SSN - DoD CPTIS - 17JAN2025 - SAM.gov.pdf

DoD Corrosion Prevention Technology and Innovation Symposium

SOURCES SOUGHT NOTICE

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Department of Defense-Corrosion Prevention Technology and Innovation Symposium Support for the Office of Corrosion Policy and Oversight

This is not a solicitation for proposals, abstracts, or quotations. This Sources Sought Notice is solely for market research purposes and should not be interpreted as a Request for Proposal (RFP) or a commitment by the issuing party to procure any goods or services. If an RFP is released, it will be issued through the appropriate Government Contracting Office and posted on the designated Government Point of Entry (GPE). The issuing party does not intend to compensate for the information requested herein. All submitted information is for Government planning purposes only. Proprietary information, if provided, should be clearly marked as “Proprietary – For Government Use Only.”

I. INTRODUCTION

The Department of Defense (DoD), Washington Headquarters Services (WHS) Acquisition Directorate (AD), is issuing this Sources Sought Notice on behalf of the Office of Corrosion Policy and Oversight. This notice seeks to gather information and assist in identifying the most suitable acquisition method for support services related to the biennial DoD-Corrosion Prevention Technology and Innovation Symposium. WHS(AD) is requesting information from potential vendors capable of fulfilling all requirements, including planning, marketing, technical program development support, and event production for the symposium. A contract award is anticipated in the spring of 2025, with a proposed period of performance comprising a 15-month base period and two (2) 24-month option periods. The anticipated contract type is a No-Cost contract.

CUSTOMER DESCRIPTION: Recognizing the significant operational and economic impacts of corrosion on military equipment and infrastructure, Congress enacted 10 U.S. Code § 2228, establishing the Office of Corrosion Policy and Oversight (CPO) within the Office of the Under Secretary of Defense for Acquisition and Sustainment (OUSD(A&S)). The CPO’s primary mission is to oversee and coordinate DoD-wide efforts to prevent and mitigate corrosion in military assets. Additionally, the office facilitates collaboration with the corrosion prevention industry, trade associations, government agencies, academic institutions, and scientific organizations to strengthen and expand corrosion prevention initiatives across the DoD.

IMPORTANT NOTICE TO SMALL BUSINESS CONCERNS: Responses are welcomed from all sources, including Small Businesses, 8(a) Small Businesses, HUBZone, Service-Disabled Veteran-Owned Small Businesses (SDVOSB), Women-Owned Small Businesses, and Economically Disadvantaged Women-Owned Small Businesses (EDWOSB). While non-responsiveness to this notice does not preclude participation in any future Request for Proposal (RFP), interested and capable firms are strongly encouraged to respond to contribute to the market research and acquisition planning process.

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II. INSTRUCTIONS

SUBMISSION REQUIREMENTS: Interested firms should submit responses to include a capabilities statement covering experience and staffing capabilities. Businesses having the capabilities necessary to perform the stated requirements may submit capability statements via email to the following email address:

Jasmine Sadat at jasmine.s.sadat.civ@mail.mil

Responses must be submitted not later than January 31, 2025 at 12:00 p.m. (noon) Eastern Time. Capability statements will not be returned. No phone calls related to this Sources Sought Notice will be accepted. All correspondence shall be via email.

SECURITY REQUIREMENTS: There is no security clearance requirement for this effort. All efforts will be conducted at the Unclassified level.

CAPABILITY STATEMENT REQUIREMENTS: Provide responses to sections A:

Administrative, B: Small Business Subcontracting Opportunities, and C: Key Requirements in your capability statement:

A. ADMINISTRATIVE

1. CAGE Code Number.

2. Company name and address.

3. Company Point of Contact, phone number and email.

4. NAICS codes associated with the company.

5. Company must identify if they are a small business under the NAICS code identified for this RFI. Small business concerns must identify their small business category (Example:

8(a) Service-Disabled Veteran-Owned, HUB-zone, Small Disadvantaged, Veteran-

Owned, or Women-Owned.

6. Confirm whether the Government’s proposed North American Industry Classification

System (NAICS) code—561 (Administrative and Support Services) / 561920 (Convention and Trade Show Organizers)—is suitable for this effort. If not, provide an alternative

NAICS code and justification for your recommendation.

7. Indicate whether these services are commercially available by stating “yes” or “no” and providing a rationale for your response.

8. Respondents are limited to ten (10) pages. A minimum font size 12, left justified and one-

3:4 inch margins all around.

