SAQMMA16Q0199_-_STATEMENT_OF_WORK_for_2016_International_AIDS_conference_-_2_May_2016_-_SRR.docx

2 May 2016

STATEMENT OF WORK

1. BACKGROUND

The Department of State, Office of the Global AIDS Coordinator (S/GAC) and Health Diplomacy will host the biannual HIV/AIDS Conference (AIDS 2016) in Durban, South Africa for the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) from July 18-22, 2016, returning to Africa for the first time since 2000. During this time, Nelson Mandela implored the world to address HIV/AIDS in Africa and around the world with greater urgency and action. AIDS 2016 will follow closely on the heels of the 35th anniversary of the first reported cases of AIDS (June 5) and begin on Nelson Mandela Day (July 18), drawing thousands of attendees from across the scientific, political, and activist communities. It will also provide a time to reflect on the important progress made in the global HIV/AIDS response and what is needed to achieve the United Nations’ Sustainable Development Goal target of ending the AIDS epidemic by 2030, including through implementation of treatment for all.

2. PURPOSE

The purpose of this project is to provide design services for development of an exhibit booth, planning, and design, of the booth for the biannual HIV/AIDS conference in Durban, South Africa. The work will require coordination with governmental personnel, other contractors CONUS and OCONUS to ensure the architectural space in which the exhibit will be located fits the specifications of this requirement.

3. SCOPE OF WORK

RESPONSIBILITIES

Independently, and not as an agent of the government, the contractor shall provide all design exhibit services including labor, materials, equipment, facilities, and travel (except as otherwise specified) necessary for the development, fabrication, and installation of interpretive exhibits, systems, and services, as specified in the listed requirements and attachments.

REQUIREMENT

The booth requirement shall be a four-sided 10 meter x 10 meter (100 sqm2) structure which will be displayed in the Exhibit Hall at AIDS 2016. It shall tell the story of the 35 years of the HIV/AIDS response (1981-2016), including the central role played by U.S. government leadership at home and abroad. The contractor shall design a compelling, interactive booth that tells the historical timeline by incorporating powerful images and videos. The booth shall bring to life the rich history and show what is possible in the future. The booth will allow visitors to imagine themselves at the center of the future response. The booth’s content will also live beyond AIDS 2016, with potential opportunities for the exhibit to be utilized for other prominent occasions and/or as a visitor exhibit at other venues. The booth structure will be built in Durban by a vendor in country. Upon award, the contractor shall be expected to coordinate with the vendor throughout the design phase to ensure adequate and proper build. All elements will be done in close coordination with S/GAC staff.

1) Electronic samples of previous booths/designs shall be submitted with the Offeror’s proposal in Adobe format.

2) Past performance must also be submitted utilizing Attachment B – Past Performance Survey.

4. ELEMENTS OF THE BOOTH

a) A timeline will walk visitors through the 35-year history of the HIV/AIDS response, including the crucial role played by U.S. government leadership. Powerful visual installations at the booth’s four interior corners will tell the story of key periods in the response: 1981-2000, 2001-2006, 2007-2011, and 2012-2016. Within each time period, the booth will highlight critical milestones that drove the response – under three overarching themes: 1) scientific discovery, 2) community activism and 3) political leadership – through the use of photos, videos, etc. Seminal images/videos from each period in the timeline will be projected on video loops on the four exterior corners to invite visitors into the booth. The ability to digitally “reproduce” key events on the timeline on PEPFAR’s Facebook page is also being explored.

b) The booth’s interactive “core” will allow visitors to take action towards ending the AIDS epidemic by 2030. Inside the “core,” visitors will be able to snap a photo or record a short video using pre-set hashtags (e.g., #EndAIDS, #AIDSFreeGen) and instantly upload them to their personal Facebook and/or Instagram account through iPad stations. Imagery showing progress and possibility in the form of key HIV/AIDS indicators (e.g., annual number of people being newly infected with HIV; number of people on treatment) at three distinct points in time – 1) where we were (2000), 2) where we are (2016), and 3) where we could be (2030) – will serve as a visual backdrop to the iPad stations, alongside a call to action. Images posted by booth visitors and online users will be aggregated to create a powerful pledge wall (“Instawall”). This Instawall will both live online and be projected in real-time on one of the large exterior walls of the “core,” along with a counter tracking those who have pledged their support. Data visualizations (e.g., maps) will adorn the opposite interior “core” wall. The second exterior “core” wall will include a combination of leadership photos and quotes from key moment in the timeline alongside a “wall of hope” on which visitors can write/post brief messages.

c) Throughout AIDS 2016, daily programming within the booth will allow attendees to interact directly with those who are leading the response – from prominent scientists, practitioners, and beneficiaries, to the community, government leaders, and private sector leaders. These interactions will be projected live on the visual pledge wall, and select interactions will also be live-streamed through “Facebook Live” allowing for broader online reach and a vibrant virtual engagement.

