and correct any issue or any new requirement identified. Response time to remediate will be addressed in the notification emails.

d. Provide database access to the COR and Contracting Officer for purposes of reviewing on-line registration at any time NLT March 1, or first day of registration.

e. The IRS may make specific report requirements to the contractor on an infrequent basis (see 1.3.11 t). For example: Type of attendees (CPA, Attorney, Enrolled Agent, etc.). The COR will work with the contractor on these information categories. These categories will be identified prior to on-line registration.

f. Provide administrative access to IRS staff with the capability to cancel IRS staff registrations online.

g. Distribution of registration forms and subsequent receipt and processing of registration forms and fees in advance of the forum. Checks and most major credit cards shall be accepted for payment of registration or admission fees. Contractor has the right to refuse checks onsite.

h. Provide registration verification to all attendees. The contractor needs to have a solid process in place for the attendee registration processing and entry into the forum and associated activities. This process will be well staffed and should be seamless and without undue delay, waiting times, or standing in lines. Additional staffing to be hired as needed.

i. The Tax Forum registration fee will be waived for IRS staff required to attend/work at the Tax Forum with Continuing Professional Education (CPE) certificates being sent to those that scan for credit.

j. The contractor will provide registration packages and preparation of these packages for each participant. These bags should include, but not be limited to, a conference bag, pen, badge holder, and whatever other items considered necessary as part of the conference bag. These packages shall also consist of, informational items, and promotional items furnished by the IRS. The contractor shall also provide at their expense a detailed forum program guide at each location; digital versions of the program guide are acceptable. The COR shall approve the registration package content. Contractor is required to review all exhibitor printed materials to be included in the attendee bags to ensure that only IRS approved text and materials are inserted.

k. On-site and pre-registration area at the facility is to be within the surrounding area of the forum. Registration must be completed prior to entry into the forum seminars.

l. Contractor shall have the registration web site finished for IRS’ Program Office review and acceptance by February 15, and ready for registrations by March 1, each contract year.

m. The contractor shall provide a secure web site for payment acceptance.

n. Contractor shall ensure that all information collected for onsite registration is secured while onsite.

o. Contractor shall not share or sell information from forum database under any circumstance without prior approval from the COR.

p. Contractor will provide signage for vendors acquiring scanners to inform participants that they are agreeing to have their personal information retrieved by the vendor upon scanning.

q. Registration Reports will be made available to COR one (1) month prior to registration opening.

r. Contractor will provide website access to the registration database and provide at a minimal the following reports and search capacities:

(a) Search Attendees Report by location and name

(b) Attendance and Income Report by location and name

(c) Review Registration Surveys

(d) IRS Staff Job Role Report with ability to edit and cancel

s. Exhibitors

a. Exhibitors Pending Approval

b. Exhibitor Sponsorship Interest

c. Search Exhibitors Report by location and name

d. Exhibitor Income Reports by location

e. Vendor Approval Sheet

t. Provide results for ad-hoc reports as requested by IRS as needed.

1.3.11.2 PEOPLE WITH DISABILITIES

Contractor shall include on registration website a section outlining services available for people with disabilities. Contractor must note on website which services are provided at no-costs including sign language and interpreter along with additional services available with cost to participants. List does not have to be all-inclusive.

1.3.12. IDENTIFICATION BADGES

The contractor shall provide and distribute identification badges as described below. For registrations received by the contractor before the forum registration deadline, badges will be mailed directly to each registered attendee fourteen (14) days prior to the forum. Badges for those who register after the forum registration deadlines shall be available for pick up at the forum site by registered attendees the Monday before the forum begins. IRS staff and exhibitor badges shall be available by 1:00 p.m. of the Monday proceeding the first day of the forum.

a. Identification badges shall include the forum graphics, as provided by the IRS, the title of the forum, the date and location of the forum, the badge holders name, city, and state in bold letters.

b. Color-coded ribbons shall be provided for identification badges having designations. The lettering will be gold and the ribbons shall identify:

