Attachment_3_-_PWS.pdf

Performance Work Statement

For

NIH Events Management and Related Technical Services

National Institutes of Health

9000 Rockville Pike

Bethesda, Maryland 20892 i

SECTION C

DESCRIPTION/SPECIFICATION

PERFORMANCE WORK STATEMENT

FOR SERVICES TO SUPPORT

NATIONAL INSTITUTES OF HEALTH (NIH)

General Intention: This contract is for NIH Events Management services to support the National Institutes of Health (NIH). Also “How to” procedures have been removed, to the greatest extent practicable.

TABLE OF CONTENTS

SECTION C-1

1 GENERAL INFORMATION

1.1 SCOPE OF WORK

1.1.1 Contractor personnel

1.1.2 Conduct of employees

1.1.3 Required key personnel

1.1.4 Services Provided

1.2 Statement of Objectives

1.3 NIH MISSION

1.3.1 Bethesda, Maryland Campus

1.3.2 NIH Events Management and Related Technical Services Locations

1.4 Quality Management Program

1.4.1 Quality Control Plan

1.4.2 Quality Assurance

1.5 NIH Bethesda Campus Access

1.5.1 Visitors and Security

1.5.4 Access to NIH Buildings after hours

1.5.2 Meetings and Special Events

1.5.3 Parking and Transportation

1.5.5 Contractor Employee ID Cards

1.5.6 Federal Holidays

1.5.7 Other Closures

1.6 Homeland SECURITY HSPD-12

1.6.1 Position Sensitivity

1.6.2 NIH Security – Solicitation Provision

1.6.3 NIH Physical Access Security – Solicitation Provision

1.6.4 Communication

1.6.5 Files and Information Protection

1.6.6 Video Productions

1.6.7 Press Releases and Interviews

1.6.8 General Confidentiality

1.6.9 Non-Sensitive Material

1.6.10 Sensitive, But Unclassified (SBU) Material

1.6.11 Security of Federal Automated Information Resources

SECTION C-2

2.1 GENERAL DEFINITIONS

2.2 Standard Acronyms and Abbreviations

SECTION C-3

3 GENERAL INFORMATION

3.1 GOVERNMENT FURNISHED PROPERTY (GFP) AND GOVERNMENT SERVICES

(GFS) 32

3.1.1 Use and Safeguarding Of GFP and GFS

3.1.2 Joint Inventory

3.1.3 Property Control Plan

3.1.4 Inventory Maintenance

3.1.5 Return of GFP

3.2 Government-Furnished Property (GFP)

3.2.1 Government-Furnished Facilities (GFF)

3.2.2 Government-Furnished Equipment (GFE)

3.2.3 Missing, Stolen, Lost, and Recovered Property

3.2.4 Warranties

3.2.5 Repair vs. Replacement

3.2.6 Disposal, Salvage, Reclamation, and Recycling

3.2.7 Government-Furnished Materials (GFM)

3.2.8 Forms

3.2.9 Equipment Manuals

3.2.10 Government Vehicles

3.3 Government-Furnished Services (GFS)

3.3.1 Utilities

3.3.2 Energy and Utilities Conservation

3.3.3 Telephone Service, Telephone Instruments and Lines

3.3.4 Telephone, Smartphone Changes and Repairs

3.3.6 Mail

3.4 Information Management Systems

3.4.1 General

3.4.2 Desktop Computing Services

3.4.3 Network Support

3.4.4 Applications Programming Services

3.4.5 Government Provided Training

3.5 Police and Fire Protection

3.5.1 Fire, Environmental and Emergency Drills

3.5.2 Equipment Manuals

SECTION C-4

4 GENERAL INFORMATION

4.1 CONTRACTOR-FURNISHED PROPERTY

4.1.1 Government Furnished Equipment/Material/Property Accountability

4.1.2 Equipment Maintenance

4.2 CONTRACTOR-FURNISHED MATERIAL

4.3 CONTRACTOR FURNISHED TRAINING

4.3.1 Emergency Fire Procedures

4.4 CONTRACTOR RESPONSIBILITIES FOR GOVERNMENT FURNISHED SERVICES . 41

4.4.1 Medical

4.4.2 KEY CONTROL

4.4.3 Keycard Security Access System

4.5 SAFETY

SECTION C-5

5 EVENTS MANAGEMENT AND RELATED TECHNICAL SERVICES

5.1 Requirement: Events Management

5.1.1 Requirement: Manage NIH Conference Facilities

5.1.2 Requirement: Translate Customer Needs into Viable Event Solutions

5.1.3 Requirement: Execute a Broad Range of Event Activities

5.2 Requirement: Technical Support Services

5.2.1 Requirement: Assess and Evaluate Design and Audiovisual Functionality

5.2.2 Requirement: Manage and Operate Audiovisual and Multimedia Presentation Systems

5.2.3 Requirement: Coordinate and Support Audio Visual and Media Presentation Requirements

5.2.4 Requirement: Operate and Maintain the Television Operations Center

5.3 Requirement: Provide Video Production Services

5.3.1 Requirement: Provide Video Production Support Staff

5.3.2 Requirement: Provide Media Asset Management Services

5.3.3 Requirement: Provide Production Services

5.3.4 Requirement: Provide Post Production Services

Section C-1 1 General Information This Performance Work Statement (PWS) is organized in sections that define both the work to be performed and the relationship between the Government and the contractor. The following describes the PWS contents:

SECTION C-1

Provides general information about NIH and its specific rules and regulations to be followed and an introduction to operating conditions

SECTION C-2

Provides definitions and acronyms used throughout this document and in the performance of this work

SECTION C-3

Provides information as to Government-furnished property (GFP) and Government-furnished services (GFS)

SECTION C-4

Provides information on items that will be contractor furnished

SECTION C-5

Presents the Performance-based PWS

Section C-6

Provides a list of directives, publications, instructions, and forms to be used by the Contractor during the contract period

1.1 SCOPE OF WORK

1.1.1 Contractor personnel

The Contractor shall provide all management, supervision, administration, supplies and equipment, and labor to support the NIH Events Management services identified in this Performance-based Work Statement (PWS) for the National Institutes of Health. This includes all direct and indirect resources, except as specified in SECTION C-3 as Government Furnished Property (GFP) and Government Furnished Services (GFS).

1.1.2 Conduct of employees

The Contractor shall be responsible for controlling the employees’ conduct and ensure that clients, contacts, attendees, etc. are treated with discretion, respect and courtesy at all times.

The Government reserves the right to request the removal of any of the Contractor’s employees assigned to the on-site performance of this contract for reasonable cause (i.e. disorderly conduct). The Contracting Officer’s Representative (COR) will make such a request only to the Contractor’s Project Manager and/or designated representative.

1.1.3 Required key personnel

The Contractor shall provide, the following Key Personnel:

One full time Project Manager (PM). The PM shall act as the on-site point of contact for all services at all locations.

One full time Assistant Project Manager (APM).

One full time Chief AV Engineer (CAE) One full time Assistant Audio Visual Engineer (ACAE) One full time Broadcast Engineer, Sr. (BE) One full time Post Production Manager (PPM) One full time Media Asset Specialist (MAS)

The team of Key Personnel shall consist of professionals with a combination of education, experience and skills in their subject matter, customer service, business and personnel management. Following are outlines of minimum qualification requirements:

1.1.3.1 Project Manager

The candidate shall have relevant program management experience in the private or public sector in senior management position for a minimum of ten (10) years. He/she shall have a proven record in providing professional coordination and leadership in the execution of a multi service contracts with cross functional teams. Specifically, the candidate shall have the following skills, abilities and competencies:

Effective communication skills (written and verbal).

Develop and maintain strong client and stakeholder relationships.

Effective and sound decision making skills.

Data analysis skills in support of the events management program performance (data sources consist of the resource management system and contractor collected data).

Prepare concise reports about findings and recommendations.

Fluency in MS Office, MS Project, and resource management systems.

Identify and resolve problems within and across functional areas.

A relevant bachelor’s degree may substitute for up to four (4) years’ experience, and a relevant master’s degree for up to six years’ experience, for the Project Manager position.

1.1.3.2 Chief AV Engineer

The AV chief engineer shall have a minimum of ten (10) years’ experience in AV systems design, installation, operation and maintenance with supervisory responsibilities, in the position of an AV project leader or equivalent. This shall include a thorough understanding of audio and video technology and systems design, operating and maintaining computerized AV control systems, including a background in presentation technology and production. This key technical person shall have the following skills, abilities, and competencies:

Train AV specialists in all aspects of AV systems and equipment operation and maintenance.

Communicate effectively with non-technical staff, i.e., conference services specialists, lecturers, and meeting facilitators regarding use and capabilities of AV systems in all NIH facilities.

Manage installation and maintenance of complex AV communication systems similar to the size of the Natcher Conference Center systems.

Interpret blue prints, AV system drawings and specifications for AV communication facilities.

Demonstrate continuing education of digital and IP AV systems.

Must be familiar with IT networks, including security protocols, IP addresses, switchers, routers and setting up network on LAN.

Configure various computers (PC and Apple) and models to interface with the display equipment, television production equipment and LAN.

Investigate and find solutions with presenters’ computer displays on the spur of the moment and in collaboration with the NIH Desktop support.

Understand and communicate current UHD/HD broadcast video production standards.

Shall possess any certification from the Society of Broadcast Engineers and/or the InfoComm's Certified Technology Specialist (CTS) certification. A qualified candidate, who does not currently possess one of the acceptable certifications, shall complete the certification within six (6) months of award/employment.

A bachelor’s degree in a related technical field may substitute for up to four (4) years of experience.

1.1.3.3 Assistant Project Manager

The assistant project manager shall have a minimum of seven (7) years’ experience of conference facility management in various services and supervisory positions. This person shall have the following skills, abilities, and competencies:

Understand conference space utilization and space arrangements to suit the events’ purposes.

Schedule and manage support staff.

Fluency in MS Office, MS Project, and resource management systems.

Train employees in conference services related hospitality, audiovisual equipment operation, and coordination of catered functions.

A relevant bachelor’s degree may substitute up to three (3) years’ experience for the Assistant

Project Manager position.

