Attachment_F-_Sample_Task_Order_3.docx

U.S. DEPARTMENT OF STATE

OFFICE OF EXPORT CONTROL COOPERATION (ISN/ECC)

EXBS SUPPORT SERVICES CONTRACT

Task Order Number: Sample Task Order 3

Statement of Work Date: May 2, 2016

I. Background

A. The Office of Export Control Cooperation, Bureau of International Security and Nonproliferation, U.S. Department of State (ISN/ECC) administers the U.S. Government’s Export Control and Related Border Security (EXBS) Program. EXBS is designed to stem proliferation of weapons of mass destruction and their delivery systems, and irresponsible transfers of conventional weapons, by assisting countries with establishing effective strategic trade and border control systems compliant with international standards.

B. Since 2011, the Middle East and North Africa (MENA) region has experienced an unprecedented transformation of its political landscape and security situation. The prevailing instability in many parts of the region is fueling the growth of organized crime, illicit trafficking and terrorism. While the operations of existing organized crime networks and trafficking routes are maintained and used, new actors and routes for illicit trafficking but also the types and quantities of commodities that are trafficked into or across the region are changing and increasing. This is the case with drugs, arms, counterfeit goods, cultural heritage and people trafficking/smuggling as well as operations by terrorists and armed groups.

The proliferation of chemical, biological, radiological, nuclear and explosives (CBRNE) materials along with weapons of mass destruction (WMD) poses a threat to international peace and security. The use of CBRNE materials has the potential to not only kill and injure populations but have long lasting environmental and economic impact. In the face of such dangers, the international community is working towards the identification and interception of CBRNE transfers to prevent non-state actors, those wishing to cause harm, from obtaining and employing these materials. United Nations Security Council Resolution 1540 was adopted with the aim of preventing non-state actors from developing, acquiring, manufacturing, possessing, transporting and transferring CBRNE materials and their delivery means. Though the information available on the situation globally is scarce, the trafficking of CBRNE and WMD using sea containers and air cargo is a concern.

In parallel and despite the insecurity faced by the region, the legal trade supply chains, traffic connectivity and logistics, including via sea container and air cargo, are expanding, which put a further strain on Customs, law enforcement and criminal justice agencies and provide for more possibilities for organized crime and terrorist groups to operate. This situation poses a threat not only to the countries in the region but at the global level as well.

Sparsely populated and controlled borders and weak and inconsistent port control with limited inter-agency operations are increasingly exploited by organized crime and terrorist groups to engage in a range of illicit activities. For this reason, strengthening border security practices through correctly identifying and stopping high risk trade in containers and cargo is needed. In addition, the capacities of countries in the region in collecting and securing evidence, to support effective investigations and prosecutions need to be enhanced; and regional and international cooperation expanded.

C. In order to address the problems and challenges at hand, it is proposed to organize a Regional Meeting for the MENA on Border Security and Strategic Trade Control with the aim to raise awareness about the importance of:

i) Strengthening border security practices through correctly identifying and stopping high risk trade in containers and cargo used for the proliferation of CBRNE, WMD and its components, conventional arms, and related illicit trafficking for organized crime and terrorism purposes;

ii) Seizing goods and collecting/securing evidence, to support effective investigations and prosecutions; and

iii) Further strengthening cross-border and cross-regional cooperation among the countries of the region in this area. The Meeting will inform and guide national, regional and international responses and cooperation in these areas.

The Meeting will be organized for two days by the end of the second quarter 2017 in Cairo, Egypt.

Participants include Algeria, Egypt, Jordan, Lebanon, Libya, Morocco and Tunisia. They will be represented by their Customs and Police Administrations (and potentially Intelligence and Army), Port Control Units (PCU) established under the CCP, Border Guards, Licensing Officials, Prosecutors and Judges. Maximum of six (6) participants per country (countries with PCU will have an additional 2 participants).

Participating organizations may include League of Arab States, General Secretariat of the Arab Interior Ministers Council, Regional Intelligence Liaison Offices (RILOs) for North Africa and the Middle East, INTERPOL and potentially other international organizations and Member States active in the area of border security and strategic trade control.