IRS STAFF – Red EXHIBITOR – Blue SPEAKER – White CONTRACTOR – Black

Contractor shall provide badges for additional special interest groups as requested by the IRS.

c. The contractor shall develop an identification system to facilitate immediate visual identification of attendees eligible to participate in any of the daily scheduled activities.

d. The contractor shall provide an electronic coding system to identify Continuing Professional Education and Certified Financial Planner attendees on the attendees’ identification badges. In addition, the contractor is required to furnish equipment required to read the badges and is subject to COR approval.

e. Contractor shall provide visual demonstration of electronic coding system no later than 90 days prior to first forum upon request. Demonstration is to assure the quality and accuracy of data captured and to simulate the process used during scanning.

f. The contractor will incorporate a report in Microsoft Access database/ form downloadable to excel that allows the IRS to run and report hours to accrediting agencies based on identifying numbers asked for during the attendee registration process. The database is to be provided to the COR no later than twenty-one (21) days after each forum. (i.e. CTEC, PTIN).

1.3.13. Certificate of Completion

a. Based on registration badge, certificates of attendance shall be electronically delivered, or mailed to participants within 18 calendar days after the attended forum to participants earning CPE credits.

b. Certificates will show credit totals based on letters in topic number as (i.e. E, U).

c. Certificate shall include a line “Federal Tax ---,Tax Update Ethics Credits Total Credits ”5) The following statements will be printed on each certificate:

a) NASBA Register CPE Sponsor ID: 103214 Field of Study: Taxes Method: Group-live “In accordance with the standards of the National Registry of CPE Sponsors, CPE credits have been granted based on a 50- minute hour”.

b) IRS CE Sponsor: Internal Revenue Service dba IRS Nationwide Tax Forum In accordance with the standards set forth in Circular 230 section 10.6, CE Credits have been granted on a 50-minute contact hour.is a qualified sponsor of continuing professional education required for those individuals enrolled to practice before the Internal Revenue Service (Enrolled Agents).

c) All certificates will include the National Registry CPE Sponsors Logo.

d) All certificates will include the IRS CE Sponsor Logo as provided by IRS.

e) The Tax Forum program manager and the COR must approve all changes to the certificate.

WEB CASTING TECHNOLOGY

As a component of the No-Cost contract, the contractor shall provide video web-casting as prescribed in sections 1.3.13.1 and 1.3.13.2

Website must comply with the Federal Information Security Management Act (FISMA) and National Institute of Standards & Technology (NIST) security requirements including NIST 800-44 Guidelines on Securing Public Web Servers and Web Content Accessibility Guidelines 2.0 (WCAG2.0). Additionally, the contractor will work with IRS to meet requirements and security mandates as prescribed in NIST 5300. These requirements will be tested routinely by the IRS Cyber Security Team and contractor must be able to address and correct any issue or any new requirement identified.

Content – The content of the website shall be provided to the contractor by IRS. Contractor will make sure that the program office has the ability to make updates to the site during the entire contract year at no additional cost to the Service. Web cast will launch 5 business days after final approval from IRS.

The IRS will own all content and code related "in any manner, no matter whatsoever arguably" to the contract. This would include, but not be limited to: user data, user profiles, course content, video, audio text, graphics and design as well as the content management system and file structure, such that the entire web product could be migrated and become functional on another server.

Contractor shall remove from their server entirely and deliver to the IRS the above at the end of the contract at the request of the COR.

1.3.13

1.3.13.1 VIDEOTAPING

The contractor shall record up to eighteen (18) individual seminars/workshops in their entirety during the Tax Forum designated by the IRS, in a format that is easily transferred to a format suitable for web casting via the internet. The contractor will bear all costs associated with recording and production of these courses. The contractor will also have the ability to include additional videos provided by IRS. IRS will be provided access to the raw footage prior to leaving the Tax Forum location where taping occurs.

a. The IRS will determine which seminars will be taped at which location, taping can occur in as many as three (3) seminar/workshop rooms, allowing the contractor notification fifteen (15) days prior to taping.

b. The contractor and IRS will meet the Monday before recording begins to discuss logistics and recording specifics in the same seminar room where the recording will take place.

c. The contractor will ensure that questions asked by the audience during the "Q&A" portion at the end of each seminar are able to be heard as well as any Q&A during the workshops.

d. The contractor will provide two (2) copies of each of the taped seminars ten (10) business days after the last day of forum where sessions are recorded, in an Adobe flash format with time code burned in video and with verbatim transcript for each taped seminar/workshop to be used during the editing process.