1.1.3.4 Assistant Chief AV Engineer

The assistant AV chief engineer shall have a minimum of seven (7) years of experience in AV installation, operation and maintenance with supervisory responsibilities. This shall include a thorough understanding of computerized audio and video system installation, operation and maintenance, including a background in presentation technology and production. This key technical person shall have the following skills, abilities, and competencies:

Train AV specialists in all aspects of AV systems and equipment operation and maintenance.

Communicate effectively with non-technical staff, i.e., conference services specialists, lecturers, and meeting facilitators regarding use and capabilities of AV systems in all NIH facilities.

Interpret blue prints, AV system drawings and specifications for AV communication facilities.

Demonstrate continuing education of digital and IP AV systems.

Understand IT networks, including security protocols, IP addresses, switchers, routers and setting up network on LAN.

Configure various computers (PC and Apple) to interface with the display equipment, television production equipment, and LAN.

Investigate and find solutions with presenters’ computer displays on the spur of the moment and in collaboration with the NIH Desktop support.

Understand and communicate current UHD/HD broadcast video production standards.

Shall possess any certification from the Society of Broadcast Engineers and/or the InfoComm's Certified Technology Specialist (CTS) certification. A qualified candidate, who does not currently possess one of the acceptable certifications, shall complete the certification within six (6) months of award/employment.

A bachelor’s degree in a related technical field may substitute for up to two (2) years’ experience.

1.1.3.5 Broadcast Engineer Sr.

The broadcast engineer shall have a minimum of 10 years of experience in live transmission preferably television and engineering and maintenance of broadcast equipment and systems.

This key technical person shall have the following skill, abilities and competencies:

Conventional broadcast systems:

Audio/Video instrumentation measurement Baseband video – standard and high-definition

Broadcast studio acoustics Television studios and broadcast video cameras Production switcher (Video mixer) and audio mixer

Broadcast IT systems:

Video compression - DV25, MPEG, DVB or ATSC (or ISDB) Digital server playout technologies. - VDCP, control protocols Broadcast automation Disk storage – RAID / NAS / SAN technologies.

Archives – Tape archives or grid storage technologies.

Computer networking Operating systems - Microsoft Windows, Mac OS, Linux and RTOS Post production – video capture and non-linear editing systems (NLEs)

Operational aspects:

Devise solutions for production needs by means of technical innovation and development.

Work closely with production staff and other resource areas to ensure that operational and other production needs are effectively and efficiently met.

Advise operational and production staff on the technical capabilities of broadcast engineering systems and equipment to assist them in achieving particular results.

Carry out acceptance testing on new and refurbished equipment and ensure that the performance of such equipment meets broadcast standards.

Possess thorough understanding of industry broadcast standards and ensures compliance with them in all NIH broadcast activities.

Hold any certification from the Society of Broadcast Engineers at one of the engineering levels. A candidate, who does not currently possess one of the acceptable certifications, may complete the certification within nine (9) months of award/employment.

A bachelor’s degree in any of the following disciplines: electrical engineering, electronic engineering, telecommunications engineering, computer engineering, management information system or broadcast technology may substitute for up to four (4) years’ experience.

1.1.3.6 Post Production Manager

The post production manager shall have a minimum of ten (10) years’ experience in all aspects of editing and its systems and equipment from analog to digital technology. This person shall have the following skills, abilities and competencies:

Effective communication skills including ability to articulate ideas, concepts and direction to the multimedia group and clients.

Must have strong understanding of and hands-on experience with design and cutting-edge production techniques.

Demonstrate effective communication, time management, and problem solving.

Exhibit proven record to manage and execute all post production aspects of various video recorded material.

Integrate computer animation into film and power point presentations.

Advise NIH clients (scientific and administrative) in the creative use of digital material and respond appropriately to their needs and input.

Maintain a wide range of post production equipment and software.

Function under tight deadlines, handle multiple projects simultaneously, and work with a complete understanding of the life cycle of on air and off air graphics projects.

Multi-task while working independently and with a team.

Well versed in Mac OS.

Excellent knowledge of print production.

Demonstrated depth of understanding and experience with production techniques, graphic design, and typography.

The candidate shall have a bachelor’s degree in communication, literature, journalism or a creative discipline and/or equivalent may substitute for up to four (4) years’ experience.

1.1.3.7 Media Asset Specialist

This Media Asset Specialist shall be responsible for the archival and retrieval of content required to service the multi media group’s pre production, production and post production activities. This is the “go-to” person for troubleshooting issues of media availability. In addition, this role performs maintenance activities related to storage and assists with Digitizing support as needed.

The Media Asset Specialist shall have a minimum of seven (7) years’ experience in all aspects of media asset management. This person shall have the following skills, abilities and competencies:

Seasoned user of Avid Interplay, Interplay Access and Media Composer in multi-res, dynamic relink ISIS environment. Highly-skilled at troubleshooting and resolving relink and other media availability issues.

Strong working knowledge of asset movement, storage, sequencing, naming conventions, etc.

Multi-task, prioritize and manage time wisely in a fast-paced, client-driven environment.

Excellent client services skills, attitude and ability to stay calm under pressure.