II. Requirements

A. The Contractor shall provide logistical support necessary – prior to, during, and after the event – to ensure a successful two (2) day Regional Meeting for the Middle East and North Africa on Border Security and Strategic Trade Control. The Contractor shall handle all “behind the scenes” logistical aspects with minimal ISN/ECC involvement, allowing ISN/ECC to focus primarily on substantive conference elements. The current agenda includes two (2) days of presentations at the primary conference venue (both plenary and break-out sessions). The Contractor shall negotiate aggressively to secure the best possible rates from subcontractors, including (but not limited to), the venue provider, lodging provider(s), caterer(s), international transportation provider(s), local ground transport provider(s), etc.

B. Definitions:

1. Conference Planners – ISN/ECC, the party primarily funding the conference.

2. Sponsored Participant – A conference delegate or presenter for whom Conference Planners are paying all travel-related expenses (i.e. airfare, lodging, and meals and incidental expenses per diem [M&IE]). In addition to partner country representatives, an individual responsible for speaking at/leading one or more conference session(s) will be considered a sponsored participant. A list of the sponsored participants will be shared with the Contractor as soon as practicable.

3. Self-paying Participant – A conference delegate or presenter for whom Conference Planners are not paying attendance-related expenses. Self-paying participants are responsible for their own airfare, lodging, visa, and ground transportation costs.

4. All Conference Participants – Refers to all delegates, presenters, and U.S. Government (USG) representatives, regardless of sponsored/non-sponsored status.

To achieve the above objective, the Contractor shall carry out the following:

C. Travel for Conference Participants:

1. Handle all travel arrangements (including economy roundtrip airfare and ground transportation) for approximately sixty (60) sponsored participants, as follows:

a. Up to six (6) participants from each of the following countries, subject to further instructions: Algeria, Egypt, Jordan, Lebanon, Libya, Morocco and Tunisia.

b. One (1) participant from each of the following, subject to further instructions from ISN/ECC: League of Arab States, General Secretariat of the Arab Interior Ministers Council, Regional Intelligence Liaison Offices (RILOs) for North Africa and the Middle East, INTERPOL and potentially other international organizations and Member States active in the area of border security and strategic trade control.

c. Up to ten (10) conference speakers from high-income countries (as categorized by the World Bank), including but not limited to Australia, Japan, Germany, Netherlands, Belgium, and the United Kingdom.

2. Required travel arrangements for the above sponsored participants include:

a. Visa facilitation (determine which participants require a visa and inform participants accordingly);

b. Procurement of roundtrip economy-class airline tickets;

c. Provision of short-term traveler's medical insurance; and

d. Provision of incidental expenses stipend at the Conference venue (see Paragraph F.9.a.

e. In addition, the Contractor shall maintain 24-hour on-call response availability from one (1) week before the conference through sponsored participant departures from the conference to deal with any unexpected travel issues, including those that result in new or changed airline reservations. ISN/ECC shall immediately be informed of any travel arrangement changes resulting in additional cost to the conference organizers.

D. Lodging for Conference participants

1. The Contractor must work with the lodging venue to negotiate the lodging rate no higher than the Federal Travel Regulations rate listed for lodging in Cairo, Egypt for approximately sixty (60) conference participants for the duration of the conference, preferably at the same hotel as the conference venue.

a. For lodging purposes, anticipated participants may include all sponsored participants.

b. Contingent upon flight availability, conference participants should arrive no more than one (1) day prior to the start of the conference and depart either on the final day of the conference (following adjournment) or on the following day. In cases where cost savings associated with flight arrangements warrant early arrival/late departure (considering other associated costs, such as lodging and ground transport), the Contractor may arrange for sponsored participants to arrive a day early or depart a day late with prior ISN/ECC approval.

c. The Contractor shall contract with the lodging provider for sponsored participants’ basic lodging costs, including early check-in and late check-out as approved by ISN/ECC, per flight itineraries.

d. Any non-sponsored participants will be responsible for settling their own lodging bills directly with the lodging provider.

e. The Contractor shall negotiate with the hotel for the inclusion of the cost of breakfast as part of the daily lodging costs for all conference participants.

2. Actual conference attendance will vary. Paragraph C.1. above reflects the Government’s best estimate of likely attendance only. For proposal preparation purposes, the Contractor should assume the above totals. The Contractor shall also negotiate with hotel regarding attrition rates, specifically requesting contract language for utilizing rooms vacated due to cancelation, so that it is not at the discretion of the hotel. The U.S. government should have the right to utilize any rooms which are fully paid for. The Contractor shall identify one (1) point of contact at the conference hotel that will be accountable for managing room reservations and alterations for the entirety of the contract.

