RFQ N6227120Q1167 A00001.pdf

A00001 – changes/updates in red.

4.1.3 Venue must have adequate free onsite parking to support the event with 350 event participants or provide a cost line item for parking costs of 125 cars per day on both 12-13 May 2020.

4.5.1 The contractor shall provide an on-site facility/symposium representative or appoint a hotel/third party representative to be available as the SFR to communicate with the Government point of contact to ensure all requirements are coordinated in a timely and effective manner. Any issues related to the symposium will be coordinated between the facility representative and the Government point of contact. The contractor shall provide the facility representative contact information to the Government technical point of contact no later than fifteen (15) business days after contract award.

COMBINED SYNOPSIS/SOLICITATION

Solicitation N6227120Q1167 is issued as a request for quotation (RFQ).

This is a COMBINED SYNOPSIS/SOLICITATION for a venue and logistics support for 18th Annual Acquisition Research Symposium and is prepared in accordance with the information in FAR Part 13, Simplified Acquisition Procedures, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

Description of Product / Service:

The Naval Postgraduate School (NPS) has a requirement for contractual support services for a hotel venue and conference space, audiovisual equipment, and technical support during the annual Acquisition Research Symposium to be held May 12-13, 2021. The scope of this requirement is for a room block at the federal per diem rate; technical audiovisual equipment and support; facility event coordination support; a completed event plan; the reservation of venue space to accommodate an expected 350 individual participants on both days of the event and the hanging of six (6) event banners. Statement of Work found starting on page four.

Space requirements each day are below;

1.1 One (1) large ballroom for three hundred and fifty (350) individuals

1.2 Three (3) break-out session spaces for one hundred (100) to one hundred and twenty (120) individuals

1.3 One (1) break-out room for up to fifteen (15) individuals

1.4 One (1) break-out room for up to eight (8) individuals

1.5 Two (2) break-out room for up to forty (40) individuals

1.6 One (1) large space to support lunch for one hundred and eighty (180) individuals

1.7 One (1) large space to support a social for at least one hundred and fifty (150) individuals

1.8 One (1) room for storage

Note: Dividing the large ballroom space into three rooms for break-out sessions is preferred.

This solicitation documents and incorporates provisions and clauses in effect through FAC 2005-87-1 and DFARS Publication Notice 20160325. It is the responsibility of the contractor to be familiar with the applicable clauses and provisions. The clauses may be accessed in full text at these addresses: https://www.acquisition.gov/far/ and http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html.

The NAICS code is 721110, with a small business size standard of $35 (millions of dollars).

Submission Deadline:

This announcement will close at 11:00 AM PST on 09/17/2020. All responsible sources may submit a quote which shall be considered by the agency. Quotes shall be submitted prior to the submission deadline to the NPS Contracting POC.

Vendor Questions:

Vendor questions shall be submitted by e-mail to the NPS Contracting POC listed.

NPS Contracting POC:

Name: Phone Number: E-mail:

https://www.acquisition.gov/far/ http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html

Julie Rips 831-656-3580 jrrips@nps.edu

Evaluation: Lowest Price Technically Acceptable Award will be made to the lowest-price technically acceptable offeror, proposing a solution that meets all of the minimum technical requirements specified. The Government intends to make award based on the initial quote received.

System for Award Management:

System for Award Management (SAM). Quoters must be registered in the SAM database to be considered for award. Registration is free and can be completed on-line at http://www.sam.gov/. All quotes shall include price(s), FOB point, a point of contact, name and phone number, business size, and payment terms. Each response must clearly indicate the capability of the quoter to meet all specifications and requirements.

Volume I – In order to be considered for award, the Technical Submission must include;

• Offeror’s information and Primary Point of Contact (POC).

• Technical Approach and Execution Summary: (not to exceed six (6) single spaced-pages). The technical approach and execution summary shall include the technical foundation/justification for the offeror’s particular technical approach to the PWS. It shall also include:

Technical Approach: Applicants are expected to write a narrative within their proposal that explains how the event would be executed. Address the following in the narrative.

1) Detail how the hotel plans to meet the space and task requirements.

2) Detail how the hotel will meet the room block of 70 sleeping rooms at the Federal Per Diem Rate.

3) Detail how the hotel plans to meet the Event / Facility Representative requirement.

4) Detail how the hotel plans to meet the AV & Technical Support requirement.

5) Detail the AV/Technical Support plan for setup and event execution.

6) Detail on how the hotel plans to meet 4.6 Other Contract Support for Option One Concessions or Option Two a Government approved 3rd party hosting food and beverage.

7) Please be sure to address each of the minimum technical requirements stated on Performance Work Statement (attached)

*Note – ONLY the dates of May 12-13, 2021 are allowable, no alternative dates will be considered.

*Note – If a vendor cannot secure a room block of 70 sleeping rooms at the Federal Government Per Diem Rate, then an alternative numbers of rooms can be provided. If the sleeping rooms are less than 70, please identify a second group rate for attendees to make up the difference.

• Past performance information.