Strong written and verbal communication skills. Must interact effectively with clients and management across all levels of an organization.

Basic knowledge of digital video formats, transcoding and delivery methods.

Solid understanding of video fundamentals including: sync, time code, standards, formats and frame rates. Experience with video, audio and sync routing a plus.

Willingness to be flexible with scheduling on short notice and put in overtime as needed.

Complete understanding and application of Avid, Mac/PC platforms and peripheral connectivity.

Have a working knowledge of computer hardware and basic networking including but not limited to storage, memory, A/V cards and NAS/SAN storage.

The candidate shall have a bachelor’s degree in communication or a creative discipline and/or equivalent may substitute for up to four (4) years’ experience.

1.1.3.8 Competencies of Supervisory and Front Line Staff

The Contractor shall identify the skills, abilities, competencies and scope of authority and responsibility of all proposed staff for the performance of the services of this contract in a world-class scientific biomedical environment.

The Contractor shall assume total responsibility for all requirements stated herein on the start date of the performance period.

1.1.4 Services Provided

The NIH Events Management functions consist of a broad range of logistics, engineering, technical, and production services as listed in the table below. These services are in support of the mission and objectives of the twenty-seven NIH Institutes and Centers (IC) that represent the premier agents of world class bio-medical research funded by the US Government.

5.1 Events Management

5.1.1 Manage NIH Conference Facilities

5.1.2 Translate Customer Needs into Viable Event Solutions

5.1.3 Execute a Broad Range of Event Activities

5.2. Technical Support Services

5.2.1 Assess and Evaluate the Design and Audiovisual and Multimedia Functionality

5.2.2 Operate and maintain Audiovisual and Multimedia Presentation Systems

5.2.3 Coordinate and Support Audiovisual and Multimedia Presentation Requirements

5.2.4 Operate and Maintain the NIH Television Operation Center

5.3. Provide Video Production Services

5.3.1 Provide Video Production Support Staff

5.3.2 Provide Media Asset Management Services

5.3.3 Provide Production Services

5.3.4 Provide Post Production Services

1.2 Statement of Objectives

This statement of objectives outlines the intent and spirit of the PWS. It provides a baseline for an executive understanding of the NIH requirements.

NIH is soliciting for a contractor to provide complete NIH Events Management and related technical services for the NIH community in Bethesda, MD.

The Contractor shall assume the role of Project Manager for providing NIH Events Management and related technical services to NIH. The Contractor shall perform quality control and achieve all PWS requirements within the specified workload and standards. The Contractor shall standardize best practices across all locations to the extent practicable to provide for consistency in performance.

The government will perform quality assurance and inherently governmental activities.

References to government interactions are primarily for legal and “contract” management requirements and exceptions to the general terms of the contract. The primary role of the government will be in exercising inspection and acceptance.

The PWS includes many micro and macro standards. Performance improvement that results in unit cost reduction, but that also maintains or improves service performance is expected.

Global objectives that will also be measured include:

NIH customers are satisfied with contractor provided services Actual costs of contractor provided services reflect approved budgets Minimal disruption to activities during normal business hours Flexibility with changing requirements of customers Support changing security level requirements

The nature of the PWS also creates risk for the government. The Contractor shall minimize risks associated with:

“Padding” work and reimbursable charges “Loopholes” in the RFP Poor performance in general Customer dissatisfaction Identification of accountable parties Over expenditure

NIH needs a Project Management Team that demonstrates thorough understanding of the technical requirements, the fiscal constraints, the specific needs of customers, and the long term impact of current operations. NIH needs the Project Management Team to become a partner in supporting its medical research and patient care missions.

The NIH is engaged in a quest to reduce operating costs, while reliably providing service at the specified quality and timeliness standards to our customers. This is a performance-based contract that describes the required outputs and outcomes. Offerors are responsible for determining the level of effort required to accomplish the outputs/outcomes and are encouraged to propose business process improvements that will help NIH achieve the above stated objectives.

1.3 NIH MISSION

NIH’s mission is to seek fundamental knowledge about the nature and behavior of living systems and the application of that knowledge to enhance health, lengthen life, and reduce illness and disability. Please visit the NIH website to obtain additional information:

http://www.nih.gov/about-nih/what-we-do/mission-goals

NIH is one of the agencies of the U.S. Department of Health and Human Services (DHHS) at http://www.hhs.gov/ and is comprised of twenty-seven (27) separate components, mainly Institutes and Centers (IC). It is important to the mission of the NIH that the NIH Events Management and related technical services are available to achieve its research goals today and into the future.

A brief summary of the NIH campuses in which the Contractor shall perform the required services follows:

1.3.1 Bethesda, Maryland Campus

The NIH Bethesda Campus in the Maryland suburbs of Washington, DC, is the largest of the six campuses with over 70 buildings, 8 million gross square feet of building space on an over 300 acre site. The Office of the NIH Director and offices of the twenty-seven IC directors are located on the Bethesda Campus.

The Bethesda Campus is also home to the Hatfield Center, a 1,050,000 gross square feet facility that houses the research hospital's 250 beds for inpatient and outpatient care, outpatient facilities, and research laboratories.

