The RFP can be found at this location: http://iaoc.ietf.org/rfpsrfis.html
The IETF conducts three, one-week meetings a year throughout the world. Attendance is in the range of 1,100 to 1,300 per meeting. These meetings are in furtherance of the IETF’s mission of standards development for the Internet. Attendees include engineers, computer scientists, and academicians who are always connected with one or more devices. The meetings are typically conducted in March, July and November. Meeting venues include hotels with conference space (the preference), as well as standalone conference centers. Meeting space requirements are typically 40,000 square feet, comprised of 8 meeting rooms for simultaneous sessions, holding between 100 – 500 people; one Plenary room holding 1,000 people; a 120 seat terminal room; 5 offices; and a registration area.
The IETF is experimenting with Large Interim Meetings beginning in 2009. If shown to be successful, Large Interim Meetings will likely be held twice per year. These are expected to be three-day meetings with four simultaneous sessions and an anticipated attendance of 300 – 500 people.
Generally, the wireless network must service all meeting rooms, terminal room, offices, the registration area, and public spaces. Limited wired services are required in the meeting rooms and registration area, however the terminal room requires upwards of 150 drops. Audio streaming and Jabber conference rooms are provided in addition to the wired and wireless network services for the meeting.
The IETF maintains a team of volunteer network engineers and architects, drawn from within the ranks of IETF attendees. This team has been involved in every IETF event network for many years, and provides site-selection and other technical guidance to the IAD and IAOC. The vendor is encouraged to take advantage of the experience of this team in overall design, and their specific understanding of the needs of the IETF community.
This is an indefinite delivery, indefinite quantity (IDIQ) contract. While the IETF has a meeting schedule through 2013 (see http://ietf.org/meetings/0mtg-sites.txt), it is uncertain which of these meetings will require vendor performance as the IETF permits Host companies to perform or arrange for network services for IETF Meetings. Likewise there is uncertainty with regard to providing similar services for the Large Interim Meetings, which is is being held for the first time in January 2009. Should a decision be taken to contract for the network services for the IETF meetings, it may include:
a. IETF 74 at the Hilton San Francisco, March 22 – 27, 2009;
b. IETF 75 at the Convention Centre Stockholm, Stockholm Sweden July 26 – 31, 2009; and a
c. Large Interim Meeting, at an undecided location in North America, at dates in 2009 that have not yet been chosen.
Future meetings could be added to this Master Agreement from time to time by a mutually signed Supplemental Agreement.
Specific quotes are requested for IETF 74 and IETF 75.
The following timeline may lead to contract award:
a. RFP Issued by email: October 27, 2008.
b. RFP Response by email due no later than 5 PM ET on November 24, 2008.
c. Response Review Period: November 25, 2008 to December 12, 2008.
d. Notification of selection: December 19, 2008
e. Contract Negotiation and Agreement: January 2, 2009 to January 19, 2009.
f. Contract Signed and Accepted: January 23, 2009.
g. Contract Commencement: February 1, 2009.
Questions regarding this RFP may be submitted via email to the IAD, email@example.com, and technical matters may be passed onto subject experts for response. Telephone conferences, when necessary to discuss logistical matters or technical matters, will be scheduled in advance via email.
IETF Administrative Director