E. Additional Logistical Responsibilities:

1. The Contractor shall closely coordinate the list of sponsored participants with hotel staff to ensure that all parties fully understand which participants’ basic lodging expenses are covered by Conference Planners, and which participants are responsible for settling their own lodging costs directly with the hotel. The Contractor shall ensure that no sponsored participant is billed directly by the hotel for basic lodging costs, either at the time of checkout or subsequently billed to the sponsored participant’s credit card.

2. Issue invitation e-mails to all conference participants that include a registration form and logistics information sheet, and that request information about travel preferences, break-out group preferences, and other special considerations (e.g. wheel chair access, dietary restrictions/allergies). The Contractor shall issue reminder e-mails, and if necessary, engage conference participants by telephone to ensure all conference participants are aware and have an opportunity to respond to the invitation e-mails to secure their participation and lodging. Register all conference participants and maintain a conference participant list, updated daily during the eight (8) weeks prior to the conference. This list shall be accurate and current, and shall be provided to Conference Planners upon demand to facilitate planning and decision-making.

3. Dispatch a logistics update e-mail to all conference participants at least seven (7) days before the conference start date.

4. Provide ground transportation for all conference participants between the airport and lodging site, between the lodging site(s) and conference venue (if applicable), and between the lodging site(s) and receptions/cultural activity (as necessary). It is the Contractor’s responsibility to receive and maintain accurate arrival and departure information from all conference participants for the purposes of arranging ground transportation and airport pick-up and drop- off schedule. The Contractor shall immediately notify Conference Planners of any participants who do not arrive as scheduled, immediately seek to establish their whereabouts, and adjust reception and ground transportation plans accordingly.

5. Share post-conference hotel-to-airport departure times/transportation arrangements for all conference participants with Conference Planners one (1) week in advance, and provide to all conference participants upon check-in. This information shall be distributed with registration welcome packets (see Paragraph II.H.3 below).

6. The Contractor is responsible for planning and providing all travel and lodging arrangements for all contract personnel required for the completion of this task order.

F. On-Site Logistics:

1. Provide a venue in Cairo, Egypt (preferably at the same hotel where lodging arrangements have been made) to host all official conference proceedings (to include all necessary space, furniture, audio-visual equipment, break refreshments, and lunches). Contractors’ proposals must identify and price only one potential venue suitable for an international diplomatic gathering of this nature.

2. Venue arrangements shall include:

a. A plenary room capable of seating at least sixty (60) people classroom style, including a stage, podium with a lapel microphone, and speakers’ table at the front of the plenary room, as well as PowerPoint projection capability (LCD projector, two (2) screens and a laptop computer) for displaying speaker presentations, and two (2) hand-held microphones. This room should be available for all of the days of the conference;

b. Option: Two (2) breakout rooms capable of accommodating up to thirty (30) people each (or a smaller number of larger rooms that have the capability to be divided into smaller sections using curtains or room dividers) to accommodate groups of thirty (30) people around a hollow square table. Each section should be equipped with AV equipment, a flip chart, markers, pens and notepads for each participant, as well as signage indicating the group number. These rooms should be available on all days of the conference;

c. Two (2) executive meeting rooms able to accommodate up to sixteen (16) people each. These rooms should be available during the two (2) days of conference proceedings;

d. VIP arrangements should also include a meet-and-greet room to be made available to VIPs a half hour before the day one (1) plenary session convenes. The meet-and-greet room should be in close proximity to the plenary room, seat sixteen (16) participants, and be easily accessible to and from the venue entrance. One of the designated executive meeting rooms (see Paragraph II.F.2.c.) can be used for this purpose if it fits the above parameters. Further, the Contractor shall provide coffee, tea, and water for 10-12 persons for the VIP meeting room in the morning of day one (1) plenary;

e. One (1) conference operations center with appropriate office equipment for use by Conference Planners. This room should be available from three (3) days prior to the conference until the day after the conference;

f. One (1) general work room for contractor use. This room should be available for the entire time the contractor is operating at the conference venue;

g. One large room or area adjacent to the plenary room where morning and afternoon beverage and snack service may be set-up during conference breaks; and

h. Wireless internet access in each room utilized for conference proceedings.