1.3.2 NIH Events Management and Related Technical Services Locations The majority of the services is primarily performed in the ORS managed conference facilities on campus and off site, the television operation center, an editing suite and a small studio. A small number of events take place off site at other Government Facilities, hotels conference centers located in Maryland, Virginia, the District of Columbia and Pennsylvania. For details of the locations, see NIH Events Management Conference Facilities Listing at the NIH Events Management website: https://www.ors.od.nih.gov/pes/emb/Pages/index.aspx

Some NIH and HHS clients request technical services and video production services that require performance in non-NIH off-site locations.

1.4 Quality Management Program

The Contractor shall develop a proactive Quality Control Program for measuring and attaining quality of performance under this contract. The contractor’s Quality Control Program shall explain the manner in which the Contractor shall ensure all requirements are being accomplished in accordance with the specifications of this contract and industry standards. The Quality Control Program shall not include collection and analysis of customer survey data since this process has been established by the Government in conjunction with customer survey data gathering and analysis that are not included in this contract. A sustaining focus throughout the Quality Control Program shall be the attainment of continuous quality improvement. The program shall emphasize deficiency prevention over deficiency detection. The contractor’s Quality Control Program and any services performed will be accepted by the COR only when in full compliance with clause FAR 52.246-4, “Inspection of Services Fixed Price.” The Contractor shall demonstrate a concerted effort in improving its Quality Control Program to prevent unsatisfactory performance from consistently recurring in any area and to ensure unsatisfactory performance is addressed and rectified in a timely manner.

1.4.1 Quality Control Plan

The Contractor shall maintain a Quality Control Plan (QCP) describing the Quality Control Program. The Contractor shall submit an initial QCP with the Technical Proposal for evaluation.

The Contractor shall submit the final Quality Control Plan to the COR for approval on or before 30 days after contract award and 10 days after the start of each new option year. The Contractor shall submit any changes in the Quality Control Plan and Quality Control Program to the COR for approval five workdays prior to implementation.

1.4.2 Quality Assurance

The NIH COR and NIH Quality Assurance Evaluator(s) (QAE) will inspect, compile and analyze collected data for compliance with Contract terms throughout the Contract period. Evaluation will be based on the contractor’s compliance with the requirements set forth in C-5. The QAE will monitor the contractor’s performance under this contract by performing checks as contained in the Quality Assurance Surveillance Plan (QASP) and as outlined in FAR 52.246-4. Typical procedures include random sampling, planned sampling, scheduled inspections, incident inspections/discrepancies, customer surveys and validated customer complaints.

1.4.2.1 Outline of QASP

The Government COR and designated representatives will continuously measure, monitor, and evaluate the quality of the services described herein by using statistical quality control techniques which include random inspections, actual work inspections, and customer surveys.

1.4.2.1.1 Surveillance Methods

The Contractor will be provided with quarterly performance reports indicating the quality levels of services, which will include, but not be limited to:

Customers’ (clients’ requesting and using the services provided under this contract) satisfaction with staff, services, equipment and appearance of the conference facilities obtained through quarterly customer surveys.

Quarterly random cleanliness inspections will be scheduled by the QAE and conducted by a third-party inspection company. Upon each random inspection cycle, the Contractor will be provided immediately with the results. A contractor representative will always be invited to accompany the inspectors.

Government evaluators will collect data via field inspection and scheduler resource management system as it applies to events management, technical support services and video production services to assess compliance with quality standards and timeliness standards defined in Section C-5.

1.4.2.1.2 Performance Evaluation Meetings

The COR and the QAE will meet with the Key Staff weekly or more often if necessary during the first three months of the contract. Thereafter, a meeting will be held as often as necessary at the discretion of the COR, but not less than once a month. The CO will be present along with the relevant corporate representatives at the monthly meeting. The main objectives of the meetings consist of resolving operational and technical issues and tracking of corrective action plans developed and implemented by the contractor.

1.4.2.1.3 Consequences of Contractor’s Failure to Perform Required Services The Contractor shall be held accountable for full performance of all services. The Government Quality Assurance reports, customer complaints, and COR and Government quality assurance evaluators’ surveillances will be the base for determining deficiency rates and nonconforming services.

1.4.2.1.4 Government Incentive Plan

The incentive plan will be effective upon start of Option One; however, the Government will provide the Contractor the results of the described performance and timeliness standards from the first quarter of the base year performance. The total incentive for Option One to Four shall not exceed the amount of $120,000 per option year and the deduction shall not exceed $120,000 per option year.

1.4.2.1.5 Individual Event incentives/deductions

The data collection for individual events will be conducted by the COR and QAE, see form TE-7 QA Data Collection. The AQL for High Profile events will be 0% and non-High Profile events < 5%.

If the contractor’s actual performance for a High Profile meeting is at the stated AQL, an incentive of $500 per meeting will be applied and for a non-High Profile meeting at the stated AQL, an incentive of $250 per meeting will be applied. Maximum incentive per quarter will not exceed $8,000 for High Profile and $12,000 for non-High Profile.

