1.03 Statement of Work.pdf

Statement of Work

Event: STEM Educator Training (SET Sail) I and II Dates: SET Sail I-July 11-14, 2022

SET Sail II-July 18-21, 2022

REQUEST PLUS OPTION

1.0 SCOPE Background, Approach and Goals

The USNA SET SAIL EDUCATOR WORKSHOPS 2022 are being coordinated by USNA’s STEM Center for Education and Outreach, under the USNA Academic Dean and Provost’s Office. SET Sail requires a hotel for approximately 100 in single occupancy (50 per week) to accomodate visiting out-of-town educators who will attend SET Sail in Annapolis, MD during dates specified below.

2.0 Background

The mission of the USNA STEM Center for Education and Outreach is to address the urgent Navy, Department of Defense, and national need for more young people to pursue studies and careers in science and engineering, particularly in those technical areas critical for national defense. The STEM Center faculty and cadre of STEM midshipmen provide outreach to students and educators in local and national communities to inspire, encourage, and facilitate STEM education. To support the goal of the Department of Defense to improve STEM education and grow the technical workforce, the STEM Center provides STEM Educator Training programs (SET Sail) to guide teachers in a project-based, hands-on methodology that supplements mandated content areas with activities that emphasize real-world applications. The activities are selected to align with national standards in science and math education (e.g. NGSS and Common Core), and incorporate experimental design, engineering design and computations. Additionally, the content areas reflect those mission-critical occupations with a severe (current or future) deficit in the workforce numbers and/or with underrepresentation from demographic sectors. The USNA STEM Center provides SET Sail professional development training to improve the quality of STEM education at all levels and in many technical areas from cybersecurity and computer programming to energy alternatives and transformations.

Educator workshops are provided to K-16 teachers from public, private, and DoDEA schools around the country and overseas, as well as informal educators from museums and after-school programs. Begun in 2011 and offered twice each summer, an on-site week-long professional development workshop is offered to teachers throughout the country (civilian week) and the world (DoDEA week), with curriculum spanning many content areas in engineering, applied math, physical sciences, and technology, all aligned with NGSS standards.

3.0 Hotel Requirements

LODGING: Provide lodging at the Government rate to visiting SET Sail attendees during the periods below. The hotel should expect and agree to an 80% “occupancy guaranteed” clause in the contract award.

The total anticipated room requirements of 50 rooms per week, single occupancy for:

SET Sail I - July 11-14, 2022 CHECK IN TIME – 3:00 p.m.

CHECK OUT TIME – 12:00p.m.

SET Sail II - July 18-21, 2021 CHECK IN TIME – 3:00 p.m.

CHECK OUT TIME – 12:00 p.m.

There may be a few early check-outs.

PARKING: Free for all attendees as well as up to 6 faculty that will attend evening sessions or meet teachers at check-in.

Require ample room for chartered bus to pick up/drop off.

FOOD and BEVERAGE:

Continental breakfast (daily):

Included in the room lodging cost.

Available 6:30-7:30 am to all attendees lodging in the hotel.

Bus will pick up attendees promptly at 7:30 am

Dinner Buffet: Included in the room lodging cost.

Monday July 11 and Monday July 18, 5 pm Dinner buffet for 60 people.

ADDITIONAL SPACE REQUIREMENT:

For evening sessions: a conference room for dinner and a meeting with 60 person capacity seated at tables and chairs for 60 on Monday July 11 and Monday July 18 from 5 to 8 pm.

For Workshop Registration sign-in: Workshop Organizers will meet all attendees from 3 pm to 6 pm the evening of Check in Days (Monday July 11 and July 18). Organizers will need 2 linear tables and 4 chairs. Organizers can also do the room key distribution. Ideally, these tables and chairs will be located near the hotel entrance.

4.0 Qualifications and Logistics

4.1 The hotel shall preferably be located in the Annapolis area (< 15 minute drive from USNA) in order to ease the time and logistical constraints of transporting the visiting attendees. Acceptable lodging venues within a maximum driving distance of 5-6 miles from USNA will be considered. Google Maps will be utilized to evaluate whether the hotel is located within a short drive to USNA.

