SOW FOR RFQ.pdf

REQUEST FOR QUOTATION 1333ND20QNB600634

STATEMENT OF WORK

BACKGROUND

On February 4, 2014, the National Institute of Standards and Technology (NIST) announced the formation of the Organization of Scientific Area Committees (OSAC) for Forensic

Science. The OSAC is a collaborative body of approximately 580 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 and guidelines will make up the OSAC Registry. The registry will be freely available.

The OSAC is made up of 29 OSAC units, which includes 22 Subcommittees, 7 Scientific Area

Committees (SAC, and the Forensic Science Standards Board (FSSB).

PURPOSE

The Contractor shall conduct a site search of available venues for the anticipated event.

The Government anticipates that the Contractor shall provide meeting planning support, meeting space, AV equipment/services, and lodging room blocks for all attendees for the

OSAC event listed below:

Medicine SAC and Digital and Multimedia SAC June 7-11, 2021 in the Orlando, FL area with

166 attendees.

During the event, the Scientific Area Committees and the subcommittees within each of the

SACs will hold meetings throughout the week discussing the latest OSAC standards up for review.

COVID-19

The Organization of Scientific Area Committees holds between three and four in-person meetings each year to facilitate the development of forensic science standards. While it is the intent of the OSAC to proceed with an in-person event, uncertainties associated with COVID-19 require that the Contractor’s action to secure a venue be stalled until a comprehensive site search is conducted.

Upon completion of the site search and the resultant report, the Government will review and consider site options, the terms and conditions associated with various sites, the operating status of the National Institute of Standards and Technology,and relevant federal, state and local COVID-19 guidance in determining whether or not to proceed with an in-person event.

The Government intends to make a decision about the in-person event not later than

January 31, 2021. If the event cannot be conducted, the Contractor will be paid for the site search and the contract will be terminated for the Government’s convenience, at no additional cost or obligation to either party.

GENERAL REQUIREMENTS FOR THE IN-PERSON MEETING

Meeting Planning Support

-The Contractor shall meet with the OSAC Program Office Technical Point of Contact (TPOC) weekly or as needed to ensure all meeting planning, logistical issues and questions are addressed.

-The Contractor, in consultation with OSAC Program Office staff, shall draft, modify, and finalize the meeting agenda that accompanies each meeting. The Government will provide the Contractor with a template for an agenda at least two months prior to the event. The

Government will provide information to the Contractor to update the agenda. Reference

Attachment IV for a “skeleton agenda.”

-The Contractor, in consultation with OSAC Program Office staff, shall prepare and print a meeting room map handout detailing the meeting room location of each OSAC unit.

-The Contractor shall write a logistics letter that will be distributed to all attendees one week prior to the meeting. The logistics letter shall include information regarding travel reminders, site information, meeting attachments, any scheduling information, and special instructions. The Government will provide a template for the logistics letter at the kickoff meeting. Reference Attachment III for a sample logistic letter.

-The Contractor, in consultation with OSAC Program Office, shall compile, print, and place in Contractor provided folders all the necessary printouts for each meeting attendee for distribution at the registration desk. The handouts shall include, agenda, logistical handouts, meeting room map, content-related handouts, facility amenities and venue site maps.

-The Contractor shall provide printing capabilities or make a printer/copier/scanner available for meeting attendees at the meeting site with the number of black and white copies/sheets printed not to exceed 5,000 sheets.

-The Contractor shall provide and print standard sized (3” tall x 5” wide) name tags for each meeting attendee. The attendee list will be provided to the Contractor two weeks prior to the meeting by the NIST Technical Point of Contact. Name tags, including badge covers, shall be distributed to attendees at the registration table prior to and during the meeting. Reference Attachment II for a badge template.

-The Contractor shall provide and ship all meeting-related supplies to the meeting site.

Meeting supplies include, badge holders, badge trays, pens, markers, highlighters, post-its, push pins, staplers, scissors, tape, flipcharts, laser pointer, and AV connection cords.

-The Contractor shall ensure the meeting site has 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 an onsite coordinator that possesses experience with large-scale meetings (over 150 attendees) consisting of multiple concurrent activities and breakout sessions. The onsite coordinator shall serve as the point of contact for all meeting site, AV and hotel questions prior to and during the meeting. This may include, but is not limited to logistical issues, meeting room issues, AV issues, and sleeping rooms, etc.