3. Set-up and manage the conference site, ensuring:

a. Adequate seating;

b. Climate control;

c. Sound amplification, including podium microphones and lapel microphones for presenters;

d. Computer and audiovisual presentation equipment with all presentations pre-loaded and easily accessible (plenary room and breakout rooms);

e. Two (2) microphones for plenary question-and-answer sessions;

f. Two (2) microphones for each breakout room;

g. Personnel to pass microphones to delegates during question-and- answer sessions; and

h. Qualified audiovisual personnel to remain on-site to handle equipment set-up and failures.

4. Oversee all logistical requirements necessary to execute the conference agenda and presentations, including:

a. Operation of all technical equipment and room setup;

b. Posters and directional signage as needed to identify conference- related events, including conference registration, plenary/breakout sessions, lunches, and receptions/dinners;

c. Personnel to greet and register participants and direct participants to conference session locations;

d. Pens and notepads for each participant in the plenary and at breakout sessions;

e. Ten (10) 2-way radios (walkie-talkies) with headsets for use by the Contractor staff (and potentially some Conference Planners) to assist with managing conference operations; and

f. Water available at each table in the plenary, breakout sessions, and conference operations center and replenished during breaks.

5. Equip and operate a conference operations center at the conference venue with standard office equipment to include:

a. Two (2) high-speed copiers, capable of making multiple, collated, and stapled presentations as well as double sided copies;

b. One (1) fax machine;

c. One (1) color printer;

d. One (1) black-and-white printer; and

e. Six (6) internet-connected computers with workstations. The computers should have standard U.S. keyboard and English language versions of Microsoft Office (Word, Excel and PowerPoint at a minimum) pre- installed, networked to the printers for the use of the conference organizers, conference planners, and presenters.

f. The Contractor shall provide a whiteboard for use in tracking conference tasks, officers of primary responsibility, and task completion status.

g. The Contractor shall ensure the operations center is equipped with sufficient incidental office equipment and supplies (e.g., three-hole punches, scissors, staplers and staples, printer paper, replacement black & white and color printer cartridges, scotch tape, paper clips, power adaptor plugs, extension cords and power strips, a paper shredder, and post-it notes). Water and soft drinks shall be available for operations center users.

h. A plan for ensuring authorized (Conference Planners and Contractor) personnel access to the operations center while limiting unauthorized access shall be included in the Contractor’s technical proposal.

6. Establish a conference registration desk at the lodging site to in-process conference participants upon arrival.

a. The desk shall be staffed continuously throughout the arrival day and during conference proceedings on each day of the conference.

7. Check-in and Registration

a. The Contractor shall work closely with the lodging provider to expedite lodging check-in and conference registration processes for all conference participants. The Contractor’s proposal must include a plan for resolving any issues associated with a security deposit required for incidentals for sponsored participants prior to group check in (i.e. how to accommodate participants who cannot provide a credit card to guarantee incidental expenses during their hotel stays). The Contractor shall also inform all participants that any incidentals (pay- per-view movies, room service, mini-bar, long-distance phone calls, dry cleaning, etc.) will not be considered reimbursable expenses and will be participants’ own responsibility. The Contractor shall work with the lodging venue to ensure that these amenities are disabled for sponsored participants. Conference registrations shall be recorded electronically and made available upon request to Conference Planners.

b. A comprehensive registration list, including participants’ full name, title, organization, national affiliation, and contact information (including phone and e-mail) shall be provided to Conference Planners at the close of the arrival day and a final list provided by noon of conference day one.

c. The Contractor shall generate an anticipated conference participants list based upon pre-event registration information and provide a copy of the list to all conference participants upon check-in (to be distributed with registration welcome packets; see Paragraph II.H.3 below). The Contractor shall further generate a final conference participants list based upon actual attendance and include a copy of the list on electronic media distributed to all conference participants (see Paragraph II.H.4 below).

d. The Contractor shall generate an anticipated seating chart based upon pre-event registration information, and any last minute participant changes, and provide a copy of the chart to the Conference Planners prior to the start of day one (1) of the conference.

8. Leftover supplies

a. Return all remaining conference materials (e.g. handouts, photos, banners, memorabilia, office materials, etc.) to ISN/ECC’s Washington, D.C. office within thirty (30) days of conference adjournment. Conference planners will direct the contractors on what items to ship to which location.

b. The Contractor shall make quality control a paramount priority during preparation and implementation of all conference activities. Additionally, the Contractor shall review all products to ensure they are accurate and high quality before providing to the Conference Planners. The International Export Control Conference is a high-visibility, large-scale diplomatic gathering. Contractor must provide comprehensive quality control programs in their technical proposals detailing the measures they will implement to assure the level of service required for an event of this nature.

