National Dialogue on Workplace Flexibilty

Added: Aug 09, 2010 6:41 pm Modified: Aug 25, 2010 2:03 pmTrack Changes PERFORMANCE WORK STATEMENT (PWS)

Department of Labor (DOL), Womens Bureau (WB)

San Francisco Region

Event Planner

for

Womens Bureau National Dialogue on Workplace Flexibility

As of 09AUG 2010



1.0 Background

The mission of the U.S. Department of Labor (DOL) Womens Bureau (WB) is to develop policies and standards and conduct inquiries to safeguard the interests of working women; to advocate for their equality and economic security for themselves and their families; and to promote quality work environments. The Womens Bureau has been meeting this mandate by identifying the issues working women care about most and vigorously pioneering research and programs to address them. Secretary of Labor Solis vision for FY 2010 and beyond is good jobs for everyone, which includes the strategic goals for assuring fair and high quality work-life environments.



The Womens Bureaus charter is to develop national policy, provide technical assistance, and conduct outreach that promotes the adoption and implementation of policies/strategies to improve employment outcomes for wage-earning women of all ethnic groups. The Womens Bureau formulates standards and policies that promote the welfare of wage-earning women, improve their working conditions, increase their efficiency, and advance their opportunities for profitable employment.



DOL WB is responsible for fostering and maintaining local and community partnerships and conducting outreach and education. DOL WB is made up of a National Office and ten (10) Regional Offices across the country. Conducting Forums with stakeholders is a critical step in expanding and sharing employment policy and effective workplace flexibility practices. Through research and policy development, WB supports the creation and expansion of flexible workplace options and meaningful employment that promote flexible workplace policies and programs.



2.0 Purpose and Intent:



The DOL WB plans to issue a Firm Fixed Priced contract type, for an Event Planner for the purpose of conducting a Workplace Flexibility Event in Los Angeles, California, under the title of The Womens Bureaus National Dialogue on Workplace Flexibility (NDOWF). The Los Angeles forum, hereafter referred to as the NDOWF. Participation in NDOWF shall be by invitation only. The event will include diverse participants (age, gender, ethnicity and socio-economic status). A minimum audience of 300 attendees is anticipated, the audience shall be composed of:



Federal, State and local government agencies

Work-life advocates

Women and girls advocacy groups



ADD THE FOLLOWING GROUPS:

Educational and training institutions

Unions

Private employers and their employees

Academia





3.0 Scope of Work:



3.1 The Contractor shall provide qualified personnel in event planning, marketing, promoting, and logistical support to assist in the implementation of the NDOWF. The contractor shall provide all facilities, equipment and materials for a half (1/2) day forum/town hall meeting and utilize a template provided by the Womens Bureau from the initial NDOWF held in Dallas during the fall of 2010. The timeframe for the Los Angeles NDOWF will be sometime from 15 January 2011 to 28 February 2011.



3.1.1 The contractor shall provide event facility and serve as the liaison with the event

facility. The facility shall accommodate up to 400 attendees; shall include a stage, lighting & sound system; a registration area with a minimum of two (2) skirted tables and staff for registration process; a reception area; a VIP holding area; six (6) additional rooms to accommodate up to 50 attendees in six (6) break out sessions.



3.1.2 The contractor shall respond to requests for reasonable accommodations, and

accessibility requirements, to include: sign language interpreting and Communication Access Real-time Translation Services (CART), and other disability related support/accommodations.



3.1.3 The contractor shall provide and maintain a web site for on line registration (with

two [2] confirmation notices), and the capability for submission of written comments from those unable to participate in person, and to conduct follow up/outreach. IT support to include audio, video, live web streaming; and all associated equipments for the plenary forum and one (1) break out sessions. This will include web streaming the main session and one break-out session and audio/video of the remaining five sessions



3.1.3.1 The contractor shall construct an electronic registration form to be based upon a template created for the initial NDOWF held in Dallas in the fall of 2010.



3.1.4 The contractor shall provide all printed materials and assemblage to include DOL

WB Logo. All print materials should be based on a template provided by the Womens Bureau from the initial NDOWF held in Dallas in the fall of 2010. Printed materials and the issuance of printed materials, to include programs (400), brochures (400), banners (2), name tags (400); Thank You notes (400); provide and position directional and informational signage (12). Prepare and issue of 400 printed and electronic invitations to assure a minimum of 300 attendees. Telephone follow up as needed to ensure a minimum of 300 attendees. Sample material to be provided as GFI at the kick off meeting.



