ISSUED_RFQ.pdf

RFQ IFB RFP

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODEFACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF.

DATE . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

OFFER

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

17a CONTRACTOR/

OFFEROR.

CODE

8 (A)

SIZE STANDARD:

NAICS:

% FOR:SET ASIDE:UNRESTRICTED OR

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

10. THIS ACQUISITION IS

EDWOSB

SMALL BUSINESS PROGRAM

STANDARD FORM 1449 (REV. 2/2012) BACK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NO. 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

Attachment Page

PAGE 3 OF 55 SB134117RQ1053

This solicitation is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95 effective January 19, 2017.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541611 with a small business size standard of $15.0M.

This acquisition is being procured 100% set-aside for Historically Underutilized Business Zone (HUBZone) small business concerns.

Simplified acquisition procedures shall be utilized.

1. Type of Order:

The Government intends to award one or more indefinite delivery/indefinite quantity (IDIQ) contracts to provide conference support for all National Institute of Standards and Technology (NIST) sites and cooperative programs.

2. Contractor’s Point of Contact:

Name: TO BE IDENTIFIED AFTER AWARD Phone Number:

Email:

3. NIST Technical Point of Contact – TO BE IDENTIFIED AFTER AWARD

4. NIST Contracting Officer’s Representative (COR) if Applicable: TO BE IDENTIFIED AFTER AWARD

5. NIST Contract Specialist Name: Carol Wood Phone Number: 301-975-8172 Email: carol.wood@nist.gov

5. Designated Government Official (Reference NIST SOP 01-14):

a. ______ Technical Point of Contact /Administrative Officer

b. ______ COR/ACOR

c. __x___ Contracting Officer

6. Extended Test/Acceptance Period: 60 Days

7. Additional Information:

Payment Schedule To be determined.

SCHEDULE Continued

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

PAGE 4 OF 55 SB134117RQ1053

BASE PERIOD

0001 The Contractor shall provide fully funded and no cost conference support services in accordance with the statement of work.

1.00 YR

OPTION PERIOD I

0002 The Contractor shall provide fully funded and no cost

OPTION PERIOD II

0003 The Contractor shall provide fully funded and no cost

OPTION PERIOD III

0004 The Contractor shall provide fully funded and no cost

OPTION PERIOD IV

0005 The Contractor shall provide fully funded and no cost

Table of Contents

PAGE 5 OF 55 SB134117RQ1053

SECTION

. 1 STATEMENT OF WORK

. 2 EVALUATION CRITERIA

. 3 52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS (JAN 2017)

. 4 ADDENDUM INSTRUCTIONS TO OFFERORS

. 5 52.222-46 EVALUATION OF COMPENSATION FOR PROFESSIONAL EMPLOYEES (FEB 1993)

. 6 1352.201-70 CONTRACTING OFFICER?s AUTHORITY (APR 2010)

. 7 1352.201-72 CONTRACTING OFFICER`S REPRESENTATIVE (COR) (APR 2010)

. 8 1352.237-75 KEY PERSONNEL (APR 2010)

. 9 ORDERING PROCEDURES FOR MULTIPLE AWARD TASK ORDERS

. 10 52.204-4 PRINTED OR COPIED DOUBLE-SIDED ON POSTCONSUMER FIBER CONTENT PAPER (MAY 2011)... 33

. 11 52.204-6 UNIQUE ENTITY IDENTIFIER (OCT 2016)

. 12 52.204-7 SYSTEM FOR AWARD MANAGEMENT (OCT 2016)

. 13 52.204-12 UNIQUE ENTITY IDENTIFIER MAINTENANCE (OCT 2016)

. 14 52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (OCT 2016)

. 15 52.204-14 SERVICE CONTRACT REPORTING REQUIREMENTS (OCT 2016)

. 16 52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING (JUL 2016)

. 17 52.204-17 OWNERSHIP OR CONTROL OF OFFEROR (JUL 2016)

. 18 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MANAGEMENT (JUL 2016)

. 19 52.204-19 INCORPORATION BY REFERENCE OF REPRESENTATIONS AND CERTIFICATIONS (DEC 2014)

. 20 52.204-20 PREDECESSOR OF OFFEROR (JUL 2016)

. 21 52.209-2 PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS-REPRESENTATION (NOV

2015)

. 22 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (OCT 2015)

. 23 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JULY 2013)

. 24 52.209-10 PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS (NOV 2015)

. 25 52.209-11 REPRESENTATION BY CORPORATIONS REGARDING DELINQUENT TAX LIABILITY OR A FELONY

CONVICTION UNDER ANY FEDERAL LAW (FEB 2016)

. 26 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS (JAN 2017)

. 27 52.222-18 CERTIFICATION REGARDING KNOWLEDGE OF CHILD LABOR FOR LISTED END PRODUCTS (FEB

2001)

. 28 52.222-22 PREVIOUS CONTRACTS AND COMPLIANCE REPORTS (FEB 1999)

. 29 52.222-25 AFFIRMATIVE ACTION COMPLIANCE (APR 1984)

