SOW_FOR_RFQ.pdf

Request for Quotation Number SB1341-16-RQ-0827

Statement of Work

On February 4, 2014, the National Institute of Standards and Technology (NIST) announced the formation of the Organization of Scientific Area Committees (OSAC). The OSAC is a collaborative body of approximately 560 forensic science practitioners and other experts who represent all levels of the government, academia and industry.

NIST established the OSAC to strengthen the nation’s use of forensic science by supporting the development and promulgation of forensic science consensus documentary standards and guidelines. The ultimate objective of the OSAC is to create a sustainable organizational infrastructure that produces consensus documentary standards and guidelines to improve quality and consistency of work in the forensic science community.

OSAC-approved standards will make up the OSAC Registry of Approved Standards. OSAC-approved guidelines will make up the OSAC Registry of Approved Guidelines. The registries will be freely available.

The OSAC is made up of 34 OSAC units, which includes 25 Subcommittees, 5 Scientific Area

Committees (SAC), 3 Resource Committees (RC) and the Forensic Science Standards Board

(FSSB).

The Contractor shall provide all required meeting space and services required to host a NIST-sponsored OSAC meeting on either:

1. April 3-7, 2016 (first date, preferred, up to 560 total attendees) OR

2. April 17-21, 2016 (second date, up to 560 total attendees)

General Requirements

-No registration fees shall be charged to attendees to participate in any of the above referenced meetings;

-The Contractor shall prepare conference rooms, and prepare and supply audio-visual (A/V) equipment and services for each meeting as noted in the Meeting Space Requirements for each meeting;

-The Contractor must provide an onsite coordinator that possesses experience with large-scale meetings (over 200 attendees) consisting of multiple concurrent activities and breakout sessions;

-The Contractor shall not supply food or beverages for any meeting;

-Meeting sites must have onsite support available to answer questions and resolve issues that arise during the meetings, troubleshoot internet access issues, and provide direction to meeting attendees with respect to the location of various meeting spaces;

-The Contractor shall provide wireless internet connection log-in/passwords for each attendee to use during each meeting for which they are in attendance;

-The Contractor shall have sufficient meeting signage and direction for all of the meeting rooms. Signage shall be digital and/or not smaller than 11” x 17” per sign.

Signage must identify the name of the OSAC Unit for each conference room;

-The facility shall have available dining/restaurant options either on-site or within a short walking distance so that attendees can take breaks and return to the conference within 30-minute intervals;

-For all days of all conferences, suitable space for attendee check-in and conference registration must be made available so that the conference registration desk can be conducted separately from hotel check-in. Contractor staff must direct attendees to the

OSAC registration table where participants will receive OSAC meeting materials and name badges;

-The Government will provide all call-in numbers and access codes for conference calls;

-The Contractor shall ensure that a mechanism is put in place so that individual travelers can make lodging reservations for the meeting that they are required to attend;

-The venue must meet the Hotel and Motel Fire Safety Act of 1990 (Pub. L. No.101-391, September 25, 1990 as amended by Pub. L. No. 105-85, November 18, 1997);

-The venue must consist of one site location to accommodate all requirements;

-The venue must not be a casino property;

-In the event an unplanned emergency or weather causes NIST to be unable to hold any of the meetings during the period indicated, NIST shall coordinate with the Contractor to reschedule the meeting not later than 60 days after notice of reschedule at no charge or penalty to the Government. The Contractor shall provide alternate dates in the event of hazardous weather, which will be subject to negotiation with the Contracting Officer’s

Representative (COR) and the Contracting Officer (CO);

-Sleeping room blocks have been calculated for each meeting based upon historical information and the percentage of membership that is reasonably expected to attend.

Sleeping room numbers are not guaranteed;

-There will be no registration fees charged to supported travelers to cover materials, food or beverages to participate in the event. The Contractor shall be responsible for preparing conference rooms and supplying AV equipment and services for each day as noted in the meeting space and A/V requirements;

-The facility must have onsite support that will be periodically available to answer questions and resolve issues that arise during the meetings. The Contractor shall provide wireless Internet connection log-in/passwords for each attendee to use during their meeting, and be available at registration to troubleshoot Internet access issues;

-The Contractor shall have sufficient meeting signage and direction for all of the meeting rooms. Signage should include large custom signage on easels, and color-coded door signs for meeting rooms;

-Participants shall be billed separately if they request any additional lodging or meals;

-Contractor must attend, at minimum, one planning meeting at the site location, and hold follow-up teleconferences as needed to keep NIST apprised of status.

Specific Performance Requirements

The facility shall be located within Loudon County, VA or Orange County, FL, within

30 miles of a major airport, and be able to accommodate the meeting rooms, sleeping rooms, and AV requirements detailed in the meeting space and A/V requirements. Overall, the facility shall support meetings for the 34 OSAC units that occur during April 3-7, 2017 or April 17-21, along with 3 additional rooms for training and other ad hoc meeting needs, with up to 560 total attendees. The facility is responsible for maintaining accurate records of project activities.

The facility shall provide conference/meeting space to accommodate the number of meeting rooms and attendees listed in the meeting space and A/V requirements below. At peak, the facility must have 37 concurrent breakout rooms hosting 560 participants, as well as five smaller task group rooms.

