SPECIAL NOTICE
99 -- Seeking Industry Comments on Draft Statement of Work (SOW) for proposed procurement for planning and support of the 10th Annual Technologies for Critical Incident Preparedness Conference and Exposition 2008.
- Notice Date
- 6/5/2007
- Notice Type
- Special Notice
- NAICS
- 541614
— Process, Physical Distribution, and Logistics Consulting Services
- Contracting Office
- RDECOM Acquisition Center - Natick, ATTN: AMSRD-ACC-N, Natick Contracting Division (R and BaseOPS), Building 1, Kansas Street, Natick, MA 01760-5011
- ZIP Code
- 01760-5011
- Solicitation Number
- USA-SNOTE-070605-006
- Archive Date
- 9/3/2007
- Description
- DRAFT - This is being posted for Comments Only with a closing date of 3:30 pm EST 18 June 2007. Comments are to be sent to joni.stpierre@us.army.mil for review. Section C. STATEMENT OF WORK for planning and support of the 10th Annual Technologies for Critical Incident Preparedness Conference & Exposition 2008. C.1. BACKGROUND: The U.S. Army Natick Soldier Research, Development and Engineering Center, National Protection Center, on behalf of the Department of Justice (DOJ), Department of Homeland Security (DHS) and Department of Defense (DoD), plans to establish a single award Cost Plus Fixed Fee contract to satisfy requirements for the planning and support of the 10th Annual Technologies for Critical Incident Preparedness Conference & Exposition 2008 ( Conference .) The purpose of the conference is to provide the DOJ, DHS, and DoD the opportunity to highlight the technology and training tools currently available and being developed for the emergency responder community and to elicit responder technology requirements. It will provide a forum for responders to discuss best practices and exchange information. The conference shall be planned to cover three (3) days. It will bring together key leaders and decision makers - offering responders, business and industry, acade mia, and Federal, State, tribal, and local stakeholders a unique forum to network, exchange ideas, and collaboratively address critical incident technology and preparedness needs, protocols, and solutions. The services of the contractor shall be to provide overall Program Management for the Conference, including all planning, development, security and execution of the conference. Conference speakers generally number just over 100 and will include State and local public safety professionals, as well as Federal experts from the U.S. Departments of Justice, Homeland Security, and Defense. The Conference will be for a maximum of 1,500 attendees, derived from a mix of public safety practitioners, Federal employ ees, academia, and private industry. It should be planned that as part of the 1,500 attendees, there will be approximately 130 vendor booths and approximately 50 booths from federal government agencies in a separate Federal Demonstration Area . C.2. DEFINITIONS C.2.1 CLIENTS: The Clients as used throughout this SOW is defined as the representatives identified as the lead point of contact from the Department of Defense, Department of Homeland Security and the Department of Justice - National Institute of Justice. C.2.2 PLANNING TEAM: The planning team will consist of representatives from the client organizations and contracting agency. The purpose of the planning team is to oversee the progress of the conference planning and execution, and confirm that the detail s of the conference meet the intent of each agencys participation in the conference. C.2.3 SPECIAL GUESTS AND SPEAKERS: Special guests and speakers are those non-federal government employees who will be invited to attend and/or speak at the conference, and which the clients or planning team have agreed that their expenses should be paid by the contractor. C.3. SITE SELECTION: The contractor shall find an appropriate venue for the conference, and write a recommendation report on its determination as to the best venue. The contractor shall negotiate with Venue(s) on costs of sleeping rooms, meeting/breakou t/general session rooms, Vendor Exhibit Area, Federal Demonstration Area, A/V, lighting, stage sets, food and beverage, telecommunications, etc. The preferred location for the 10th Annual Conference is Washington, DC. For the purposes of proposing costs for future option years on this solicitation, the contractor shall use the same strategy, location and efforts for option years. C.4. VENUE: The contractor shall act as liaison between the clients, conference attendees, briefers, and venue for all questions and issues. Following the Conferenc e, the contractor shall reconcile and pay all venue-related invoices. C.5. STAKEHOLDERS: The contractor shall identify key stakeholders and relevant associations (i.e. National Law Enforcement and Corrections Technology Center, International Association of Chiefs of Police, International Association of Emergency Managers, N ational Emergency Management Association, International Association of Fire Chiefs, International Association of Fire Fighters, etc.) to partner in the Conference and/or assist the planning team with development of the agenda and marketing. C.6. MARKETING: In cooperation with clients, the contractor shall develop a marketing plan, as well as design, develop and distribute all promotional and marketing materials. C.7. PRODUCTION OF CONFERENCE MATERALS: The contractor shall design and have printed all conference materials, including: marketing materials, exhibitor solicitation packets, registration forms, conference program, exhibitor prospectus, exhibitor director y, attendee list, name badges and all other printed material for each attendee, speaker, conference worker, security personnel, and any other personnel associated and in attendance at the conference venue. C.8. AGENDA: The contractor shall assist (draft, coordinate, correct, and finalize) the planning team in developing the Conference Objectives and Mission Statement. The contractor shall provide subject matter expertise regarding proposed presentation topi cs, speakers and keynotes, including relaying ideas suggested by prospective attendees, speakers and