. 30 52.223-6 DRUG-FREE WORKPLACE (MAY 2001)

. 31 52.225-14 INCONSISTENCY BETWEEN ENGLISH VERSION AND TRANSLATION OF CONTRACT (FEB 2000)... 35

. 32 52.225-17 EVALUATION OF FOREIGN CURRENCY OFFERS (FEB 2000)

. 33 52.225-25 PROHIBITION ON CONTRACTING WITH ENTITIES ENGAGING IN CERTAIN ACTIVITIES OR

TRANSACTIONS RELATING TO IRAN--REPRESENTATION AND CERTIFICATIONS (OCT 2015)

. 34 52.227-1 AUTHORIZATION AND CONSENT (DEC 2007)

. 35 52.227-2 NOTICE AND ASSISTANCE REGARDING PATENT AND COPYRIGHT INFRINGEMENT (DEC 2007)

. 36 52.229-3 FEDERAL, STATE, AND LOCAL TAXES (FEB 2013)

. 37 52.232-1 PAYMENTS (APR 1984)

. 38 52.232-8 DISCOUNTS FOR PROMPT PAYMENT (FEB 2002)

. 39 52.232-11 EXTRAS (APR 1984)

. 40 52.232-17 INTEREST (MAY 2014)

. 41 52.232-23 ASSIGNMENT OF CLAIMS (MAY 2014)

. 42 52.232-25 PROMPT PAYMENT (JAN 2017)

. 43 52.232-39 UNENFORCEABILITY OF UNAUTHORIZED OBLIGATIONS (JUNE 2013)

. 44 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS (DEC 2013)

. 45 52.233-1 DISPUTES (MAY 2014)

. 46 52.233-4 APPLICABLE LAW FOR BREACH OF CONTRACT CLAIM (OCT 2004)

Table of Contents

PAGE 6 OF 55 SB134117RQ1053

. 47 52.242-13 BANKRUPTCY (JUL 1995)

. 48 52.247-34 F.O.B. DESTINATION (NOV 1991)

. 49 1352.208-70 RESTRICTIONS ON PRINTING AND DUPLICATING (APR 2010)

. 50 52.203-12 DEV 52.203-12 LIMITATION ON PAYMENTS TO INFLUENCE CERTAIN FEDERALTRANSACTIONS

(DEVIATION NOV 1990) (JUN 1997)

. 51 52.209-12 CERTIFICATION REGARDING TAX MATTERS (FEB 2016)

. 52 52.212-4 CONTRACT TERMS AND CONDITIONS--COMMERCIAL ITEMS (JAN 2017)

. 53 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--

COMMERCIAL ITEMS (JAN 2017)

. 54 52.216-1 TYPE OF CONTRACT (APR 1984)

. 55 52.216-27 SINGLE OR MULTIPLE AWARDS (OCT 1995)

. 56 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

. 57 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

. 58 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

. 59 52.225-18 PLACE OF MANUFACTURE (MAR 2015)

. 60 52.227-17 RIGHTS IN DATA--SPECIAL WORKS (DEC 2007)

. 61 52.237-2 PROTECTION OF GOVERNMENT BUILDINGS, EQUIPMENT, AND VEGETATION (APR 1984)

. 62 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

. 63 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

. 64 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (APR 1984)

. 65 52.253-1 COMPUTER GENERATED FORMS (JAN 1991)

. 66 1352.209-70 POTENTIAL ORGANIZATIONAL CONFLICT OF INTEREST (APR 2010)

. 67 1352.209-73 COMPLIANCE WITH THE LAWS (APR 2010)

. 68 1352.209-74 ORGANIZATIONAL CONFLICT OF INTEREST (APR 2010)

. 69 1352.215-72 INQUIRIES (APR 2010)

. 70 1352.216-75 MINIMUM AND MAXIMUM CONTRACT AMOUNTS (APR 2010)

. 71 1352.216-77 CEILING PRICE (APR 2010)

. 72 1352.228-70 INSURANCE COVERAGE (APR 2010)

. 73 1352.233-70 AGENCY PROTESTS (APR 2010)

. 74 1352.233-71 GAO AND COURT OF FEDERAL CLAIMS PROTESTS (APR 2010)

. 75 1352.270-70 PERIOD OF PERFORMANCE (APR 2010)

. 76 52.232-99 DEV PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS CONTRACTORS (AUG 2012)

. 77 NIST LOCAL-04 BILLING INSTRUCTIONS

. 78 NIST LOCAL-36 TRAVEL NOTE

. 79 NIST LOCAL-43 HAND DELIVERY OF QUOTES OR PROPOSALS

. 80 1352.237-70 SECURITY PROCESSING REQUIREMENTS - HIGH OR MODERATE RISK CONTRACTS (APR

2010)

. 81 1352.237-71 SECURITY PROCESSING REQUIREMENTS - LOW RISK CONTRACTS (APR 2010)

. 82 52.232-18 AVAILABILITY OF FUNDS (APR 1984)

. 83 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984)

PAGE 7 OF 55 SB134117RQ1053

SECTION

. 1 STATEMENT OF WORK

BACKGROUND

The National Institute of Standards and Technology (NIST) recognizes the value of conferences that are relevant to its mission and to the public interest. Conferences permit individuals and organizations to engage in a variety of activities that are critical to the development and implementation of NIST programs and play an important role in fulfilling NIST’s mission.

