SOLICITATION NOTICE
R -- R--Defense Contracting Command - Washington has a Request for Quotation to provide Conference Facilities and Facilitator(s).
- Notice Date
- 12/10/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- Defense Contracting Command-Washington(DCC-W), ATTN: Policy and Compliance, 5200 Army Pentagon, Room 1D245, Washington, DC 20310-5200
- ZIP Code
- 20310-5200
- Solicitation Number
- HQ0048-3274-0017
- Response Due
- 12/17/2003
- Archive Date
- 2/15/2004
- Point of Contact
- Linda Jackson, 703-697-7911
- E-Mail Address
-
Email your questions to Defense Contracting Command-Washington(DCC-W)
(Linda.Jackson@hqda.army.mil)
- Small Business Set-Aside
- N/A
- Description
- NA STATEMENT OF WORK -DEPARTMENT OF DEFENSE,PERSONNEL ACCOUNTING CONFERENCE, II PERIOD OF PERFORMANCE - May 18-20, 2004 SCOPE This Statement of Work describes the administrative, logistic, and technical support service the Defense Prisoner of War/Missing Personnel Office (DPMO) requires for facilitating and administering the Department of Defense (DoD) Personnel Accounting (PA) C onference, to include support for conducting workshops and discussions on personnel accounting matters and the roles of various government agencies in personnel accounting. BACKGROUND DPMO is overall responsible for personnel accounting in the Office of the Secretary of Defense. Included in DPMO??????s responsibilities is the requirement to formulate personnel accounting policy and provide policy oversight. In January 2003, DPMO?????? s Personnel Accounting Policy (PAP) directorate hosted an interagency worldwide DoD conference to bring together key personnel to discuss important issues regarding personnel accounting. DPMO intends to continue to convene the personnel accounting conferences every 12-18 months beginning in 2004, and plans to enlist contractor support to administer and assist in facilitating the forum. DPMO will chair the conference and maintain final app roval over all agenda issues, products, events and conference participation. Participation in the personnel accounting conferences will include senior DoD and interagency leaders, military and civilian representatives from the DoD personnel accounting community, members of POW/MIA family organizations and veterans service organizat ions. Contractor support is required to perform the tasks identified below for the annual DoD personnel accounting conferences. The contractor shall provide information systems and technical services, administrative support and other assistance as assign ed. REQUIREMENTS 1. General: Contractor shall prepare for and assist in facilitating the annual DoD Personnel Accounting Conference scheduled for May 18-20, 2004 at a location within the Washington, D.C. metro area. The conference shall consist of briefings, discussio ns, and interactive dialogue among U.S. Government officials and personnel, and members of civilian organizations involved in various aspects of personnel accounting. DPMO??????s intent is to continue defining the way for future personnel accounting; coor dinate key near term issues facing us with members of the accounting community; exchange ideas within the community and identify and discuss policy-level issues pertaining to personnel accounting. 2. Duration: The conferences shall last for 2 1/2 days. It shall begin on a Tuesday and end Thursday afternoon. The period of performance will be from date of award until June 30, 2004. 3. Event Security Classification Levels: a. Classification of Plenary conference sessions will be UNCLASSIFIED. Work group sessions may be classified as high as SECRET. b. The contractor shall coordinate with DPMO conference planners to determine the need for classified facilities, and as necessary: 1) Schedule the conference where SECRET-level discussions may occur; or 2) If the leased facility does not allow for classified discussions, schedule the conference near another facility capable of convening SECRET-level workgroup discussions (e.g., within walking distance of DPMO). 4. Concept: Day 1: (Agenda To-be-determined (TBD)) a. Day 1 (Tuesday): Day 1 will extend from approximately 9:00 a.m. - 5:00 p.m. 1) Morning plenary sessions 2) Afternoon workshops 3) VIP luncheon and executive workshop for all participants in the grade of GS-15/O-6 and higher and invited guests. This luncheon (held only on Day 1) will be a catered sit-down luncheon in a private location within the conference facility. (Luncheon wi ll be an optional/for-fee cost) 4) Lunch for the remaining attendees will be at their own discretion 5) Close with an evening No-Host Social b. Day 2 (Wednes day): Day 2 will extend from approximately 9:00 a.m. ?????? 5:00 p.m. 1) Workshops only 2) Lunch for all conference attendees (including VIPs) will be at their own discretion c. Day 3 (Thursday): The conference shall end not later than 1:00 p.m. 1) Conference back-briefs 2) Closing remarks 5. Contractor Responsibilities: a. Conference Facilitation. 1) Contractor shall provide sufficient personnel who, in coordination with government facilitators, will provide administrative and technical support for all panels, presentations, workshops and events associated with the conference. 