B08_Attachment_1_SOW_NWDTW_2026_Rev_1_0002.docx

Schedule of Items

TBD

*Please indicate your pricing using the format in this Schedule of Items

STATEMENT OF WORK

U.S. Geological Survey

2026 USGS National Water Data Training Workshop

Title: 2026 USGS National Water Data Training Workshop

Event Coordinator: This Statement of Work (SOW) lays out what is needed from an Event Coordinator that is approved by FEMA and SAM.

Pre-Conference On-Site Planning Event: April – June 2026 Attendees: 18 attendees

Workshop Event Date: July - August 2026 Attendees: 300 Hydrologists, Hydrologic Technicians, and Database Administrators

Location: Tuscaloosa, Alabama

· Bryant Conference Center, 240 Paul W. Bryant Dr Tuscaloosa, AL 35487

· Hydrologic Instrumentation Facility (HIF), 27 Kirkbride Lane, Tuscaloosa, AL 35401

Arrival: Two days prior to event start

Departure: Two days post event end

Room Rate: Current Federal Government Per Diem at time of training workshop for the approximately 300 Federal Government employees; tax exempt on reimbursable government charges (including lodging). Attendees will be responsible for making their own reservations and making payment for their personal hotel accommodations with their government tax-exempt credit card. The Event Coordinator will not be responsible for costs of the rooms. The Event Coordinator will provide a reservation link specific to the room block for attendee use. The Reservations Manager will provide the training workshop planner with a list of confirmed registered guests on a weekly basis and with a final list following the room release date.

Pre-Conference On-Site Planning Event Only

1. Guest Rooms: a block of tax-exempt rooms will be required to accommodate an 18 attendees for 4 nights each which is 72 room nights at local per diem. Pre-Conference On-site Planning event should occur in April through mid-June.

a. 18 single rooms on Monday night

b. 18 single rooms on Tuesday night

c. 18 single rooms on Wednesday night

d. 18 single rooms on Thursday night

2. The Event Coordinator shall ensure that during this week the team will have access to conference room with adequate seating and ability to work with computers and monitors.

Workshop Event Only

1. Guest Rooms: A block of tax-exempt rooms will be required to accommodate an estimated 300 attendees:

a. 18 single rooms on Saturday night

b. 210 single rooms on Sunday night

c. 300 single rooms on Monday night

d. 300 single rooms on Tuesday night

e. 300 single rooms on Wednesday night

f. 260 single rooms on Thursday night

g. With priority to fill the Hotel Capstone first.

2. On-Site Parking: Access to secure on-site parking for hotels used and Bryant Center

3. Meeting Room Signs and Messages: Venues provide electronic signage each day in meeting commons area indicating the meeting room locations, times, days, etc. Venues shall provide signage in front of each of the meeting rooms indicating the presentations for that session. Hotel shall take messages and provide to the attendee registration desk.

4. Agenda: A draft agenda will be provided when it is available and a final program agenda will be provided to the hotel 7 days prior to start of the training workshop.

5. Audio Visual: Each breakout room will require a screen, projector, and associated power cables. Amplified sound will be needed for all breakout rooms unless it is found unnecessary in smaller rooms. General session will require two large screens (or proper visual), podium on riser, podium microphone, two cordless handheld microphones and confidence monitor in front of riser.

6. Venues shall allow USGS to provide and use their own personal computers, printers, and other necessary equipment at no additional charge or service fee in addition to any Venue furnished equipment.

7. Special Requests: Wi-Fi internet access in meeting rooms, lobby, display area. If not included without charge, then there should be a set weekly rate for all areas.

8. Proposed Meeting Room Requirements

a. Training Rooms:

i. Event Coordinator will line up use of all space at the Bryant Event Center and options for the Hotel Capstone meeting rooms.

ii. **All rooms shall be (ADA compliant) handicap accessible and should include:

1. Podium/lectern, tables, chairs, setup including cloths, skirting, and staging.

2. Projector screen, 8x8 or larger, and projector. Sound (microphones) for all rooms unless smaller rooms do not require amplified sound.

3. USGS will provide laptops for breakout rooms.

b. Exhibit space:

i. Exhibit space and exhibitors will be managed by Event Coordinator. Event Coordinator will coordinate with exhibitors on booth needs and all payments. Exhibitor’s space is separate in all respects from the 300 government attendees and will be placed in separate accounts as warranted. Exhibitors are also not included in the sleeping room block.

1. Each exhibitor booth will include an 8 ft draped table with 2 chairs, electricity, and wastebasket. Hotel to provide daily wastebasket maintenance and general room clean-up.

2. Exhibitor space needed Monday for set-up of booths, Tuesday all day, Wednesday all day, Thursday all day, break-down of booths to occur Thursday PM – Friday AM.

3. Large room/area approximately 5,000 sq. ft minimum to accommodate approximately 30 easels to support 3’ x 3’ poster boards for USGS exhibitors; number of easels may change closer to event date. Prefer to be on same floor as technical sessions. Room must be large enough to accommodate 300 people along with the poster and easels to comfortably flow throughout the space. Easels and room needed Monday - Thursday.

c. Inner City Shuttle Logistics:

i. Event Coordinator will coordinate pick up (AM) and drop off (PM) for attendees from the multiple hotels to and from Bryant Center Monday - Thursday.

ii. Event Coordinator will coordinate two group round trip shuttles from Bryant Center to the USGS HIF building. One in the AM and the second in the afternoon Monday - Thursday.

iii. Estimate approximately 50 people per trip

d. Shipping:

i. Event Coordinator will coordinate receiving packages delivered to Bryant Center leading up to the event and coordinate a pickup of marked packages from Bryant Center after event.

e. Airport/Hotel Shuttle Service (Priced on separate CLIN):

i. A fixed rate for each trip (per shuttle bus trip per day) to or from Birmingham-Shuttlesworth International Airport (BHM) and Tuscaloosa, AL shall be included in the vendor’s quote. The government shall only pay for quantities ordered. Include all costs and confirm pricing will not change based on demand or usage.

Previous National Water Data Training Workshops

1. 2025 Washington DC area 481 attendees

2. 2024 Union Station St. Louis, MO 464 attendees

3. 2023 Hyatt Regency Phoenix, AZ 570 attendees

4. 2019 Hyatt Regency Columbus, OH 480 attendees

5. 2018 San Antonio Marriott Rivercenter, San Antonio, TX 320 attendees

6. 2017 Davenport Grand Hotel, Spokane, WA 320 attendees

7. 2015 Hyatt Regency Riverfront, Jacksonville, FL 440 attendees

8. 2014 Marriott Downtown, Kansas City, MO 350 attendees

9. 2012 Marriott Riverfront, Portland, OR 425 attendees

10. 2011 Radisson Greentree, Pittsburgh, PA 335 attendees

Special Concessions

Hotel to consider special concessions based on 70% guest room pick-up such as:

1. Reduced onsite parking rate.

2. Group rate available three days pre/post of both planning meeting and main event based on availability.

3. Provide complimentary basic wired and wireless internet in guest rooms, commons areas, and meeting spaces.

4. Provide 18 room upgrades at group rate over the course of event.

5. Provide 3 room upgrades to Premium Executive Suites at group rate over the course of event.

6. Provide complimentary fitness center access.

7. If available, provide access to concierge’s/VIP lounge to planning team members.

8. Waive attrition.

9. No food and beverage minimums.