9. Point of Contact, phone number, and emails of individuals who can verify the demonstrated capabilities identified in the responses.

10. Respondents must submit documents in Word or PDF format. Neither zipped files will be accepted nor telephone requests be honored.

B. SMALL BUSINESS SUBCONTRACTING OPPORTUNITIES

11. Identify the sections of the draft PWS (referenced in Section 5) that your firm will handle as the prime contractor, as well as those where collaboration with a subcontractor (e.g., small business) will occur, if applicable. Provide a clear explanation for selecting certain areas to be performed as the prime contractor and others in partnership, including any teaming arrangements or joint ventures.

12. Specify the task areas within the draft PWS where collaboration with a subcontractor or team partner (e.g., small business) is planned, if applicable.

13. Provide a detailed rationale for the task areas your firm will perform as the prime contractor and/or in collaboration with subcontractors, addressing any teaming arrangements or joint ventures. For task areas where your firm lacks experience in commercial or government contracts, outline how you will build the necessary capabilities. If subcontractors are anticipated, identify the specific tasks they will perform and estimate the percentage of subcontracting required to meet the requirements.

C. KEY REQUIREMENTS

14. Plan, market, aid in the development of the technical program, and produce a high quality and cost-effective DoD Corrosion Prevention Technology and Innovation Symposium.

15. Due to the significant value of the selected offeror’s corrosion expertise and extensive network across government, industry, academia, and international communities in achieving the conference objectives, the offeror must have well-established relationships within both the national and international defense corrosion control technical and industrial communities.

16. The offeror must regularly engage with established functionally oriented nonprofits, trade

4:4 associations, or other organizations, with broad membership and strong links in such communities. The offeror must be able to leverage member and committee structures and/or operations within those communities to influence conference agendas, identify and arrange for speakers or panel members, and increase the initial contact populations of potential attendees.

17. Offerors must substantiate they are a recognized scientific, technical, educational, or professional organization associated with corrosion prevention, materials science, and engineering community.

PERFORMANCE WORK STATEMENT

DOD CORROSION PREVENTION TECHNOLOGY AND INNOVATION SYMPOSIUM SUPPORT

Date: Jan 14, 2025

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to support the execution of the Department of Defense (DoD) – Corrosion Prevention Technology and Innovation Symposium. The Government shall not exercise any supervision or control over the contract service providers performing the services herein.

Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government.

The contractor shall provide all personnel, equipment, tools, materials, space, supervision, other items, and non-personal services necessary to produce the DoD Corrosion Prevention Technology and Innovation Symposium as defined in this Performance Work Statement (PWS) for the Office of the Under Secretary of Defense for Acquisition & Sustainment (OUSD (A&S)), Corrosion Policy and Oversight (CPO). The contractor shall perform to the standards in this contract. The award will result in a no-cost contract. The contractor shall provide for all services as required by the PWS at no cost to the Government; however, the contractor is entitled to all of the registration fees of the DoD Corrosion Prevention Technology and Innovation Symposium and exhibitor and sponsorship and fees from the co-located exhibition, and/or other fees collected as payment for performance under the PWS. The contractor is liable for all costs related to the performance of the PWS as defined herein and the Government’s liability for payment of services is zero dollars.

1.1 INTRODUCTION:

The term “corrosion” as defined by statute refers to the deterioration of a material or its properties due to a reaction of that material with its chemical environment. The equipment and facilities of the DoD are composed of materials that are susceptible to oxidation, stress, surface wear and other chemical and environmental mechanisms that cause corrosion. Military forces operate in locations worldwide that produce varying corrosion-related effects, via locations ranging from aggressive coastal or marine environments where our forces battle the effects of humidity, temperature, and salt spray to desert settings where wind-blown sand penetrates every crevice and erodes surface materials. Corrosion causes insidious and pervasive effects on infrastructure, weapon systems, and equipment impacting materiel readiness and personal safety. The tremendous negative impact is manifested in reduced availability, deteriorating performance, and ever-increasing total ownership cost of warfighting systems and infrastructure.

