Revised_SOW.pdf

Revised SOW pg.1

Statement of Work

For the

Maritime Transportation System National

Advisory Committee (MTSNAC) Meetings

U.S. DEPARTMENT OF TRANSPORTATION

MARITIME ADMINISTRATION

pg.2

TABLE OF CONTENTS

Section 1 - Introduction

Background

Scope

Place of Performance

Period of Performance

Section 2 - Task Order Management

Task Areas

▪ Meeting Support

▪ Meeting Coordination (Full Committee & Subcommittee)

▪ Audio/Visual Support

▪ Webinars (If needed)

▪ Documentation Support

▪ Materials (Supplies)

▪ Travel/Lodging Support

▪ Catering Support (Optional)

Section 3 - Deliverables

Section 4 - Kick-Off Meeting/1st Committee Meeting pg.3

Section 1 - Introduction

The Maritime Transportation System National Advisory Committee (MTSNAC) is a chartered, non-federal body, to advise the Secretary of Transportation on Marine

Transportation System (MTS) issues, including the effective use and expansion of

America’s Marine Highway and port development challenges. The MTSNAC is comprised of leaders from commercial transportation and supply-chain firms, port and water stakeholders, labor, academia, and Federal, state, and local public entities. Forty-two MTSANC members are appointed to serve as of June 2017. The Maritime

Administration (MARAD), as the MTSNAC sponsor, may appoint additional individuals as MTSNAC subcommittee members, and invite subject matter experts to attend meetings to advise the MTSNAC and/or its subcommittees.

Background

The MTSNAC is organized to provide industry stakeholder and academic perspectives to

Departmental policies that affect efficient and environmentally friendly waterborne freight and critical passenger movements. The Secretary of Transportation may incorporate MTSNAC’s recommendations in the development of the national freight policy, mariner manpower requirements for the future and the integration of water into the overall transportation system.

The MTSNAC is responsible for undertaking information-gathering activities, developing technical advice and presenting recommendations to the Maritime

Administrator on matters including but not limited to the following:

a. How to address impediments hindering effective use of short sea transportation, including the expansion of America’s Marine Highways, as directed in 46 U.S.C.

§ 556031;

b. Approaches to expand the use of the Marine Transportation System for freight and passengers;

c. Methods to grow the capacity of U.S. international gateway ports to accommodate larger vessels;

d. Improve waterborne transport to reduce congestion and increase mobility throughout the domestic transportation system;

e. Strengthen maritime capabilities essential to economic and national security;

f. Modernize the maritime workforce and inspire and educate the next generation of mariners:

g. Actions MARAD can take to meet its mission to foster, promote, and develop the maritime industry of the United States.

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Scope

MARAD seeks Conference Support Services to develop and host MTSNAC (Full committee and Subcommittee) Meetings. The selected contractor will be responsible to work closely with MARAD staff to develop, arrange and manage logistical issues for each meeting.

Period of Performance

Base period (September 2017-September 2018). Three (3) option years (2018-2021) will be available upon concurrent agreement between the contractor and the Government.

Each option year is subject to the availability of funds.

Place of Performance

Primary location

Department of Transportation (DOT) HQ

1200 New Jersey Avenue, S.E.

Washington, DC 20590

Alternate Location

1) Federal Highway Administration (FHWA)

1310 N. Courthouse Rd.

Training Building

Arlington, VA

2) Hotels - Washington, DC area

Notes:

The meetings are expected to be held in the Washington, D.C. area (Primary or Alternate

Locations), but may also be hosted virtually (Webinar) or in other location (different city).

Hotels - Washington, DC area

If the Federal Government facilities (Primary location & Alternate location # 1) are not available, the MARAD staff will inform the contractor to make arrangements for the

Alternate # 2 - Hotel meeting facility. The Alternate # 2 facility must include meeting rooms and catering (light refreshments) for all sessions of the meetings; as well as, audiovisual support for sessions.

pg.5

Hotels - Outside Washington area (different city)

If the place of performance changes to a different city, the MARAD staff members will inform the contractor how to proceed. The contractor would need to research the availability of meeting space and cost. The decision is to change the place of performance and city location is up to the MARAD staff members.

End of Section 1 pg.6

Section 2 - Task Management

The task management section outlines the task areas for the Conference Meeting Support

Service.

1) Meeting Support

2) Audio/Visual Support

3) Webinars (If needed)

4) Documentation Support

5) Materials (Supplies) Support

6) Travel/Lodging Support

7) Catering (Optional)

Task Areas

Meeting Support (Task Area 1)

In consultation with the Designated Federal Officer (DFO), the Contractor will be responsible to provide Meeting Support for the following Meeting Types.