Conferences are an effective way to bring together various groups of people to share information, educate the scientific community and the public, work with state and local government partners, and/or learn from non-governmental stakeholders.

Conference planning at NIST has been centralized within the Conference Program, part of the NIST/Public & Business Affairs Office. The Program supports NIST Laboratories and

Major Programs at NIST sites in Gaithersburg, MD, Boulder, CO, and Charleston, SC, by providing professional conference planning and conference-related support services in a cost-effective manner and in accordance with all Government rules and regulations.

OBJECTIVE

The objective of this procurement is to establish one or more indefinite delivery/indefinite quantity contract to provide conference support services for NIST.

NIST does not anticipate that the resultant contract will be used for events whereas the preponderance of effort for the event is training.

The Contractor shall perform specific work, in accordance with task orders issued. Task orders shall identify the specific work required and may combine cost and no cost line items. Work shall be directly related to one or more of the specific requirements identified herein. General requirements apply to all task orders as appropriate. Task orders shall be issued on a firm fixed price basis. Task orders shall be issued in accordance with the section entitled “Ordering Process.”

GENERAL REQUIREMENTS

No Cost Requirements

In accordance with Public Law 114-329, The American Innovation and Competitiveness Act, NIST is authorized to “collect and retain any fees charged by the Secretary for hosting a

Scientific and Technical Workshop…” and “use the fees…to pay for any related expenses, including subsistence, expenses for participants.”

Food and Drink

Unless a no cost requirement is included within a task order, the Contractor SHALL NOT provide support for, handle or coordinate any food and/or drink related arrangements.

Government Travel Regulations

All travel shall be conducted in accordance with Federal Travel Regulations.

Coordination with Other Government Contractors

The Contractor may be required to coordinate with other Contractors working under

Government contracts in completing work under some task orders. Task orders will identify any applicable coordination requirements.

NIST anticipates that Contractors will be required to coordinate with one or both of the following: (1) An existing NIST no-cost contract that allows food to be offered as a part of registration fees; and (2) A contract which provides technical services required for facilitation of workshops, technical report writing and coordination of technical support services for the conference/meeting.

Paperwork Reduction Act

The Government and the Contractor must be cognizant of Paperwork Reduction Act. Any task order that requires a meeting or conference to use a structured questionnaire, survey, or discussion which presents specific questions to ten or more non-federal employees, may

PAGE 8 OF 55 SB134117RQ1053

require that the questionnaire, survey instrument or discussion questions be approved or cleared by the Office of Management and Budget (OMB) prior to use in any form. The

Contracting Officer’s Representative (COR) will retain responsibility for obtaining the required OMB approval/clearance.

Printing

The Contractor may be required to print and/or duplicate documents or other materials as required in a task order. In accordance with U.S. Government Printing Office (GPO) regulations, the Contractor can produce up to 5000 copies of any one page or up to 25,000 total copies (1000 copies of 25 pages = 25,000 total copies).

If, to carry out the task order, the Contractor must exceed those limits then the printing must be procured through a GPO program (GPO Express, GPO SPA, GPO Print

Procurement). If needed, this will be coordinated in conjunction with the government.

Use of Web Applications (Apps)

The Contractor shall obtain prior written approval from the COR, prior to use of any web application. Web applications may be subject to an authorization and assessment (A&A) by authorized NIST information technology security personnel, prior to use under any task order.

Option Tasks

The Task section of this statement of work includes the following tasks that are identified as “option” tasks:

-Provide Registration Services

-Travel Reimbursement

-Speaker Honorarium/Lecture Fees

-No Cost Task Order or Line Item on a Task Order

These tasks require the Contractor to handle NIST data and personally identifiable information (PII) that has been determined by the Department of Commerce to have a security risk of moderate.

Recent market research and procurement history clearly indicates that meeting moderate level FedRAMP requirements is not currently prevalent in the market place. Therefore, meeting moderate level FedRAMP requirements is not required to receive an award, however, the Contractor must meet moderate level FedRAMP requirements during the period of performance of the contract.

The Government will formally incorporate these tasks, via modification, upon confirmation by authorized NIST personnel, to the Contracting Officer, that the Contractor meets moderate level FedRAMP requirements.

Reference the FedRAMP background information below.

Meet Moderate Level FedRAMP Requirements After Award

The Government requires that the Contractor provide registration services, travel reimbursement, and speaker honorarium reimbursement. These tasks shall require that the

Contractor access and manage personally identifiable information (PII) that will be transmitted and stored electronically and/or in hard copy for some task orders.

Consequently, the Contractor must, ultimately, meet moderate level FedRAMP requirements.

It is noted that this requirement flows down to any subcontractor that will have access to PII as a part of their required responsibilities.

