Mock_Task_Order_2.pdf

Request for Quotation Number SB1341-17-RQ-1053

Attachment I/Mock Task Order Number 2

Background

The National Institute of Standards and Technology (NIST) regularly hold conferences and symposiums in science and technology fields. This International Symposium on Forensic Science Error Management will provide a forum to discuss error management in the field of Forensics. Speakers, panels and posters addressing the ways to detect, measure and mitigate forensic science errors will open dialog about these taboo topics. The symposium promises to be an eye-opening candid appraisal of root causes and possible solutions to help identify and reduce forensic science errors. World class forensic science solves millions of criminal cases but the publicity is paled by the press coverage accusing crime labs of making mistakes.

The technical program will cover eight tracks: death investigation, crime scene investigation, human factors, criminalistics, digital evidence, legal factors, quality assurance and laboratory management. Each track will consist of plenary lectures, poster sessions and panel discussions.

Purpose

The Contractor shall provide meeting requirements and onsite management of an International Forensics

Conference.

Meeting Location, Dates and Anticipated Number of Attendees:

The meeting space for this symposium shall be located in San Diego, California and shall be conducted for three consecutive days in March of 2018. No Mondays or Fridays are permitted within the three-day period.

NIST anticipates between 300-500 attendees.

Tasks

1. Meeting Requirements

Required Meetings

-Kick Off. 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 the 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 respond to questions from each other.

2. Secure Meeting Room Space and Sleeping Room Block

The Contractor shall acquire meeting space and a sleeping room block in the Gas Light district of San

Diego, CA, within three blocks of public transit. The meeting space shall have space to accommodate all of the following:

-One main meeting room that can hold up to 500 attendees, set in classroom style.

-7 additional breakout rooms that can hold up to 100 attendees each, set in theater style.

-1 room that can accommodate up to 400 attendees for coffee break and lunch.

The Contractor shall secure a block of 200 standard sleeping rooms. A total of 100 rooms shall have a rate that is at or below the Government per diem rate for San Diego, CA. A “standard” sleeping room shall have a bed, desk/work area, individual bath/toilet, television, chair, and closet area. All rooms must include a telephone, alarm clock/radio, and high-speed wireless Internet access.

The Contractor shall deliver a copy of the final, signed contract with the venue within 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 requirements, identified herein, shall be met.

3. Provide 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:

Audio-Visual equipment for MAIN conference room to include:

-Stage setup in center of room with one podium, one podium mic, and one panel table (with 6 chairs). Three mics on the panel table (for the six participants to share) and six mics with mic stands evenly spaced throughout audience for questions and answers.

-Speakers, mixers, processors and all associated audio gear sufficient for participants to hear clearly 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 must allow the presentation of both data and video from the podium and panel laptops.

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

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

-Wi-Fi access for participants.

Audio-Visual Equipment for each of the 7 BREAKOUT rooms to include:

-Podium with mic, one wireless lapel mic, aisle mics (if needed), mixers, processors and all associated audio gear sufficient for participants to be able to hear clearly throughout the room.

-Data/video 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.

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

-Event Planner/Manager 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.

The number of personnel shall be determined by the Contractor.

Audio-Visual Plan

The Contractor shall provide a complete audio-visual plan to the Technical Point of Contact. The plan shall include an equipment list and a breakdown of the labor that will be utilized to meet all task order requirements. The plan shall be provided with the copy of the final, signed venue contract.

5. Provide Furniture and Other items

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

-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 500 in main plenary;

-Chairs for up to 100 for each break out room; and

-Sufficient easels and power cables.

6. Produce Promotional and Other Materials

Logo

-The Contractor shall create an event logo that will be used on promotional materials and website. The logo must create a branding and a visual identity for the event. Attachment 1 has been provided by the

Government. Attachment 1 includes former logos from previous meetings and conferences. The purpose of the attachment is for the Government to demonstrate the level of complexity that the required logo must possess.

