SOW FOR RFQ.pdf

Request for Quotation Number 1333ND21QNB600509

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).

Overview

The Contractor shall provide meeting planning support, procure meeting space, procure AV equipment/services, and procure lodging room blocks for all attendees for the OSAC event listed below.

-Event 1 (Task 1): Biology SAC and two Chemistry SACs January 22-28, 2022 in the

Orlando, FL area with 178 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.

General Requirements The following general requirements apply to the event/task.

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 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 is 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, special instructions, and additional information requested by OSAC Program Office staff.

-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 may include, but are not limited to (agenda, logistical handouts, meeting room map, content-related handouts, facility amenities and maps, etc.).

-The Contractor shall print name tags for each meeting attendee. The attendee list will be provided to the Contractor two weeks prior to the meeting by OSAC Program Office staff. Name tags will be distributed to attendees at the registration table prior to and during the meeting.

-The Contractor shall ship all meeting-related supplies to the meetings. Meeting supplies include, but are not limited to (badge holders, badge trays, pens, markers, highlighters, post-its, push pins, staplers, scissors, tape, flipcharts, laser pointer, AV connection cords, etc.)

-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 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, in consultation with OSAC Program Office staff, shall arrange a photographic schedule for each OSAC Unit. This arrangement must be finalized with input from OSAC Program Office staff. Photographic services shall be performed using

Contractor-provided equipment such as smart phone cameras or compact digital camera and shall include photos of each OSAC unit, plenary session, award session, and action photos, as appropriate, at the meeting. Two full days of photographic support are required.

Photographs must be quality with resolutions sufficient to be used in presentations and webpage materials. The services of a professional photographer are not required.

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 or for any other reason or purpose.

-The Contractor shall coordinate, with OSAC Program Office staff, registration desk activities. This includes creating and using sign-in sheets for participants to initial as they pick up their meeting materials.

-The Contractor 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 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 close out the meeting at the end of the week. This may include, but is not limited to shipping supplies back to their facility, going through meeting rooms to check for items left in them, etc.

Meeting Space & Facility

-The Contractor shall procure/rent meeting space for each meeting.

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

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

-The Contractor shall have sufficient meeting signage and direction for all the 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 meetings are 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 procure 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 for each meeting and shall ensure a mechanism exists for individual travelers to make lodging reservations for the meeting.

-Travelers will make their own reservations via the two separate reservation mechanisms for Federal and non-Federal.

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

-Where applicable, the Contractor will attempt to 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 either of the above referenced meetings.

-The Contractor shall not supply food or beverages for either meeting.

-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.

Specific Tasks and Performance Requirements

TASK 1 – Planning, Meeting Space, A/V, and Lodging Support for Biology SAC and Chemistry

SAC January 2022

1a. Planning and Status Meeting Requirements

-The Contractor’s Project Manager and relevant staff shall attend at minimum, two planning meetings with the Technical Point of Contact (TPOC) from NIST’s OSAC Program

Office, other NIST-authorize 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.

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 can accommodate the meeting rooms, lodging rooms, and AV requirements detailed in requirements below.

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

-The following OSAC units shall meet concurrently during the week, with each unit requiring its own meeting room: The 3 Scientific Area Committees (SACs) and the 6 subcommittees associated with the three SACs.

-Meeting Room Requirements: The venue shall provide meeting space to include: 9 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 5

Biology SAC Biology SAC 10 Conference or U Shape 0

Drugs/Tox SAC Drugs/Tox

SAC 10

Conference or U Shape 0

Trace SAC Trace SAC 10 Conference or U Shape 0

Human Forensic Human Forensic 35 U-Shape 6

Wildlife Forensic Wildlife Forensic 20 U-Shape 6

Seized Drugs Seized Drugs 25 U Shape 6

Toxicology Toxicology 25 U-Shape 6

Trace Materials Trace Materials 40 U-Shape 6

Ignitable Liquids, Explosives, and

GSR

Ignitable Liquids, Explosives, and GSR 35 U-Shape 6

Meeting Space Times & Summary

Rooms/Seating

Day 1

Day 2

Day 3

Day 4 –

Day 5

Day 6 –

Day 7

Sat

Jan 22

9am-

6pm

Sun

Jan 23

9am-

6pm

Mon

Jan 24

4pm-

7pm

Tues Jan

7am-6pm

Wed

Jan 26

7am-

6pm

Thurs

Jan 27

7am-6pm

Fri

Jan 28

7am-

2pm

9 Concurrent

Rooms X X X X

3 Task Group

Rooms X X X X

Plenary Space X X

OSAC Program

Office X X X X X X X

Registration

Space X X

Total

Spaces/Rooms 1 1 2 15 14 14 14

Daily Meeting Plan:

• Saturday, January 22 – Shoulder day for guest arrival.

• Sunday, January 23 – Shoulder day for guest arrival.

Monday, Janaury 24 – Travel day. Guests arrive. Evening Registration area required.

No meeting room requirements.

• Tuesday, January 25 – Registration, Plenary General Sessions, Breakout Sessions.

Meeting room requirements as noted above.

• Wednesday, Janaury 26 – Plenary General Sessions & Breakout Sessions. Meeting room requirements as noted above.

• Thursday, January 27 - Breakout Sessions. Meeting room requirements as noted above.

• Friday, January 28 - 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 and taxes for the geographic location where the meeting takes place.

The Contractor shall secure a lodging room block for a total of 178 federal and non-federal participants. A total of 43 participants will be federal employees; 135 will be non-federal participants. The Contractor shall ensure lodging room blocks are available at the federal per diem, or less, for all attendees, for each meeting, and shall ensure a mechanism exists for individual travelers to make lodging reservations for the meeting that they are required to attend. 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, 732 room nights must be secured for the facility, which includes 560 for non-federal attendees and 172 for federal attendees. The Contractor shall be responsible for paying the lodging costs associated with the 560 room nights for non-federal attendees.

Sleeping Room Schedule

Day Date Room Type Occupant # Rooms Needed in Block

Sunday January 23, Standard* 1 10

Monday January 24, Standard 1 178

Tuesday January 25, Standard 1 178

Wednesday January 26, Standard 1 178

Thursday January 27, Standard 1 178

Friday January 28, 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.

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

-Audio/Visual Requirements: The facility shall provide wireless internet capability for all 178 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 and one-high speed internet connection.

Deliverables and Deliverable Due Dates

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: Two weeks from the date of award

Biology SAC, two Chemistry SACs

Completion Date: January 28, 2022

NIST requests the contractor provide the following costs at the conclusion of the event to allow reconciliation:

1. Meeting Planning Labor

2. Meeting Space

3. Lodging Rooms

4. Audio Visual Equipment and Services

5. Wifi in public meeting space

Period of Performance

The period of performance shall be from the date of award through January 28, 2022.