The Contractor shall, through use of their own resources and at their sole expense, engage a FedRAMP accredited third-party assessment organization (3PAO) to perform an assessment of all components and controls within the system boundary* to meet moderate level FedRAMP requirements (unless this has already occurred). NIST will review the 3PAO

PAGE 9 OF 55 SB134117RQ1053

assessment results which may result in a need for additional information and clarifications that may be discussed via e-mail, phone, or in person.

NIST will only use the Contractor services to store, process, or transmit data categorized with a FIPS 199 moderate impact level for confidentiality and integrity

(e.g., proprietary and PII) after NIST agrees that the 3PAO assessment results identify an acceptable level of risk and that NIST issues a moderate level Authority to Operate

(ATO).* The system boundary must include all contractors and sub-contractors that transmit, store, access or can access to PII and NIST data. NIST must approve system boundaries.

The Contractor shall not be granted access to PII until the moderate level authorization has been granted by NIST. Therefore, tasks requiring access to PII shall be included as

“option tasks” and performed by the Government until such time as the authorization is granted. If the authorization is granted, the Government plans to formally incorporate the option tasks, allowing the Contractor the opportunity to perform additional work.

If the Contractor, after award, does not engage the 3PAO and/or provide additional information and clarifications that NIST may require to make changes, the Government reserves the right to terminate the contract at no cost to the Government, or not exercise a subsequent option period.

The Contractor shall not, at any time, request, obtain or handle PII or NIST data associated with work under this contract, unless the moderate level authorization has been granted by NIST and the contract modified to formally incorporate option tasks.

Background Information – FedRAMP

The Federal Information Security Management Act of 2002 (FISMA) is a United States Law that recognized the importance of information security. The Act requires that all federal agencies develop, document and implement an agency-wide program to provide information security for information and information systems that support the operations and assets of the agency, including those provided by or managed by another agency, contractor, or other source. The FISMA requirements are not just for websites, but apply to any vendor, network, or computing environment that has NIST data in it. FedRAMP was developed to be compliant with FISMA.

The Federal Risk and Authorization Program (FedRAMP) is a risk management program for large outsourced and multi-agency information systems used by the U.S. Government.

FedRAMP authorizes and continuously monitors IT services that are used by multiple federal departments and agencies. This approach uses a “do once, use many times” framework that will save cost, time, and staff required to conduct redundant agency security assessments.

The requirement for FedRAMP approval and/or the Authorization to Operate applies when the

Contractor, and possibly their subcontractors, will have access to NIST data and/o personally identifiable information. This process of assessing the Contractor’s (and subcontractor’s) processes and procedures with respect to the handling and securing of

PII is not limited to electronic data, but also applies to data that is or will be maintained in hard copy as well.

TASKS

Base Contract Kick-Off Meeting

Upon award of the base contract, the Contractor shall attend a kick-off meeting, on-site at NIST Gaithersburg not later than 15 business days after award of the contract. The

Contract Specialist (CS), COR and other authorized NIST personnel shall be in attendance.

The kick-off meeting shall be utilized to review roles and responsibilities of all parties involved in the contract, review all contract requirements, and further discuss the requirement to meet moderate level FedRAMP requirements.

PAGE 10 OF 55 SB134117RQ1053

Status Meetings

At the request of the COR, the Contractor shall participate in status meetings to review the status of a specific task order or of all task orders issued to date. The status meeting shall cover the work completed to date on any given task order or orders, any problems encountered and steps taken to resolve the problems. Status meetings may also review the status of the Contractor’s progress toward meeting moderate level FedRAMP requirements.

Status meetings shall be conducted via conference call unless Contractor personnel are on-site at NIST. The Contractor and the COR shall establish mutually acceptable meeting date and time.

Task Orders Any of the following work may be required under any given task order.

Kickoff Meeting

The statement of work for individual task orders shall indicate if a kick-off meeting is required for any given task order.

Status Meetings

The statement of work for individual task orders shall indicate if status meetings are required for any given task order.

Project Plan

The Contractor may be required to establish and maintain a project plan for task orders.

The requirement for a project plan shall be identified in the statement of work for task orders.

Unless otherwise indicated in task orders, the project plan shall include, at a minimum, a list of deliverables, a milestone schedule which must include all project milestones, clearly indicate the critical path, and current duration and completion dates for all milestones, and specifics of the approach that will be undertaken to complete all deliverables.

The Project Plan must be updated as required and forwarded to the COR and the Task Order

Manager (TOM), via e-mail. Format for the plan shall be agreed upon by the Contractor and the COR.

If not updated in the Project Management Plan, the Contractor shall provide an up-to-date milestone schedule to the COR and CS via e-mail in a timeline required by the task order.

The milestone schedule shall be provided in MS Project format or equivalent as approved by the COR.

The Contractor shall be responsible to advise the COR and the Contracting Officer (CO) if the period of performance or deliverable schedule, identified in the task order, requires changes. The Contractor shall provide written documentation to the COR and CO. The documentation shall include the revised completion dates for all deliverables, revised end date for the period of performance, rationale for the change, and any other information pertinent to the required change.