Recognizing the severe operational and economic impacts of corrosion on military equipment and infrastructure, the President signed legislation to address this DoD-wide problem on December 2, 2002, by enacting Title 10 U.S.C. 2228, Section 1067 of the Bob Stump National Defense Authorization Act for Fiscal Year 2003, Public Law Number 107-314, establishing CPO within OUSD (A&S). CPO is responsible for overseeing and coordinating efforts throughout the DoD to prevent and mitigate corrosion of military equipment and infrastructure, and was directed by statute to develop and implement a long-term strategy to reduce corrosion and its effects. The long-term strategy requirements are:

- Expand emphasis within DoD on corrosion prevention and mitigation (to include infrastructure), uniform application of testing and certification requirements, and criteria for new corrosion prevention technologies throughout DoD;

- Implement focused and coordinated programs, including supporting databases, to ensure relevant corrosion prevention information is collected, reviewed, validated and distributed throughout DoD; and

- Establish a coordinated research and development program for prevention and mitigation of corrosion on new and existing systems and for transitioning new technologies to operational systems, including through the establishment of memoranda of agreement, joint funding agreements, public-private partnerships, university research and education centers, and other cooperative research agreements.

Further, the law defined additional authorities to the Director of CPO to include the development, update, and coordination of corrosion training with the Defense Acquisition University (DAU); participation in the process within the DoD for the development of relevant directives and instructions; and direct interaction with the corrosion prevention industry, trade associations, other Government corrosion prevention agencies, academic research and educational institutions, and scientific organizations engaged in corrosion prevention, including the National Academy of Sciences.

The core mission of CPO is the development, implementation, and oversight of efforts throughout the DoD aimed at the prevention and mitigation of corrosion and the impacts of corrosion to military equipment and infrastructure. CPO is responsible for addressing the needs and meeting the goals of the DoD Corrosion Prevention and Mitigation Program. CPO develops Corrosion Prevention and Control (CPC) strategies for the DoD, and oversees their implementation through the CPC Integrated Product Team (CPC IPT). This overarching CPC IPT implements strategies; determines objectives; and develops and executes plans, procedures, and roadmaps to reduce the overall impact of corrosion on DoD assets.

The mission of the CPC IPT is to provide strategic direction supporting the reduction of the impacts of corrosion within the DoD. Among its major functions are:

- Develop and recommend policy guidance on corrosion prevention and mitigation;

- Coordinate CPC activities among the Military Services;

- Administer a science and technology program to advance the state of the art in CPC areas;

- Ensure that CPC is fully considered throughout the life cycle of DoD assets;

- Provide guidance for improving maintenance and training in corrosion; and

- Serve as a resource for information on CPC methods and products.

1.2 BACKGROUND: The DoD Corrosion Prevention Technology and Innovation Symposium serves as an important activity in fulfilling CPO mission requirements defined by Title 10 U.S.C. 2228, and aligns with the goals and objectives of the DoD Corrosion Prevention and Mitigation Program. Its predecessor, the biennial Tri-Service Corrosion Conference, which first convened in 1967, had been organized and executed by the Military Departments on a rotational basis through 2003 and centered only on equipment.

In 2005, CPO assumed overall responsibility for the conference and significantly expanded the technical program and audience, focusing on both equipment and infrastructure by including science and engineering, maintenance, sustainment, and research and development communities. This broadened scope enables a holistic understanding of the impacts of corrosion on DoD equipment and infrastructure and an integrated approach to corrosion prevention and control strategies.

The DoD Corrosion Prevention Technology and Innovation Symposium is a critical event that fosters an effective and efficient collaborative environment to not only better understand the impact of corrosion on DoD equipment and infrastructure, but also jointly work toward practical prevention and control solutions. This significant CPO effort brings together a diverse spectrum of technical expertise and knowledge representing Government, industry, academia, and international corrosion partners.

Participants represent essentially every field related to corrosion prevention and control including basic and applied research; maintenance and sustainment; research and development; practitioners and manufacturers; and the DoD acquisition workforce. Through a series of technical programs and events, the conference proceedings are designed to stimulate collaboration and promote information sharing opportunities. Participants also have the opportunity to interact with respected leaders and recognized subject matter experts across the corrosion community worldwide. Groups of participants are integrated and engage on current and future challenges, initiatives, and capabilities; share unique perspectives, best practices, and lessons learned; and jointly work toward developing strategies for improved corrosion policy and practices. Additionally, the event incorporates keynote presentations; small working group discussions; educational workshops; hands-on training opportunities; technology and equipment demonstrations. The program serves as a viable mechanism for the DoD corrosion community to remain cognizant of present and emerging corrosion issues and discuss technology, process, and management solutions from a holistic perspective. Conference participation is unrestricted and conducted at the unclassified level. Historically, each conference attracts approximately 600 attendees across 75 unique Government, industry, and academic organizations. The conference includes participation from the international corrosion community.

