Statement of Work.pdf

Hotel Conference Facility

Statement of Work

National Geodetic Survey

All-Hands Training

March 30 – March 31, 2020

Project Description

The National Geodetic Survey (NGS) requires a conference package for an off-site mandatory workshop on March 30 through March 31, 2020. The objectives for this workshop include:

providing a detailed understanding of the NGS 10-Year plan to include out-year NOAA priorities, strategic plan objectives, current operating objectives, and NOAA/NOS/NGS policies and procedures. The workshop will create an interactive forum for NGS federal employees and affiliates to engage on NGS models, tools and resources. The engagement will include a better understanding of NGS tools public uses and will improve communication, allow for the sharing of best practices, improve attendee productivity and ultimately increase customer satisfaction.

Additionally, professional development and preserving institutional knowledge will be discussed to ensure NGS can continue to meet its mission into the future. During various sessions, headquarters staff will have the opportunity engage with NGS field staff and provide updates on activities/projects currently planned or in progress. In order to meet all of these objectives, NGS will conduct a mix of briefings, panel discussions, invited speakers, and host a poster and exhibit hall.

Statement of Work

Contractor for a conference package with Silver Spring hotel facility to provide:

Lodging accommodations (at Government Per Diem rate)

On-site food and beverage services to include lunch (buffet style) for approximately 195 -

205 persons—numbers will vary according to requirements --- Dates of meal services required is March 30, 2020 through March 31, 2020.

Required meeting space (see Conference Meeting Room Specifications)

Required semi-rounds seating arrangement and microphone capability for All Sessions

(see Conference Meeting Room Specifications);

AV Equipment (see AV Equipment Specifications)

Other miscellaneous administrative support services that apply to workshop/meeting coordination or activities.

Period of Performance

March 30 – March 31, 2020

Location Requirement

Silver Spring, Maryland within walking distance of downtown area.

Hotel must be located in a convenient area to restaurants and must be accessible to

METRO and/or provide ample parking for meeting participants.

Conference Meeting Room Specifications --- Note: Conference meeting space needed for dates of March 30- 31, 2020. Up to 2 days of meeting space adequate for approximately 205 attendees-- NGS employees 179 and 29 contractors to conduct workshops/meetings/interactive sessions: Meeting room space requirement—square footage 3,260 sq. ft. or greater.

Additionally:

One breakout room to accommodate 60 or more people with semi-round set-up on March

30.

Two break-out rooms able to accommodate 60 or more people with semi-round set-up on

March 31.

Preferred room shape is a rectangle or square, but round is acceptable

Same room must be available for two days, with ability to leave equipment locked in room overnight

Meeting Room Setup: semi-rounds to seat 205 people at rounds

Tables for Panel Speakers in front to seat 3-5 speakers

Table set-up and room size should allow for sufficient elbow room and space to accommodate notebooks and materials with no crowding at any table

Projection table in the Rear

Minimum of 3 power supply strips for staff equipment

Additional power supply strips for portable laptops

6 - 7 Easels with Stands, Easel Pads & Markers

1-2 Tables for handout materials (back of room)

Tables for light beverage service

Power point package

1 Speaker Podium

2 Tables for monitor displays

Poster Boards to accommodate thirty 3x4 foot posters.

AV Equipment Specifications

AV Projector package for 2 days, to include AV support services with:

3 push-to-talk microphones at Panel Speaker table

Podium microphone

Sound mixer for microphone clarity

1-2 standup microphone(s) for seating areas

High quality projector with projection screen and backup bulbs

Necessary additional power strips

Wired or Wireless Internet capability

Projector with screen

Set up of all AV equipment

AV support services (as needed)

Miscellaneous Support Services

*Note: These are "estimated" misc support services:

Support services for immediate adjustments for thermostat temperature control

Support services for immediate adjustments for lighting control

Request conference room "setup" afternoon or early evening day before meeting

(continue setup during length of meeting event)

Beverage service—Hotel facility shall provide beverages through the morning and afternoon breaks to minimize noise disruption to Panel discussions

Easy accessibility to Fedex drop off and pick up services (meeting supplies to be fedexed from hotel directly back to NOAA/NOS after meeting event)

Storage space for, large posters and boards, meeting supplies (i.e., notebooks, etc.,) -prior to meeting

PARKING -may need parking for headquarters employees (approx.. 20)

Additional coordination and support services may be required as meeting event approaches and since changes may occur

Estimated Lodgings Requirements *Note: Lodgings are "estimated"

Hotel Room Block: To be billed for actual room use at the prevailing Federal government per diem rate for Silver Spring, Maryland, including applicable local taxes, excluding all Federal taxes for the nights of:

Day Sun Mon Tues Wed

Date 3/29 3/30 3/31 4/01

Run Of House 30 30 30 C/O

Note: Estimated 30 total lodging rooms; actual room use will vary per night, with final confirmation of room use by January 31, 2020. Lodging to be paid by the Federal employee.

Note: Check in of hotel lodgings for March 29th for up to 30 sleeping rooms is required for

Field staff to be at the hotel location on the evening before the All-Hands Training officially takes place on March 30-31, 2020.

Section 508 and

Section 508 are not applicable to the All-Hands Training.

Security Requirements for Information Technology

The Assessment and Authorization (A&A) requirements of Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required.

All Participants will use Government Furnished Equipment

The Contractor shall not access, store, process or transmit any government-privileged information. The Contractor shall not have access to any non-public government information, government systems and/or government networks.