3a Statement of Work_NWS WCM-SCH National Meeting_26Jan2022 RFQ.pdf

STATEMENT OF WORK

2022 NWS WCM-SCH National Meeting

Meeting, Hotel, and Event Logistics Support June 27-July 1, 2022

Purchase Request #NW-WM1000-22-00021

This Statement of Work is for a facility and logistics support to accommodate the 3 day 2022 National Warning Coordination Meteorologist (WCM) Service Coordination Hydrologist (SCH) Meeting that will begin on the morning of Tuesday, June 28 and end the evening of Thursday, June 30. Accommodations for a smaller number of guests as part of a preparation team will need to be available prior to the meeting, starting on June 30th, and after the meeting, through July 1. For the meeting itself, the task will require an airport shuttle, lodging locations, meeting space, Internet Wi-Fi, audio/visual equipment and support services, and light refreshment service for 250 people. The facility must be located in downtown Madison, WI. If 250 sleeping rooms are not available at the lodging facility providing meeting space, the task will require transportation to and from the meeting facility and another lodging facility if the distance is greater than 0.25 miles.

Sales taxes should not be charged for the meeting facility, light refreshments, a/v, and other logistics support, nor should lodging taxes be charged to our guests in accordance with Wisconsin law.

Background and Purpose The Weather Research and Forecasting Innovation Act of 2017 (Public Law 115-25) mandates that NWS increase our Impact-based Decision Support Services (IDSS) to support core partners such as emergency managers and government officials. NWS WCMs and SCHs are our leaders for programmatic IDSS implementation and stakeholder external engagement. They champion NOAA’s climate service and service equity priorities. WCMs and SCHs directly support NWS Core Partners and are a vital component of the NWS’ mission to “Provide weather, water and climate data, forecasts, warnings, and impact-based decision support services for the protection of life and property and enhancement of the national economy.” Building a Weather-Ready Nation (WRN) is about building community preparedness in the face of increasing vulnerability to extreme events so the country will be prepared to protect, mitigate, respond to, and recover from hazardous weather events. NWS WCMs and SCHs build strong local partnerships with core partners and customers, relationships that cannot be fostered by NWS Headquarters and Regional Offices alone. Therefore, it is critical that NWS ensure agency leadership is aligned at all levels to plan for and deliver fully coordinated, consistent, effective, and relevant IDSS. The 2022 National WCM-SCH Meeting will meet the following objectives:

● Provide strategic direction and receive feedback on Community-based External Engagement strategies, including efforts to advance service equity.

● Provide consistent training and policy clarification to the WCMs and SCHs to enable them to lead local IDSS program implementation.

● Inform our WCMs and SCHs on how to help Core Partners understand and evaluate options for mitigating and adapting to climate-related impacts.

1 Compensation and Consideration

1.1 Light Refreshments

The Contractor shall provide light refreshments, are defined to include, but not be limited to, coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips, or muffins.

(Federal Travel Regulation, Part 301-74.7) https://smartpay.gsa.gov/statetax/wisconsin

Light Refreshments sufficient for 250 persons to include:

● Tuesday, June 28 - Thursday, June 30: Three mid-morning set-ups (by 9:30 am) consisting of coffee, teas, juices, water, and multiple breakfast snacks.

● Tuesday, June 28 - Thursday, June 30: Three afternoon set-ups (by 2:00 pm) consisting of soda, juices, water, and multiple snacks.

1.2 Meeting Rooms:

The Contractor shall provide a plenary meeting room and six smaller breakout rooms to support this event. Responses should include a diagram of the proposed meeting space with dimensions and seat counts. Sales taxes should not be charged for the meeting facility, light refreshments, a/v, and other logistics support in accordance with Wisconsin law.