This PWS consists of all requirements necessary to plan, market, and produce the biennial DoD Corrosion Prevention Technology and Innovation Symposium. The series of tasks described constitutes the initial period of work that is to be performed and replicated biennially thereafter if options are exercised.

1.3 OBJECTIVES:

The specific objective of this effort is to provide all the necessary support for the planning, marketing, production, and execution of the DoD Corrosion Prevention Technology and Innovation Symposium. Key outcomes are as follows:

- The opportunity for the entire DoD Corrosion Prevention and Control community including military, Government civilian, allied nation, security partner nations, industry, and academic personnel to share knowledge of current and future issues, initiatives, and capabilities in the area of corrosion control for DoD weapon systems, facilities, and infrastructure;

- Efficient knowledge and information exchange between maintainers, engineers, and scientists involved in the development and execution of new corrosion control technologies;

- Creation of a collaborative environment enabling Government and industry corrosion control practitioners to share knowledge, unique perspectives, and lessons learned;

- The opportunity for networking within the DoD Corrosion Prevention and Control community not normally available due to geographic assignments including interaction with international counterparts; and

- Professional development for members of the DoD Corrosion Prevention and Control Community through formal training, participation in technical symposia, and involvement in focused workshops

1.4 SCOPE:

The scope of this PWS encompasses all administrative and logistical event support and the technical program development to assist the Office of the Director, Corrosion Policy and Oversight in conducting the DoD Corrosion Prevention Technology and Innovation Symposium. These requirements comprehensively support the execution of the event and include all aspects of planning and coordination;

administrative and logistical support (to include any sub-contracting requirements); management and oversight (during both planning and actual event execution); and post-event activities and reporting. In addition to meeting planning and management, the contractor will be involved in the technical program development and required to have extensive contacts within the corrosion community, including international partners. The contractor is required to have relevant technical experience on corrosion topics across science and engineering, maintenance and sustainment, and research and development activities.

Given the technical nature of this event, the relevancy of the contractor technical outreach capacity and corrosion subject matter experience is of critical importance. These technical capabilities are of great benefit to the Government and enable the success of meaningful cross-functional information exchange, productive collaboration, and enhancing outreach and communication opportunities across the diverse national and international corrosion community. The contractor shall have established relationships within both the national and international corrosion control technical and industrial communities, such as are established by functionally oriented nonprofits, trade associations, or other organizations with broad membership and strong links in such communities. The contractor must be able to leverage member and committee structures and/or operations within those communities to inform conference agendas and proceedings, identify and arrange for speakers or panel members, and expand the initial contact populations of potential attendees.

1.5 PERIOD OF PERFORMANCE:

The period of performance shall be for one base period and two 24-month option periods. The Period of Performance (PoP) reads as follows:

Base Period: April 15, 2026 through September 30, 2026. (The target date for the 2026 conference is August 2026)

Option Period I: October 1, 2026 through September 30, 2028 Option Period II: October 1, 2028 through September 30, 2030

1.6 GENERAL INFORMATION

1.6.1 Contractor Project Management Plan (CPMP): The CPMP lays out the Contractor’s approach, timeline, and tools to be used in execution of the contract. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks, and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. Within the CPMP, the contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s Quality Control program is the means by which it assures itself that the work complies with the requirement of the contract. The initial baseline CPMP shall be provided at time of proposal submission, concurred upon and finalized within 10 business days after award, and updated as needed thereafter, but no less than annually.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this Contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays:

Recognized Federal holidays are identified by 5 U.S.C. §6103.

New Year’s Day Labor Day

Martin Luther King Jr. Day Columbus Day Presidents’ Day Veterans Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day

1.6.4 Hours of Operation: The contractor is responsible for conducting project management support, between the hours of 8:30 am to 5:00 pm Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Government recognizes that contractor personnel assigned to this project are in a matrix arrangement and thus the contractor is not required to provide uninterrupted staffing.

1.6.5 Place of Performance: The work will be performed at the contractor’s facility. Occasional site visits to potential event sites, contracted event sites, and military and commercial corrosion facilities will occur.

The Contractor shall keep in mind that the stability and continuity of the work force are essential when hiring and assigning personnel.

1.6.6 Type of Award: The government will award a No-Cost Contract.

1.6.7 Security Requirements: All tasks in support of this PWS shall be conducted at the UNCLASSIFIED level.

1.6.7.1 Physical Security: At the DoD Corrosion Prevention Technology and Innovation Symposium event site, the contractor shall be responsible for providing physical security during the entire duration of the event. The contractor shall be responsible for providing security of the registration area after-hours and when those spaces are not occupied by contractor personnel to ensure protection of personally identifiable information (PII) of all registered conference attendees.