Full Committee Meeting

Up to three (3) meetings can be held from 1 to 3 days each year. The meetings may include one full day of presentations and demonstrations and one concluding half-day of presentations and discussion for each meeting.

The number of MTSNAC members is forty-four (44). (Note: Member participation ranges between 40 to 60 individuals). The participants are expected to attend the main (Full committee) meeting which encompasses all sectors of the marine transportation communities nationwide, and including educators, other related professionals, and members of the public.

Subcommittee Meeting

Up to three (3) subcommittee meetings can be held from 1 to 3 days each year. At least

30 participants are expected to attend the subcommittee meetings

Set-up/Schedule of Meetings

▪ Each meeting should have a plenary space. AV equipment is only necessary in the plenary room;

▪ Up to 3 breakout rooms U-shaped setup. The anticipated schedule of break-out meetings is two (2) or three (3) hour blocks of time for the meeting.

▪ One (1) easel per room is needed for the breakout rooms/session

▪ One (1) break will be given the first day of a full day meeting and (1) lunch break pg.7

Meeting Coordination-Full Committee & Subcommittee (Task Area 2)

The Contractor will coordinate with the DFO, MARAD staff speakers, and participants to develop and host the Full Committee & Subcommittee Meetings. Examples of coordination to be performed under this task area includes:

▪ Providing personnel with the ability to facilitate onsite registration, presentation, logistical, technical and meeting support. (Note: If Federal Government facility is not available (Ex. Hotel), coordinate all logistics with the contracted meeting facility)

▪ Providing a meeting coordinator as MARAD liaison with responsibility to schedule/ plan meetings, make decisions, implement conference process and ensure deadlines are met

▪ Obtaining permission for all dissemination of media for speaker(s) and/or speaker(s).

Assisting speaker(s) and/or presenter(s) with pre-loading multi-media presentations and printed materials for dissemination to participants.

▪ Initiating invitation (via e-mail) and registration, fees and pre-conference distributions, with the ability to handle online registrations allowing participants worldwide access to online registration to make meeting arrangements.

▪ If the Primary location (DOT/HQ) and Alternate Location # 1 (FWHA) government facilities are not available, suggest alternate meeting dates and meeting facilities (Ex.

Alternate Location # 2 – Hotel). Based on availability and other factors, coordinate with MARAD staff to avoid conflicts with other major maritime industry meetings.

Audio/Visual support (Task Area 3)

The Contractor shall provide Audio/Visual Support for each Full Committee &

Subcommittee Meeting. A/V examples under this task area includes:

▪ Providing a podium and two (2) hand-held microphones, stand-alone microphone, four (4) easels per meeting with markers, LED project and screen

▪ Graphic support such as: Directional posters, binder covers is required. A/V equipment is only necessary in the plenary room. One (1) easel per room is needed.

▪ Video recording is anticipated for each Full Committee meeting only for 8 to 12 hours. (Note: Depends on the length of each meeting)

▪ If directed, arrange for the meetings to be video recorded and/or broadcast via webinar, and delivered to the DFO within one month following the meeting for posting on the committee web site.

Webinars (If needed, Task Area 4)

The Contractor shall provide Webinars, if needed for each Full Committee &

Subcommittee Meeting. The committee participants may opt to host virtual meetings by webinar. This task area may require:

pg.8

▪ The contractor to deliver the Webinar virtually and provide set-up and broadcast support. The contractor staff works closely with the DFO.

▪ The Federal Government will provide a laptop with the preferred technology Ex:

GoToMeeting, Adobe Connect, etc.

▪ When directed, the contractor will arrange a virtual environment such as Adobe

Connect, ATT WebConnect or GoToMeeting to host webinar meetings of members and the public.

Documentation Support (Task Area 5)

The contractor shall provide Documentation support for both Meeting types (Full committee and Subcommittee). Examples of documentation services performed under this task area includes:

▪ Preparing materials for distribution prior to the conference, which may include briefing materials, spreadsheets, power point and preliminary agendas

▪ Consultation with MARAD Staff and DFO to prepare all meeting signage, participant rosters, sign-in sheets and participant name badges

▪ Printing program materials using a quality color printing facility (Ex. FedEx); copy and design to be developed in collaboration with MARAD staff. Prepare participant notebooks including speaker handouts

▪ Arranging for printing of copies of a summary of proceedings; copy and design to be developed in collaboration with the DFO. (Note: A stenographer will not be needed for the sessions)

▪ Providing directional signs (approximately 3). The Government will provide graphics and logos. The contractor does not need to provide graphic design for each sign.

(Note: Page count could range from 50 to 100 pages. Do not include binding or design services).