If the contractor’s actual performance for a High Profile meeting is above the stated AQL of 0%, a deduction of $500 per meeting will be applied and for a non-High Profile at the stated AQL, a deduction of $250 per meeting will be applied. Maximum deduction per quarter will not exceed $8,000 for High Profile and $12,000 for non-High Profile.

1.4.2.1.6 Customer Perception of services and Cleanliness Surveillance The customer perception of services will be based on the quarterly data collection of customer surveys. The Government Incentive Plan for the acceptable performance and timeliness standards is depicted in Table 1. The “+/- Incentive Level” column is defined as a plus (+) for incentive and a minus (-) for a deduction.

If the percentage level of actual performance is at or above the stated percentage, an incentive of 1 percent will be applied.

If the percentage level of the actual performance is at or below the stated percentage a deduction of 1 percent will be applied.

If the contractor’s actual performance is at or above the stated incentive level, a maximum of $10,000 per quarter will be applied.

If the contractor’s actual performance is at or below the stated deduction level, a maximum of minus $10,000 per quarter will be applied.

The calculation of the positive/negative incentive will be based on the actual amounts applied to the applicable CLIN on the monthly invoices. The Contractor shall submit the net amount of the positive/negative incentive for the three months of the completed quarter with the first monthly invoice of the following quarter.

1.4.2.1.7 Deduction for Performance related Discrepancies

The discrepancies under this category consist of equipment failure due to negligence, incomplete work orders, timeliness and unresponsiveness to client requests, and employee conduct issues.

The COR or QAE will prepare a discrepancy report and forward it to the contractor for a response. The QAE will evaluate the contractor response and make a recommendation as to the applicability of a deduction of $500 per report to the COR for final decision.

The total for this deduction will not exceed $3,000 per quarter.

Note: The Government reserves the right to change the incentive plan by bilateral modification to the contract.

Table 1

PWS # Sect. B

CLIN #

Quality & Timeliness Standard

AQL $+/$- Incentive Level

5.1.1 1 Cleanliness standards are met per 3rd party audit

7 % $+1% if >94%

$- 1% if <88%

5.1.2 1 Client satisfaction with scheduling is achieved per Government customer surveys

7 % $+1% if >94%

$- 1% if <88%

5.1.3 1 Client satisfaction with meeting experience is achieved per Government customer surveys

7% $+1% if >94%

$- 1% if <88%

5.2.3 2 Client Satisfaction with audiovisual support is achieved per Government customer surveys

7% $+1% if >94%

$- 1% if <88%

1.5 NIH Bethesda Campus Access

Due to changing traffic requirements brought on by construction, changing missions and security concerns within NIH Campus’s, access to the installation is subject to change, sometimes with little or no warning. Inbound and outbound traffic restrictions exist.

The main campus of the National Institutes of Health (NIH) is located in Bethesda, Maryland.

Information about how to get to NIH is located at http://www.nih.gov/about-nih/visitor-information. Maps of campus and of the local area are located at http://www.nih.gov/about-nih/visitor-information/maps

The National Institutes of Health, like all Federal Government facilities, has instituted security measures to ensure the safety of NIH employees, patients, and visitors. Current visitor information is provided at http://www.nih.gov/about-nih/visitor-information

1.5.4 Access to NIH Buildings after hours

All contractor employees requiring building access during security hours (normally 6 p.m. to 6 a.m.) should contact the COR.

1.5.2 Meetings and Special Events

Mission related activities are allowed during normal business hours but require special permission for groups of 50 or more of non-NIH attendees. Mission related activities during evenings and weekends for all groups require special permission. Upon award, the contractor will be provided the procedure of how to record and manage the special permission in collaboration with the NIH Police.

To learn more about the current status of Campus Access and Security, consult:

http://www.nih.gov/about/visitor/index.htm.

1.5.3 Parking and Transportation

For detailed current information on visitor parking, commercial vehicle inspection, campus maps, etc. consult:

http://www.nih.gov/about-nih/visitor-information/maps

1.5.5 Contractor Employee ID Cards

ID Cards are individually assigned and are authorized for use by the cardholder only.

For individual ID cards that fail to work, contact the COR.

Lost/stolen ID card shall be reported to the COR as soon as possible so they can be programmed out of the system, thus preventing use by an unauthorized person.

ID cards issued to contractor employees who have transferred or separated from the contract, or who no longer have a need for them, must be returned to the COR. ID Cards are not transferable and until returned are the responsibility of the person to whom issued.

1.5.6 Federal Holidays

Federal Holidays observed include:

Christmas Day

Columbus Day

Independence Day

Labor Day

Martin Luther King Day

Memorial Day

New Year’s Day

President’s Day

Thanksgiving Day

Veteran’s Day

Inauguration Day (Washington DC area only: once every 4 years)

1.5.7 Other Closures

During a U.S. Department of Homeland Security Threat Advisory RED situation all events will be cancelled.

For inclement weather closings at NIH Campus Bethesda the Contractor shall follow Office of Personnel Management guidance at the following: http://www.opm.gov/status/

Essential contractor personnel in support of the NIH Events Management to NIH will be identified after award because some VIP events may take place during a closure.