Past performance does not count for the page limit. Submit one page, maximum, for each contract; submit a maximum of three contracts; use the attached form. The asterisk serve as bullets only, they have no other significance. If the vendor received any awards for outstanding work, coming in under budget, saving the Government money, etc., on the cited award, those should be listed here. If corrective action was required to bring the vendor into compliance with the terms and

Volume II – Price Schedule Submission – Vendors must submit pricing with a complete itemization of the Government provided Excel Spreadsheet titled, Hotel Requirements 18th Annual Acquisition Research Symposium. AV support costs shall be broken out on either venue or in-house AV format. All service charges must be stated and broken out as line items.

Spreadsheet is uploaded as a separate attachment.

In addition to the Government Provided Spreadsheet, vendors may include pricing on their own format and breakdown.

Quoting vendors/contractor shall submit pricing structures based on the best venue, audio visual support, and event coordination with the consideration that food services will be utilized at the venue.

http://www.sam.gov/

Price quote should be for the requirement in the attached Performance Work Statement based on two option scenarios.

Food service will not be a part of this Government purchase order. Government is requesting the best pricing available with the consideration of food services on a concession basis or a Government-approved 3rd party hosting in support of the Acquisition Research Symposium. This requirement will be subject to 52.217-9 -- Option to Extend the Term of the Contract.

Schedule: The below will be the CLIN structure of the purchase order. This is an example of the CLIN structure and formal pricing needs to be submitted on the Government Provided Excel Spreadsheet.

Estimated Schedule of Services

CLIN DESCRIPTION QTY

UNIT OF

ISSUE

UNIT

AMOUNT

Amount

Obligated

0001 Venue Space Rental Fee in accordance with the Performance Based

Statement of Work to include the below:

Venue Space Conference Space Tables, Chairs, liens, and set up Event Facility Representative

Fixed Firm Price

1 EACH

0002 Audio Visual Equipment and Technical Support in accordance with the Performance Based Statement of Work

Fixed Firm Price

1 EACH

0003 Applicable Surcharges

Fixed Firm Price

1 EACH

1001 Option One in accordance with the Performance Based Statement of Work Task 4.6.1.1

Discounts to CLIN 0001, CLIN 0002, and CLIN 0003

4.6.1.1 Concession Lunch, Snacks and Coffee. The contractor shall have the ability to provide lunch, snacks and coffee to guests on a concession basis.

Fixed Firm Price

1 EACH

2001 Option Two in accordance with the Performance Based Statement of Work Task 4.6.1.2

Discounts to CLIN 0001, CLIN 0002, and CLIN 0003

4.6.1.2 Government Approved Third Party Payment for venue supplied food and beverage. The contractor shall have the ability and resources to provide snacks, beverage services and seating throughout the Acquisition Symposium; host a catered buffet lunch each day for a total of two (2) days, and support a reception on 13 May 2020

1 EACH

TOTAL PRICE:

For informational Purposes: Total Amount:

Labor Category:

Procedures in FAR 13.106 are applicable to this procurement. While price will be a significant factor in the evaluation of offers, the final contract award will be based on the combination of the factors above.

Authorized Changes Only by 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 part of this contract. Except as specified herein, no order, statement, or conduct of Government personnel who visit the contractor’s facilities or in any other manner communicates with Contractor personnel during the performance of this contract shall constitute a change under the Changes clause in Section I. In the event the Contractor effects any change at the direction of any person other the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof. The address and telephone number of the Contracting Officer is: tbd

Technical and Contractual Questions Concerning This Solicitation - All questions concerning this procurement, either technical or contractual must be submitted in writing via e mail to the Contracting Office. No direct discussion between the technical representative and a prospective offeror will be conducted unless it is deemed necessary by the Contracting Officer. Questions shall be sent to the following point of contact Julie Rips jrrips@nps.edu Phone: 831-656-3580

Performance Based Statement of Work

Venue and Logistics Support for 18th Annual Acquisition Research Symposium

May 12 – 13, 2021

Acquisition Research Program Graduate School of Defense Management

Naval Postgraduate School

1.0 Background/Introduction: The purpose of the annual Acquisition Research Symposium is to provide a forum for the presentation of scholarly acquisition research, as well as for dialogue between scholars and acquisition policy-makers and practitioners. Research papers and presentations will be given on recently completed and on-going Department of Defense (DoD) / Department of Navy (DON) sponsored projects conducted by researchers at a variety of research institutions. Senior DoD/DON acquisition officials will serve as panelists or keynote speakers to present their critiques and comments on research papers and priorities. This Performance Based Statement of Work (PSW) addresses the planning for, execution of, and preparation/delivery materials required for the annual Acquisition Research Symposium.

2.0 Scope: The Naval Postgraduate School (NPS) has a requirement for contractual support services for a venue and conference space, audiovisual equipment and technical support during the annual Acquisition Research Symposium to be held May 12-13, 2021. The scope of this requirement is for a room block at the federal per diem rate; technical audiovisual equipment and support; facility event coordination support; a completed event plan; the reservation of venue space to accommodate an expected 350 individual participants on both days of the event and the hanging of six (6) event banners.