1.6.7.2 Information Security: The contractor shall be responsible for safeguarding all PII of registered conference attendees making sure that PII is not shared with anyone beyond the contractor staff and staff members of CPO. Express written permission from each government attendee, via disclosure agreement, must be obtained before registration data can be shared with any party. Additionally, the contractor shall be responsible for safeguarding all recognition elements and publications scheduled for distribution at the event.

1.6.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.9 Personnel

1.6.9.1 Personnel Requirements and Qualifications: Contractor will provide personnel consistent with requirements from this PWS and the CPMP. The Offeror shall identify management personnel and provide resumes for each. The management personnel must have recent and relevant experience performing the stated tasks and shall have demonstrated experience in the areas identified in Part 5.

1.6.9.2 Key Personnel: The personnel listed below are considered essential to the work being performed hereunder. Prior to substituting, removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the Contracting Officer 15 working days in advance and shall submit a written request and justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract. The proposed substitution of personnel must meet or exceed the requirements stated below. No change in personnel shall be made by the contractor without the prior written consent of the Contracting Officer. In the event the proposed substitution of key personnel does not meet or exceed the requirements, the Government reserves the right to require continued performance of previously approved key personnel or to require substitution of acceptable replacements for the individuals specified below. The key personnel listed below may, with the consent of the contracting parties, be amended from time to time during the course of the Contract to either add or delete personnel as appropriate. At a minimum, management personnel should consist of at least one individual in each of the following categories (titles and qualifications listed below):

CATEGORY EXPERIENCE

PROJECT

MANAGER

Supervises multiple mid- to large-scale, complex conferences and meetings.

Consults with customers in order to determine objectives and requirements for events such as meetings, conferences, and conventions.

Integrates functional content into technical meeting construct.

Plans and develops programs, agendas, budgets, and services according to customer requirements.

Leads, oversees, and monitors event activities in order to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.

Minimum of 10 years of experience in conference support and planning, demonstrated experience in organizing and managing large (greater than 500 participants) conferences.

SENIOR

CONFERENCE

PLANNER

Responsible for execution of large, complex conferences.

Interacts with customer on conference support planning.

Coordinates services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.

Manages direct administrative details such as financial operations, dissemination of promotional materials, and responses to inquiries.

Inspects event facilities in order to ensure that they conform to customer requirements. Maintains records of event aspects, including financial details.

Conducts post-event evaluations in order to determine how future events could be improved.

Minimum of 8 years of experience in conference support and planning;

demonstrated experience with multiple large conferences.

CONFERENCE

SUPPORT

SPECIALIST

Responsible for general support of conferences as they occur.

Provides on-site coordination.

Arranges the availability of meeting rooms, audio-visual equipment, catering, signage, displays, registration, and other event needs.

Minimum of 5 years of experience in conference support; demonstrated experience with multiple large conferences.

The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 9:00 a.m. to 5:00 p.m., Monday through Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.10 Identification of Contractor Employees: All contract personnel attending meetings and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.11 Contractor Travel: Travel by the contractor will not be directly reimbursed by the Government.

Travel required by the contractor in direct support of the conference, just like labor, shall be covered by the conference proceedings. Work will be performed in contractor facilities and meeting spaces such as hotels and convention centers contracted for by the Contractor.

1.6.12 Data Rights: The Contractor agrees to assume responsibility for protecting the confidentiality of Government records, which is not considered public information. Each Contractor or employee of the Contractor to whom information may be made available or disclosed shall be notified in writing by the Contractor that such information may be disclosed only for purposes and to the extent authorized herein.

The Contractor shall not release any information related to this contract to the public, media or other unauthorized persons or organizations unless the government has conducted the appropriate security review and granted written approval (e.g. posting information to a public website).

The contractor will not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein will preclude the use of any data independently acquired by the contractor without such limitations or prohibit a contract at no cost to the Government between the contractor and the data owner which provides for greater rights to the contractor.

1.6.13 Organizational Conflict of Interest: Contractor and sub-contractor personnel performing work under this Contract may perform services which may create a current or subsequent Organizational Conflict of Interest (OCI) as defined in FAR Subpart 9.5. The contractor shall notify the CO immediately whenever it becomes aware that such access or participation may result in an actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may implement other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI. Completion of the OCI Form under Technical Exhibit 5 shall be required at time of proposal submission.

