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 logistics, engineering, technical, and production services. These services are in support of the mission and objectives of the twenty-seven NIH Institutes and Centers (IC) that represent the premier agents of world class bio-medical research funded by the US Government. Following is a list of the service and sub-service categories for the work to be performed under this contract.Service Categories• Events Management• Technical Support Services• Video Production ServicesFollowing is a non-exhaustive list of the types of services to be provided for each sub-service category.Sub-service CategoriesManage NIH Conference Facilities (Events Management)a. Staff, operate and maintain the NIH conference facilities.b. Create, update and maintain room layout options in Government-provided CADD software.c. Update phone (analog, ISDN, PRI, etc.) and LAN line inventory in the

last quarter of each contract year.d. Maintain and recommend replacements of furnishings, table cloth/skirts, water pitchers, signage, etc. (All GFP)Translate Customer Needs into Viable Event Solutions (Events Management)a. Consult with clients to determine objectives and requirements for events consisting of scientific lectures, symposia, training, etc.b. Coordinate event services such as reserving most appropriate venue and conference space, searching for alternative meeting dates and times, providing room layout diagrams or photographs, schedule all resources necessary to facilitate meetings.c. Schedule resources for NIH event requests by creating work orders (WO) for each room needed and create a project for multiple work orders. Projects with recurring events shall not cross Government fiscal years. • Client info, such as IC, Division, client name (program official or AO), and CAN.• Ensure that High Profile and Priority 5 remain checked if applicable• Room Setup and AV requirements• Call out to confirm event reservationExecute a Broad Range of Event Activities (Events Management)a. Ensure all scheduled resources for events are in place in time, at scheduled location and last minute client change requests. Rooms with flexible setup entailed in TE-1.b. Ensure staff availability for meet and greet 30 minutes before meeting start time.c. Provide customer service to meeting planners, presenters, meeting facilitators, and multimedia staff by being professional, helpful, courteous, knowledgeable, responsive, and meeting client needs in a timely manner.d. Coordinate with NIH Police, Fire Marshal, and other NIH support services and organizations on event logistics as applicable based on the number of event attendees (NIH and non-NIH attendees) and/or time of event if outside regular business hours.Assess and Evaluate the Design and Audiovisual and Multimedia Functionality(Technical Support Services)a. Review engineering schematics (Structural, Electrical, HVAC, Video, Audio and Control Systems) and make written recommendations.b. Identify infrastructure, connectivity and functionality requirements for future and existing facilities.c. Review proposals and prepare written recommendations.d. Assist the Government staff in the monitoring of 3rd party service providers' installation of new equipment and systems.Operate and Maintain Audiovisual and Multimedia Presentation Systems (Technical Support Services)a. Test, calibrate and maintain equipment and systems for maximum performance.b. Notify COR within an hour of any equipment malfunction and failure.c. Identify work arounds, repairs or replacement and discuss solution with COR.d. Obtain COR approval for equipment repairs and replacement cost.Coordinate and Support Audio Visual and Multimedia Presentation Requirements (Technical Support Services)a. Set up and operate equipment such as microphones, sound speakers, video screens, projectors, video monitors, audio recording equipment, connecting wires and cables, sound and mixing boards, malt-boxes for events and functions such as meetings, lectures, conferences, presentations, news conferences, and some musical presentations.b. Set up and operate stage spotlights ensuring that proper broadcast quality illumination is adequate for broadcast and video recorded events.c. Confer with meeting planner or meeting facilitators during setup to establish cues and directions for video playback and discuss any change in requirements if applicable.d. Monitor sound feeds to ensure quality.Operate and Maintain the NIH Television Operations Center (Technical Support Services)a. Operate and maintain service based upon client requests.b. Ensure distribution paths meet or exceed broadcast standard tolerances are clean and properly setup prior to the start time of transmission.c. Make design and implementation recommendations for video/broadcast systems.d. Provide production and engineering support at NIH facilities and non-NIH locations.Provide Video Production Support Staff (Video Production Services)a. Provide broadcast proficient studio camera operator, ENG/EFP videographers, DSLR photographers and robotic camera operators for single and multi-camera productions if no Government videographer is available, CLIN 11 e. & f.b. Provide Technical Directors (TD) broadcast proficient in Sony Anycast and Vaddio robotic video production equipment.c. Provide qualified Audio Technicians and Teleprompter Operators.d. Provide training on all equipment including Anycast systems in advance of an event.Provide Media Asset Management Services (Video Production Services)a. Provide media asset management.b. Retrieve completed and partial assets from data tape archives and make available to clients as requested.c. Assess media-managed assets for quality assurance.d. Support editors, technicians, and other clients who request content for re-use in a fast paced playback/ingest environment.Provide Production Services (Video Production Services)a. Consult and coordinate with NIH client and Government representative on direction and production of requested UHD/HD broadcast-quality content.b. Provide Government COR or COR representative a cost estimate based on the requirements of the video production and only proceed with work upon approval. If requirements change during the project, notify the COR or representative cost implications and obtain change approval before proceeding. Upon project completion submit final billing information.c. Provide upon completion of the project all source material, master files and copies in requested format to the COR and client.Provide Post Production Services (Video Production Services)a. Provide a Post Production Manager.i. Maintain project strategies, breakouts, calendars and budgets for every projectii. Maintain relationships with outside vendors, designers and editors keeping a list of go to companies and a list of all freelancers that can be brought in as neededb. Consult with producers and clients to determine the editing requirements.c. Execute post production requirements.d. Work with Operations to assess upcoming initiatives and work to proactively anticipate needs.e. Archive and record all completed projects and organize/maintain shared resources.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 a 100% Small Business set-aside. 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 firm fixed-price, Blanket Purchase Agreement (BPA) or an Indefinite Delivery Indefinite Quantity (IDIQ)type contract. The solicitation for this requirement will be made available on or about October 28, 2016 and will be posted to the Federal Business Opportunities (FBO) 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. In addition, any requests for hard copies of the solicitation will not be honored. Contact Information: Yvette T. Porter, Contracting Officer, Phone 3014431999, Email portery@od.nih.gov Office Address :9000 Rockville PikeBldg. 13, Rm. 2E47, MSC 5738 Bethesda MD 20892-5738 Location: Office of Research Facilities Set Aside: Total Small Business