9. Per Diem distribution

a. Disburse incidental expenses stipend and visa reimbursement (if obtained and paid on own) for sponsored participants at the Conference venue. The incidental expenses stipend will be $184 USD total and the visa reimbursement will be an average of $40 USD per sponsored participant.

i. The Contractor shall include stipend calculations in its cost proposal.

ii. The Contractor shall:

1. Ensure that funds remain secure during transit and lodging;

2. Make appropriate arrangements to ensure availability of funds for on-site disbursement on the arrival day of the conference;

3. Coordinate stipend/visa fee disbursement including arranging and publicizing disbursement time and location;

4. Provide up-to-date participant list and pre-printed stipend / visa receipts for each sponsored participant to ISN/ECC;

5. Set-up the disbursement site;

6. Disburse stipends and visa reimbursement (if applicable) for sponsored participants; and

7. Issue written receipts to accompany disbursement of stipend/visa reimbursement.

10. Conference Survey: In close coordination with ISN/ECC, develop a conference survey, administer the survey during the morning of conference day two (2), analyze survey results, and report the results to ISN/ECC with the reporting cable (see Paragraph II.K.4 below).

G. Meals and Receptions:

A. Ensure that breakfast is included in the room rate for all conference participants.

B. Provide lunch for approximately sixty (60) conference participants during the two (2) days of the conference. Meal selections shall include vegetarian and halal options.

C. Provide morning and afternoon beverage and snack service for sixty (60) conference participants during conference breaks for a total of five (5) breaks.

H. Physical Conference Deliverables:

1. Contractor Team Member Responsibilities: At least five (5) days prior to the conference, the Contractor shall provide Conference Planners with a breakout of conference tasks and a list of designated personnel on the Contractor Team who have primary responsibility for each task. The Contractor also shall provide this information on the white board in the Operations Center and track task completion status. The Contractor also shall provide Conference Planners with a Contractor Team Contact Sheet that includes the name, task designation, cell phone number, e-mail address, and hotel room number of all Team Members.

2. Conference Marketing: The Contractor shall closely coordinate with Conference Planners on placement and use of conference logo and the United States flag on printed materials and other conference deliverables. The Contractor shall provide the following:

a. An appropriate Conference Image that can be used in conference materials to distinguish it from other conferences.

b. Conference Logo: A logo that can be used in all conference materials;

c. One-Page Flyer: A one-page flyer with the conference logo, image, title, date, and venue for print and online distribution;

d. Banner: A banner design that will be used to produce two banners for display in the plenary room. The Contractor will make necessary arrangements for production and display of the banners per Conference Planners’ direction.

3. Registration Welcome Packets: Create registration welcome packets (to include conference agenda, basic tourist information, pertinent lodging, conference venue, ground transportation information, a traveler’s guide, and emergency contact information) and distribute packets to all conference participants upon registration.

4. Conference Materials on Electronic Media: Provide all conference participants with USB Drives that include the following documents in Adobe PDF format organized to follow the conference agenda:

a. conference agenda,

b. electronic copies of all presentations,

c. handouts/supplemental material,

d. list of participants, USB drives should bear the conference title and logo.

5. Name tags/tents. Provide name badges with lanyards and two (2) sets of two-sided name tents (for plenary and breakout sessions) for all participants. Coordinate closely with Conference Planners on the design of the name tags and tents and correct participant name spellings. The Contractor shall make corrections as necessary before posting in the plenary and/or breakout rooms.

6. Conference Participants’ Individual Supplies: Provide suitable supplies bearing conference logo for individual conference participants’ use, specifically some combination of pens, business card holders, padfolios and/or carrying bags bearing the conference logo, to all participants. As a guide in preparation of cost proposals, the Contractor should limit the price of these items to no more than twenty (20) USD per participant. The Contractor will work with Conference Planners to finalize supply selections post-award.

7. Participant Certificate: Working with Conference Planners, develop a certificate to provide all participants in an appropriate holder on day two of the conference.

8. Poster: The Contractor shall provide the Conference Planner with a framed 20- inch by 30-inch poster based on the conference image and logo no later than four (4) weeks after the completion of the conference.

9. Plenary Room Setup: Prepare the plenary room for days one and two before 10:00 p.m. the night before, so that Conference Planners can check the set-up.

10. Breakout Room Setup: Prepare the breakout rooms for day two before 10:00 p.m. on day one, so that Conference Planners can check the set-up.

