Description
The National Institutes of Health (NIH), Office of Research Services (ORS), is soliciting contractual support to provide the following: 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 production services and providing video products. These services 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 the US Government. The performance of these services are primarily performed in the ORS managed conference facilities, the television operation center, an editing suite and a small studio. Some IC request services are in off-site locations. The following is a listing of sub-services for each service category listed in 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 making 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) 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 requirements; 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); providing fresh ice water for each meeting; and performing simple repairs on conference tables, chairs and carts. D) Offering meeting planning and registration support services, which is envisioned as an optional service for fee (in addition to other commercial sources to which NIH meeting planners have access); services also would include receiving and shipping of meeting material, registration desk staffing, other event-related services may be offered with approval of the Government representative. E) As a central visible and personal contact to the ORS conference services, a concierge desk is to be staffed and operated from 8:00 a.m. to 4:00 p.m. in the lobby of Building 45, the Natcher Conference Center, the largest and most comprehensive ORS conference facility, 1,600 person capacity. II. Operating and maintaining audiovisual and multimedia presentation systems: A) Assessing and evaluating the interior design and audiovisual functionality of NIH conference facilities. Involves review of engineering schematics and making recommendations to NIH Program Officials (structural, electrical, HVAC, video, audio and control). B) 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. C) Monitoring equipment and systems before and while events are in progress, performing preventive maintenance of equipment and systems; testing and calibrating equipment systems. Ensuring proper setup and configuration of presentations on DOS PC and McIntosh computers and connectivity both LAN and wireless. D) 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. E) 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 post-production services, such as digitization of video material, creative editing of sam utilizing non-linear and linear equipment. Since the NIH Events Management operates on a total cost recovery basis, all the above services are available to the NIH Community for a fee. Like all other ORS fee-for-service programs, NIH Events Management reviews and revises the fee schedule for every fiscal year. The Government will look for expertise in evaluating and improving a reasonable fee structure for conference, audiovisual and video services. The contractor will not be responsible for the collection of the fees from within the Government. 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 $30 million. The Government anticipates award of a fixed-price, requirements type contract. Solicitation 263-05-P(BN)-0018 will be made available on 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. Any requests for hard copies of the solicitation will not be honored. See Note 1.