1) The contractor will determine, provide and record with 1 (one) or more cameras.

2) The contractor will adjust and adapt lighting to suit recording needs at no cost to the government.

3) The contractor will provide one video monitor and communication headset for IRS use during the recording of each seminar.

e. The IRS will provide no later than fifteen (15) business days after receiving discs (or any other electronic media) and transcripts, complete edits with slide timings, chapter breaks, review question inserts and other feedback. Review and final examination questions and answers will be provided at this time.

f. The contractor will provide a draft with all edits incorporated within five (5) business days of receiving edits (drafts seminar can be sent individually to conserve time.)

g. The IRS will provide feedback and any additional edits that will be incorporated into each seminar to the contractor in 24 hours of receiving drafts if received individually, in five (5) business days if received all at once.

h. The contractor will provide a secure site for IRS access to make edits and improvements to site.

i. Contractor will provide a final draft product of all sessions with soundtrack, synchronized slides, transcript, closed captioning, and seminar questions and answers to the IRS for review and feedback within five (5) business days of receipt of all material from IRS. Contractor will, upon receipt of feedback, provide final product to the IRS within five (5) business days.

j. The contractor shall arrange for the viewing of these taped seminars to be available via “on demand” viewing through a designated website. These web casts will be ready for public viewing within five (5) business day of receiving IRS approval of each seminar. Seminars are to be posted as completed and returned to contractor, unless otherwise stated and approved by IRS in writing. Viewing the seminars on demand will be free for all viewers.

k. Contractor will make available viewing of seminars for credit.

l. Contractor shall retain all fees collected from online credit purchases.

m. The IRS and the contractor will mutually agree on fees for online credit purchases.

n. Contractor will make the seminars on demand available for the length of the contract.

o. Contractor will release all video content to new contractor upon completion of contract at no cost to the new contractor.

p. Contractor cannot sell, use, or give rights of recorded videos to any purchaser without written permission from the IRS.

q. The contractor will work with any new provider to ensure a smooth transition to new site or new contractor with no disruption to the user.

r. Contractor will make sure videos will continue to be available for viewing unless notified by IRS in writing to contractor for contract year.

s. The contractor will also provide capability to add up to four (4) additional taped seminars to the library. Additional seminars will be no more than 60 minutes in length and no more than 30 original slides.

t. In the event of additional taping, contractor will:

1) Upon receipt of additional taping of seminars, the contractor will provide a draft of the taping five (5) business days after receipt of the recorded seminar, in an Adobe flash format with transcript.

2) The contractor will, provide two (2) copies of readable discs of each seminar to be used during the editing process.

3) The IRS will provide no later than ten (10) business days after receiving discs and transcripts, complete edits with slide timings, chapter breaks, review questions inserts (if applicable) and other feedback. If applicable, review and final examination questions and answers will be provided at this time.

4) The contractor will provide a draft with all edits incorporated within five (5) business days of receiving edits (drafts seminars can be sent individually to conserve time).

5) The IRS will provide feedback and edits to contractor in 24 hours of receiving drafts if received individually, in five (5) business days if received all at once, of the additional seminars.

u. The contractor will ensure that each participant who wants credit for viewing the seminar has a unique identification. This can be a unique number or their name and email address. This information must be stored while the participant is viewing the seminar.

v. The contractor will ensure a tracking method of participants auditing seminars for free. Participants auditing NTFO seminars for free must register with NTFO.

w. The contractor will provide the IRS with administrative access to user data to include a list with user name, email address, unique ID if used by the contractor, date seminar viewed, logon time, name of seminar viewed, chapters viewed and total amount of viewing time biweekly for CPE purposes for successful completion of each webcast viewed.

x. Contractor will make available a system survey with option of participating or opting out.

y. The contractor will program system to issue certificate upon completion of the course including and record responses to online survey if participant opts to participate. The contractor will retain certificate of completion records for five (5) years.