Obtain Meeting Space

In some cases, the Government will identify a specific location and venue and in other cases the Contractor shall be required to identify and propose venues for the Government to review and accept. Task orders will include the criteria for the required venue.

Once the venue is approved by the Government, the Contractor shall be responsible for all legal and contractual arrangements to reserve the identified site. All meeting space must be appropriate for a professional and business environment and adequate in size for the total number of attendees.

PAGE 11 OF 55 SB134117RQ1053

The Contractor shall exhort their best effort to obtain the lowest possible rates for all meeting room space as well as the best possible terms in the event changes or cancellations occur.

Sleeping Rooms

The Contractor shall arrange for a specific quantity or block of “standard” sleeping rooms for federal and non-federal conference attendees. Sleeping rooms must be appropriate for professional and business personnel. Unless otherwise specified in the statement of work for a given task order, each sleeping room shall accommodate one person. Geographical locations shall be provided in the statement of work for any given task order.

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

The Government understands that risk will be associated with advanced event planning, in some cases months before the event. The Government will provide frequent registration updates in order to reduce the possibility of the Contractor incurring penalties for changes, unused space, and/or unused sleeping rooms.

The Contractor shall exhort their best effort to obtain rates lower than the rates allowed by Government Travel Regulations for sleeping rooms for federal employees, the best possible corporate rates for sleeping rooms for non-federal employees, and the best possible terms in the event that increases or decreases to the number of sleeping rooms are required.

Audio Visual and Related Services and Equipment

The Contractor shall arrange for and provide supporting audio-visual (A/V) equipment to facilitate the event. The Contractor shall ensure that all A/V equipment functions as required over the life of the event. The Contractor may be required to provide on-site set up, operation and/or support for A/V equipment.

A/V equipment requirements shall be defined in the statement of work for each task order for which equipment and/or services is required and may include any or all of the following at a minimum:

Data/video projection

Audio amplification

Webcasting

Webinars

Video and/or audio recording

Audio bridging services

Simultaneous translation equipment and services

Wifi

Podiums

Computers

Pipe and Drape

Risers

Tables and chairs.

Meeting Support

Design and develop meeting graphics for print and/or digital materials:

The Contractor may be required to design meeting logos, program covers, graphics

For event “branding”, print agenda, and/or programs.

Provide photography services

The Contractor may be required to provide photography services that could include pre-event photos, onsite photography during events and post event processing. The Contractor shall provide electronic files of all images taken during the event. The Government shall

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maintain unlimited data rights to all photographs and images taken during the event. The

Contractor shall not use the images for any purpose without the prior written concurrence of the Contracting Officer, and, as appropriate, other required NIST personnel.

Assistance with website development and/or app procurement

The Contractor may be required to develop webpages associated with events. This may include, but is not limited to, developing graphics, agendas, content, layout, and designs, .

The Contractor may be required to procure conference-related apps. NIST prefers that

Contractors utilize Guidebook and/or CrowdCompass. Use of other event apps require that authorized NIST information technology (IT) security personnel perform an Authorization and Assessment (A&A) of the event app, prior to use by the Contractor under any given task order.

Online abstract submission process

The Contractor may be required to develop webpages and/or utilize web applications, to collect abstract submissions from participants or speakers, to track/monitor submissions, produce reports and respond back regarding acceptance, and rejection.

Preparation of pre-conference materials

May include briefing materials, preliminary agendas, presentations, invitations and promotional materials such as “save the date” notices and other correspondence to gain interest in the event and increase registration.

Promotional support for conferences

The Contractor may be required to build a schedule of planned promotional activities that may include email alerts and social media posts, at a minimum. All promotional materials must obtain clearance from the COR and, as appropriate, other authorized NIST personnel, prior to release.

Provide pre-conference and on-site logistical and technical support for the event and participants

The Contractor may be required to have staff on-site at a given event to staff registration desks, handle onsite issues with hotel/meeting venue, answer attendee questions, and hand out badges and other meeting materials, at a minimum.

Edit and print materials for distribution at the conference:

Materials may include, but are not limited to signage, agendas, name badges, participant lists, and programs.

Exposition support and coordination of expositions

The Contractor may be required to contact potential exhibitors and confirm their participation, and/or coordinate on-site logistics for exhibitors. NIST will provide lists of possible exhibitors. NIST will bear all responsibility for the collection of fees, if any, associated exhibitor space.

Sponsors

NIST may solicit non-federal sponsors to provide coffee breaks or meals. Task orders shall include all space requirements and/or logistical requirements for a given event.

Shuttle and transportation services

The Contractor may be required to arrange for transportation and shuttle service from the conference hotel to the meeting site only. Transportation to outside events or after hours events, nor directly associated with the meeting or conference, shall not be authorized.

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Translation Services and Transcription Services

The Contractor shall provide translation services. Translation services may be required for any or all of the following:

-English to Spanish

-Spanish to English

-English to French

-French to English

Presentations may be of a technical, scientific nature. Translators must be available for on-site requirements if required and must be capable of translating scientific concepts and vocabulary.

