Mock_Task_Order_1.pdf

Request for Quotation Number SB1341-17-RQ-1053

Attachment #1/Mock Task Order Number 1

BACKGROUND

The National Institute of Standards and Technology’s (NIST) research in the area of Manufacturing is industry-driven and market-defined and provides the primary guidance for the selection and delivery of the products and services offered by the system. Subsequently, industry provides the evaluation of the quality and effectiveness of these services. Additionally, industry expects NIST to identify proactive actions that will enable small manufacturers to successfully address and implement changes in technology and the business environment in the future.

The purpose of this scientific conference is to focus on the creation and adaption of improved technologies and provide resources to develop new products that respond to changing manufacturing market needs.

PURPOSE

The Contractor shall provide meeting requirements and onsite management of a National Manufacturing Conference.

Meeting Location, Dates, and Anticipated Number of Attendees

The meeting space must be located in the Washington, DC area. The meeting shall be conducted for three consecutive days in April of 2018. No Mondays or Fridays are permitted with the three-day period.

NIST anticipates between 200-300 attendees.

TASKS

1. Meeting Requirements

Kick Off Meeting. The Contractor shall attend a kick-off meeting, not later than 15 days from the date of the task order award. The meeting shall be conducted via phone or video conference. NIST will facilitate the phone call or video conference and provide all required nomenclature to the Contractor.

The Contractor shall contact the Technical Point of Contact (TPOC) to schedule a mutually acceptable date and time for the kick-off meeting. The purpose of the kick-off meeting is to review all task order requirements, review all required deliverables, and schedule an acceptable schedule for status meetings. The kick-off meeting shall not result in any changes to the statement of work.

At a minimum, the Contractor’s Project Manager and task order key personnel, shall attend the meeting. Other individuals may be in attendance at the Contractor’s discretion.

Status Meetings: The Contractor shall attend status meetings on a monthly basis. The meetings shall be conducted via phone or video conference. The Contractor shall arrange and facilitate the phone call or video conference and provide all required nomenclature to NIST TPOC.

The purpose of the status meetings is for the TPOC to obtain status on all required deliverables, discuss any problems or issues and steps implemented to resolve them, and allow parties to respond to questions from each other.

2. Obtain Venue

The Contractor shall acquire meeting space in the downtown area of Washington, DC, within 3 blocks of a metro station. The meeting space shall have space to accommodate all of the following:

-One main plenary meeting room that can hold up to 150 attendees set in classroom style;

-Two breakout rooms that can hold up to 75 attendees set in theater style;

-One room for lunch and coffee breaks; and

-One exhibit hall that can hold 20-30 exhibits.

The Contractor shall deliver a copy of the final, signed contract with the venue site with five days of the contract having been signed by all parties. The contract may be redacted, however, the Government must be able to discern that all meeting requirements identified herein will be met.

3. Audiovisual and Related Equipment

The Contractor shall arrange for and secure audiovisual (A/V) and related services and equipment, for the main plenary session and break out rooms as follows:

A. Main plenary room:

• Audio: Microphone for the main presenter shall include a podium mic and wireless lavalier. Panel mics for four participants and four Q & A mics (at a minimum) on floor stands for the audience. The panel table and Q & A microphones may include wired or wireless models. Mixers and sound processors needed for sufficient audio to be heard throughout the room.

• Video/Data Presentation- Projector and screen to allow for comfortable viewing for all participants. Multiple screens should be included if required. Switchers, processors, cables and all other associated gear to allow for the presentation of both data and video from the podium. LCD confidence monitor shall be provided for individuals on stage.

• Computers/Data- One laptop shall be provided for the podium. It should be Windows OS 7 or 10 and Microsoft

Office 2013 version or higher with a wired connection to the internet.