2) Contractor shall provide personnel with proficient level of skill to generate PowerPoint slides from conference proceedings. b. Conference Facility. Contractor shall provide conference facilities for evaluation purposes of award in their offers, and after award will coordinate the final selection of conference facility with the DPMO representative. DPMO reserves final selectio n of facility. Minimum requirements include: 1) Main conference room for plenary discussion sessions: a) Capacity to hold up to 200 participants b) Dual projection capability c) One (1) overhead projector d) One (1) laptop computer for a note-taker/recorder e) Seating chart set outside main conference room entrance f) Assigned VIP seating (flag officers and civilian equivalents) g) Overall seating design will be ??????classroom?????? style using tables or desk-type seats. h) All discussions in main conference room, including panel discussions, will be UNCLASSIFIED. 2) Workshop rooms. (Days 1 (afternoon only) and 2 (all day)) a) Four rooms capable of holding 50 participants each b) Desk/table seating in classroom style. c) Discussions in workshops may vary in classification and can be as high as SECRET. d) Audiovisual equipment (for each workshop room): (1) One (1) overhead projector (2) Two laptop computers (one for projector presentations and one for a note taker/recorder) 3) Headquarters/administration/operations center room. a) Located in the vicinity of the main conference room. b) Center must have telephone, fax and copy machine, color and black and white printers and computer with Internet connectivity. c) Contractor will provide one person to staff the room from 7:00 a.m. to the end of daily activities for the duration of the conference. 4) VIP Lounge a) For flag officers/civilian equivalents. b) Lounge must have e-mail connectivity, fax and telephone 5) VIP Catered luncheon room (Day 1 only) a) Contractor will coordinate VIP luncheon menu and details with DPMO representative for 40 attendees 6) No-Host Social room (Day 1 only) a) Contractor will coordinate No-Host Evening Social menu and details with DPMO representative for 100 attendees 7) Secure approximately 10-15 no-fee parking spaces on site for use during conference. 8) If the leased conference facility does not support the Secret-level security classification, the contractor shall ensure that an alternate site, within walking distance of the main conference facility, is available and can accommodate briefings and dis cussions up to SECRET throughout the duration of the conference. c. Presentations: 1) At six months prior to the conference, assist DPMO in contacting proposed speakers/presenters via written invitation 2) Solicit speakers?????? biographies and coordinate presentations 3) Arrange for receipt of electronic versions of speakers?????? presentations prior to the conference 4) Produce and mail 250 CDs of Summary of Presentations 5) Prepare all read-ahead and DPMO-approved background materials such as agenda, biographies, maps, facility information, slides and general conference information for inclusion in the conference book 6) Collate/label materials for conference take-away books 7) Ensure adequate audiovisual equipment is present and operating during presentations (see 5b for re quirements) d. Conference Registration: Design and maintain a conference registration web site. After DPMO coordination and approval, the contractor shall: 1) Solicit and collect required fees for those who register to determine participation at the evening No-Host Social, the VIP Luncheon and refreshments/snacks. This is not a reimbursable expense for attendees who are not in travel status. 2) At six months prior to the conference, send initial notification to all invitees (via postcard) of the scheduled conference. Invitees include all participants from the 2003 DoD Personnel Accounting Conference and any other parties DPMO identifies as h aving an interest in personnel accounting issues. In total, approximately 200-250 invitees. 3) At five months prior to the conference, notify all invitees of date, location, purpose, classification of conference, and a notice to watch for the upcoming contractor??????s on-line registration web site. 4) At three months prior to the conference, set up unclassified web site containing: welcome letter; logistics information such as date, time, place; (level of) classification information; draft agenda; registration instructions and information; instruct ions on where to send security clearances; fee information; packet with facility layout and site map, hotel, dining, Metro information, and any other information DPMO finds appropriate. Web site will also contain a request for permission (yes/no response) to include attendees?????? registration/contact information in a consolidated printout for conference distribution. a) Contractor shall design a graphic image/poster to be incorporated into the conference website and used for other conference products such nametags, posters and covers for conference books. Contractor will submit the image to DPMO in both electronic (s oft copy) and hardcopy. (See Deliverables # 5) b) Scaled down version of image will be designed for use on conference nametags. 