Space requirements each day are below;

2.1 One (1) large ballroom for three hundred and fifty (350) individuals

2.2 Three (3) break-out session spaces for one hundred (100) to one hundred and twenty (120) individuals

2.3 One (1) break-out room for up to fifteen (15) individuals

2.4 One (1) break-out room for up to eight (8) individuals

2.5 Two (2) break-out room for up to forty (40) individuals

2.6 One (1) large space to support lunch for one hundred and eighty (180) individuals

2.7 One (1) large space to support a social for at least one hundred and fifty (150) individuals

2.8 One (1) room for storage

Note: Dividing the large ballroom space into three rooms for break-out sessions is preferred.

3.0 Technical Approach: Applicants are expected to write a narrative within their proposal that explains how the event would be executed. Address the following in the narrative. 1) Detail how the hotel plans to meet the space and task requirements. 2) Detail how the hotel will meet the room block of 70 sleeping rooms at the Federal Per Diem Rate. 3) Detail how the hotel plans to meet the Event / Facility Representative requirement. 4) Detail how the hotel plans to meet the AV & Technical Support requirement.

mailto:jrrips@nps.edu

5) Detail the AV/Technical Support plan for setup and event execution.6) Detail on how the hotel plans to meet 4.6 Other Contract Support for food & beverage, Option One Concessions or Option Two Government Approved 3rd Party Vendor.

4.0 Tasks:

The contractor shall perform the following task(s) as follows:

4.1 Hotel Venue Location and Capacity

4.1.1 The venue must be capable of offering a single facility that is located on the Monterey, California Peninsula within a five (5) mile radius of the Naval Postgraduate School (NPS).

4.1.2 The venue must be able to support three-hundred and fifty (350) individuals and multiple room configurations throughout the symposium. Specifically, the venue must have the capacity and ability to accommodate 350 participants single location for all main meeting sessions; 120 participants within three break-out rooms; 15 participants in one break out room; 8 participants in one break-out room; 40 participants in each of two break-out rooms; and seating and space for lunch for 180 individuals and a reception area for 150 individuals on both days of the event in accordance with the tasks referenced in section 4.0.

4.1.3 Venue must have adequate free onsite parking to support the event with 350 event participants or provide a cost line item for parking costs of 125 cars per day on both 12-13 May 2020.

4.2 Conference Rate and Room Block

4.2.1 Venue must provide a conference block of at least seventy (70) sleeping rooms at the Federal Per Diem rate on Tuesday, 11 May; Wednesday, 12 May; Thursday, 13 May and dedicated reservation coordination support for symposium VIPS. Participants will pay for accommodations individually; unused rooms will be returned thirty (30) days before the symposium begins.

4.3 Provide Venue, Conference Space, tables and chairs, etc.

4.3.1 Storage space shall be available at 1000 on Monday, 10 May 2021 until 1800 on Friday, 13 May 2021.

4.3.1.1 Storage space shall be provided to hold symposium materials (easels, registration materials, posters, etc.)

4.3.2 One (1) small break-out room to accommodate 15 people (separate from the referenced large breakout rooms) shall be available at 0800 on 12 May 2021 to 1800 on 13 May 2021. Audio Visual is not required.

4.3.3 One (1) small break-out room to accommodate 8 people (separate from large breakout rooms and the smaller breakout room referenced above) shall be available at 0800 on 12 May 2021 to 1800 on 13 May 2021. Audio Visual is not required.

4.3.4 Two (2) break-out rooms to accommodate 40 people (separate from large breakout rooms and the smaller breakout rooms referenced above) shall be available at 0800 on 12 May 2021 to 1800 on 13 May 2021.

Audio Visual is not required.

4.3.5 Registration area

4.3.5.1 Registration space must have Internet for registration/check-in and be available at 0900 on 11 May 2021 to 1700 on 13 May 2021.

4.3.5.2 Four (4) chairs shall be provided in the registration area and four (4) chairs shall be provided for the audio-visual area

4.3.5.3 AV station with two (2) six-foot tables, clothed and skirted in white

4.3.5.4 Display table area with eight (6) six-foot tables clothed and skirted in white near the conference area and two (2) high-boy tables.

4.3.6 One (1) large on-site conference space to accommodate 350 people at the same time. There shall be three separate stage areas at the front of the room, air-walls should be able to close without issue.

4.3.6.1 The stage areas on the right and left should have a lectern with a mic, with one (1) eight-foot table on each stage, four (4) chairs with a table mic for each person at the table. The table shall be clothed and skirted in white. Mark the stage on the right in red and the stage on the left in blue through lighting and associated napkin color on the rows of classroom seating.

4.3.6.2 The middle stage area shall have adequate space to accommodate six (6) flags (provided by the government). The stage should have a lectern with a mic, with two (2) six-foot tables and five (5) chairs with a table mic for each person at the table. The tables shall be clothed and skirted in white. Mark the stage in white through lighting and associated napkin color on the rows of classroom seating.