Services may require the Contractor to record and transcribe meetings and provide digital files as required.

Reasonable Accommodation for Individuals with Disabilities

The Rehabilitation Act of 1973, as amended, and the Americans with Disabilities Act of

1990, as amended, require the Government to provide reasonable accommodation to individuals with disabilities. The Contractor must ensure that accommodations are provided as specified and ensure that the event, meeting space, and sleeping rooms provide reasonable accommodation to individuals with disabilities.

Reasonable accommodation may also include, but is not limited to, providing hearing amplifiers and sign language interpreting services and providing large print meeting materials.

Speaker Support Presentations

The Contractor may be required to communicate with speakers, collect and organize presentation materials and disseminate conference presentation logistics as required.

The Contractor may also be required to prepare all final materials on electronic media for posting after the event.

OPTION TASKS (Moderate Risk)

TRAVEL

The Contractor may be required to arrange for travel required for non-federal meeting participants as identified in the task order. PII and any other secure data or information obtained for use in making travel arrangements shall be collected, processed and maintained in accordance with processes associated with meeting moderate level

FedRAMP requirements. Specific processes for the handling of this data shall in all cases be pre-approved by NIST.

The Contractor shall provide reimbursement of allowable travel costs to non-federal participants only. Reimbursements must be provided for travel costs in accordance with

Government Travel Regulations. Expenses in excess of $75.00, must be accompanied by a receipt.

PROVIDE REGISTRATION SERVICES

The Contractor may be required to provide registration services which would require the collection and storage of data. Data or information obtained for use in handling registration shall be collected, processed and maintained in accordance with processes associated with meeting the appropriate FedRAMP requirements. Specific processes for the handling of this data shall in all cases be pre-approved by NIST.

Registration services may include, at a minimum, creation of web pages and/or web portal for on-line registration for meeting participants, respond to all questions, issues, and/or problems relating to the meeting, troubleshooting and resolving computer issues and/or problems.

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Unless a no cost requirement is included, the Contractor shall not collect registration fees from any participant that would cover the costs of “subsistence” (food and beverages).

SPEAKER HONORIUM/LECTURE FEES

The Contractor may be required to issue honorariums or lecture fees for guest speakers and/or lecturers. If required, the task order would specify the exact amount of this payment.

The Contractor must issue honorariums and/or lecture fees via a corporate check or money order and mail to the individual’s home or business address.

NO COST TASK ORDER OR LINE ITEM UNDER A TASK ORDER

In accordance with Public Law 114-329, The American Innovation and Competitiveness Act, NIST is authorized to “collect and retain any fees charged by the Secretary for hosting a

Scientific and Technical Workshop…” and “use the fees…to pay for any related expenses, including subsistence, expenses for participants” This authority allows NIST to collect its’ direct and indirect costs associated with the required work from the Contractor.

In addition to appropriated funds, funding for events may come from sponsors, co-sponsors, fees collected from attendees, fees collected from exhibitors, or a combination thereof. Task orders may be awarded using appropriated funds. In addition, no cost task orders or no cost line items may be utilized. The following applies to task orders or line items awarded in a no cost environment. A no cost environment means that the complete task order is awarded with zero funds appropriated funds, and/or line item under a task order is awarded under with zero funds appropriated.

In a no cost environment, NIST will provide a description of the required services, the estimated number of attendees, and the potential source(s) of funding. The Contractor shall provide services at no cost to the Government. The Contractor shall receive consideration for services rendered through registration fees that shall be calculated and collected by the Contractor.

The Contractor shall be liable for all costs incurred related to performance in a no cost environment. The Government will not guarantee a minimum number of attendees for any no cost environment. The Contractor shall hold NIST harmless should any service or event associated with a no cost environment be cancelled for any reason and at any time. Upon signature acceptance of the base contract, the Contractor waives its rights to all claims, demands, actions, debts, liabilities, judgments, costs, and fees of any kind, against the Government, and/or related to or arising out of a no cost environment. The

Government will have no financial liability to the Contractor and the Contractor shall have no expectation of payment from the Government for any event in a no cost environment.

The Government understands that risk will be associated with advanced event planning, in some cases months before the event. In cases where the Government provides registration, NIST will provide frequent updates to reduce the possibility of the Contractor incurring penalties for changes, unused space, and/or unused sleeping rooms.

In a no cost environment, the Contractor may be required to complete any or all of the following:

Manage the Registration Process

Upon receipt of a task order, the Contractor shall calculate, electronically collect, and account for registration fees from conference attendees and exhibitors. When food and beverage costs will be a part of the event, the Contractor shall calculate a registration fee with food and beverage and without food and beverage. -The Contractor shall be responsible to establish a system to ensure that only attendees that paid for food and beverage services partake of the food and beverage provided.

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Exposition Support and Coordination of Expositions

The Contractor may be required to contact potential exhibitors and confirm their participation, and/or coordinate on-site logistics for exhibitors. NIST will provide lists of possible exhibitors and set the fee for exhibit space. The Contractor shall be responsible for collecting the pre-set exhibit fee from exhibitors. Exhibit fees shall be utilized to reduce registration fees.