3.2 Upon contract award, the Contractor shall meet with the assigned Contracting Officer, the Contracting Officers Technical Representative (COTR) and other Womens Bureau (WB) staff for a kick-off meeting, to solidify the proposed Event Management Plan



3.3 All efforts made in support of this requirement must be in strict compliance with all pertinent regulations and federal laws and guidelines. All methods of communications and promotions must be fully and completely accessible in compliance with Section 508 of the Rehabilitation Act (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998, see http://www.section508.gov/.



4.0 Requirements:



4.1 The Contractor shall provide qualified personnel in event planning, marketing, promoting, and logistical support to assist in the implementation of one (1), one half (1/2) day forum/town hall meeting to be held in Los Angeles, California, and based upon the template from the initial NDOWF held in Dallas during the fall of 2010. The contractor shall provide all facilities, equipment and materials to conduct one (1) one half (1/2) day forum/town hall meeting in Los Angeles, California, and to solidify the date, during the time frame of 15 January to 28 February 2011, as follows:



Location Proposed Venue Date Time

Los Angeles, CA JAN/FEB 2011 08:30 12:00



4.1.1 The Contractor shall prepare/provide a detailed Event Management Plan that follows the initial NDOWF held in Dallas in the fall of 2010. The plan shall expand the general outline presented in this PWS, specifically including the following elements:

List processes and the technical approach to the project task

Marketing/Promotion Plan; Establish and coordinate all logistical aspects, e.g. site selection, marketing, promotions and methodology to assure a minimum of 300 attendees.

Coordinate media and press requirements/relations with the DOL Office of Public Affairs Representative

Promotion avenues; content for emails, web and news releases and indirect correspondence with participants.

Provide electronic registration pre and post via internet, fax, mail, email, and website

Provide a timeline and milestone chart for accomplishment of the project tasks and deliverables

Provide a performance plan, including a list and description of the credentials, skills, skill levels and roles of all key personnel with resumes for key personnel

Provide all logistical support at the forum session and break out sessions

Facility costs shall include, at a minimum, all IT requirements in sufficient quantities to support the plenary forum and six (6) break out sessions:

o Mini DV Camcorder

o Tape Mini dv 60 Min

o Table Top Mic & Stand

o Microphone Table Stand (Black)

o Wired Handheld Microphone

o 12 Channel Mixer

o Powered Speaker Package

o Projector Stand Drape

o Tripod Speaker Stand

o 12" 2-Way Powered Speaker

o Recording equipment

Facility costs shall include all labor costs to set up and strike

Provide professional note takers (6) for each break out session.

Provide Program material & information packets (400); Printed materials and the issuance of printed materials; brochures (400), banners (2), name tags (400); Thank You notes (400).

Provide and position directional and informational signage (12).

Provide required audio visual equipment required but not covered in Facility costs

Provide Web Streaming for the main NDOWF main session and one break-out session and audio/video of the remaining five sessions

Establish a promotional and marketing content, including stories, articles for the project.

Provide stage set up to include banners (2) and Flags (Flags to be provided as GFM).

Provide and position directional and informational signage (12)

Provide shipping of materials

Provide sign language interpreting services

Provide CART services

Provide all handicap accessibility requirements

A discussion of contents and deliverables

Discuss facility parking and public transportation availability





4.1.2 The contractor shall provide the event facility, and serve as the liaison with the event facility. The facility shall accommodate up to 400 attendees; have the availability of parking and/or be close to public transportation; shall include a stage/platform, lighting & sound system; a registration area with a minimum of two (2) skirted tables; a VIP holding area; a reception area; the facility shall provide additional rooms to accommodate up to 50 attendees in six (6) break out sessions and



4.1.2.1 The contractor shall provide a skilled note taker at each of the

six (6) break out sessions. Contractor personnel shall coordinate format and guidelines with the WB representative at the kick off meeting.



4.1.2.2 The contractor shall provide personnel for the event registration table.



4.1.3 The contractor shall satisfy requests for reasonable accommodations, and accessibility

requirements, to include: sign language interpreting and Communication Access Real-time Translation Services (CART), and other disability related support/accommodations.



4.1.4 The contractor shall promote the event in conjunction with DOL Office of Public

Affairs (OPA).



4.1.5 The contractor shall provide and maintain a web site for on line registration (with two

(2) confirmation notices), and the capability for submission of written comments from those unable to participate in person, and to conduct follow up/outreach.



4.1.5.1 The registration form shall address specific areas of necessary research data, in order to best divide attendees into breakout sessions. Contractor personnel shall coordinate on line registration format and coding guidelines with the WB representative at the kick off meeting. A data drop of all electronic registration data shall be provided to the COTR, in EXCEL format, no later than five (5) working days after the forum.