• Webcasting-

a. Live switched video feed composed of 2 HD Camera and presentation feeds (camera one on the speaker, camera two on audience or panel);

b. Switched video program must be recorded locally in mp4 and streamed live;

c. Hard wired Internet connections with min 1000 KBS sustained bandwidth with cable to webcast CDN;

d. Camera risers -if needed;

e. Location network must be open to outbound requests over ports 1935, 443 and 80;

f. Robust content delivery network (CDN) for live webcast distribution (must not to rely on commercial free service such as YouTube live);

g. Backup wireless cellular system in the event that the venue network goes down;

h. Branding of the live event with a banner and description;

i. Live captioning will be made available by NIST, but the Contractor shall have the ability to embed Iframe code into the webcast webpage where live video is playing;

j. Embedding widget for tweeter feed.

k. Wifi access for participants

B. Break Out Rooms

• Audio: Microphone for the main presenter shall include a podium and wireless lavalier. Panel mics for three participants and two Q & A mics (at a minimum) on floor stands for the audience. The panel table and Q & A microphones may include wired or wireless models. Mixers and sound processors shall be required to ensure sufficient audio to be heard throughout the room.

• Video/Data Presentation- Projector and screen to allow for comfortable viewing for all participants. Switchers, processors, cables and all other associated gear to allow the presentation of both data and video from the podium and panel laptops.

• Computers/Data- 1 laptop shall be provided for the podium with a wired internet connection.

• WiFi access.

The Contractor shall provide a complete audio-visual equipment list to the TPOC with the copy of the final signed contract with the venue site.

4. Furniture and Other items

The Contractor shall provide the following furniture and equipment for the event:

• Podiums for plenary and break out rooms;

• Stage for main plenary room for the podium and panel tables;

• Panel tables and chairs;

• Chairs and tables for guests for up to 150 in plenary;

• Chairs for up to 75 for each break out room.

• Sufficient easels, power cables,

5. Labor

The Contractor shall provide all labor required to complete all of the following:

-Event Planner/Manger on-site to oversee all logistics and conference needs.

-Registration staff as required.

-Setup and tear down equipment and furniture. Set up is required the day before and breakdown the day after the event;

-Operate and troubleshoot all audio-visual equipment;

-In-room operator for plenary sessions and stand-by operator for break out room support for each day of the conference;

-All necessary labor to set up and operate the webcast, which should at a minimum include webcast engineer, camera operator (s) and audio technician for each day of the conference;

-All necessary labor to record all plenary sessions.

Required personnel shall be determined by the Contractor.

6. Vendor Exhibit:

NIST will provide a list of 100 companies that have exhibited at past manufacturing conferences. The Contractor shall contact potential exhibitors to solicit and confirm their participation. NIST anticipates participation from at least 20 exhibitors for this event. The Contractor shall update the TPOC on a weekly basis of the contacts made, confirmations obtained, and status of other potential exhibitors who have expressed interest in participating, but have not confirmed participation. The Contractor shall provide a final list of participants to the TPOC not later than 30 days prior to the meeting.

The Contractor shall coordinate the exhibit hall on the day of the event and provide all logistical arrangements (space, tables, electrical and internet connections, etc.) prior to and during the conference. [For purposes of this solicitation evaluation, assume that the exhibit hall will have 20 exhibiters)

The Contractor shall include costs for space, tables, electrical and internet connections in their quotation for this mock task order.

7. Printing:

The Contractor shall provide 300 copies of the conference agenda, one page, two-sided, in black and white. NIST will develop the agenda and provide camera ready text to the Contractor not later than five business days prior to the start date of the conference.

The Contractor shall provide three 2x3 directional signs and two 2x3 agenda signs. NIST will provide camera ready copy of the logo, required colors scheme and wording to the Contractor at least 10 business days prior to the start date of the conference.

GOVERNMENT FURNISHED SERVICES

-All registration services and fees for this event will be handled by NIST. The final list of attendees will be determined and provided to the Contractor.

-Included in the registration fee will be an option for meals. NIST will also be responsible for all arrangements for food. NIST will arrange for the following:

o 3 AM Continental breakfasts;

o 3 box lunch; and o 2 PM coffee breaks.

PERIOD OF PERFORMANCE

The period of performance shall be November 15, 2017 through April 30, 2018.

DELIVERABLES

Deliverable Due Date

Kick-Off Meeting Not later than 15 days after award

Status Meetings Monthly

Copy of signed contract with the venue site Not later than 5 days after contract is signed by all parties

List of audio-visual equipment Deliver with signed contract

Exhibitor Updates Weekly

Final List of Exhibitors 30 days prior to the conference

Conference Agenda – 300 copies Bring to the event

Directional and Agenda Signs Bring to the event