The facility shall provide accommodations (sleeping rooms) for sponsored overnight attendees described in the meeting space and A/V requirements below that is within or below current government per diem rate (between $97/night or $110/night) or less depending on the geographic location of Loudon County, VA or Orange County, FL. At peak, the facility must house 560 overnight guests.

The facility shall have sufficient available dining/restaurant options onsite so attendees can take breaks and return to the conference within 30 minutes. At peak, the facility shall have approximately 560 diners seeking meals at one time.

The facility shall provide audio visual support, wireless internet access (include one high speed Internet connection per each of the 37 rooms), and signage to accommodate the number of attendees detailed in the meeting space and A/V requirements below. At peak, the facility shall be responsible for providing AV equipment/services in 37 concurrent breakout rooms and wireless internet capability for 560 participants.

Each OSAC unit’s meeting room must be equipped with a conference phone connected to a working telephone line, projector, screen, minimum of 4 power strips, and one microphone if room acoustics require. The Government will provide a separate conference number and pin to attendees for calls.

Task 1. Meeting Space and Audio-Visual (A/V) for OSAC Subcommittee Meeting

The facility shall provide meeting space with up to 37 concurrent breakout sessions, for up to 560 attendees, five smaller task group rooms, and lodging for up to 560 attendees and have reasonable nearby dining options available, with options that are at or below per diem for meals and incidentals.

1. Day 0 (April 2nd or April 16th)– Travel day. No meeting rooms required.

2. Day 1 – One FSSB Meeting from 8:30 AM – 6:00 PM for up to 20 attendees in single room with a 20 seat U-shaped configuration and 10 additional chairs (classroom style) in the back of the room for observers.

3. Day 2– Opening Plenary with space for up to 560 individuals in a single room from

8:30 – 10:00 and then 10:00 AM – 8:00 PM break out into 37 concurrent meeting rooms for committees. Also require five very small task group rooms for 10 or less attendees (no

AV in very small rooms).

4. Day 3 –8:30 AM - 8:00 PM. Break out into 37 concurrent meeting rooms for committees

(as well as room for a handful of observers). Also require five very small task group rooms for 10 or less individuals (no AV in very small rooms).

5. Day 4 – 8:30 AM - 8:00 PM. Break out into 37 concurrent meeting rooms for committees (as well as room for a handful of observers). Also require five very small task group rooms for 10 or less individuals (no AV in very small rooms).

6. Day 5 – 8:30 AM – 1:00 PM. Break out into 37 concurrent meeting rooms. Also require five very small task group rooms for 10 or less individuals (no AV in very small rooms).

Also require one separate room for attendee luggage storage if the hotel cannot accommodate this as part of its routine operations.

7. The 37 breakout meeting rooms must be conference or U-shaped and include up to ten additional chairs (classroom style) in the back of the room for observers.

Size of the 37 breakout rooms shall be as follows:

-Four rooms must fit up to 15 attendees at the U;

-Ten rooms must fit up to 20 attendees at the U; and

-23 rooms must fit up to 25 attendees at the U.

The five smaller task group rooms must fit up to 10 people.

8. For all days of the conference, starting on Day 0, suitable space for attendee check-in and conference registration must be made available so that the conference registration desk can be conducted separately from hotel check-in.

9. Each OSAC unit’s meeting room, except for the rooms designated as “very small” rooms, must be equipped with one high speed internet connection, conference telephone, projector, screen, minimum of four power strips, and one microphone if room acoustics require.

10. Opening plenary may be theatre or classroom and shall include a projector, screen, podium, podium microphone, and stationary microphone for audience questions. Plenary must have an onsite A/V technician available for testing and other support from 7:30 AM to

10:00 AM.

Task 2: Conference Lodging/Sleeping Rooms Schedule

Attendees will register directly with the Contractor to reserve lodging at the hotel.

The Contractor shall provide the Contracting Officer’s Representative with a weekly update of the names of the individuals who have booked a sleeping room for the meeting beginning one week after award through March 27, 2017. Registration for overnight guests must be kept open until March 27, 2017.

Day Date Room Type Occupant # Rooms*(max)

Day 0 2 Apr 2017 or 16 Apr

Standard** 1 20

Day 1 3 Apr 2017 or 17 Apr

Standard 1 560

Day 2 4 Apr 2017 or 18 Apr

Standard 1 560

Day 3 5 Apr 2017 or 19 April

Standard 1 560

Day 4 6 Apr 2017 or 20 Apr

Standard 1 560

Day 5 7 Apr 2017 or 21 Apr

Standard 1 14

*If meeting location is in Loudon County, VA, the maximum number of sleeping rooms for

Monday-Thursday shall reduce to 500 due to a large number of local travelers.

**A “standard” room has a bed, desk/work area, individual bath/toilet, television, chair, and closet area. All rooms should include telephone, alarm clock/radio, and high speed wireless Internet access.

PERIOD OF PERFORMANCE

The period of performance shall be from the date of award through April 30, 2017.

DELIVERABLES

-Daily updates

Due Date: Weekly beginning one week after the date of award through March 27, 2017

-Provide all requirements for OSAC Meeting

Due Date: Either April 3-7, 2017 or April 16-21, 2017.