1.6 Homeland SECURITY HSPD-12

The Contractor shall report any security violations to the COR or designee immediately. The Contractor shall ensure compliance with the following regulatory guidance:

Abstract: There are wide variations in the quality and security of identification used to gain access to secure facilities where there is potential for terrorist attacks. In order to eliminate these variations, U.S. policy is to enhance security, increase Government efficiency, reduce identity fraud, and protect personal privacy by establishing a mandatory, Government-wide standard for secure and reliable forms of identification issued by the Federal Government to its employees and contractors (including contractor employees). This directive mandates a federal standard for secure and reliable forms of identification.

Background: HSPD-12 and OMB’s implementing memorandum (M-05-24) direct a consistent and systematic approach to investigations, identification, and admittance of contractors to Government facilities, Information Technology (IT) systems, and sensitive data.

IMPORTANT NOTE TO OFFERORS: The following information shall be addressed in a separate section of the Technical Proposal entitled, Homeland Security HSPD-12

1.6.1 Position Sensitivity

To perform the work specified herein, contractor personnel will require access to sensitive data, regular access to HHS-controlled facilities and/or access to HHS information systems. The Government has determined the position sensitivity under this effort to be moderate.

To gain access to the sensitive data, HHS-controlled facilities, and/or HHS information systems, the contractor shall comply with Homeland Security Presidential Directive 12, Policy for a Common Identification Standard for Federal Employees and Contractors, and with the personal identity verification and investigation procedures contained in:

HHS Information Security Program Policy at http://www.hhs.gov/ocio/securityprivacy/#

HHS Office of Security and Drug Testing, Personnel Security/Suitability Handbook, dated February 1, 2005 at http://www.governmentattic.org/4docs/HHS-NatnlSecInfoManual_2005.pdf

The minimum Government investigation for a non-sensitive position is a National Agency Check and Inquiries (with fingerprinting), which consists of searches of records covering specific areas of a person’s background during the past five years. Those inquiries are sent to current and past employers, schools attended, references, and local law enforcement authorities. More restricted positions, above non-sensitive, require more extensive documentation and investigation.

Contractors should ensure that the employees whose names they submit have a reasonable chance for access approval. Delays associated with rejections and consequent reinvestigations may not be excusable.

Typically, the Government investigates personnel at no cost to the contractor, but the expense of multiple investigations for the same position is difficult to justify. Consequently, multiple investigations for the same position or an annual employee turnover in excess of 10%, may justify reduction(s) in the contract price of no more than the cost of the extra investigation(s).

Language similar to this Security section shall be included in any subcontracts which require subcontractor personnel to have access to an information system, access to sensitive data, regular or prolonged access to an HHS-controlled facility, or any combination of these three.

Inquiries, including requests for forms and assistance, should be directed to the Contracting Officer or his designee, listed in Section G of the contract.

Within seven (7) calendar days after final acceptance of the work specified herein, the contractor shall return all identification badges to the Contracting Officer or his designee

1.6.2 NIH Security – Solicitation Provision

Information Security is applicable to this solicitation and the following information is provided to assist in proposal preparation.

IMPORTANT NOTE TO OFFERORS: The following information shall be addressed in a separate section of the Technical Proposal entitled, "INFORMATION SECURITY."

The Federal Information Security Management Act of 2002 (P.L. 107-347) (FISMA) requires each agency to develop, document, and implement an agency-wide information security program to safeguard information and information systems that support the operations and assets of the agency, including those provided or managed by another agency, contractor (including subcontractor), or other source. The National Institute of Standards and Technology (NIST) has issued a number of publications that provide guidance in the establishment of minimum security controls for management, operational and technical safeguards needed to protect the confidentiality, integrity and availability of a Federal information system and its information.

The PWS requires the successful offeror to perform one, or any combination, of the following:

Develop, have the ability to access or host and/or maintain a Federal information system(s).

Access to or use of Personally Identifiable Information (PII), including instances involving remote access to or physical removal of such information beyond agency premises or control.

Pursuant to Federal and HHS Information Security Program Policies the following requirements apply to this solicitation:

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

1.6.3 NIH Physical Access Security – Solicitation Provision

Physical Access Security is applicable to this solicitation and the applicable information is provided in Part IV Section L.3.A.II to assist in proposal preparation.

1.6.4 Communication

The government will furnish desk phones, smart phones and computers for official government business use only. The Contractor shall be responsible for educating their staff regarding enforcement of government rules and regulations pertaining to the use of Government equipment/systems. Any equipment found with illegal or unapproved software or hardware will be subject to fines and/or imprisonment of perpetrator and or the contractor.

The following procedures will be exercised to maintain an acceptable level of communication security on the contract:

Telephone, facsimile communication will be utilized to conduct official government business with the exception that “sensitive, but unclassified” (SBU) data or information may not be discussed or exchanged over the phone or transmitted over facsimile. Electronic mail (E-mail) may be utilized if commercially available encryption software is used. For consistency, single software will be designated by the NIH for use by all appropriate personnel assigned to the contract. The software will be compatible with Microsoft Outlook.

Drawings and other electronic design files, identified by the government as “Security Sensitive”, may be transmitted via e-mail, provided the designated encryption software is utilized.

Use of commercial delivery services or the US mail will not be restricted except “Security Sensitive” material must be transmitted by a service that requires a receiving signature.