1.2.1 Plenary Meeting Room:

The plenary room shall be at least 4,500 square feet and accommodate at least 250 people. The room should be set up in classroom configuration (18-30” size rectangle tables). At the front of the room there should be a raised stage with one podium and two standard 6’ tables (approximately 72x30”) side by side with 4 chairs each (for panel discussions). Audio/visual equipment should include podium microphone, six wireless microphones (two in stands on tables on stage, four in stands in aisles for audience questions), 2-4 speakers capable of reaching the entire audience, a computer with Internet access capable of showing PowerPoint slides and LCD/LED projector set up, with 1-2 large projection screens, and wireless internet access. The contractor shall provide setup, strike-down and operational support.

The plenary meeting room must be available on the following days:

● Monday, June 27 (one day prior to meeting): pre-setup of all audio/visual requirements by noon with a 24-hour hold, and

● Tuesday, June 28 - Thursday, June 30: reset by 7 a.m. through 6 p.m.

1.2.2 Breakout Rooms:

The six breakout rooms shall be approximately 850 square feet and accommodate up to 60 people.

Each room can be set up in either classroom or banquet style configuration, with audio/visual equipment that includes two wireless microphones, 2 speakers, a computer/laptop with Internet access capable of showing PowerPoint slides and LCD/LED projector set up, a projection screen;

wireless internet access; and 2 Post-it Flip Charts on easels with markers per breakout room. The contractor shall provide setup/strike and operational support.

The breakout meeting rooms must be available on the following days:

● Monday, June 27: pre-setup of all audiovisual requirements by noon with a 24-hour hold

● Tuesday, June 28 - Thursday, June 30: reset by 7 a.m. through 6 p.m.

1.3 Lodging:

The Government requires a block of sleeping rooms at or below the Federal Government per diem rate ($131) with free Internet Wi-Fi access to be reserved for participants. The estimate is 250 participants (with a few arriving early for set up and a few staying late for long distance travel) who will need rooms for the following nights:

Saturday, June 25, 2022 10 Sleeping Rooms Sunday, June 26, 2022 30 Sleeping Rooms Monday, June 27, 2022 250 Sleeping Rooms Tuesday, June 28, 2022 250 Sleeping Rooms Wednesday, June 24, 2022 250 Sleeping Rooms Thursday, June 30, 2022 250 Sleeping Rooms Friday, July 1, 2022 15 Sleeping Rooms

The Contractor will make these rooms available up to 14 days prior to the meetings, after which non-reserved rooms may be opened to the public. Sleeping rooms and incidentals will be paid for by our guests on their government IBA travel credit cards. Lodging taxes should not be charged to our guests in accordance with Wisconsin law.

If 250 rooms are not available at the lodging facility providing meeting space, the contractor must make sleeping rooms available at another lodging facility and provide daily transportation between this lodging facility and the lodging facility providing meeting space if the distance is greater than

0.25 miles.

Lodging shall be located within walking distance (a half mile or less) of 6 restaurants from which attendees have a variety of options.

The Government reserves the right to provide notice of room cancellation up to 24 hours before the start of the Period of Performance.

1.4 Transportation

If 250 rooms are not available at the lodging facility providing meeting space, the contractor shall provide daily transportation to and from another lodging location and the meeting facility.

Tuesday, June 28 - Thursday, June 30 from 7am-6pm: The contractor must provide transportation to and from lodging locations and to and from the airport.

1.5 Contracting and Subcontracting.

The Government will not be liable to the Contractor or its contracting party as a result of any contracting and/or subcontracting agreement between the Contractor and any subcontractors.

2 Claims and Liability

The Contractor agrees to save the Government harmless from any and all claims, demands, actions, debts, liabilities, judgments, costs, and attorney’s fees arising out of, claimed on account of, or in any manner predicated upon loss of, or damage to, property of or injuries to, or the death of, any or all persons whatsoever, in any manner, caused or contributed to by the Contractor, his agents, servants, or employees, while in, upon, or about a given conference location on which the work upon this Contract is to be done, or while going to or departing from the same, and to save the Government harmless from and on the account of damage of any kind which the Government may suffer as a result of any of the Contractor, his agents, servants, or employees in and about the said conference location.

