SOW.pdf

STATEMENT OF WORK (SOW)

to

Develop and Host the

Maritime Transportation System National Advisory Committee (MTSNAC)

Meetings

In Cooperation with the U.S. Maritime Administration

Background

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.

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.

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.

Place of Performance

The MTSNAC is scheduled to meet at least three (3) times a year, with subcommittees meetings between full committee meetings. The meetings are expected to be held in the

Washington, D.C. area but may also be hosted in other locations or virtually.

Objectives

MARAD invites Support Service proposals to develop and host MTSNAC full committee meetings and subcommittee meetings during the contract period. The selected contractor

(Contractor) will work closely with MARAD staff while developing each meeting. The contractor will be responsible for arranging and managing logistical issues for each meeting.

Scope

The Contractor will be responsible for developing and hosting the following meetings in

FY 2018:

Full Committee Meetings: Up to three (3) meetings to include one full day of presentations and demonstrations and one concluding half-day of presentations and discussion for each meeting. At least 40-60 participants are expected for the main meeting drawn from all sectors of the marine transportation communities nationwide, and including educators, other related professionals, and members of the public. No fees will be charged. When directed, travel and lodging expenses for MTSNAC members, subject matter experts, speakers or presenters and other and MARAD invited participants will be covered for the entire meeting.

Subcommittee Meetings: Up to three (3) subcommittee meetings to include one full day each. At least 30 participants are expected for each meeting. When directed, travel and lodging expenses for MTSNAC members, subject matter experts, speakers or presenters and other and MARAD invited participants will be covered for the entire meeting.

Webinars: Both the MTSNAC and its subcommittees may opt to host virtual meetings by webinar. 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.

Tasks

In consultation with the Designated Federal Officer (DFO), the Contractor will be responsible to:

Provide a meeting coordinator as MARAD liaison with responsibility for scheduling planning meetings and ensuring that deadlines are met.

Suggest optional meeting dates based upon a contracted meeting facility if a government facility is not available (hotel) availability and other factors as appropriate, including avoiding conflicts with other major maritime industry meetings. Arrange hotel contracts.

Provide Cost estimate for meeting, to include contractor fees and obtain approval to proceed.

If directed, arrange invitational travel and lodging, and pay travel and lodging expenses for select MTSNAC members, subcommittee members, and invited USDOT participants not to exceed applicable Government Services Administration Federal

Travel Regulation (FTR) rates. The costs of such travel and lodging expenses will be reimbursed by MARAD.

Arrange for the meeting facility if a federal government facility is not available

(hotel). Such a facility must include meeting rooms and catering for all sessions of the meetings; as well as, audiovisual support for sessions.

Provide onsite coordination and logistical and technical support. Coordinate all logistics with the contracted meeting facility if government facility is not available

(hotel).

When directed by the DFO, coordinate communication with the DFO, speakers, and participants.

Facilitate speakers’ presentations at the meetings, including obtaining and pre-loading speakers’ multi-media presentations and printed materials for dissemination to participants, obtaining speakers’ permissions for all dissemination media. Print program materials using a quality color printing facility; copy and design to be developed in collaboration with MARAD staff. Prepare participant notebooks including speaker handouts.

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.

Prepare post conference summary. Prepare written minutes, transcript and summary of proceedings of meetings and conferences for publication via print and/or Web within 15 business days and deliver to the DFO.

Arrange for printing of copies of a summary of proceedings; copy and design to be developed in collaboration with the DFO. A stenographer will not be needed for the sessions.

In consultation with MARAD Staff and the DFO, prepare all meeting signage, participant rosters, sign-in sheets and participant name badges. Provide technical and logistical meeting support for presentations and register on-site. Provide notepads and pens for meeting participants, including display easels, display pads, and markers

(both paper and whiteboard).

Quarterly status reports (to include progress, expense reports). Monitor expenditures to ensure that all expenses are within budget and appropriate; pay incurred expenses upon approval of invoices by the DFO.

Coordinate communication with MARAD staff, speakers, and participants.

Provide meeting rooms, audio visual equipment, supplies (pens, pencils and writing pads) and services incidental to the conduct of conferences.

Initiate invitation 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.

Provide personnel with the ability to facilitate in planning and implementing throughout the decision making and conference implementation process.

Provide personnel with knowledge of the Federal Government's travel rules and regulations.

Travel

The Contractor will submit a detailed cost proposal to the Contracting Officer of the proposed travel. Any travel cost that will be incurred by the management/project team should be included in the firm fixed price. Travel cost for participants of the committee member should not be included.

The proposal will include the name of individuals traveling, destination, and mode of transportation, lodging, and meals.

Catering

Arrange for catering for all MTSNAC and subcommittee meetings at which most the

MTSNAC members, subcommittee members, and/or USDOT invitees are in travel status FTR purposes. This includes providing food service for MTSNAC members, subcommittee members and invited USDOT participants. Meals and/or light refreshments will not be provided to the public.

If the Full meetings and Subcommittee meetings take place at the U.S. DOT 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. Contractor’s proposed price should consider the coordination effort and the actual catering cost will be reimbursed at cost.

Please note that the dates for subsequent 2017/2018 meetings will be determined in consultation with the DFO