Events Management & Related Technical Services

The National Institutes of Health (NIH), Office of Research Services (ORS), has a requirement for providing a broad range of events management services, operating and maintaining audiovisual and multimedia presentation systems, operating and maintaining the NIH television operating center, executing video productions services and providing video products. These services listed are in support of the mission and objectives of the twenty-seven NIH Institutes and Centers (IC) as the premier agents of world class bio-medical research funded by US Government.

These services are primarily performed in the ORS managed conference facilities, the television operation center, an editing suite and a small studio. Some ICs request services in off-site locations. The following is a listing of sub-services of each service category listed the first paragraph.

I. Events management services:
A) Scheduling use of facilities and event support resources based on ORS provided guidelines on a centralized electronic scheduling system provided by the Government; ensuring capturing of all information pertinent to the event such as room setup, security and parking, beverage and food requirements, applicable fees for services from the inception of the planning process to the conclusion of the event; and generating analysis reports of monthly utilization data and make recommendations of how to improve utilization of space and services.
B) Meet, greet and coordinate events consists of ensuring that the meeting planners and conferees at the specific facility/room find all the services and support as scheduled and feel welcomed and supported directly or indirectly throughout the event.
C) As a central visible and personal contact to the ORS conference services, a concierge desk is to be staffed and operated from 7:00 a.m. to 3:30 p.m. in the NIH Gateway Center directing visitors to the NIH event locations.
D) Providing housekeeping and labor support for all campus facilities and limited to setup and furniture maintenance in the off campus facilities. In addition to the duties normally considered housekeeping, the contract will include room setups according to meeting planner requirement; turning the large auditorium from open mode to four independent rooms, which consists of removing/installing theater seats and platforms (2 to 4 times a year to be performed by riggers or trained contractor staff); providing fresh ice water for each meeting; and performing simple repairs on conference tables, chairs and carts.
II Operating and maintaining audiovisual and multimedia presentation systems:
A) Operating audiovisual and multimedia presentation equipment and systems to accommodate panel discussions, voice reinforcement, video and audio recording and playback, narrow and broadcasting to sites within and outside NIH, computer and video projections; testing and operating computer controlled lighting systems, front and rear projection equipment;
B) Monitoring equipment and systems before and while events are in progress, performing preventive maintenance of equipment and systems; testing and calibrating equipment systems; and ensuring proper setup and configuration of presentations on DOS PC and McIntosh computers and connectivity both LAN and wireless.
C) Maintaining usage logs on equipment to aid in assessing replacement parts or total replacement; and conducting market surveys to replace and upgrade equipment and systems in order to incorporate new audiovisual and multimedia technologies.
D) Providing customer service by instructing speakers and event coordinators in the use of audiovisual and environmental functions and control panels.
III Operating and maintaining the NIH television operating center:
A) Operating and maintaining distribution and recording systems and equipment to ensure electronic distribution of voice, video and data products (both analog and digital) via video teleconferencing bridge, webcasting, fiber, and satellite uplink/downlink.
B) Ensuring distribution paths are clean and properly setup meeting broadcast standards at all times.
C) Providing production and engineering support at NIH facilities and non-NIH locations and coordinating production of master tapes and duplication.
IV Executing video productions and providing video products:
A) Performing required production services, both in studio and on location (wherever the client needs are, of informational documentaries, research and surgical procedures, location videotaping of conference, lectures, round table discussion, live events, video news releases, public service announcements, and training tapes).
B) Conducting pre-production planning, research, and scripting. Producing and directing all aspects of production, such as storyboarding, graphics, animation, casting of actors and narrators, recording voice over formats in Beta SP, DIGI Beta, DVCAM, DVCPRO, HD, etc.
C) Providing a video services coordinator to assist the Government video staff in scheduling in-house and contractor resources.
V. Manage IC-Owned Conference Facilities
1. Managing IC-owned conference facilities will depend on specific IC requirements. The contractor shall provide a separate proposal based on the selected requirements and the workload; i.e. number of rooms and events. The current requirement is to directly support NIAID Federal and contracted staff as a member of the NIAID conference services team to manage the use of the twenty-six (26) NIAID meeting/ event rooms located in 6610 & 6700B Rockledge Dr and 10401 Fernwood Rd in Bethesda, MD.
The Government will provide adequate office and storage space for the contractor's onsite staff and functions.

The period of performance of this contract shall be for one year, with options renewable for four (4) additional one (1) year periods. This procurement is 100% set-aside for small business. The North American Industry Classification System (NAICS) for this requirement is 561210 with a size standard of $35.5 million. The Government anticipates award of a fixed-price, requirements type contract. Solicitation NIHOD2010243 will be made available on or about October 22, 2010 and will be posted to the Federal Business Opportunities website, http://www.fedbizopps.gov. All future information concerning this acquisition, including the solicitation for download and any amendments to the solicitation, will be distributed solely through this website. Interested parties are responsible for monitoring this site to ensure they have the most up-to-date information concerning this acquisition. Requests for copies of the solicitation via e-mail or facsimile will not be honored. Any requests for hard copies of the solicitation will not be honored.