The NIH shall maintain a current list of persons authorized by the government to send and receive “SBU” information, and will have primary responsibility for its contents.

Information having Privacy Act or proprietary implications, i.e., firings, performance evaluations, contractor bids, etc., should be handled with discretion and not transmitted in the clear.

1.6.5 Files and Information Protection

All contractor generated documentation (electronic and hard copy) becomes property of the government and will be treated as sensitive information. The Contractor shall not remove or distribute documents and information obtained from government sources unless written permission has been obtained from the applicable government official.

Each company, or individual employed on the contract shall exercise due diligence to protect project information identified by the government as “Security Sensitive”. The following are minimum administrative procedure requirements.

Electronic Security: The Contractor employees will have access to a shared file directory in order to share non-sensitive files.

Paper Document Security: File cabinets used by contract/project members shall be secured by lock during non-business hours. Access to the files shall be limited to individuals specifically assigned to the contract, and have authorized access to the files.

1.6.6 Video Productions

All contractor generated video productions (electronic and hard copy) becomes property of the government and will be treated as sensitive information. The Contractor shall not remove or distribute video tapes, disk or electronic files and information obtained from government sources unless written permission has been obtained from the applicable government official.

Each company, or individual employed on the contract shall release any creative rights or ownership to any video or AV productions produced for the express use of the government.

The government may repurpose, redistribute or release to the public video production which were created with tax dollars as it sees fit without any additional fees or royalties to the contractor.

1.6.7 Press Releases and Interviews

Any information released by a member of the contract staff, including press releases, advertisements, solicitations, etc. must be reviewed and approved by the NIH, and/or a designated representative of the NIH. All contract staff are prohibited from the publication or other public release of project information without the written authorization of NIH.

1.6.8 General Confidentiality

The NIH has general confidentiality concerns about allowing certain general contract information to be easily obtained by potential adversaries of the NIH and/or the U.S. Government.

Therefore, discussion of Events and event content, VIP visits, building specifications, project schedules, data, phone numbers, or security systems, should be strictly limited to those with a need to know the information in order to accomplish contract responsibilities. This should be done in a manner that discourages availability to anyone not directly connected with the contract. All requests for specific data (as mentioned above), and any information from sources external to the contract shall be referred to the designated COR.

1.6.9 Non-Sensitive Material

All contract information, hard copy or electronic, not rising to the level of “Sensitive, but Unclassified” shall be safeguarded in a manner which encourages its use by only those individuals involved in the project, and discourages relatively easy acquisition by unauthorized persons.

1.6.10 Sensitive, But Unclassified (SBU) Material

“SBU” information is that which requires a degree of protection commensurate with the possible risk or magnitude of loss or harm that could result from its inadvertent or deliberate disclosure, alteration, or destruction. The release of SBU data to the general public is prohibited. If released, SBU information could result in injury or unfair treatment of any individual or group, or could impact negatively on the Government’s mission. The following information should be considered Sensitive, but Unclassified without further identification by the Government:

Any mission-related information defined or labeled as “Security Sensitive”, to include:

All documents that contain basis of design information on structural systems for projects identified by the government as “Security Sensitive”

Active security system design documents Passive security system design calculations, narratives, and other support information Information on individual NIH employees Information bearing proprietary or Privacy Act implications Patient confidentiality.

Information or documents not defined by items 1 through 3 above shall be designated SBU only if specifically identified by the NIH.

1.6.11 Security of Federal Automated Information Resources

All contractor personnel will be required to review the NIH established rules and guidelines for ScheduALL and sign a statement acknowledging adhering to them when using the software.

In the event Events Management introduces other automated systems that contractor personnel will be required to use in the performance of the requirements stated in this PWS, NIH established rules and guidelines will apply in accordance with the Security of Federal Information Resources.

SECTION C-2

This section lists definitions, acronyms and abbreviations used in this PWS.

2.1 GENERAL DEFINITIONS

The following list provides definitions for terms found throughout this document or commonly used in the distribution process:

Acceptable Quality Level (AQL) Acceptable Quality Level (AQL) is maximum acceptable deviation from standard, expressed in terms of a percentage of a lot.

Accountable Property GFP subject to FAR Part 45 and its rules of accountability.

Administrative Officer (AO) Fiscal authority responsible for committing funds for IC funded projects, obtaining proper safety or space use clearances, deactivating local area network and telecommunicating services and concurring with the project budget, schedule and scope.

Drawing Reviews Review various drawings as they refer to the NIH Conference Facilities. (Drawing refers to but may include other not identified here:

architectural, electrical, video, audio and control schematics.

Contract Discrepancy Report (CDR) A formal, written documentation of Contractor nonconformance or lack of performance for contracted work.

Contracting Officer (CO) An individual with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer Representative (COR) An individual designated and authorized in writing by the CO to perform specific technical or administrative functions.

Deduction Money deducted from the Contractor periodic invoices for non-compliance with contract requirements.

Defect Each instance of noncompliance with a contract requirement. A defect may be caused by either nonperformance or poor performance. Each defect is subject to re-performance or deductions as described hereinafter.

Defective Service A…