SATPC0040870 Tab 04 4 SOW.pdf
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- Solicitation number
- 80NSSC26930611Q
About this file
This is a Statement of Work (SOW) for contractor support of workshop planning, facilitation, and execution for an unspecified Organization/Directorate.
The contractor shall provide professional facilitation services for Workshop Planning Committee (WPC) meetings and workshop events, along with comprehensive logistical coordination and event management. Key objectives include delivering expert, neutral facilitation; planning and executing logistics for in-person, hybrid, or virtual formats; developing meeting artifacts and maintaining authoritative records; and supporting stakeholder communications and post-event reporting. The SOW is structured around six primary tasks with ten deliverables: (1) Project Initiation & Planning, including a Project Management Plan due within 15 business days of award and a Facilitation Plan due within 20 business days; (2) Committee Support with biweekly or monthly WPC meeting facilitation and meeting artifacts delivered within three business days post-meeting; (3) Workshop Design including draft agenda due 30 days before the workshop and final version due seven days before, along with session materials and hybrid/virtual platform recommendations; (4) Logistics & Operations encompassing venue coordination, registration management, on-site staffing, and contingency procedures; (5) Communications & Stakeholder Engagement with a communications package due 30 days before the workshop; and (6) Post-Event Reporting with a final report and records package due within 10 business days after the workshop. The SOW specifies compliance with accessibility standards including Section 508 requirements and alignment with federal agency brand guidance, though specific pricing terms, award dates, set-asides, and contracting vehicles are not identified in this template document.
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Other files
| File | Type | Posted |
|---|---|---|
| SATPC0040870 Tab 07 Capability Statement.pdf | ||
| SATPC0040870 Tab 06 RDSS..pdf |
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1. Background & Purpose
The [Organization/Directorate] will convene one or more workshops to support strategic planning, technical exchange, stakeholder engagement, and decision-making. A Workshop Planning Committee (WPC) has been established to define objectives, participants, agenda, and outcomes. This SOW defines contractor support to provide professional facilitation and logistical coordination that ensures the committee’s planning activities and the workshop events are efficient, inclusive, compliant, and outcome-driven.
2. Objectives
The contractor shall:
1. Provide expert, neutral facilitation for WPC meetings and the workshop(s).
2. Plan and execute all logistics to support in-person, hybrid, or virtual formats.
3. Develop artifacts (agendas, minutes, action-item trackers, run-of-show) and maintain authoritative records.
4. Support stakeholder communications, registration, and post-event reporting.
3. Scope of Work
The scope includes end-to-end support for WPC planning and workshop execution, including:
● Facilitation services for WPC sessions, working groups, and the workshop(s).
● Scheduling, coordination, and logistics (venue, A/V, hybrid platforms, and on-site support).
● Participant management (invites, registration, badging/entry coordination, help desk).
● Agenda design and run-of-show orchestration.
● Stakeholder communications (save-the-date, email campaigns, participant instructions, FAQs).
● Post-event analysis and recommendations.
4. Tasks & Deliverables
Task 1: Project Initiation & Planning
● T1.1 Kickoff & Discovery: Conduct a kickoff within [10] business days of award;
confirm objectives, constraints, and workshop format(s).
● T1.2 Project Management Plan (PMP): Deliver a PMP including schedule, milestones, roles/responsibilities (RACI), risk management approach, communications plan, and quality assurance.
○ Deliverable D1: PMP (PDF + editable source), due within [15] business days of award.
● T1.3 Facilitation Plan: Develop facilitation approach, participation methods (e.g., divergent/convergent techniques), decision frameworks, and escalation paths.
○ Deliverable D2: Facilitation Plan, due within [20] business days of award.
Task 2: Committee Support (WPC)
● T2.1 Meeting Facilitation: Facilitate WPC meetings (cadence: [biweekly/monthly]), maintaining neutrality and ensuring agenda discipline, time management, and inclusive participation.
● T2.2 Artifacts & Tracking: Prepare agendas, minutes, action logs, decision logs, risk/issues tracker, and attendance records within [3] business days post-meeting.
○ Deliverables D3: WPC Meeting Pack (agenda + materials)
○ Deliverables D4: WPC Minutes & Logs (action/decision/risk), delivered within [3] business days post-meeting.
Task 3: Workshop Design
● T3.1 Agenda & Run-of-Show: Co-develop workshop agenda, session objectives, timeboxing, speakers/facilitators, and buffer contingencies.
○ Deliverable D5: Draft Agenda & Run-of-Show (v1), due [30] days before workshop; final due [7] days before.
● T3.2 Session Materials: Create templates (slide decks, breakout worksheets, polling questions, evaluation forms).
○ Deliverable D6: Session Materials Package, due [10] days before workshop.
● T3.3 Hybrid/Virtual Design: Recommend platforms (e.g., Teams, ZoomGov), settings, engagement tools (Q&A, polls, whiteboarding), and remote participation standards.
Task 4: Logistics & Operations
● T4.1 Venue & A/V: Coordinate venue procurement (government-furnished or contractor-arranged per COR guidance), room layouts, A/V, recording (if authorized), signage, wayfinding, and accessibility accommodations.
● T4.2 Registration & Participant Management: Build/manage registration site or list, handle invitations, confirmations, pre-event comms, and on-site check-in/badging coordination per facility policies.
○ Deliverable D7: Logistics Plan & Checklist (venue/A‑V, floor plan, seating, catering, badges, accessibility, sustainability), due [21] days before workshop.
● T4.3 On-Site/Live Support: Provide staff for check-in desk, A/V liaison, session timekeeping, materials distribution, and speaker support.
● T4.4 Contingency & Risk: Maintain contingency procedures (backup rooms, A/V redundancy, remote failover).
Task 5: Communications & Stakeholder Engagement
● T5.1 Messaging & Branding: Develop save-the-date, formal invites, joining instructions, FAQ, and house rules; align with [Agency/Center] brand guidance.
○ Deliverable D8: Communications Pack (templates + schedule), due [30] days before workshop.
● T5.2 Pre-Event Briefings: Provide speaker/host briefings and technical checks.
● T5.3 Accessibility & Section 508: Ensure materials and platforms meet accessibility standards; provide alternative formats upon request.
Task 6: Post-Event Reporting & Closeout
● T6.1 Outcomes & Recommendations: Consolidate decisions, actions (owners/deadlines), risks/issues, and recommendations.
○ Deliverable D9: Post-Event Report (executive summary; outcomes; metrics;
lessons learned; recommendations), due within [10] business days after workshop.
● T6.2 Data & Records: Provide finalized artifacts and transfer authoritative records per records management requirements.
○ Deliverable D10: Records Package (minutes, logs, materials, registration metrics), due within [10] business days after workshop.
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