-The Contractor, including their graphic designer, shall attend a meeting with the Contracting Officer’s

Representative (COR) and TPOC to brainstorm and discuss the logo. The meeting 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.

-A total of three revisions are anticipated for the logo prior to the Government’s approval of a design.

Promotional Materials

Based upon text provided by the Government, the Contractor shall create meeting materials for marketing and promotional purposes to an on-line audience. The Contractor shall review, edit and format one “save the date” notice, one “featured speaker” announcement, and one “registration now open” announcement.

Abstract Submission Portal

The Contractor shall design an on-line abstract submission portal to facilitate the tracking and monitoring of the collection of abstracts. At a minimum, the portal must be designed to collect: date of submission, name of submitter, company name, email address, name of paper and up to a 200-word abstract. The dates to begin the abstract collection will be specified in the kickoff meeting. The Contractor shall grant NIST access to this database so that NIST can monitor and review submissions. The Contractor shall not be responsible for monitoring and reviewing submissions.

Directional Signs

The Contractor shall design and print five directional signs. Directional signs shall be 28” x 23”, printed on foam board, and printed in the same color scheme as the branding, using the developed logo.

-One sign for registration desk – “Registration”

-One sign for main meeting room – “General Session Room”

-One sign pointing (with an arrow) participants towards break out rooms “Breakout Sessions”

-Two signs strategically placed around the hotel directing participants to registration desk.

Event Program

Based upon content provided by the Government, the Contractor shall design and layout a 50 page event program. The event program must include speaker profiles, the agenda, and the selected abstracts. The program shall be 50 pages, with a full color cover, and black and white interior pages. Upon completion of the design and layout, the Contractor shall deliver a camera ready copy for printing to

NIST.

The Government anticipates 1-2 conference calls being required to complete this task.

Name Badges

The Contractor shall create name badges for each participant. Name badges shall include each participant’s first name, last name, company name and the event logo. The Government will provide the

Contractor with a list of participant names at least two weeks before the meeting start date.

Badges must be printed, put into a clip-on style of badge holder, and filed, in alphabetical order, on a badge holder. The size of the name badge, including the clip-on style of badge holder, shall not exceed

3” x 3”. Badges shall be delivered to the Government at least three days before the meeting.

7. Registration Site

The Contractor shall set-up and manage a registration site for this event. Work shall include: Arranging for an on-line system to collect registration information (name, company, email, phone number); and collection of registration fees to cover food and beverage costs, and reimbursement to NIST for NIST provided products and services.

NO COST REQUIREMENTS

The following requirements shall be used to determine proposed registration fees. There shall be two fees-one which includes food and one which does not.

-The Contractor shall arrange for the following food and beverage:

Quantity three AM Continental Breakfasts. The cost shall not exceed $30 per person;

Quantity three buffet lunches. The cost shall not exceed $40 per person; and

Quantity two PM coffee breaks. The cost shall not exceed $30 per person.

A flat cost of $35 per person shall be added to the food and beverage costs and shall be reimbursed to NIST.

-NIST provided products and services

NIST shall print the event program. The cost of the program shall be $4,500.00. The Contractor shall include this amount for reimbursement when calculating the registration fee.

Period of Performance

The period of performance shall be October 1, 2017 through March 31, 2018.

Deliverables

Deliverable Due Date

Kick-Off Meeting Not later than 15 days after award

Status Meetings Monthly

Copy of Signed Contract Not later than 30 days after task order award and not later than five days after the contract is signed by all parties

AV equipment and labor list Deliver with signed contract

Promotional Materials

First drafts 30 days before anticipated distribution date

Final 7 days before distribution date

Logo – First Draft 30 days after kick-off meeting

Final Draft 60 days after kick-off meeting

Abstract Submission Portal

First draft 30 days after kick-off meeting

Final version 60 days after kick-off meeting

Conference Program Design 2 weeks prior to meeting start

Directional Signs 5 days prior to the start of the meeting

Badges Stuffed into Holders 3 days prior to the start of the meeting

Costs reimbursed to NIST Not later than 30 days after receipt of a NIST invoice