Workshop logistics - SOW - IDIQ.docx

Scope and Statement of Work (SOW) for Indefinite-Delivery, Indefinite Quantity (IDIQ) Contract for Workshop Logistics

Scope:

The workshops and meetings are designed to address ways, opportunities and challenges in building robust innovation and technology ecosystems that span one or more critical and emerging technology areas and national/geo-strategic challenges, some of which are called out in the CHIPS and Science Act of 2022 as well as outreach activities, special events, and panel review meetings. These ecosystems may include entrepreneurship, workforce development and other pathways that may also incorporate partnerships among public, private and philanthropic entities.

Statement of Work:

Project Title: Workshop Logistics for the Directorate of Technology, Innovation, and Partnerships (TIP) Performance Period: Jan 01, 2025 – Dec 31, 2029 Base events: 5 workshops or meetings per year Total budget: up to $2.5M for 25 events per year

Vendor will handle workshop and meeting logistics (venue selection, registration, collecting funds from participants for offsetting event costs, travel arrangements for participants including visa support for potential foreign invitees, food and refreshments, accommodations, audio-visual support, presentations, event marketing, media interactions, setting up websites for event) with the following range of characteristics (for each event):

0. Participants: 20 to 500

0. Duration: 1 day to 4-day events

0. Mode: Physical, Virtual or Hybrid

The Contractor shall provide support for each workshop or meeting as requested. These tasks shall include, but are not limited to:

1. Ensuring attendance, participation and representation by TIP in national, state, and regional conferences throughout the year.

2. Coordinating with the NSF Contracting Officer’s Representative (COR) and IIP staff to plan, support and execute TIP meetings, events and outreach activities by:

a) Securing an appropriate facility and/or lodging for the event when required;

b) Developing and integrating the schedule, content, audio/visual, food/beverage and facility requirements;

c) Developing a budget and financial plan for the conferences including the effective utilization of the conference registration fees if required;

d) Subcontracting for all required services associated with the meetings and conference in consultation with the COR and NSF Contracting Officer (CO);

e) Promoting the attendance of potential third parties in collaboration with NSF if appropriate;

f) Assisting in the development of the conference program/agenda/website/invitations/follow-up;

g) Serving as the primary conference point of contact for hotel/travel vendors, attendees, speakers, and NSF program officers;

h) Developing and providing conference materials including an attendee package;

i) Collecting all final breakout summary reports/papers for delivery to NSF;

j) Providing financial management and reporting for the conference;

k) Developing and maintaining a database to track invitees and acceptances and to generate participant lists with name, institution, organization, country of origin, address, e-mail address, and phone number;

l) Providing all on-site logistics for conducting the conference; and

m) Providing a post-conference debriefing to the NSF COR.

3. Creating and maintaining conference websites, as required, that are compliant with web security protocol, Section 508, US Web Design standards and NSF web development policy and standards. The conference website shall:

a) Post conference information such as agenda, presentation materials, travel, lodging and logistics information, on-line meeting registration information, links to the meeting facility’s website to make hotel reservations, links to project and other relevant websites;

b) Provide an on-line registration system that includes the capability to specify special accommodation needs and for submission of presentation files, if required; and

c) Enable attendee feedback through conference survey forms that can be accessed and submitted electronically.

4. Provide support in preparing program information, promotional materials and other documentation for TIP program-specific events to include:

a) Writing and/or editing various materials, including, email marketing, social media content, letters of invitation, logistics information, meeting agendas, conference program booklets, briefing and background materials, speaker presentations, multi-media presentations, summary proceedings publications, speaker and vendor consulting agreements/contracts, progress and summary reports, meeting transcripts, workshop/conference brochures, project abstracts, event web pages, panel summary minutes, declination letters, and other materials;

b) Ensuring all conference/meeting materials produced under this contract meet or exceed Section 508 Standards, the IDEA Act and the Plain Language Act where appropriate to ensure equal access to Government information by Federal employees, the general public, and persons with disabilities;

c) Writing and/or editing post-conference publications, materials, and correspondence;

d) Supporting the creation and dissemination of post-conference surveys, compiling and tabulating evaluations, and when required, producing a summary analysis report to be submitted to the COR no later than 30 days following the conclusion of the conference.

The contractor shall submit all materials to the COR for approval prior to distribution, mailing, or publication.