5. TRAVEL

Contractor shall estimate travel for 1 person to take two trips to Durban, South Africa to conduct a site visit (1 trip) and oversee the installation (1 trip) of the exhibit structure in advance of the AIDS 2016 conference. Travel must follow the Federal Travel Regulations (FTR) and must be pre-approved by the COR.

6. DELIVERABLES

In fulfillment of this effort, the contractor shall provide a detailed timeline that complements the submitted proposal.

7. INSPECTION AND ACCEPTANCE CRITERIA

Final inspection and acceptance of all work performed, reports and other deliverables will be performed and delivered to the COR based on their instructions.

8. QUALITY CONTROL

The contractor shall develop and maintain an effective quality control plan to ensure services are performed in accordance with this SOW. The contractor shall implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s Quality Control Plan (QCP) is the means by which they assure themselves that their work complies with the requirements of the contract. The QCP shall be delivered by electronic mail within 10 days after the contract award. Amendments/changes to the QCP shall be delivered to the Contracting Officer’s Representative (COR) and Contracting Officer (CO) within three (3) business days following any changes.

9. GENERAL ACCEPTANCE CRITERIA

General quality measures, as set forth below, will be applied to each work product received from the contractor under this statement of work.

• Accuracy: Work Products shall be accurate in presentation, technical content, and adherence to accepted elements of style. Documents should be 99% free of grammar and spelling errors.

• Clarity: The Report shall be clear and concise. Any/All diagrams and graphics shall be easy to understand and be relevant to the supporting narrative.

• Consistency to Requirements: All work products must satisfy the requirements of this statement of work.

• File Editing: All text and diagrammatic files shall be editable by the Government.

• Format: Work Products shall be submitted in hard copy (where applicable) and in media mutually agreed upon prior to submission. Hard copy formats shall follow any specified Directives or Manuals.

• Timeliness: Work Products shall be submitted on or before the due date specified in this statement of work or submitted in accordance with a later scheduled date determined by the Government.

10. OTHER DIRECT COSTS

All materials purchased by the Contractor (if authorized) for the use or on the behalf of the Government shall become the property of the Government. The transfer of materials, where applicable, shall be documented by the Contractor; in addition to an accounting of all materials consumed during the performance of individual elements of the contract. The Contractor shall furnish the Government a copy of such documentation with the Monthly Progress Reports.

11. LIMITED USE OF DATA

Performance of this effort may require the contractor to access and use data and information proprietary to a Government agency or Government contractor which is of such a nature that its dissemination or use, other than in performance of this effort, would be adverse to the interests of the Government and/or others.

Contractor and/or contractor personnel shall not divulge or release data or information developed or obtained in performance of this effort, until made public by the Government, except for authorized Government personnel or upon written approval of the Contracting Officer (CO). The contractor shall not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any data independently acquired by the contractor without such limitations or prohibit an agreement at no cost to the Government between the contractor and the data owner which provides for greater rights to the contractor.

12. QUALITY ASSURANCE

The COR will review, for completeness, preliminary or draft documentation that the Contractor submits, and may return it to the Contractor for correction. Absence of any comments by the COR will not relieve the Contractor of the responsibility for complying with the requirements of this work statement. The Contractor shall not assume that COR’s acknowledgment of receipt of materials or documentation waives the CORS’s right to review and approve work. Final approval and acceptance of documentation required herein shall be by letter of approval and acceptance by COR.

13. ORIENTATION BRIEFING

After award, a one-hour orientation with be conducted by S/GAC and the selected Contractor and the graphic designer and other key personnel. The intent of the briefing is to initiate the communication process between the Government and Contractor by introducing key task participants and explaining their roles, reviewing communication ground rules, and assuring a common understanding of subtask requirements and objectives.

THE ORIENTATION BRIEFING WILL BE HELD VIA TELECONFERENCE.

14. PERIOD OF PERFORMANCE

The period of performance for this procurement will be from contract award to August 1, 2016.

15. DISCLOSURE OF INFORMATION

Information made available to the contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer.

The contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each contractor or employee of the contractor to whom information may be made available or disclosed shall be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

16. POINTS OF CONTACT

The Point of Contract for this effort is as follows. Any other pertinent points of contact will be furnished after award.

Ruth Murphy, Senior Advisor for Special Projects and Events, S/GAC

1800 G Street, NW

Washington, DC 20006

Tel: 202-663-2372

E-mail: MurphyRL@state.gov

LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

1) Attachment A – Samples of Booth Design

2) Attachment B – Past Performance Survey (2 EACH)