3 Scope of Work

The Contractor shall provide all necessary personnel, material, equipment, services and facilities to perform exhibition management and meeting coordination. For this contract the Contractor agrees to provide and serve the Government for the items described in 3 a, b and c; and will be under direct contract with the Government for items described in 3 d, e and f.

a. Meeting Registration and Event Fees. Not Applicable.

b. Registration Records. Not Applicable.

c. Meeting Administrative Responsibilities. Not applicable.

d. Facilities. The Contractor shall provide:

1) The plenary room shall be at least 4,500 square feet and accommodate at least 250 people as described in 1.2.1 (Plenary Meeting Room).

2) Six smaller, breakout rooms shall be approximately 850 square feet and accommodate up to 60 people, to be utilized Tuesday, June 28 thru Thursday, June

30. Each room will support laptop computers as described in 1.2.2 (Breakout Rooms).

e. Audio/Visual: Contractor will provide audio/visual services as described in 1.2.1-1.2.2 (Audio/Visual Services) and sufficient tables to support said equipment.

f. Food Service. The Contractor shall provide light refreshments as described in 1.1 (Light Refreshments).

4 Table of Cost Breakdown

The table below must be completed in order for the proposal to be considered.

LODGING

Total Cost for Sleeping Rooms for 1 Night x 10 people $ Total Cost for Sleeping Rooms for 1 Night x 30 people $ Total Cost for Sleeping Rooms for 4 Nights x 250 people $ Total Cost for Sleeping Rooms for 1 Night x 15 people $

AUDIO VISUAL SERVICES

1 Podium Microphone (plenary) x 3 days $ 6 Wireless Handheld Microphones (plenary) x 3 days $ 1 Speaker set (plenary) x 3 days $ 1 Computer (Internet, PowerPoint) $ 1 Dual Projection (2 projectors and 2 screens) (plenary) $ 2 Wireless Microphones (breakout) x 6 rooms x 3 days $ 1 Speaker (breakout) x 6 rooms x 3 days $ 1 Computer (Internet, PowerPoint) x 6 rooms x 3 days $ 1 Projector (breakout) x 6 rooms x 3 days $ 1 Screen (breakout) x 6 rooms x 3 days $ 2 Flip Charts with markers (breakout) x 6 rooms x 3 days $ HDMI/VGA Cords (breakout) $ Setup/strike $ Total Cost for A/V Equipment and Support Services $

LIGHT REFRESHMENTS

2 Light refreshment breaks per day (3 days total) $

MEETING ROOM RENTAL & SET-UP

Total Cost for room rentals, set-up/strike and support including service charge for 4 days

TRANSPORTATION

Total cost of transportation between airport, meeting facility, and lodging facility(s) $

GRAND TOTAL FOR CONFERENCE MEETING

PACKAGE

5 Basis for Award The Government will make the award based on a trade-off, best value basis.

6 Evaluation Factors The Government will award a contract resulting from this solicitation to the responsible Contractor whose proposal is considered to be the best value meeting the trade-off factors. The vendor shall meet all of the requirements set forth in Sections 1.1 (Light Refreshments), 1.2 (Meeting Rooms including Plenary Meeting Rooms, Breakout Rooms, and Audio Visual Services), 1.3 (Lodging), and 1.4 (Transportation).

7 Compliance with Laws The Contractor shall comply with all applicable laws and rules and regulations having the force of law which deal with or relate to performance hereunder or the employment by the Contractor of the employees.

The Certification and Accreditation (C&A) requirements of clause 73 of the Commerce Acquisition Regulations do not apply and a Security Accreditation Package is not required.

The C&A requirements of clause 73 does not apply and a Security Accreditation Package is not required.

8 Points of Contact – TO BE PROVIDED AT TIME OF AWARD