4.3.7 One (1) large space with seating to accommodate at least one hundred-eighty (180) individuals for lunch on 12 May and 13 May 2021.

4.3.8 One (1) large space to accommodate at least one hundred-fifty (150) individuals from 1700-1900 on Wednesday, 12 May 2021 for a student research poster show and social. Posters and easels will be provided and placed around the room by the government.

4.3.8.1 Place four (4) high-boy tables with white clothes with blue napkins and a candle in the center of the tables throughout the room.

4.3.8.2 Place two (2) serpentine tables at the center of the room.

4.3.8.3 Place two (2) bars, one on each end of the room.

4.3.9 Hang six (6) banners provided by the government in visible locations in the hotel no later than 1100 on Tuesday, 11 May 2021.

4.4 Provide Audio Visual Equipment and Technical Support

4.4.1 Audio/Visual services for the symposium and the necessary equipment, include;

4.4.1.1 Microphones. To include three (3) handheld mics with stands to support Q&A, thirteen (13) tabletop mics (4 each for stage on the right and left and 5 for the stage in the middle), and three

(3) mics for the lecterns.

4.4.1.2 Screens & Projectors: Screens (12 foot) placed next to or behind each stage. Projectors must not fail during sessions.

4.4.1.3 Sound and presentations: Sound does not bleed into the room next to it. During the main session, screens and sound work as one, during the breakout sessions they work independently.

4.4.1.4 Three (3) large (at least 60 inch) confidence monitors are required in front of all three stages. They are used by panelists and presenters and are required to be viewable from the lectern and the table on each stage respectively. Monitors shall be in front of the first audience row tables (classroom seating) and shall not be in walkways or create a hazard for participants.

4.4.1.5 Equipment cabling shall be clearly marked and not be a walking hazard for participants.

4.4.1.6 Computers shall be managed by AV technicians. Computers must not fail. A handful of presenters may want to plug their own machine into the network. This should be avoided. If issues arise, contact the contract COR.

4.4.2 Audio/Visual set-up shall be complete no later than Tuesday, 12 May 2021.

4.4.2.1 The Contractor shall be responsible for providing and setting up all equipment prior to the symposium and to test and ensure proper operation of all equipment and systems. The government will inspect set-up and test equipment with the contractor at 1500 on 11 May 2021.

4.4.3 Audio/Visual technical support team shall be working the event on Wednesday, 12 May - Thursday, 13 May 2021

4.4.3.1 All equipment and systems shall be tested and made ready at least 30 minutes prior to the start of the conference sessions.

4.4.4 Provide technical support station with one (1) technician responsible for collecting and managing presentation intake outside of the main conference room at1500 – 1800 on Tuesday, 11 May; 0700 – 1700 on Wednesday, 12 May and 0700 – 1700 on Thursday, 13 May, 2021.

4.4.4.1 Contractor shall assist presenters, track presentations, notify the registration table of missing or corrupt presentations.

4.4.5 Provide Technical Support for all sessions from 0730 – 1700 each day on 12 May and 13 May 2021

4.4.5.1 The Contractor shall supply technician support to operate all equipment throughout conference sessions. The technicians shall support audio-visual requirements, spot check and monitor the breakout session systems periodically, and act as primary contact for technical issues.

The technicians shall stay alert at all times and will be responsible for the following:

4.4.5.1.1 Ensuring the operation of the equipment

4.4.5.1.2 Monitoring and troubleshooting the equipment in all conference sessions, making adjustments to the audio and video equipment as needed (color correction, feedback suppression, volume adjustments, etc.)

4.4.5.1.3 Switching from one video source to another, as applicable.

4.4.5.2 There shall be one (1) technician in each of the large break out rooms. The technician is responsible for supporting and managing the technical environment. The technician shall remain alert, have the ability to advance slides for presenters if required and to provide the Q&A mic and stand at the specified time. The vendor shall break technicians as needed to ensure high quality support.

4.4.6 Provide Wi-Fi

4.4.6.1 Registration table from 0900 – 1900 on 11 May 2021.

4.4.6.2 Registration table from 0630 – 1800 on 12 May 2021.

4.4.6.3 Conference attendees from 0700 – 1800 on 12 May – 13 May 2021.

4.4.6.3.1 Two hundred and fifty (250) simultaneous logins

4.4.6.3.2 Logins shall be reset / recycled at the end of each panel session (every 90 minutes).

4.5 Event/Facility Representative

4.5.1 The contractor shall provide an on-site facility/symposium representative or appoint a hotel/third party representative to be available as the SFR to communicate with the Government point of contact to ensure all requirements are coordinated in a timely and effective manner. Any issues related to the symposium will be coordinated between the facility representative and the Government point of contact. The contractor shall provide the facility representative contact information to the Government technical point of contact no later than fifteen (15) business days after contract award.

4.5.2 The Contractor’s Symposium Facility Representative (SFR) shall be available to assist the Government point of contact and address logistical issues that may arise. Issues and problems relating to the symposium shall be immediately communicated to the SFR who will be responsible for quick and effective resolution. The SFR and Government Technical POC shall check all services and equipment prior to each event and monitor the facility’s performance in meeting contract requirements for the duration of the symposium.