Solicitation of Sponsors

The Contractor may be required to solicit event sponsors. Within a statement of work for a no cost task order or line item, the Government will include an estimate of the aggregate value of support funding, exclusive of registration fees. The Contractor shall develop a form to release to their site to advertise on their website for sponsors. The content of the form shall be discussed between the Government and the Contractor. The

Contractor must obtain completed forms from potential sponsors and submit them to the

Task Order Manager to obtain NIST concurrence. The Contractor must obtain written approval from the Government prior to securing funds from the potential sponsor.

Funds provided by sponsors shall be utilized to reduce registration fees.

Reimburse NIST Provided Supplies and Services

The Contractor shall reimburse NIST for all direct and indirect costs associated with supplies and/or services provided by NIST for the event. Task orders will identify supplies and/or services that NIST will be responsible to provide and/or perform, as well as specific nomenclature to utilize when registration fees are being calculated.

The Contractor shall maintain appropriate accounting procedures to ensure that funds are available to reimburse NIST for all required costs, upon completion of any given event, and receipt of an invoice from NIST. NIST will contact the Contractor via email or U.S.

Mail with an invoice. The invoice will include all internal charges incurred by NIST for the event. The Contractor shall remit payment to NIST via check or electronic funds transfer.

-Provide an on-line registration system for all conference attendees and any exhibitors.

The registration system shall:

1. Provide up-to-date attendance figures for attendees and exhibitors in alphabetical order that includes company name, attendee’s name, mailing address, e-mail address, telephone number, business size, description of business, and an option for attendees desiring food/beverage service;

2. Provide up-to-date attendance figures for all foreign national attendees in alphabetical order that includes company name, attendee’s name, mailing address, e-mail address, telephone number, title, date of birth, place of birth, gender, passport number, issuing country, citizenship, U.S.

permanent resident (yes/no), reason for visit. This information must be transmitted to NIST in an encrypted manner, not later than ten days prior to the date of the event.

3. Registration “open date” shall be decided in conjunction with the government and shall not open until all sponsors are secured.

4. Registration “close date” shall be decided in conjunction with the government and typically closes at least one week prior to the event. It is recommended that registration for non-U.S. Citizens and/or foreign nationals close earlier.

5. With respect to registration for non-U.S. Citizens and/or foreign nationals at NIST or other government locations, the Contractor shall obtain a NIST Form 1260, Report of Foreign Visitor, Guest, or Conference

Attendee, from the COR or TOM, have the form completed by the registrant, and return the form to the COR or TOM for security verification. NIST

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reserves the right to require that this form be returned to the COR via encrypted email.

If a non-U.S. Citizen or foreign national cannot be cleared for entry to the NIST site, the COR or TOM will notify the Contractor to advise the registrant and refund all fees paid.

-Secure food and beverage services such as lunch, light refreshments, receptions and/or dinners for conference attendees. Food and beverage services must be paid by attendees through their registration fees. The fee for food and beverage services shall be separate from the registration fee and must be a non-mandatory fee. For events that take place on-site at the NIST Gaithersburg, MD campus, NIST typically requires the Contractor to contract with the food vendor located at the NIST campus. There are occasions when the

Contractor may be required to secure the services of a caterer other than the NIST food vendor.

Caterers shall not: (1) Utilize NIST space or equipment to heat or store food; (2) Bring grills, or other equipment with an open flame. Equipment must be approved by the COR and/or Task Order Manager prior to use on-site; and (3) Must possess liability insurance with a minimum amount of $500,000.00. The Government reserves the right to request proof of insurance from any Contractor or subcontractor providing food and beverage services.

Alcoholic beverages shall not be included in the calculation of any registration fees, nor shall alcoholic beverages be served on-site at NIST without the prior written approval of the Contracting Officer’s Representative.

The COR or Task Order Manager shall be responsible to clear all Contractor and/or subcontractor personnel through security.

-Reports

*Report of accounting records for registration, fees, and expenditures for all costs associated with the no cost environment for any given event. The NIST COR, Contracting

Officer (CO) or Budget Officer (BO) reserves the right to request accounting records for any given event;

*List of exhibitors and fees paid by each exhibitor;

*Reports which detail a summary of attendees and/or the total number of attendees that did and did not participate in food and beverage services. The summary of attendees may require that the name, company, and email address of all attendees be included;

*Other reports relevant to the event.

DELIVERABLES

To be defined in individual task orders.

PERIOD OF PERFORMANCE AND PLACE OF PERFORMANCE

The period of performance shall be for a period of one year from the date of award with four one-year option periods.

With the exception of on-site conference support, all work shall be performed at the

Contractor’s facility.

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PERSONNEL REQUIREMENTS

Key Personnel

The Government will identify the Project Manager and the Event Planner as Key Personnel in the resultant contract. Key Personnel are defined in the Department of Commerce

Acquisition Regulation (CAR) Clause 1352.237-75 KEY PERSONNEL, incorporated in full text herein. Key personnel must possess all of the following experience and expertise.