5) Establish and staff conference registration and information desk at conference site from 0700 until the 30 minutes after formal proceedings throughout the conference. The registration/information desk will remain open during all conference sessions. 6) Distribute conference books to participants at first day check-in. 7) Provide DPMO with database of all conference participants, along with information on attendees who register for the VIP Luncheon and the No-Host Social. 8) Provide DPMO registration progress reports upon request. e. Milestone Report: 1) Develop a timeline and milestone criteria to include critical events that must be accomplished by key dates. Submit to DPMO not later than 30 days after award of contract. 2) Present milestone In Progress Review (IPRs) at five months, three months, one month, two weeks, and one week prior to the conference. f. Conference Book: 1) Produce approximately 250 conference books (with poster covers) that contain, at a minimum: a) Welcome letter b) Agenda c) Papers/Presentations d) Biographies e) Facility layout and site map, hotel/dining/metro information f) Regional/Conflict/Information papers g) Critique sheet(s) h) Any other information DPMO elects to include in the book 2) Provide a written and an electronic copy of all information contained in the conference book to DPMO. 3) Coordinate with the government and appropriate parties on additional information for the book g. Printed materials: Name tags, VIP tent/seating cards and conference charts/signs 1) Produce nametags for all participants and speakers with proper rank/grade, first and last name, person??????s title and organization 2) Nametags must clearly designate the highest security classification the individual possesses for easy identification during classified briefings 3) Produce tent cards for designated VIPs for seating at sessions and luncheon 4) Produce signs for identification of rooms and events 5) Produce seating charts h. Security: 1) Control all classified materials in accordance with U.S. Government regulations in GSA approved containers. 2) Secure all classified materials at the close of each conference day. 3) Monitor and control access to conference briefings, discussions, meetings, etc. to ensure only cleared personnel enter areas where classified discussions are taking place. 4) Inspect conference locations at the end of each day??????s activities to ensure they are clear of classified materials. 5) Package classified materials for individual participants to transport. Verify their authority to courier classified materials. i. Catering: 1) Solicit information from those who register to determine participation at the VIP Luncheon (Day 1), the No-Host Social (Day 1) and drinks/refreshments (entire conference). If possible, provide estimate cost for each event. Solicit advance payment of fee(s) during the on-line registration process. 2) Plan and cater a (for-fee) VIP Luncheon and No-Host Social. i. After Action Report 1) Provide a draft After Action Report (AAR) to DPMO within 30 days following conference for coordination and approval. 2) Prepare a final AAR within five days after receipt of DPMO comments to the draft. 3) Produce the AAR divided in two parts: a) Substantive/Issue-related: This portion will be coordinated with DPMO and will capture all conference issues for preparation, review and submission to the Secretary of Defense. b) Administrative Items: This portion will capture administrative, logistics, critique summaries, and feedback. This portion is only for DPMO. c) Format will be provided by DPMO. 4) Provide a written and an electronic (CD ROM) copy of the final substantive/issue-related portion of the AAR to DPMO. DELIVERABLES 1. Design for contractor-maintained conference web site (para. 5d.) 2. Written and electronic copy of conference briefings, minutes/issues from all panel discussions 3. Produce soft and hard copy of graphic design/color poster. (5d3a)) 4. Scaled down version of graphic image for use on name tags (5d3b) 5. 6- 24??????x36?????? posters mounted on foam board, and 250-8 ?????????? 11?????? (letter size) posters as covers for 250 conference books (5d3)a)) 6. Conference participants?????? database (para 5d9) 7. Registration progress reports (5d10) 8. Timeline and milestone criteria (para 5e) 9. Written and electronic copy of the conference book (para 5f2) 10. Labels, (approx. 250) nametags, seating charts, VIP tent cards and workshop/room signs (5g) 11. Written and electronic copy of draft and final after action report (para 5j) 12. Produce and mail 250 CDs of Summary of Presentations (para 5c4) 13. 250 Conference Book Binders (5f1)
- Place of Performance
- Address: Defense Contracting Command-Washington(DCC-W) ATTN: Policy and Compliance, 5200 Army Pentagon, Room 1D245, Linda Jackson, (703-695-5259 Washington DC
- Zip Code: 20310-5200
- Country: US
- Zip Code: 20310-5200
- Record
- SN00487268-W 20031212/031211091156 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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