4.5.3 The SFR shall be available at 0900 to 1700 on Tuesday, 11 May 2021. The SFR shall be available and on the floor as needed from 0630 to 1900 on 12 May – 13 May 2021 to assist the NPS point of contact and address logistical issues that may arise during the symposium.

4.6 Other Conference Support

4.6.1 Venue shall have ability and resources to serve and prepare food and beverage and support an offsite AV vendor. Acquisition Symposium participants will need to have access to food and beverage on-site at the venue. Food and beverage services are not to be procured under this Government purchase order. Food and beverage will be provided as either a concession basis or procured via third party non-Governmental funds.

4.6.1.1 OPTION ONE – Concession lunch, snacks and coffee for participants. The contractor shall have the ability to provide lunch, snacks, coffee, and reception to guests on a concession basis an adequate seating to accommodate at least one hundred-eighty individuals. The Government will not be supplying food or beverage and attendees will have the ability to purchase onsite at the venue.

4.6.1.2 OPTION TWO – Government Approved Third Party Payment for venue supplied food and beverage. The contractor shall have the ability and resources to provide snacks, beverage services throughout the Acquisition Symposium; host a catered buffet lunch each day for a total of two (2) days, and support a reception on 12 May 2021.

5.0 Deliverables:

The contractor shall be responsible for providing the following deliverables:

5.1 Execution Plan that reflects the required tasks in section 4.0. It should have adequate detail to ensure success in set-up and execution of the symposium.

5.2 A conference block of at least seventy (70) sleeping rooms at the Federal Per Diem rate on Tuesday, 11 May;

Wednesday, 12 May; Thursday, 13 May and reservation coordination support.

5.3 Venue and Conference Space

5.3.1 One (1) large ballroom for three hundred and fifty (350) individuals

5.3.2 Three (3) break-out session spaces for one hundred (100) to one hundred and twenty (120) individuals

5.3.3 One (1) break-out room for up to fifteen (15) individuals

5.3.4 One (1) break-out room for up to eight (8) individuals

5.3.5 Two (2) break-out room for up to forty (40) individuals

5.3.6 One (1) large space to support lunch for one hundred and eighty (180) individuals

5.3.7 One (1) large space to support a social for at least one hundred and fifty (150) individuals

5.3.8 One (1) room for storage

5.4 Audio Visual, Internet Connectivity, and Technical Support as described above

5.5 Symposium Facility Representative (SFR) Support as described above

5.6 Confirmation throughout the period of performance of the purchase order and during the event of the completion of all the tasks referenced in section 4.0.

Performance Measurement - Quality Assurance Plan

Task What will be inspected Acceptable Quality Level (AQL) Method Frequency

4.0

4.1-4.5 Event Execution Plan

The plan shall incorporate Government feedback and clarity of execution.

Collaboration to occur via phone, e mail, or face to face

Within 30 days of the contract award and continuous through completion of the contract.

4.2 Conference Rate and Room Block / Support

Contractor shall provide no fewer than seventy (70) sleeping rooms on Tuesday, 11 May; Wednesday, 12 May; Thursday, 13 May 2021 and dedicated reservation coordination support prior to the event.

COR confirmation.

Continuous from the date of contract award through completion.

4.3 Conference Space, Tables and Chairs

Venue set-up and event execution reflects the requirements in Section

COR Confirmation Continuous from the date of contract award through

4.3 of the contract and the execution plan.

completion.

4.4 Audio Visual Equipment and Technical Support

Venue set-up and event execution reflects the requirements in Section

4.4 of the contract and the execution plan.

COR Confirmation Continuous from the date of contract award through completion.

4.5 Event/Facility

Representative

Contractor’s Symposium Facility Representative shall be available at 0900 to 1700 on 11 May 2021 and 0630 to 1900 on 12 May – 13 May 2021 to assist the NPS point of contact and address logistical issues that may arise during the symposium

COR Confirmation Continuous from the date of contract award through completion

4.6 Other Conference

Support

Venue set-up and event execution reflects the requirements in Section

4.6 of the contract and the execution plan.

Progress communicated via email updates with NPS contacts and the vendor.

Continuous from the date of contract award through completion.

If performance falls below the AQL defined above, the Contracting Officer’s Representative (COR) shall document the instance(s), coordinate with the Contracting Officer and advise the Contractor. The Contractor will be requested to review the documentation and provide a written response on how performance will be corrected in the future. Re-performance of any work for failure to perform in accordance with the specified AQL or task requirement shall be completed at the Contractor’s own expense and at no additional cost to the Government.

6.0 Minimum Technical Requirements:

• Venue located within a five (5) mile radius of NPS

• Venue must have adequate free onsite parking to support the event with 300 event participants or provide a cost line item for parking costs of 125 cars per day on both 12-13 May 2020.