▪ Transcription services is required for each of the committee meeting types. (Note:

Typically, one (1) or two (2) days (8 to 12 hours))

▪ Providing a note taker for every Full committee meetings only

▪ Preparing three (3) ring binders and other reading materials for the preparation of read ahead materials. The read ahead material will be a non-constant and change based on the meeting requirements being held. The copies will be provided for all members participating in the meetings. (Note: Generally, 45-50 color copies in appreciate size binders)

▪ Prepare materials for distribution at the conference, which may include the final agenda, list of participants, notices of special functions, name badges, reference materials, program booklets negotiated contracts pg.9

Materials (Supplies - Task Area 6)

The Contractor shall provide Materials for each Full Committee & Subcommittee

Meeting. This task area shall be used to provide materials to support both Meeting types.

A list of supplies for meeting participants, speaker(s) and presenter(s) includes:

▪ Note pads, four (4) display easels, 2’x 3’ pads, large white paper pads, 5x8 junior sized writing pads

▪ Pens, pencils, paper, highlighters, four (4) marker sets (both paper and whiteboard)

Travel/Lodging Support (Task Area 7)

In accordance with the Government Services Administration Federal Travel Regulations

(FTR) rates, the contractor will only provide Travel/Lodging Support for twelve (12)

Committee Chair members, Co-committee Chair members, Subcommittee chair members and/or speaker(s) or presenter(s). The costs of travel/lodging expenses will be reimbursed by MARAD.

The contractor must submit a detailed cost proposal to the Contracting Officer of the proposed travel. All travel/lodging shall be in accordance with the Federal Travel

Regulations (FTR) and the Joint Travel Regulations (JTR) and adhere to FAR 31.205-46.

Travel must be prepared in a legible manner, include a description of the purpose of the trip and be summarized by traveler

All travel/lodging must be authorized by the technical point of contact or other authorized approving official. Airfare will be reimbursed for actual common carrier fares which are obtained by the most reasonable and economical means. The contractor shall maintain a summary of all approved travel, to include at a minimum, the name of the traveler, location of travel, duration of trip, total cost of trip. The proposal will include the name of individuals traveling, destination, and mode of transportation. Contractor staff travel and lodging per diem will not be reimbursed by the Government.

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Catering (Optional-Task Area 8)

Since Catering is an OPTIONAL task, the contractor may be responsible for coordinating catering services for both MTSNAC Meeting Types (Full committee &

Subcommittee meetings). Services will be provided for Full committee members, Subcommittee members and invited USDOT participants (speaker(s) and presenter(s)).

Catering for both MTSNAC meeting types under this task includes the following:

Light Refreshments

Breakfast

Food: Assortment of Danishes, bagels, muffins, bread

Beverages: Coffee, juice, water, tea

Breaks/Lunch

Food: Breaks/Lunch may or may not be provided (Note: If lunch is not provided, the

Government will not reimburse MTSNAC Committee members)

Beverages: Replenishment of coffee, juice, water, tea

Dinner

The Federal Government will not provide or reimburse members for dinner

▪ If the Full meetings and Subcommittee meetings take place at the U.S. DOT/HQ building, catering arrangements will be provided by the company Sodexo. The contractor will coordinate efforts with the company Sodexo in regards to catering the conference for Board Members only. Meals and/or light refreshments will not be provided to the public.

▪ Contractor’s proposed price should consider the coordination effort and the actual catering cost will be reimbursed at cost. The Government will not reimburse any

Contractor staff for any meals.

End of Section 2 pg.11

Section 3 – Deliverables

The contractor is responsible for submitting the following:

▪ Quarterly status reports in Microsoft (MS) Word 2013 or 2017 (.docx) page numbers depends on length of meeting and dialogue.

▪ The reports page count may range from 50 to 100 pages, color, double sided. (Note:

Lead time could be 2 days or as little as 5 hours).

▪ Prepare post conference summary, written minutes, transcripts and summary of proceedings of meetings and conferences for publication via print and/or Web within

15 business days and deliver to the DFO.

Section 4 - Kick-off Meeting/1st Meeting Information

Within seven (7) business days following the award date, the contractor shall attend a

Kick-Off Meeting to review task order goals and objectives, and to discuss technical requirements, administrative matters and Government Furnished

Information/Materials/Equipment (GFI/GFM/GFE). The meeting shall be attended by all contractor key personnel and shall be held at the DOT/HQ Washington, DC.

Title Delivery Date/Description

Kick-Off Meeting 5 or 7 days after contract award

Meeting Type Date Time Location

Full Committee September 27, 2017 8:00am-2:30pm DOT/HQ (Washington, DC)

*Note: The contractor will be notified of the other meeting types, date, time and location after award. Please note that the dates for subsequent 2017/2018 meetings will be determined in consultation with the DFO

End of Section 3