Project Manager

-Review and monitor technical work for quality, efficiency and timeliness;

-Maintain responsibility for all task orders. This includes, at a minimum, responding to requests for quotations, implementation of task orders, and being the point of contact for all task orders awarded;

-In coordination with the COR, interact with personnel affected by the project; and

-Proactively identify issues/problems, recommend action, and take action to direct the analysis and solutions of issues/problems.

Event Planner

-Three or more years of experience in the planning of both large (300-500 participants ) and small technical workshops, meetings, and conferences.

-Ability to manage multiple priorities, develop agendas, coordinate speakers, provide on-site support and prepare detailed post conference summaries and debriefings.

-Experience overseeing a crew for large events in hotels and other venues, and arranging for crews for smaller meetings.

-At least three years of experience in planning, specifying, and implementing AV requirements for live conferences and meetings.

-Ability to develop requirements and budgets and have the knowledge of industry standards and best practices on safety to ensure that the crew properly addresses tripping hazards and any other issues.

Additional Personnel

This contract will require a team of highly qualified personnel with a comprehensive range of capabilities, encompassing all experience and expertise identified below. In addition to key personnel, the Contractor must have the resources to establish and maintain a technical team, throughout the life of the contract, who, collectively, possess all of the following expertise and experience.

-Three or more years of experience with expenditure breakdown.

-At least two years of experience designing print products;

-A degree in graphic design is preferred;

-Strong skills in Adobe InDesign, Illustrator, AND Photoshop;

-Strong type design skills;

-Ability to collaborate with the Government to produce creative and appropriate solutions;

-Reliable and able to meet tight deadlines when necessary;

-Experience overseeing a crew for large events in hotels and other venues, and arranging for crews for smaller meetings.

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-Experience setting up, operating and troubleshooting the full complement of AV professional equipment and systems for live events, for video and audio recording, for streaming video and webcasting.

. 2 EVALUATION CRITERIA

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The Government will award one or more indefinite delivery/indefinite quantity contracts, resulting from this solicitation, to the responsible quoter(s) whose quotations, conforming to the solicitation, result in the best value to the Government, price and other factors considered.

The Government anticipates that up to three contracts will be awarded.

The following will be used to evaluate quotations:

Capability

Personnel Resources

Experience

Past Performance

Price

Capability, Personnel Resources, Experience and Past Performance shall be equal in importance to each other. Capability, Personnel Resources, Experience, and Past

Performance, when combined, shall be equal in importance to price.

In determining best value, stronger consideration shall be given to the Capability and

Personnel Resource evaluation factors as stated herein.

CAPABILITY

Capability shall be evaluated to determine the Contractor’s ability to meet all requirements of the statement of work and the degree to which the Contractor possesses the capability to perform travel coordination and travel reimbursement, performing meeting planning for large groups (300-500 attendees), securing hotel and meeting room space, avoiding penalties for changes/cancellations, allocation of staff based upon meeting size, confirming exhibitor participation, managing multiple projects, and providing and/or achieving the required FedRAMP approvals.

Technical quotations for mock task orders shall be evaluated to further confirm the

Contractor’s capability and the overall feasibility of the proposed technical approach.

In determining best value, stronger consideration shall be given to quoters that possess a FedRAMP approval at the moderate level and/or have undergone other relevant security assessments.

PERSONNEL RESOURCES

Proposed key personnel, and other personnel resources, shall be evaluated to confirm that the Contractor has sufficient resources and will maintain a team of experts as required by the statement of work.

Stronger consideration shall be given to quoters whose personnel resource base includes multiple avenues from which to secure personnel resources.

EXPERIENCE

Corporate Experience

Corporate experience shall be evaluated to determine the degree of and relevance of experience the Contractor, including all proposed consultants and subcontractors, possess with respect to meeting planning for large groups (300-500 people), managing concurrent projects, securing sleeping rooms and meeting room space, and avoiding penalties.

Key Personnel Experience

Key personnel shall be evaluated to determine the degree of and relevance of experience, the proposed project manager and event planner possess with respect to the required qualifications identified in the statement of work.

PAST PERFORMANCE

Evaluation of Past Performance shall be based on the references provided and/or the quoter’s recent and relevant procurement history with NIST, its’ affiliates, and/or other relevant references. Past performance evaluation shall determine the overall quality of the services and end products provided by the Contractor.

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Quoters with no relevant past performance shall be rated as neutral.

PRICE EVALUATION

The proposed labor rates and prices will be evaluated but not scored. The price evaluation will determine whether the proposed prices are complete and fair and reasonable in relation to the labor categories proposed and the solicitation requirements. Proposed prices must be entirely compatible with the technical quotation.

While the pricing for the mock task orders will not constitute actual task orders, the proposed prices will be evaluated for reasonableness, and to further determine the quoter’s understanding of the work required. Proposed prices must be entirely compatible with the technical portion of the quotation for each mock task order.

The total compensation plan submitted in accordance with the provision at 52.222-46, Evaluation of Compensation for Professional Employees, will be evaluated to determine whether or not the proposed rates are…