• Venue must have the capacity and ability to accommodate 300 participants for main sessions; 120 participants within break-out rooms; 15 participants in one break out room; 8 participants in one break-out room; 40 participants in two break-out rooms and adequate space for lunch for 180 individuals and a reception for 150 individuals from 12 May – 13 May, 2021 in accordance with the tasks referenced in section 4.0 of the PWS.

• Venue must provide a conference block of at least seventy (70) sleeping rooms at the Federal Per Diem rate on Tuesday, 11 May; Wednesday, 12 May; Thursday, 13 May and dedicated reservation coordination support for symposium VIPS.

• Adequate equipment, technical expertise, capabilities and staff to meet tasks referenced in section 4.0 above.

• Sufficient attention to the event so that the highest levels of customer service are maintained.

• Past experience hosting academic conferences.

• Ability to accommodate food and beverage support to participants as either a concession or non-Government third party hosted basis.

• A secure and quiet location for events

7.0 Period of Performance: Date of award through 1 July 2021.

8.0 Place of Performance: The place of performance is at the vendor’s facility.

9.0 Government Furnished Property: The Government will not provide the contractor with Government Furnished property. The presentation content shall be downloaded by the audio-visual contractor from the conference management system. The banners will be supplied by the Government so that they can be displayed according to venue’s requirements.

10.0 Work Week and Hours of Operation:

The Contractor shall provide services during normal working hours excluding federal holidays. Normal working hours are 0730- 1630, Monday through Friday, unless requirements dictate otherwise. Exceptions can be permitted by the COR upon request and at the COR’s discretion.

Following is a list of holidays observed by the Government.

Name of Holiday Time of Observance New Year’s Day 1 January Martin Luther King Jr. Day Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veteran's Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

If any of the above holidays occur on a Saturday or a Sunday, then such holiday shall be observed by the Contractor in accordance with the practice as observed by the assigned Government employees at the using activity

11.0 Travel: N/A No travel is associated with the delivery of this course. The Government will not be providing commutating expenses and/or reimburse for any expenses to perform service support at NPS or any other designated location.

12.0 Transition Activities: N/A It is essential to the Government that services required under this PWS are performed without interruption. At the conclusion of any performance period, including option periods or extensions, the services provided under this PWS may be awarded to another contractor. The contractor in place shall be required to assist in the transition activities

13.0 Security Requirements: N/A Unclassified. Contractor Key Personnel must be U.S. Citizens.

Contractors performing on this contract are required to familiarize themselves with, and participate in, the Naval Postgraduate School’s OPSEC program. Must be familiar with and comply with NPSINST 3432.1B, the NPS Critical Information List, DoDI 5205.2E and their applicable references. The contractor will be required to complete OPSEC and counter-intelligence training within 30 days of beginning the work, or provide proof of OPSEC and counterintelligence training completed within the previous 12 months. The contractor may not publicly release any information about developmental work or curriculum at NPS without prior written approval from the Principal Investigator (PI).

14.0 Human Subject Research: N/A Contractor personnel performing work under this contract may not support, advise, or conduct research involving human subjects. If at any time during the period of performance of this contract the tasks involve human subject research, the Contractor shall immediately notify the Contracting Officer. The contract must be amended in accordance with DoDD 3216.02 and DFAR 252.235-7004 in the event human subject research is proposed.

15.0 Privacy Act Statement:

“Pursuant to Title 5 United States Code 552a (m)(l), the contractor and all employees of the contractor working under this contract are required to comply with the requirements of 5 U.S.C. 552a (“The Privacy Act of 1974”).”

16.0 Identification of Contractor Employees:

In accordance with DFAR 211.106, there shall be a clear distinction between Government employees and service contractor employees. Service contractor employees shall identify themselves as contractor personnel by introducing themselves or being introduced as contractor personnel. Contractor personnel will be required to obtain and wear badges or other visible identification for meetings with Government personnel to provide a clear distinction between service contractor employees and Government personnel. In addition, contractor personnel shall appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

17.0 Non-Personal Services Statement:

Contractor employees performing services under this order will be controlled, directed, and supervised at all times by management personnel of the contractor. Contractor management will insure that employees properly comply with the performance work standards outlined in the SOW. Contractor employees will perform their duties independent of, and without the supervision of, any Government official or other Defense Contractor. The tasks, duties, and responsibilities set forth in the task order may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

18.0 SUPTXT 204-9400 Contractor Unclassified Access to Federally Controlled Facilities, Sensitive Information, Information

Technology (IT) Systems or Protected Health Information (Jan 2017)

Homeland Security Presidential Directive (HSPD)-12, requires government agencies to develop and implement Federal security standards for Federal employees and contractors. The Deputy Secretary of Defense Directive-Type Memorandum (DTM) 08- 006 – “DoD Implementation of Homeland Security Presidential Directive – 12 (HSPD-12)” dated November 26, 2008 (or its subsequent DoD instruction) directs implementation of HSPD-12. This clause is in accordance with HSPD-12 and its implementing directives.