Note: Above schedule revisions are permissible with mutual concurrence with NPL and contractor.

1.3.13.2 NTFO WEBSITE DEVELOPMENT AND HOSTING

Contractor shall work with IRS to update and improve website and host a web page that complies with the Federal Information Security Management Act (FISMA) and National Institute of Standards & Technology (NIST) security requirements including NIST 800-44 Guidelines on Securing Public Web Servers and Web Content Accessibility Guidelines 2.0 (WCAG 2.0). Additionally, the contractor will work with IRS to meet requirements and security mandates as prescribed in NIST 5300. Including but not limited to background checks for all personnel working with the NTFO project. Contractor personnel will consent to a background check. Personnel names to be submitted to IRS no later than February 28 of each contract year. IRS will pay for background checks. All other expenses will be paid by contractor and recouped through fees collected from NTFO participants. Fees are paid for CPE courses only.

Suggested improvements will be approved by the IRS program office. Approval will be done by email from the COR or designated representative;

a. The contractor and IRS will work on site improvements jointly.

b. The contractor shall provide a server with a high-bandwidth connection that is compliant with NIST Publication SP800-44 and that will ensure that site visitors can quickly and reliably access the pages.

c. The contractor will ensure that security controls are in compliance with NIST Publication SP-800-53.

d. The contractor will secure a hosting company that possesses security certificates that will satisfy/conform to FISMA security requirements. Federal Information Security Management Act of 2002 (FISMA), Title III, E-Government Act of 2002, Pub. L. No. 107-347 (Dec. 17, 2002); http://csrc.nist.gov/drivers/documents/FISMA-final.pdf

e. The hosting contractor will agree to a contractor security review and an IRS provided full penetration test and site assessment visit conducted by IRS as requested.

f. The IRS will cover costs associated with testing and reviews.

g. The contractor and/or subcontractor will work with IRS Cyber Security office and Program Manager to resolve any vulnerability issues raised during testing of the website. This will include correcting weakness and/or implementing mitigating controls in compliance with IRS deadlines.

h. Contractor will ensure that all listed on the contract are cleared with background checks and update employee changes as they occur.

i. Contractor will ensure that all documentation is updated and or created as identified by security review.

j. The contractor will provide and maintain dedicated server(s) for all websites.

k. The hosting contract period will be the same as the forum contract period.

l. Contractor will include on each page a hit counter to track the number of times a page is accessed and how long the session lasts.

All systems will comply with IRS Cybersecurity Protocol as well as NIST 800-53 FISMA. Functionality will be consistent with the highest levels of accessibility under section 508.

1.13.3. User Functions for NTFO

a. Users can create their own accounts with the following user information

· First Name

· Last Name

· PTIN, or certification if they do not have a PTIN

b. Users can choose to audit Tax Forum. However, users who choose to audit the Tax Forum must register for the Tax Forum.

· Audit courses should contain the same videos and downloads as the purchasable course.

· Audit courses do not give review questions or final tests

· Progress for audit courses are not tracked.

c. Registered users can purchase a forum

· During the purchasing process, the user will have to agree to a user agreement.

· After purchase, the user will have one year to successfully complete the forum.

· The user will be able to take the forum over multiple sessions, with the software tracking their progress.

· Most Tax Forum consist of 5 video chapters with review questions after each video and a final test at the end.

· Review questions do not affect the user’s progress.

· Review questions provide feedback to the user in the form of a sentence or two explaining why their answer is right or wrong.

· The final test is 5 multiple-choice questions, 80 percent correct or higher is required for a passing grade.

· The user can attempt the final test twice.