1.6.14 Accessibility Requirements: Any/all electronic and information technology (EIT) developed, procured, maintained or used through this effort, including but not limited to websites, must meet the applicable accessibility standards at 36 CFR 1194. 36 CFR 1194, which implements Section 508 of the Rehabilitation Act of 1973, as amended, and is viewable at http://www.section508.gov.

1.6.15 Data Collection and Report Generation: Typical information collected, compiled, reported, and maintained by the contractor during the course and scope of administering the DoD Corrosion Prevention Technology and Innovation Symposium includes, but is not limited to: names, mailing addresses, company or academic institution, position, registrant category, phone number, email addresses, demographic data, and financial data (for processing payment information for conference registration).

All of this information falls under PII guidelines. PII data collected shall be collected in accordance with DoD Instructions (DoDI 5400.11-R), as amended and up to date. At the conclusion of this contract or when terminated, all such data, except for demographic and financial data, shall be forwarded to the Government using PII-regulatory procedures. Any copies shall be destroyed when PII-protected records/documents are successfully transferred to Government. The Government point of contact is the COR. PII information shall be properly marked as PII and protected, stored, transmitted and destroyed as the Contractor would its trade secrets, business sensitive information, and PII. Contractor shall execute a non-disclosure agreement with all who have access to this data; and, shall not disclose this data for any purpose than that set forth in this contract. Therefore, it is not available for third-party access without the express consent of the Contracting Officer, OSD/USD(A&S)/CPO, or an auditor/investigator/inspector general of the United States or Department of Defense. However, should the contractor obtain permission during the registration process via a disclosure agreement, data can be shared with other parties.

Data management shall include all tasks related to the collection, distillation, manipulation, data entry (up-dates and maintenance), retrieval, access, use and transfer of the data itself.

Contractor shall serve as focal point for distribution and collection of DoD action calls related to the DoD Corrosion Prevention Technology and Innovation Symposium promulgating conference guidance as identified and provided by OSD/USD(A&S)/CPO. This may include items such as participation surveys and other technical papers and information distribution activities. Contractor shall ensure paperwork such as transcripts, technical papers, and conference surveys are completed and submitted to OSD/USD(A&S)/CPO, as required. The contractor shall respond to service specific and other conference-related data calls. Some data calls will be serviced via email, telephone, and/or in person as stated in the specific request. The OSD/USD(A&S)/CPO will determine format and method if none is noted in the content of the request. The contractor shall generate reports about the DoD Corrosion Prevention Technology and Innovation Symposium, its participants, and demographics, in formats to be determined by OSD/USD(A&S)/CPO and briefs on behalf of DoD service contacts. Report generation will be on-going throughout the duration of the performance period. The contractor will be required to enter DoD Corrosion Prevention Technology and Innovation Symposium participant and conference data into a program database system.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this Contract refers to the prime.

2.1.2 Contracting Officer. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 Contracting Officer's Representative (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations.

2.1.4 Defective Service. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 Deliverable. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6 DoD Corrosion Community: Military, Government civilian, allied nation, security partner nations, industry, support contractors, and academic personnel.

2.1.7 Key Personnel. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.8 Physical Security. Actions that prevent the loss or damage of property.

2.1.9 Quality Control. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.10 Recognition Elements. Awards in the form of a certificate and certificate holder, valued below $20.00 each.

2.1.11 Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12 Work Week. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

CO Contracting Officer COR Contracting Officer Representative

DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation IPR In-process Review Meeting OCI Organizational Conflict of Interest ODC Other Direct Costs PII Personally Identifiable Information POC Point of Contact PWS Performance Work Statement QC Quality Control QCP Quality Control Program

PART 3

GOVERNMENT FURNISHED SERVICES, EQUIPMENT, AND INFORMATION

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 SERVICES: The Government will provide the contractor with access to relevant Government facilities, reports, data, and key staff (consisting of the Government evaluators of technical papers) as required to perform the Tasks contained in this PWS. The Government will provide timely feedback and comments on contractor draft deliverables within five working days of receipt, to ensure final deliverables are received in a timely manner.

3.2 EQUIPMENT: The Government will not provide any Government Furnished Equipment (GFE) or Government Furnished Property (GFP) under this Contract.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 GENERAL: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this Contract that are not listed under Section 3 of this PWS.

In fulfillment of this effort, the Contractor will provide the deliverables identified in Technical Exhibit 2.