-The Contractor shall provide staff to manage the registration desk all days of the meeting and provide administrative support to attendees such as, making copies and answering questions.

-The Contractor shall perform registration desks activities. Specifically, creating and using sign-in sheets for participants to initial as they pick up their meeting materials.

-The Contractor shall arrange a photographic schedule for each OSAC Unit (identified below in the meeting room requirements). This arrangement will be finalized with input from OSAC Program Office staff. The Contractor shall provide photographic services, using Contractor provided equipment, which includes photos of each OSAC unit, plenary session, award session, and action photos, as needed at the meeting. The Contractor shall notify participants through the agenda and/or the logistics letter that they will be photographed and that these images will be used by OSAC in the future. The Contractor shall provide all digital photos to OSAC Program Office within five business days after the event. The Contractor shall not retain any of the images for their use.

-The Contractor shall close out the meeting at the end of the week. This includes, at a minimum shipping supplies back to their facility, and going through meeting rooms to check for items left behind. The Contractor must report the cost of shipping back to OSAC in the costs submitted at the conclusion of the event.

Meeting Space & Facility

-The venue shall consist of one site location to accommodate both the meeting room and lodging room requirements.

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

-The Contractor shall have sufficient meeting signage and direction for all meeting rooms. Signage shall be digital or printed. If printed, the signage shall not be smaller than 8.5” x 11” per sign or comparable based on the facility’s existing fixed wall signage. Signage shall be placed outside of each meeting room and shall identify the name of the OSAC unit for each meeting room. The Contractor shall have directional signage throughout the facility indicating where the plenary will be located as well as where the OSAC registration desk is located. If the meeting site has an electronic listing of events, the Contractor shall ensure that the OSAC meeting is listed electronically.

-The venue 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 meeting within

30-minute intervals.

Lodging Rooms

-The Contractor shall secure lodging room blocks for all attendees.

-The Contractor shall ensure lodging room blocks are available at the federal per diem or less for all attendees and shall ensure a mechanism exists for individual travelers to make lodging reservations for the meeting.

-Travelers will make their own reservations via two separate reservation mechanisms, for

Federal and non-Federal attendees.

-The Contractor shall pay for the non-federal attendees’ room nights and relevant room night taxes upon check-out.

-Where applicable, the Contractor shall secure the lodging rooms as tax exempt for either all travelers or the Federal travelers.

-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.

-The Contractor shall ensure that only the dates specified above are covered under this contract for lodging rooms. Should travelers book lodging reservations for days before or after the dates specific above, individual travelers shall be responsible the full cost of the lodging rooms.

Limitations

-No registration fees shall be charged to attendees to participate in the meeting.

-The Contractor shall not supply ANY food or beverages for the meeting. This includes any food and beverage that may be provided gratis by the venue.

-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 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 or meetings no later than 60 days after the Government provides notification to the Contractor of the need to reschedule. The rescheduling shall take place at no charge or penalty to the Government. The Contractor shall provide alternate dates in the event of hazardous weather, which may be subject to negotiation with the

Government.

TASKS

TASK 1 –LINE ITEM 0001

SITE SEARCH FOR THE IN-PERSON MEETING

The Contractor shall conduct a site search for the Medicine SAC and Digital and

Multimedia SAC meeting. The meeting is planned for June 7-11, 2021 in the Orlando, FL area. The search must identify potential sites for the event based upon the requirements identified herein as well as the following:

-The Contractor shall identify properties that accommodate both the meeting rooms and lodging room requirements;

- The Contractor shall identify properties that accommodate the meeting room, and audio-visual equipment and services;

- The Contractor shall identify properties that 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 Contractor shall not include casinos properties.

a. The Contractor shall prepare a location comparison report to identify potential locations for the event. The location comparison report must include all of the following at a minimum:

-Name, address, point of contact, phone number, email address, and available dates for each potential site. The Contractor shall identify at least five potential venue sites;

-Number of sleeping rooms and meeting rooms available at each site;

-Floor plans of the meeting space, and room dimensions, room configurations, and capacity charts for rooms;

-Audio-visual equipment and services available at each site as well as whether or not third-party audio-visual suppliers can be utilized;

-Whether sites are AV union facilities;

- Attrition clauses and cancellation liabilities that will be identified in the contract of each venue;

-Precautions taken at the site to prevent the spread of COVID-19.