11. Conference presentations:

a. Collect, edit, format, and assemble electronic versions of all presentations from presenters no later than two (2) weeks prior to the Conference. All presentations should be submitted in English.

b. The Contractor shall update materials to reflect last-minute changes to presentations and agenda while the conference is in progress, as appropriate, and provide them to the Participants at the last Plenary Session.

c. Following the conference, deliver PowerPoint originals and Adobe PDF versions of the final agenda, all presentations, and supplemental conference materials to Conference Planners for distribution on their respective websites.

d. The Contractor shall ensure that following the conference conclusion, all conference documents (including PowerPoint presentations) are configured for compliance with Section 508 to the U.S. Government Rehabilitation Act of 1973. The materials must be ready to be posted on Conference Planners’ websites no later than five weeks after the completion of the conference.

I. Staffing Requirements:

1. The Contractor shall identify a Project Task Leader to oversee all Contractor work under this task order and be physically present at the conference site to oversee all onsite activities before, during, and after the event. The Project Task Leader shall be responsible and answerable to all Conference Planners’ concerns.

2. The Contractor shall also identify a Deputy Project Task Leader who will be on- site during all work performed by the Contractor and will be available to respond to Conference Planner’s (US) concerns when the Project Task Leader is not available. The Project Task Leader shall bear ultimate responsibility for ensuring that all services and deliverables meet requirements and performance standards, and shall be answerable directly to the COR and GTM for all quality control issues. (Note: The Contractor will provide Conference Planners with the resumes and CV’s of all key personnel working on the Contractor work under this task order, specifically for those positions enumerated within the Statement of Work).

3. Provide qualified audiovisual personnel to set-up equipment and remain on-site throughout the conference to handle equipment failures.

4. Option: Provide up to four (4) rapporteurs to take and maintain official conference notes and minutes during all plenary and breakout sessions. Rapporteurs shall prepare analyses of salient discussions and significant points raised during the breakout sessions and provide to conference organizers in PowerPoint format. The Contractor will then work with the Rapporteurs in drafting the conference proceedings document (see Paragraph II.K.5 below). Rapporteurs should have a basic understanding of strategic trade control issues but need not be subject matter experts. Past rapporteurs have generally been (sometimes local) graduate student with an interest in nonproliferation. The Contractor shall propose this service as separately-priced, standalone option.

J. Budget:

1. Prepare and maintain a budget for the conference, including all Conference Planner and Contractor costs, updated throughout conference planning and preparation through final billing. Ensure a transparent and detailed breakdown of all costs for review by Conference Planners and provide monthly budget reports to Conference Planners and upon request. ISN/ECC will provide the Contractor with a listing of cost categories upon which the Contractor's budget tracking shall be based.

2. Provide budget reports, and invoices, to COR in both Microsoft Excel and PDF formats.

3. Each budget report and invoice page shall reference the following project number/task order data: Sample Task Order 3

4. Thirty (30) days following the event, a preliminary final budget report/invoice of expenses shall be provided.

K. Task Management and Reporting:

1. The Contractor shall initiate, coordinate and conduct a post award kick-off meeting with the customer, at the Department of State Harry S. Truman building, room TBD, within ten (10) working days of contract award. The purpose of this meeting is to review task order requirements and to discuss Government / Contractor expectations regarding schedule, personnel, performance, and clarification of all deliverables. In addition, administrative items such as communications protocol and contractor performance assessments will be discussed and clarified as necessary. The contractor shall document meeting minutes including identification of open issues, action items and way ahead. The Contractor shall develop a draft Planned Objectives, Actions, and Milestones (POA&M) for delivery within fifteen (15) working days after contract award; and shall deliver the final POA&M within thirty (30) working days after contract award.

2. Monthly Status Report: In addition to specific deliverables identified in Section 2 above, the Contractor shall provide Conference Planners with a monthly status report in accordance with the Base Contract. Each report shall include a detailed list of required action items and milestones, describe progress made in accomplishing these milestones and on conference planning, and identify remaining actions to be completed or any challenges requiring Conference Planner involvement.

a. The report shall also include planned vs. actual task completion, anticipated activity (including anticipated contract data requirements list) for the next reporting period, lessons learned, risks, outstanding issues and recommendations.

3. Participant List: The Contractor shall furnish Conference Planners with participant lists as part of the Monthly Status Report, and upon request.