APPLICABILITY

This clause applies to contractor employees requiring physical access to any area of a federally controlled base, facility or activity and/or requiring access to a DoN or DoD computer/network/system to perform certain unclassified sensitive duties.

This clause also applies to contractor employees who access Privacy Act and Protected Health Information, provide support associated with fiduciary duties, or perform duties that have been identified by DON as National Security Position, as advised by the command security manager. It is the responsibility of the responsible security officer of the command/facility where the work is performed to ensure compliance.

Each contractor employee providing services at a Navy Command under this contract is required to obtain a Department of Defense Common Access Card (DoD CAC). Additionally, depending on the level of computer/network access, the contract employee will require a successful investigation as detailed below.

ACCESS TO FEDERAL FACILITIES

Per HSPD-12 and implementing guidance, all contractor employees working at a federally controlled base, facility or activity under this clause will require a DoD CAC. When access to a base, facility or activity is required contractor employees shall in-process with the Navy Command’s Security Manager upon arrival to the Command and shall out-process prior to their departure at the completion of the individual’s performance under the contract.

ACCESS TO DOD IT SYSTEMS

In accordance with SECNAV M-5510.30, contractor employees who require access to DoN or DoD networks are categorized as IT-I, IT-II, or IT-III. The IT-II level, defined in detail in SECNAV M-5510.30, includes positions which require access to information protected under the Privacy Act, to include Protected Health Information (PHI). All contractor employees under this contract who require access to Privacy Act protected information are therefore categorized no lower than IT-II. IT Levels are determined by the requiring activity’s Command Information Assurance Manager.

Contractor employees requiring privileged or IT-I level access, (when specified by the terms of the contract) require a Single Scope Background Investigation (SSBI) or T5 or T5R equivalent investigation, which is a higher level investigation than the National Agency Check with Law and Credit (NACLC) described below. Due to the privileged system access, an investigation suitable for High Risk national security positions is required. Individuals who have access to system control, monitoring, or administration functions (e.g. system administrator, database administrator) require training and certification to Information Assurance Technical Level 1, and must be trained and certified on the Operating System or Computing Environment they are required to maintain.

Access to sensitive IT systems is contingent upon a favorably adjudicated background investigation. When access to IT systems is required for performance of the contractor employee’s duties, such employees shall in-process with the Navy Command’s Security Manager and Information Assurance Manager upon arrival to the Navy command and shall out-process prior to their departure at the completion of the individual’s performance under the contract. Completion and approval of a System Authorization Access Request Navy (SAAR-N) form is required for all individuals accessing Navy Information Technology resources. The decision to authorize access to a government IT system/network is inherently governmental. The contractor supervisor is not authorized to sign the SAAR-N; therefore, the government employee with knowledge of the system/network access required or the COR shall sign the SAAR-N as the “supervisor.”

The SAAR-N shall be forwarded to the Command’s Security Manager at least 30 days prior to the individual’s start date.

Failure to provide the required documentation at least 30 days prior to the individual’s start date may result in delaying the individual’s start date.

When required to maintain access to required IT systems or networks, the contractor shall ensure that all employees requiring access complete annual Information Assurance (IA) training, and maintain a current requisite background investigation. The Contractor’s Security Representative shall contact the Command Security Manager for guidance when reinvestigations are required.

INTERIM ACCESS

The Command's Security Manager may authorize issuance of a DoD CAC and interim access to a DoN or DoD unclassified computer/network upon a favorable review of the investigative questionnaire and advance favorable fingerprint results. When the results of the investigation are received and a favorable determination is not made, the contractor employee working on the contract under interim access will be denied access to the computer network and this denial will not relieve the contractor of his/her responsibility to perform.

DENIAL OR TERMINATION OF ACCESS

The potential consequences of any requirement under this clause including denial or termination of physical or system access in no way relieves the contractor from the requirement to execute performance under the contract within the timeframes specified in the contract. Contractors shall plan ahead in processing their employees and subcontractor employees. The contractor shall insert this clause in all subcontracts when the subcontractor is permitted to have unclassified access to a federally controlled facility, federally-controlled information system/network and/or to government information, meaning information not authorized for public release.

CONTRACTOR’S SECURITY REPRESENTATIVE

The contractor shall designate an employee to serve as the Contractor’s Security Representative. Within three work days after contract award, the contractor shall provide to the requiring activity’s Security Manager and the Contracting Officer, in writing, the name, title, address and phone number for the Contractor’s Security Representative. The Contractor’s Security Representative shall be the primary point of contact on any security matter. The Contractor’s Security Representative shall not be replaced or removed without prior notice to the Contracting Officer and Command Security Manager.