All deliverables will be submitted to the COR, unless otherwise agreed upon. Unless otherwise specified, the Government will have a maximum of five working days from the day the draft deliverable is received to review the document, provide comments back to the contractor, approve, and/or disapprove the deliverable(s). The contractor will have a maximum of five working days from the day comments are received to incorporate all changes and submit the final deliverable(s) to the Government. All days identified below are intended to be work days unless otherwise specified.

The format for individual deliverables will be determined through consultation between the COR and the contractor at the orientation briefing and identified in writing, then provided to the contracting office, COR, and the contractor. Products that reflect the contractor’s analysis and opinion may be in contractor format.

4.2 MATERIALS The Contractor shall provide all recognition elements, badging materials, signage and other materials necessary to meet the requirements under this PWS.

4.3 EQUIPMENT The Contractor shall provide computer workstations, printers, projectors, screens, lighting, audio/visual equipment and other equipment necessary to meet the requirement under this PWS.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 INITIAL WORK PLAN. Within 30 business days after the date of award, the contractor shall provide a work plan to the COR which will present detailed information regarding the specific contractor tasks that will be performed and how the tasks will be accomplished.

A quarterly review shall be conducted between the contractor representatives, technical representative, and COR. At the meeting, the program status shall be briefed by the contractor and identify any potential problems that may adversely impact the program cost and schedules.

5.2 BASIC TASKS. The contractor shall be directly responsible for ensuring the accuracy, timeliness, and completion of all tasks under this effort. Specifically, the contractor shall responsible for the following tasks:

- Assisting in the development of the Conference schedule

- Maintaining the Conference schedule

- Developing, storing, updating, and using Conference mailing lists

- Contracting with hotels/convention facilities/vendors for all Conference support requirements

- Providing a lodging block management system

- Contracting with vendors for the provision of food and beverage (see Section 5.5.3, Notional

Schedule of Events. Maximum meal costs are limited to the individual meal amount set by the GSA per diem for the event location.) through the duration of the conference

- Providing on-site security, fire, and medical services as required

- Developing and distributing all marketing and publicity

- Providing an electronic management system facilitating the technical content via an on-line process for submission, review, and approval of technical paper abstracts, manuscripts, and presentations, as well as final delivery of such content

- Providing and administering pre-event and on-site registration for attendees

- Providing information on Point of Contacts used to solicit attendees

- Functioning as on-site coordinator for all Conference activities

- Being financially responsible for all obligations, assessments, and fees for the Conference

- Developing a registration fee structure that incentivizes attendance from across the corrosion community

- Maintaining liability insurance and ensuring DoD is not held liable for acts or omissions by the contractor

- Providing a dedicated event website with appropriate Conference materials

- Providing a conference app for use on mobile devices

- Producing the Conference proceedings consisting of all technical papers, presentation and workshop materials in a uniform and professional format suitable for publication on a Government-sponsored website

- Collaboratively with the COR, identifying technical and professional issues and interest areas that are relevant to DoD corrosion of weapon systems, equipment, and facilities

- Collaboratively with the COR, develop technical session content

- Collaboratively with the COR, identify and arrange for technical session participants

- Leveraging other contractor related activities, to the extent appropriate and feasible, that potentially could benefit of the Conference and the DoD corrosion community

5.3 SPECIFIC TASKS. The contractor shall be directly responsible for ensuring the accuracy, timeliness and completion of all tasks under this effort. Specifically, the contractor will carry out the following tasks, as specified in the work plan provided in Section 5.1:

5.3.1 Within 30 days of award, the contractor shall provide a RFP to candidate venues for meeting space and lodging block requirements for the execution year/period.

5.3.2 Within 45 days of award, the contractor in shall conduct site evaluations from responsive offerors.

5.3.3 Within 75 days of award, the contractor shall sign a contract for conference venue and lodging requirements for the execution year/period.

5.3.4 The contractor will conduct the following meetings at the contractor’s site or via teleconference:

- Kick-off Planning Meeting

- In-process Review Meetings (quarterly)

- Provide Weekly Status Updates (starting 12 weeks prior to event)

- Event Review Meeting (1 month after event)

5.3.5 The contractor will conduct the following meetings no later than the stated timelines at the contracted meeting event site:

- Site Inspection and Site Review for lodging, food and beverage, and A/V determinations (5 months prior to event)

- Final Site Readiness Inspection Review Meeting (2 months prior to event)

5.3.6 Produce/Execute the DoD Corrosion Prevention Technology and Innovation Symposium.

5.4 ADMINISTRATIVE CONSIDERATIONS: The COR has the project direction and oversight for the DoD Corrosion Prevention Technology and Innovation Symposium. The contractor shall be responsive to the COR for completing the tasks and deliverables defined within this PWS.

