B08_Attachment_1_-_Statement_of_Work.pdf

MEETING SPACES AND SUPPORT SERVICES

NATIONAL PARK SERVICE CHESAPEAKE GATEWAYS

ANNAPOLIS, MARYLAND

I. BACKGROUND

NPS Chesapeake Gateways was established in 1998 to provide technical and financial assistance, in cooperation with other Federal agencies, State and local governments, nonprofit organizations, and the private sector to create a network of Chesapeake Bay Gateways sites and Chesapeake Bay Watertrails. For over 25 years, the National Park Service has convened a variety of partner focused trainings, meetings, symposiums, and workshops, including an annual partner meeting.

Following a break during the COVID pandemic, the National Park Service refreshed the Chesapeake Gateways Network through an updated guiding document, the Chesapeake Gateways Network Framework. Additionally, the National Park Service initiated Chesapeake Gateways Grants, a new competitive financial assistance opportunity.

Restarting the annual partner meeting in 2024 has been critical to the success in implementing the statutory requirements of Chesapeake Gateways through meaningful in-person work.

To this end, the National Park Service has determined to hold the 2026 Annual Partner Meeting in Charlottesville, Virginia. Charlottesville is one of the initial communities participating in Chesapeake Gateways Grants, includes a collection of places included in the Chesapeake Gateways Network, has the resources and amenities to support the annual partner meeting, and is centrally located in the watershed to provide reasonable access to all network members.

The 2026 Annual Partner Meeting is scheduled to occur in February 2026. The Partner Meeting space needs to be capable of supporting 120-150 participants.

II. PURPOSE

The purpose of this project is to provide meeting spaces and support services including tables, chairs, and food & beverage necessary to host the 2026 Chesapeake Gateways Annual Partner Meeting in Charlottesville, Virginia in February 2026.

III. SCOPE OF WORK

Independently, and not as an agent of the government, the contractor shall provide all meeting spaces and support services including labor, materials, equipment, facilities, and travel (except as otherwise specified) necessary to host the 2026 Annual Chesapeake Gateways Partner Meeting in Charlottesville, Virginia in February 2026 as described below.

A. Requirements for the Completed Project

• General Requirements

1. The National Park Service preserves unimpaired the natural and cultural resources and values of the National Park System for the enjoyment, education, and inspiration of this and future generations.

2. This project will accomplish the National Park Service’s mission through the Chesapeake Gateways Network as the keystone technical assistance opportunity: the Chesapeake Gateways Annual Partner Meeting.

3. The facility provided sufficient hotel rooms on property to support 120-150 guests.

4. All guest rooms will be paid directly by Partner Meeting participants and are not part of the scope of this contract.

5. All guest rooms will be provided at or below GSA 2026 Federal per diem for Charlottesville, Virginia ($136).

6. All guest rooms paid with a federal government travel card will have state taxes waiver, provided that the traveler submits appropriate documentation upon check-in.

7. The facility shall have sufficient amenities onsite to provide for professional networking outside of the established program of the annual partner meeting (i.e. on-site restaurants, bars, lobby area, and other gathering spaces)

• Chesapeake Gateways Communities Leadership Academy

1. Provide meeting space for up to 60 participants on a Monday afternoon and

Tuesday morning in February 2026. Meeting space should be sufficient for participants to sit in groups of eight at tables while being able to see a speaker and projected visual aid in the room. There are no food and beverage requirements for this portion of the meeting.

• Chesapeake Gateways Annual Partner Meeting

1. Provide meeting spaces sufficient for a two-day Partner Meeting including plenary and at least three concurrent sessions.

2. The plenary sessions (two) must be held in a space that can support up to

150 participants in a theater (no tables) layout.

3. The concurrent sessions (three at once, held multiple times) should support at least 50 guests in a banquet or classroom layout.

4. Provided food and beverage services shall be limited to a “coffee hour” between 8 a.m. and 9 a.m., a morning and afternoon “snack break”, and lunch each day (two days).

B. Project Management The contractor shall assign an Event Manager to serve as the direct contact for the National Park Service to coordinate with prior to and during the annual partner meeting to ensure that scheduling, coordination, oversight, and communication is effectively accomplished for all items included under this contract.

1. The Event Manager shall be the primary point of contact between the contractor and the National Park Service (NPS) Contracting Officer, Contracting Officer’s Representative (COR), and NPS Training Specialist (NTS) for this contract. The Event Manager shall perform the following work:

a. Notify the Contracting Officer, COR, and NTS of any changes to the contractor’s business operations that affect work under this contract, including but not limited to:

i. Changes to contractor’s address, telephone, and other contact information.

ii. Proposed changes to key personnel.

iii. Workload or capacity issues affecting the ability of the contractor to accept additional work.

b. Communicate with the Contracting Officer, COR, and NTS regarding major or broad issues affecting this contract, including but not limited to:

i. Clarification of work processes that are acceptable or unacceptable to the government under this contract.

ii. Informing Contracting Officer, COR, and NTS of misunderstandings, inconsistencies, or conflicting instructions encountered when working with the COR.

2. The Event Manager shall be the primary point of contact between the contractor and COR and shall perform the following work:

a. The Event Manager shall have full authority to act for the contractor on all matters relating to this contract. The Event Manager shall maintain contact with the COR and NTS as necessary, and shall:

i. Be available to take or respond to telephone calls or electronic mail messages during normal hours of operation.

ii. Establish office procedures to ensure that messages are properly relayed when the Event Manager is not directly available.

iii. Respond to emergency messages from the COR or NTS on the same day they are received. All non-urgent messages from the COR or NTS shall be responded to in no less than two working days.

b. Provide quality control to ensure that all elements of project work meet the requirements of the contract specifications as follows:

i. Ensure that all modifications are implemented.

ii. Inform the COR and NTS of any issues that could affect work quality or schedule.

iii. Ensure that all work not acceptable or compliant with the specifications is corrected prior to review by the COR and NTS.

iv. Oversee quality of all services during the event.

c. Track work progress to ensure that the project is completed according to the schedule.

d. Travel as required in this contract, and attend meetings with the Contracting Officer, COR, NTS, NPS staff, and other project stakeholders.

e. Coordinate and ensure that all work is in accordance with the specifications referenced by this contract.

C. Travel, Meetings, and Presentations All required travel, meetings, and presentations shall be provided as follows:

Meeting Purpose

Location or Type Minimum Required Contractor Attendees

Days on Site

Site Visit Charlottesville, Virginia

Event Manager One Day

Load In Charlottesville, Virginia

Event Manager

One Day

D. Time for Completion, Review, and Approval

All work, including review and approval of sections A-C, shall be completed on or before February 28, 2026.