The Contractor shall submit the location comparison report to the Contracting Officer’s

Representative (COR) and Technical Point of Contact (TPOC). The COR and TPOC shall provide a written response to the Contractor and identify the Government’s top three choices of the properties submitted by the Contractor.

b. The Contractor may request a “courtesy hold” at the property the Government determines to be its top choice. If such a hold is requested, the Contractor must ensure that any courtesy hold is non-committal, non-binding, and does not include or require any financial commitment and/or risk to the Government. If a courtesy hold imposes any commitment, risk or obligation to the Government, it shall not be requested. If the hold is requested, and the space is sold to another party, the Contractor must notify the

Government via email or phone.

The Contractor shall not enter into a binding commitment, contract, and/or agreement with any property prior to written notification by the COR confirming that the in-person meeting will be conducted. Should the Contractor choose to take such action, they do so at their own risk.

TASK 2 – IN PERSON MEETING: Planning, Meeting Space, A/V, and Lodging Support for

Forensic Medicine SAC and Digital Media SAC Meeting in June 2021

1a. Meeting and Reporting Requirements

-The Contractor’s Project Manager and relevant staff shall attend at minimum, two planning meetings with NIST’s COR, the Technical Point of Contact, other NIST-authorized personnel, and OSAC Committee members. Meetings shall commence no later than one week after the date of award and be conducted via conference call or webcast. The NIST COR shall schedule the meetings and provide call-in numbers for the meetings.

-The Contractor shall provide periodic updates and reports summarizing the room reservations. The reports are required to be sent via email to the Contracting Officer’s

Representative and TPOC, in either MS excel or Adobe PDF format. The reports shall be provided:

1. Upon request

2. Two weeks prior to the event

3. One week prior to the event

4. Final rooming list provided to NIST at the conclusion of the event.

-The Contractor shall provide the following costs at the conclusion of the event to allow reconciliation by NIST personnel:

1. Meeting Planning Labor

2. Meeting Space

3. Lodging Rooms

4. Audio Visual Equipment and Services

5. Wifi in public meeting space

6. Shipping costs

1b. Venue, Meeting Rooms, Lodging and Audio-Visual Requirements

-The venue shall be located within the Orlando, FL area, within 30 miles of a major airport, and must accommodate the meeting rooms, lodging rooms, and AV requirements detailed herein.

-Venues shall have a three-diamond or higher rating from Triple A (AAA) within the past three years.

-Meeting Room Requirements: The venue shall provide meeting space to include: 10 concurrent OSAC unit breakout rooms, 3 task group rooms, 1 plenary room, 1 OSAC Program

Office space, and an area for meeting registration. Specific requirements for each room are outlined in the Meeting Space Requirements below.

Meeting Space Requirements

Breakout Room

Designation

(room sign)

Event Room Size Room Type Chairs around perimeter of the room, outside of

U-shape

Registration Registration Hall, Counter, Table, Chairs

2 Tables 0

Plenary Room General Session All

Attendees

175 Theater 0

Task Group 1 Task Group 1 20 U Shape 6

Task Group 2 Task Group 2 20 U Shape 6

Task Group 3 Task Group 3 20 U Shape 6

OSAC Office OSAC Program Office 10 Conference or U

Shape

Medicine SAC Medicine SAC 6 U Shape 6

Forensic

Anthropology

Forensic Anthropology 15 U-Shape 6

Medicolegal

Death

Investigation

& Disaster

Victim

Identification

Medicolegal Death

Investigation &

Disaster Victim

Identification

20 U-Shape 6

Forensic Nursing Forensic Nursing 15 U-Shape 6

Forensic

Odontology

Forensic Odontology 15 U-Shape 6

Digital &

Multimedia SAC

Digital & Multimedia

SAC

6 U-Shape 6

Digital Evidence Digital Evidence 25 U-Shape 6

Facial

Identification

Facial Identification 25 U-Shape 6

Speaker

Recognition

Speaker Recognition 25 U-Shape 6

Video & Imaging

Technology

Analysis

Video & Imaging

Technology Analysis

25 U-Shape 6

Meeting Space Times & Summary

Rooms/Seating

Day 1 – Day 2 – Day 3 – Day 4 – Day 5 –

7-Jun-21 8-Jun-21 9-Jun-21 10-Jun-21 11-Jun-21

4pm-7pm 7am-6pm 7am-6pm 7am-6pm 7am-2pm

10 Concurrent

Rooms

X

3 Task Group

Rooms

Plenary Space

X X

OSAC Program

Office

Registration

Space X X

Total

Spaces/Rooms

Daily Meeting Plan:

• Sunday, June 6 – Shoulder day for guest arrival.