4. Comprehensive Reporting Cable: The Contractor shall draft a comprehensive reporting cable in Microsoft Word format and should include the final agenda, the final list of participants, and provide an abridged readout of all substantive presentations, exchanges, or developments; as well as commentary on, and analysis of, substantive discussions and presentations. The comprehensive reporting cable and survey results shall be submitted within one (1) week of the final day of the conference. The proceedings document shall be submitted within three (3) weeks of the final day of the conference.

5. Proceedings Document: The Contractor shall draft a proceedings document suitable for public distribution and edited for posting on the Conference Planners website. At a minimum, the proceedings document shall contain:

a. A comprehensive list of all conference participants; and

b. A complete readout of all substantive presentations, exchanges, or developments, as well as commentary on, and analysis of, substantive discussions and presentations.

c. The proceedings document shall be delivered in Microsoft Word and Adobe PDF formats for distribution on the Conference Planners' respective websites. The proceedings document, not to exceed fifty (50) pages, shall be submitted within three (3) weeks of the final day of the conference. The document must be 508 compliant when submitted to Conference Planners.

6. After Action Report: The Contractor shall furnish an after-action report consisting of a conference summary, discussion of any noteworthy events, and analysis of the conference's success (e.g. was the information appropriate for conference attendees? Was the conference well received by attendees? Are attendees likely to accept the conference's message? Were conference goals met?), and recommendations for improving future export control conferences. The after-action report shall be submitted to Conference Planners within four (4) weeks of the final day of the conference.

III. Other Special Considerations

A. This is an important EXBS event, and will include senior officials from the United States, MENA, the European Union, other foreign partner governments, and international organizations. All Contractor support must be appropriately geared towards a high-profile diplomatic event of this nature.

B. The official language of the conference will be English.

C. The Contractor will conduct a pre-conference preparatory site visit in spring 2016 lasting no more than five (5) days to identify lodging venue options.

D. The Contractor shall be a proactive problem solver. As issues/problems are encountered in the course of task order execution, the Contractor shall not simply present such to Conference Planners for resolution. Rather, the Contractor must proactively identify proposed solutions to each issue/problem and present them to the GTM or COR as appropriate for consideration, providing the GTM/COR with all information necessary to facilitate a decision. The Contractor should endeavor to resolve as many problems/issues as possible on its own, only raising to the GTM/COR level when the Conference Planners’ personal attention is essential to resolution.

E. The Contractor may not recommend follow-on activities to event participants without express authorization from the GTM, nor advertise its services to participants. Examples of prohibited activities include, but are not limited to: placing the Contractor’s logo on event materials; advertising Contractor services or touting Contractor past performance in presentations to, or conversations with, foreign participants; and initiating conversations with event participants to promote Contractor services. The Contractor shall not publicize this task order, nor publicize its role under this task order, without prior express authorization from the COR.

IV. Place of Performance

A. The conference will be held in Cairo, Egypt.

B. The Contractor shall perform the majority of planning activities at its own facilities. However, frequent coordination meetings at ISN/ECC’s Washington, D.C. office will be required.

V. Period of Performance

A. The Regional Meeting for the Middle East and North Africa on Border Security and Strategic Trade Control will be organized for three* days by the end of 2016 or by the end of the second quarter 2017, (*including arrivals day). Departures will continue the day following the last official day of the conference.

B. The Contractor shall commence conference planning upon task order award. All necessary wrap-up work shall be completed by March 31, 2017.

VI. Security Requirements

There are no special security requirements beyond those specified in the base contract.

VII. Government Furnished Information or Property

Conference Planners will inform the Contractor of likely conference participants as those individuals are identified.

VIII. Government Technical Monitor (GTM)

A. The EXBS GTM for this task order, known as Conference Planner, is TBD.

U.S. Department of State Office of Export Control Cooperation Bureau of International Security and Nonproliferation

B. The EXBS GTM will provide direction to the Contractor on routine matters within the scope of this task order. In no case shall the Contractor take any action that will cause it to exceed the ceiling of one or more line items under this task order, regardless of direction from the EXBS GTM. Should the Contractor receive any direction that is outside the scope of this task order, or would otherwise cause the Contractor to exceed the ceiling of one or more line items under this task order, the Contractor shall immediately refer the matter to the COR.

**Please note: This sample task order may be the basis for a task order that will be awarded under the Base IDIQ. Offerors are encouraged to price accordingly.