4.1.5.2 The contractor shall provide Information Technology (IT) support to include on line registration, audio, video, web streaming, and all associated equipments for the plenary forum, and one (1) break out session to be taped and web streamed.



4.1.6 The contractor shall provide printed materials, based on a template from the initial NDOWF held in Dallas during the fall of 2010, and shall provide assemblage and issuance of printed materials, to include: programs (400), brochures (400), banners (2), name tags (400); Thank You notes (400); provide and position directional and informational signage (12). Prepare and issue of 400 printed and electronic invitations to assure a minimum of 300 attendees. 400 invitations, 400 programs; 400 brochures; 2 banners, 400 name tags; provide and position directional and informational signage, 12 each.



4.1.6.1 The contractor shall apply DOL WBs logo to all documents produced.

WB will provide the contractor with self sticking logo labels and the WB Logo on CD as Government Furnished Material (GFM).



4.1.6.2 All deliverables shall be designed and developed in electronic media version

and hard copy format; shall be delivered in completed pdf or other standard format application for application on or printed from/to a website. The master disk of, all deliverables, shall be delivered, to the COTR, 12 months after contract award.



4.1.6.3 software to the COTR at the completion of the contract.



4.1.7 The contractor shall issue invitations to a minimum of 400 participants for the event

to include diverse stakeholders and customers. The list of stakeholders and customers will be provided as GFI. The event shall be on an invitation only basis. Invitations shall be in accordance with the sample format provided by the COTR. Telephone follow up as needed to ensure a minimum of 300 attendees.



4.1.8 The contractor shall record and transcribe, in real time, each session, providing

original recordings, in a Forum Report to the COTR, within 15 days of Forum completion. Forum Reports shall be provided in accordance with the sample format provided by the COTR as GFI.



4.1.9 The contractor shall submit a Draft Forum Report to the COTR within five (5) business days. The draft report shall include transcripts of the general and breakout sessions. Upon COTR review/recommendations, the contractor shall incorporate comments and submit a Final Forum Report within five (5) business days.



4.5 The contractor shall provide weekly progress reports to the COTR. The brief

reports shall summarize progress on each task, timeline status, anticipated problems and resolutions, and future activities.



4.6 All deliverables shall be designed and developed in electronic media version and hard copy format; shall be delivered in completed pdf or other standard format application for application on or printed from/to a website. The master disk of, all deliverables, shall be delivered, to the COTR, 12 months after contract award.





5.0 General Information The Contractor shall notify the Government, within ten (10) days, of any actual or potential situations delaying or threatening to delay the timely performance of this Agreement.



5.1 Recognized Holidays: The contractor is not required to perform services on holidays.

New Years Day Labor Day

Martin Luther King Jr.s Birthday Columbus Day

Presidents Day Veterans Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day



5.2 Place of Performance: The work to be performed under this contract will be performed at the Contractors facility.



5.3 Type of Contract: The government plans to award a Firm Fixed Price (FFP) contract type. All vendors must be registered in CCR (ccr.gov) before award of contract.



5.4 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 (COTR), 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.



5.5 Invoice Payments: The contractor shall submit all invoices to Department of Labor

Womens Bureau, U. S. Department of Labor, 90 7th Street, Suite 2-650, San Francisco, CA 94103. The invoices be on letterhead and shall include a current date, the name and address of the contractor, the employer identification number, the contract number, a description of the services rendered, and a signed or electronic signature. Payment will made upon completion of deliverables as negotiated.



5.6 Contracting Officer Technical Representative (COTR): The (COTR) will be identified by separate letter. The COTR monitors all technical aspects of the contract and assists in contract administration The COTR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COTR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COTR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COTR is not authorized to change any of the terms and conditions of the resulting order.



6.0 Period of Performance: The period of performance shall be September 1 April 30, 2011.



7.0. Contractor-Furnished Personnel:



Except for those items or services specifically stated as government furnished (GF), the Contractor shall furnish everything needed to perform this contract according to all of its terms. The Contractor shall designate persons as key personnel essential for the successful completion of all work assigned under this contract. The Contractor will provide resumes and describe the role associated with each person so designated.



Prior to directing any of the key personnel to other projects, the Contractor shall provide advance notification of at least ten (10) calendar days to the Contracting Officers Technical Representative (COTR) and submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the project. No change shall be made by the Contractor without the written consent of the COTR and the Contracting Officer.



7.1 Contractor Travel The Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government approval/authorization by the Contracting Officer, and notification to the COTR.



7.2 Other Direct Costs This category includes travel, supplies, reproduction, and shipping expenses. Provide sub-contractor proposals and other direct costs estimates on kinds and quantities, for evaluation.