Monday, June 7 – Travel day. Guests arrive. Evening Registration area required. No meeting room requirements.

• Tuesday, June 8 – Registration, Plenary General Sessions, Breakout Sessions.

Meeting room requirements as noted above.

• Wednesday, June 9 – Plenary General Sessions & Breakout Sessions. Meeting room requirements as noted above.

• Thursday, June 10 - Breakout Sessions. Meeting room requirements as noted above.

Friday, June 11 a.m. - Breakout Sessions. Meeting room requirements as noted above.

• Friday, June 11 p.m. – Travel Day. Guests depart.

• Saturday, June 12 – Shoulder day for guest departure.

-Lodging Requirements: The venue shall provide lodging accommodations (sleeping rooms) for overnight attendees, described in the sleeping room schedule below that is at or below the current government per diem rate before taxes, for the geographic location where the meeting takes place.

The Contractor shall secure a lodging room block for a total of 166 federal and non-federal participants. A total of 46 participants will be federal employees; 120 will be non-federal participants. The Contractor shall ensure lodging room blocks are available at the federal per diem, or less, for all attendees. Travelers will make their own reservations.

This contract will pay for the non-federal attendee’s room nights, and taxes upon check out. Two weeks prior to the meeting taking place, the NIST Technical Point of Contact will provide the Contractor with a participant list. The list will include the names of participants that are not federal employees. The Government reserves the right to change the names on the participant list, prior to the meeting date; however, the total number of non-federal participants shall not exceed the total identified above.

In total, 684 room nights must be secured for the facility, which includes 500 for non-federal attendees and 184 for federal attendees. The Contractor shall be responsible for paying the lodging costs associated with the 500 room nights for non-federal attendees.

Sleeping Room Schedule

Day Date Room Type Occupant # Rooms Needed in Block

Sunday June 6 2021 Standard* 1 10

Monday June 7 2021 Standard 1 166

Tuesday June 8 2021 Standard 1 166

Wednesday June 9 2021 Standard 1 166

Thursday June 10 2021 Standard 1 166

Friday June 11 2021 Standard 1 10

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

-Audio/Visual Requirements: The facility shall provide wireless internet capability for all 166 participants and specific audio-visual equipment/services in each concurrent breakout room and task group room as follows:

1. One high-speed internet connection per meeting room, when specifically requested by the OSAC Program Office,

2. Projector & screen in each meeting room,

3. One phone in each meeting room (Government will provide all call-in numbers for conference calls),

4. Minimum of 4 power strips, additional power strips shall be installed based on the room setup as described above allowing 1 power strip for 6 seats,

5. Cables and cords necessary for AV functionality,

6. One microphone if room acoustics require, so all participants can hear clearly within the room,

7. Easel and flipchart with pens/markers.

Plenary Meeting Room shall have a podium, stationary microphone, walk-around microphone, projector, screen, access to WIFI and one-high speed internet connection.

Deliverables and Deliverable Due Dates

-Location Comparison Report

Due Date: 45 days after award

Two Planning and Status Meetings

Due Date: To be agreed upon between the Government and the Contractor

Separate Reservation mechanisms established for Federal and Non-Federal travelers

Due Date: 3 months prior to meeting start date

Medicine SAC and Digital Media SAC Meeting

Completion Date: June 11, 2021

Meeting Agenda

Draft Due Date: 30 calendar days prior to meeting start date

Final Agenda Due Date: 7 calendar days prior to meeting start date

Meeting Room Handout Map

Meeting Packages in Contractor Provided Folders

Due Date: June 7, 2021

Name Tags for All Participants

Due Date: June 7, 2021

Logistics Letter for All Attendees

Event Costs:

Due Date: 30 calendar days following meeting completion on June 11, 2021

Period of Performance

The period of performance shall be from the date of award through July 15, 2021.