BACKGROUND INVESTIGATION REQUIREMENTS AND SECURITY APPROVAL PROCESS FOR

CONTRACTORS ASSIGNED TO NATIONAL SECURITY POSITIONS OR PERFORMING SENSITIVE DUTIES Navy security policy requires that all positions be given a sensitivity value based on level of risk factors to ensure appropriate protective measures are applied. Contractor employees under this contract are recognized as Non-Critical Sensitive [ADP/IT-II] positions when the contract scope of work require physical access to a federally controlled base, facility or activity and/or requiring access to a DoD computer/network, to perform unclassified sensitive duties. This designation is also applied to contractor employees who access Privacy Act and Protected Health Information (PHI), provide support associated with fiduciary duties, or perform duties that have been identified as National Security Positions. At a minimum, each contractor employee must be a US citizen and have a favorably completed NACLC or T3 or T3R equivalent investigation to obtain a favorable determination for assignment to a non-critical sensitive or IT-II position. The investigation consists of a standard NAC and a FBI fingerprint check plus law enforcement checks and credit check. Each contractor employee filling a non-critical sensitive or IT-II position is required to complete:

• SF-86 Questionnaire for National Security Positions (or equivalent OPM investigative product)

• Two FD-258 Applicant Fingerprint Cards (or an electronic fingerprint submission)

• Original Signed Release Statements

Failure to provide the required documentation at least 30 days prior to the individual’s start date shall result in delaying the individual’s start date. Background investigations shall be reinitiated as required to ensure investigations remain current (not older than 10 years) throughout the contract performance period. The Contractor’s Security Representative shall contact the Command Security Manager for guidance when reinvestigations are required.

Regardless of their duties or IT access requirements ALL contractor employees shall in-process with the Command’s Security Manager upon arrival to the command and shall out-process prior to their departure at the completion of the individual’s performance under the contract. Employees requiring IT access shall also check-in and check-out with the Navy Command’s Information Assurance Manager. Completion and approval of a System Authorization Access Request Navy (SAAR-N) form is required for all individuals accessing Navy Information Technology resources. The SAAR-N shall be forwarded to the Navy Command’s Security Manager at least 30 days prior to the individual’s start date. Failure to provide the required documentation at least 30 days prior to the individual’s start date shall result in delaying the individual’s start date.

The contractor shall ensure that each contract employee requiring access to IT systems or networks complete annual Information Assurance (IA) training, and maintain a current requisite background investigation. Contractor employees shall accurately complete the required investigative forms prior to submission to the Command Security Manager. The Command’s Security Manager will review the submitted documentation for completeness prior to submitting it to the Office of Personnel Management (OPM); Potential suitability or security issues identified may render the contractor employee ineligible for the assignment. An unfavorable determination is final (subject to SF-86 appeal procedures) and such a determination does not relieve the contractor from meeting any contractual obligation under the contract. The Command’s Security Manager will forward the required forms to OPM for processing. Once the investigation is complete, the results will be forwarded by OPM to the DoD Central Adjudication Facility (CAF) for a determination.

If the contractor employee already possesses a current favorably adjudicated investigation, the contractor shall submit a Visit Authorization Request (VAR) via the Joint Personnel Adjudication System (JPAS) or a hard copy VAR directly from the contractor’s Security Representative. Although the contractor will take JPAS “Owning” role over the contractor employee, the Navy Command will take JPAS "Servicing" role over the contractor employee during the hiring process and for the duration of assignment under that contract. The contractor shall include the IT Position Category per SECNAV M-5510.30 for each employee designated on a VAR. The VAR requires annual renewal for the duration of the employee’s performance under the contract.

BACKGROUND INVESTIGATION REQUIREMENTS AND SECURITY APPROVAL PROCESS FOR

CONTRACTORS ASSIGNED TO OR PERFORMING NON-SENSITIVE DUTIES

Contractor employee whose work is unclassified and non-sensitive (e.g., performing certain duties such as lawn maintenance, vendor services, etc.) and who require physical access to publicly accessible areas to perform those duties shall meet the following minimum requirements:

• Must be either a US citizen or a US permanent resident with a minimum of 3 years legal residency in the United States (as required by The Deputy Secretary of Defense DTM 08-006 or its subsequent DoD instruction) and

• Must have a favorably completed National Agency Check with Written Inquiries (NACI) or T1 investigation equivalent including a FBI fingerprint check prior to installation access.

To be considered for a favorable trustworthiness determination, the Contractor’s Security Representative must submit for all employees each of the following:

• SF-85 Questionnaire for Non-Sensitive Positions

• Two FD-258 Applicant Fingerprint Cards (or an electronic fingerprint submission)

• Original Signed Release Statements

The contractor shall ensure each individual employee has a current favorably completed National Agency Check with Written Inquiries (NACI) or T1 equivalent investigation, or ensure successful FBI fingerprint results have been gained and investigation has been processed with OPM

Failure to provide the required documentation at least 30 days prior to the individual’s start date may result in delaying the individual’s start date.

* Consult with your Command Security Manager and Information Assurance Manager for local policy when IT-III (non-sensitive) access is required for non-US citizens outside the United States.

(End Statement of Work)

The following PROVISIONS AND CLAUSES apply to this acquisition and will be incorporated into any resultant purchase order.

52.203-3 Gratuities (APR 1984) 52.204–24 Representation Regarding Certain Telecommunications and Video Surveillance

Services or Equipment

(DEC 2019)

52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment

(AUG 2019)

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