The intent of the initial kick-off planning meeting is to facilitate the communication process between the Government and the contractor by introducing key task participants and explaining their roles, reviewing communication ground rules, and assuring a common understanding of subtask requirements and objectives.

The kick-off planning meeting will be held at a location and date and time mutually agreed upon by both parties. At the briefing, the contractor will outline the approach and schedule for the various subtasks as well as address the control and management mechanisms they will use to oversee their work. They will also identify key and supporting personnel that will be used to accomplish the subtasks. The briefing will result in mutual agreement as to the plans of action related to the various subtasks as well as agreement on personnel being assigned to the subtask(s).

5.5 OPERATIONS

5.5.1 Cost Recovery Concept

As this Contract is awarded on a no-cost basis, the contractor will recover all costs in the form of revenue from attendee registration and exhibitor and sponsorship and fees from the co-located exhibition, and/or other fees collected as payment for performance under the PWS. The total amount collected should approximately equal the direct costs the contractor must pay for goods and services, staff labor, overhead, and margin.

5.5.2 Scope and Technical Session Content

The overarching scope of the conference addresses DoD equipment readiness, which includes weapons systems, equipment, and DoD facilities and infrastructure issues that impact future corrosion strategy and policy within a fiscally constrained environment. Participants will engage on key challenges, share current and prospective approaches and initiatives, present best practices, and jointly develop strategies for efficient corrosion policy and practices.

Additionally, contents of the technical sessions may include such topics as those shown in the table below:

ACCELERATED AND OUTDOOR

EXPOSURE TESTING

CORROSION SENSORS TECHNICAL

SESSION

CORROSION FUNDAMENTALS

EDUCATION, TRAINING, & FLEET

SUPPORT

CORROSION INHIBITORS LESSONS LEARNED FROM THE FIELD

CORROSION MANAGEMENT

LIFE CYCLE AND SYSTEM

ENGINEERING MANAGEMENT

CORROSION MODELING

MATERIALS FOR FACILITIES AND

INFRASTRUCTURE

CORROSION MONITORING &

ASSESSMENT

PAINTS AND COATINGS

CORROSION POLICY

PROTECTIVE TREATMENTS AND

COATINGS FOR FACILITIES AND

INFRASTRUCTURE

CORROSION PREVENTION & CONTROL

STRATEGIES

STUDENT RESEARCH IN PROGRESS

CORROSION RESISTANT CERAMICS,

NON-METALS, AND COMPOSITES

SURFACE PREPARATION AND

PRETREATMENTS

CORROSION RESISTANT METALLIC

ALLOYS

TECHNOLOGY, TRANSITIONS, AND

EVALUATIONS

ACCELERATED AND OUTDOOR

EXPOSURE TESTING

CORROSION SENSORS TECHNICAL

SESSION

CORROSION FUNDAMENTALS

EDUCATION, TRAINING, AND FLEET

SUPPORT

5.5.3 NOTIONAL Schedule of Events (ALL TIMES are flexible and must be agreed upon by CPO and vendor NLT 12 months from event)

The general schedule of events (subject to change) is depicted in Technical Exhibit 3.

Please see Technical Exhibit 4 for notional conference space requirements. The pattern of the General Schedule follows (subject to change):

Sunday –

Registration open from 7:00 am to 2:00 pm Training Session from 8:00 am to 5:00 pm

Monday–

Registration open from 7:00 am to 7:00 pm Continental breakfast for attendees from 7:00 to 8:00 am Corrosion Forum from 8:00 am to 11:30 am (classroom seating for ~200, capacity of

300) Student Pre-Brief / Orientation from 10:30 to 11:00 am (classroom seating for ~ 40 students) Poster Installation from 11:00 am to 3:00 pm Posters initial judging between 5:00 and 7:00 pm Corrosion Control & Prevention Executive Plenary Session & Lunch from 12:00 noon to

1:30 pm Technical Session Paper Presentations from 1:30 to 3:00 pm (Maximum of 9 sessions running concurrently) Break (30 minutes) mid-afternoon Technical Session Paper Presentations from 3:30 to 5:00 pm (Maximum of 9 sessions running concurrently)

Tuesday–

Registration open from 7:00 am to 5:00 pm Continental breakfast for attendees from 7:00 to 8:00 am TCC Annual Review from 8:00 am to 5:30 pm Workshop from 8:00 to 11:30 am Technical Session Paper Presentations from 8:00 to 10:00 am…