· Once the forum is successfully completed, the user can download a certificate of completion which includes personal and course information.

· The user can download the certificate more than once if needed

· The certificate is dynamically generated to include the user’s name, important course information, and date of completion.

· The certificate must be modifiable by admin or developers to respond to changes in text and requirements.

· After completing the course, the user is given an opportunity to submit an anonymous evaluation of the course.

1.13.4 Reporting and Response times

1. Development staff must respond to IRS inquiries within 24 hours, but same day is preferred.

2. The system shall include functionality to provide the following reports to IRS personnel as needed. These reports must be downloadable in either CVS or Microsoft Excel formats.

a) Registered users:

i) First Name

ii) Last Name

iii) E-mail

iv) PTIN (if any)

v) Username

vi) Date of Registration

b) Completed Tax Forum:

a) User Information

i) Last Name

ii) First Name

iii) User Name

iv) PTIN

b) Course Information

i) Program Number

ii) Forum Title

iii) Purchase Date

iv) Completion Date

v) Number of NASBA Credits earned

vi) Number of IRS Credits earned

c) In progress forums:

a) User Information

i) Last Name

ii) First Name

iii) User Name

iv) PTIN

b) Course Information

i) Program Number

ii) Forum Title

iii) Purchase Date

d) Expired forums:

a) User Information

i) Last Name

ii) First Name

iii) User Name

iv) PTIN

b) Course Information

i) Program Number

ii) Forum Title

iii) Purchase Date

e) Quiz results

a) User Information

i) Last Name

ii) First Name

iii) User Name

iv) PTIN

b) Quiz Information

i) Program Number of forum

ii) Forum Title

iii) Quiz Title

iv) Timestamp of quiz started time

v) Timestamp of quiz ended time

vi) Score of quiz

f) Checkout agreements

a) Purchaser Information

i) First Name

ii) Last Name

iii) Email

iv) PTIN

v) Username

b) Purchase Information

i) Date of Agreement

ii) Date of Purchase

iii) Courses purchased

iv) Total purchase amount

v) Text of the purchase agreement

g) Evaluations

a) No personally identifying information (such as username) is included in the report.

b) Program number

c) Forum Title

d) All fields from the evaluation form.

h) PTIN Report Contains only information from users that have a PTIN number. IRS personnel must be able to select a time span (start and end dates) for filtering this report.

a) User Information

i) First Name

ii) Last Name

iii) PTIN

b) Program Information

i) Program Number

ii) CE Hours Awarded

iii) Program Completion Date

1.13.5 Additional Functions

a) Add or remove users from forums regardless of payment

b) User- and admin-initiated password reset for user accounts

c) Static pages, such as the FAQ page must be updatable.

d) Site updates and maintenance that may result in a disruption of user experience must be conducted after business hours during a regular maintenance window approved by the IRS. Currently, the maintenance window is set for 11pm EST Monday night through 1am EST Tuesday morning.

1.13.6 Web Site Security

The Federal Information Security Modernization Act (FISMA) mandates the safeguarding of information through security control testing. FISMA requires continuous monitoring for compliance on two (2) tax forum systems:

· The IRS Nationwide Tax Forum Online (NTFO); and

· The IRS Nationwide Tax Forum Registration (NTFR).

Past and On-Going cybersecurity tasks / frequency and actions are listed in the table below. These tasks have oversight by the System Owner and are managed by the Information System Security Officer (ISSO) on a weekly and monthly basis. Contractor shall work closely with IRS IT Security throughout this process. Contractor shall receive at minimum weekly scans from IRS IT Security unless IRS deems it unnecessary.

· Review / Apply NIST Special Publications:

· SP 800-53 Rev 4

· SP 800-53A Rev 4

· SP 800-37 Rev 1

· Conduct on-going security control testing.

· Conduct monthly infrastructure vulnerability scanning.

· Conduct weekly / monthly web application vulnerability scanning and compliance checks.

· Conduct annual recovery exercise

· Conduct Assessment and Authorization in accordance with NIST SP 800-37 Rev 1.