cosponsors from past years. The contractor shall review solicited and unsolicited presentations for appropriateness and recommend those that would add val ue. The contractor shall develop a Conference Agenda. The contractor shall develop and execute an appropriate Opening Ceremony, including possible Presentation of the Colors, singing of the National Anthem and welcome remarks by local, public safety and/ or dignitaries. C.9. MONTHLY PLANNING MEETINGS: The contractor shall plan and execute monthly conference planning meetings in Washington, DC for the conference planning team to discuss details of the conference for the purpose of receiving approval from the planning team regarding progress. The contractor shall arrange for meeting space at one of the Clients place of business as well as arrange for telephone conference capabilities for any member of the planning team not able to physically attend the meetings. C.10. ATTENDEES: The contractor shall assist in the identification of potential Conference attendees and participants from the appropriate international and domestic public safety sectors, state and local government associations, and relevant industry. T he goal is to have 1,500 attendees representing the various public safety disciplines, the Federal government, academia and the private sector. C.10.1. ATTENDEE CATEGORIES/LIMITS: The contractor shall plan for the following approximate numbers of attendees: Federal Government (Non Public Safety Practitioner): 60 State/Local Government (Non Public Safety Practitioner):80 Public Safety Practitioner (Fed/State/Tribal/Local): 570 Private Sector: 250 Non-Profit/Academia/Other: 65 Invited Guest: Fed. Demo Staff: 90 Special Guests: 30 Speakers: 125 Conference Staff: 30 Total Attendees: 1,300 Total Exhibitor: 200 GRAND TOTAL: 1,500 C.10.2 ATTENDEE FEES: The maximum registration fee for Public Safety practitioners, Government Representatives, and Academia will be $250. The maximum registration fee for Private Sector will be $450. The contractor shall arrange and pay for travel for 24 special guests and speakers. C.11. REGISTRATION: The contractor shall develop a registration process and manage all aspects of Conference registration. The contractor shall develop a registration policy to ensure attendance largely by public safety profession als, as well as a prescribed number of Federal employees, academia and the private sector as outlined in C.10.1 C.12. SPEAKERS: The contractor shall assist with the identification and availability of international and domestic experts to act as keynote speakers, moderators and/or speakers for the various panels. The contractor shall provide advice regarding propos ed presentation topics, speakers and keynotes, including relaying ideas suggested by prospective attendees and cosponsors. The contractor shall reconcile Special guests and speakers travel costs and process expense reports following the Conference. C.13. MANAGEMENT OF VENDOR EXHIBIT AREA: The contractor shall provide overall management of the identification, marketing, layout and set-up, registration, and oversight of prospective exhibitors for approximately 130 (paid) vendor booths. The cost of th e booths will be competitive for the area with a discount (e.g. 10%) provided to Federal Government agencies with booths located in the Vendor Exhibit Area. C.14. MANAGEMENT OF FEDERAL DEMONSTRATION AREA: The contractor shall provide overall management of the Federal Demonstration Area to include the identification of participants, layout and set-up of demonstrations, and registration, etc. There will be no cost for booths in the Federal Demonstration Area, which shall be reserved exclusively for federal Government organizations approved by the clients. C.15. ON-SITE SUPPORT: The contractor shall manage all aspects of the Conference once on-site including: meeting/breakout/general session room set-up, registration, name badges, organization of food functions, including continental breakfast each day of the conference, one keynote luncheon, and (non-alcoholic) beverages/snacks in the afternoon, A/V, placement of signs, Federal Demonstration area, Cyber Caf?, Exhibit Hall oversight, shipping, etc. C.15.1 SECURITY: The Contractor shall provide security for all attendees, vendor booths and the Federal Demonstration Area which includes verification of ID upon conference check-in, and badge checks upon entering the vendor area, federal demonstratio n area, and any keynote addresses. This also includes around the clock security against theft and vandalism for all areas occupied by the conference. C.16. OFF-SITE ACTIVITIES: The Contractor shall arrange for tours/visits to local informational locations that are relevant to the conference (e.g. Homeland security function, shipping ports, academic institutions doing research in related fields, etc.) at no cost (transportation and or admission) to attendees. C.17. REPORTING REQUIREMENTS: The contractor shall provide a monthly report, due 15 days after the end of each month summarizing activities of each task outlined in the contract. Within 60 days from the end of the conference, the contractor shall submit a Final Report containing all deliverables, a financial report, detailed explanation of lessons learned and the attendee, commercial exhibitor, and federal demo area exhibitors lists. In addition, the Contractor shall provide information required in the FY 2007 National Defense Authorization Act, Pub. L. 109-364 which includes, but is not limited to the estimated and actual costs of putting on the conference, including a separate statement detailing any conference planner fees associated with the conferen ce. The report must also include the amount of fees collected by the conference. C.18. GOVERNMENT FURNISHED INFORMATION: There will be no Government furnished information for this conference. DRAFT
- Web Link
-
US Army Natick Soldier Research, Development & Engineering Center
(http://nsc.natick.army.mil)
- Record
- SN01310576-W 20070607/070606084220 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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