7.4 Past Performance: The contractor shall submit past performance data.



8.0 Data Rights : The Government retains all data rights. The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.



9. Government Furnished:



9.1 Government Furnished Information:

Para. 3.1.5 & 4.1.6 Sample Formats to be provided as GFI at the kick off meeting for the

Programs; brochures; banners; name tags; Thank You Notes; signage and

electronic invitations.

Para 3.1 & Templates from the initial NDOWF held in Dallas in the fall of 2010.

Para. 4.1.7 List of stakeholders and customers

Para. 4.1.7 Sample Format for Invitations

Para. 4.1.8 Sample Format for Forum Report

Para. 4.5 Sample Format Weekly Progress Report

9.2 Government Furnished Material:

Para. 4.1.6.1 DOL WB Logo, both in hard copy and on CD.

Para. 4.1.1 Flags X2 from the Cognizant Regional Office

9.3 Government Furnished Equipment: n/a

9.4 Government Furnished Facilities: unavailable





10. Deliverables:

TECHNICAL EXHIBIT 1

DELIVERABLES SCHEDULE



PWS

PARAGRAPH(s) DELIVERABLE DESCRIPTION DELIVERY REQUIRED



Para 3.2 Kick-off Meeting - Review Management Plan & Timelines, meet key personnel & solidify milestones. Within 10 days of contract award

Para 4.1.1 Event Management Plan (hard copy and CD) Include in initial proposal

Para 4.1.5 Web Site for on line registration. 15 days after contract award

Para 4.1.5.1 Invitations and Registration Form (hard copy & CD) 15 days after contract award

Para 4.1.5.1 Data drop of all Electronic Registration Data on Attendees in Excel Format A data drop of all electronic registration data shall be provided to the COTR, in EXCEL format, no later than five (5) working days after the forum.



Para 4.1.6 Invitations, 400 each;

Programs 400 each;

Brochures 400 each;

Banners, 2 each;

Name tags, 400 each; Directional and informational signage, 12 each.

30 days after contract award

Para 4.1.6.2 Electronic media version and hard copy for all printed materials: Invitations: Programs; Brochures;

Banners; Name tags; Directional and informational signage.

30 days after contract award

Para 4.1. Forum Reports (recordings; videos; transcriptions) NLT five (5)days after Forum completion

Para 4.1.8 Real time, recording and transcriptions

NLT five (5)days after Forum completion

Para 4.1.9 Real time, recording and transcriptions

Draft/Final Forum Report Draft to be Submitted to COTR NLT five (5) business days after the event. Review/comments by COTR to be Finalized NLT 5 calendar days from receipt of comments.

Para 4.5

Weekly Progress Reports

Due on Monday of each week throughout the period of performance.



Para 4.6 Data drop of all Electronic Data A data drop of all electronic data shall be provided to the COTR, no later than five (5) working days after the forum.







11.0 General Deliverable Acceptance Criteria:

General quality measures, as set forth below, will be applied to each work product received from the Offeror under this contract.

Accuracy Work Products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

Clarity Work Products shall be clear and concise. Any / all diagrams and graphics shall be easy to understand and be relevant to the supporting narrative.

Timeliness Work Products shall be submitted on or before the due date specified in this PWS or in accordance with a scheduled date determined by the Government for deliverables not yet identified in this PWS.

All deliverables shall be designed and developed in electronic media version and hard copy format; shall be delivered in completed pdf or other standard format application for application on or printed from/to a website. The master disk of, all deliverables, shall be delivered, to the COTR, 12 months after contract award.



12.0 Communications:

The Contracting Officers Technical Representative (COTR) as single Point of Contact will be designated at the time of award. Due to geographical locations, there may be Alternate COTRs assigned to this effort. When information on contract performance status is needed, contracting officer and/or COTR may require contractors to submit additional performance-related reports



13. Staffing: All services under this contract are to be performed by competent personnel experienced and highly qualified to perform under this contract and in accordance with best practices.



14.0 Proposal Submission

Proposal Instructions:

Section 1 Management Plan

Section 2 Resumes of key personnel

Section 3 - Price / Cost Proposal

- NOTE(s): The Price/Cost proposal shall be provided in the format provided below.

- Provide sub-contractor proposals and other direct costs estimates on kinds and quantities for evaluation.



Labor Labor Category QTY Hours Total Task









Sub-Total

Other Direct Costs:







Sub-Total









Total Price



THIS CONTRACT SHOULD NOT EXCEED $60,000.00 IN TOTAL. ANY BIDS RECEIVED IN EXCESS WILL BE EXCLUDED FROM FURTHER CONSIDERATION.