4.2 The hotel shall have ample access for Annapolis Bus Company tour-type buses to safely load and unload the attendees, as the buses are used to execute the logistics of the conference. The Naval Academy does not provide the attendees with any transportation other than that required between the hotel and USNA.

4.3 The hotel must have the staff and capacity to comfortably and efficiently house and service the approximately 100 attendees (50 per week).

4.4 Hotel guests will be given room keys by STEM Center staff. The attendees will be assigned to single occupancy rooms on this contract, in accordance with the room assignments previously established by the USNA STEM organizers working with the assigned hotel POC for this event.

4.5 Starting at 7:00 a.m on Monday July 11 and Thursday July 14 for week 1, and Monday July 18 and Thursday July 21 for week 2 the hotel will provide access, at no additional expense, to a secure location for the attendees’ luggage until they receive their room keys on the Monday afternoon of check in, and store the attendees’ luggage when they check out on the Thursday morning of check out until they return in the afternoon to retrieve it.

4.6 Included in the price quote and awarded contract: The hotel must provide and host a continental breakfast every morning. While it does not have to be an all-inclusive spread, the breakfast must be sufficient in its offerings to cover a variety of dietary needs and tastes. (e.g., a variety of cereals, variety of yogurt flavors, bagels and cream cheese, pastries/Danish, varied drink selection including juices, white and chocolate milk; possibly scrambled or hard boiled eggs, possibly bacon, ham, sausage, etc.) The continental breakfast cannot be a “grab-n-go” boxed breakfast or a sparse offering. Bottled water and coffee (regular and decaf) must also be available. Sit-down menu orders, with personalized wait service, is not to be offered due to the time constraints of the SET Sail schedule.

4.7 The hotel must provide complimentary, easy-access wireless internet service for all attendees.

4.8 Non-smoking rooms and public areas within the hotel are required. A totally non-smoking facility is preferred.

4.9 If the hotel manages its own parking facility, then complimentary parking for the hotel guests is requested.

4.10 Post hotel check-out on July 14 for SET Sail I, and July 21 for SET Sail II. Travelers with personal vehicles (POVs) must be allowed to remain parked at the hotel until culmination of the event in the afternoon. All POVs are expected to be removed from the hotel property by late afternoon on July 14 for SET Sail I and July 21 for SET Sail II.

4.11 The hotel facility shall be FEMA approved and listed on the U. S. Fire Administration Hotel and Motel National Master List found at http://apps.usfa/fema.gov/hotel/ .

4.12 The hotel facility shall be compliant with the requirements of the Americans with Disabilities Act. (Public Law 101-336) (42 U.S.C. 12101 et. Seq.) The hotel must be able to provide a total experience for the guests of USNA, commensurate with the Naval Academy’s reputation as one of the nation’s premier undergraduate institutions.

4.13 Incidental costs including, but not limited to, telephone charges, charges for additional persons in room, extra nights, room service, mini-bar use, pay-per-view movies, use of the hotel’s fitness facilities and/or laundry service, and any damage repair costs, etc. will be the full responsibility of the individual(s) occupying the room. If incurred and validated, the hotel will collect these costs directly from the individual(s) prior to checkout. USNA will not be held liable or responsible for these costs in any way.

4.14 Check-out by the attendees / guests of the hotel will be a drop-off of the room keycards at the hotel reservation desk. No additional check-out process or paperwork will be required by the hotel.

4.15 The hotel must be a one-location facility, with all SET Sail attendees housed in rooms in the same building, with a common lobby, dining area, hospitality room, etc. Distributed lodging, with attendees spread out among multiple venues operated by a single provider, is not acceptable.

4.16 The hotel selected for the contract award must be fully established financially, with its own DUNS #, CAGE code, etc. As part of the contract award process, the hotel must register in the WAWF system, and must agree to file a detailed invoice with USNA via the WAWF system, and the hotel must agree to receive payment via WAWF. Note: Check or credit card payments by USNA, outside of the WAWF system, to the hotel or to its financial offices will not be authorized or arranged.

4.17 The hotel must provide a complimentary shuttle bus on Wednesday evening July 13 and July 20 between the hotel and downtown Annapolis from 5 to 10 PM.

Joseph McGettigan mcgettig@usna.edu Director, STEM Center for Education and Outreach