Attachement_1_SOW.pdf

STATEMENT OF WORK

U.S. Geological Survey

Feb. 28, 2023

Request for Quote for the 2022 USGS National Water Data Training Workshop

Title: 2023 USGS National Water Data Training Workshop

Potential Date: August 2023

Attendees: 600 Hydrologists, Hydrologic Technicians, and Database Administrators

Location: Hotel in the downtown Phoenix, AZ area.

Hotel within short walking distance or short drive to food and entertainment.

Hotel within short walking distance or short drive to public transportation.

Hotel approved by FEMA, CCR and DUNS.

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 600 Federal Government employees; tax exempt on reimbursable government charges (including lodging).

Guest Rooms: (Pre-Workshop On-Site Planning Event only): a block of tax-exempt rooms will be required to accommodate an estimated 18 attendees; total room-night estimates: approximately 76 room nights at local per diem. Pre-Workshop On-site Planning event should occur in mid-May through mid-June.

18 single rooms on Monday night.

18 single rooms on Tuesday night.

18 single rooms on Wednesday night.

18 single rooms on Thursday night.

Guest Rooms: The purchase order is contingent on the hotel’s capability to furnish hotel rooms to attendees as follows. The Hotel needs to be in the downtown Phoenix area. A block of tax-exempt rooms will be required to accommodate an estimated 600 attendees: TOTAL ROOM NIGHT ESTIMATES (approximately 2,519 room nights at local per diem).

18 single rooms on Saturday night

375 single rooms on Sunday night 600 single rooms on Monday night 600 single rooms on Tuesday night 600 single rooms on Wednesday night

325 single rooms on Thursday night

Attendees will be responsible for making their own reservations and making payment for their personal hotel accommodations with their government tax-exempt credit card.

When making reservations, each attendee shall inform the hotel that they are attending the “USGS National Water Data Training Workshop” or abbreviation established by the hotel. 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.

Shuttle Service: Hotel shall provide, or be able to arrange for transportation to the airport.

Meeting Room Signs and Messages: Hotel shall provide electronic signage each day in meeting commons area indicating the meeting room locations, times, days, etc.

Hotel 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.

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

Audio Visual: Each breakout room will require screen, projector, projector cart, 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, projectors, podium on riser, podium microphone, two cordless handheld microphones and confidence monitor in front of riser.

The Hotel 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 hotel furnished equipment. If hotel AV costs exceed manageable expectations, USGS may contract needs to a 3rd party vendor. Exact equipment needs will be determined at least 30 days prior to training workshop.

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

**Proposed Meeting Room Requirements are as follows:

Training Rooms: Prefer all training and exhibit space on one level. USGS will finalize training room arrangements at least 30 days prior to training workshop.

1) Registration Desk and Workshop Planners Room

a) Four 6-ft skirted tables with two chairs per table in lobby or near main meeting rooms

b) Workshop planner room should be a secured room to hold supplies and equipment needed for event with six 6 ft. tables and one round table with 10 chairs

c) Room is needed Sunday AM through Friday PM

d) A refrigerator is to be included with room

2) Ballroom for plenary sessions

a) 6000 sq. ft minimum

b) Set classroom style for 600 attendees with stage riser and podium

c) 2 large screens for the plenary session with wiring for dual projector feeds and confidence monitor in front of riser

d) Podium microphone, 2 handheld cordless microphones

e) Needed Tuesday AM, and Thursday PM only

3) 2 large meeting room for computer training sessions,

a) ~2000 sq. ft minimum

b) set classroom style for 100 people

c) Needed Monday all day, Tuesday PM, Wednesday all day, and Thursday all day

4) 11 medium meeting rooms for concurrent breakout training sessions

a) ~1000 sq. ft minimum

b) set classroom style for 50-75 people

c) Needed Monday all day, Tuesday PM, Wednesday all day, and Thursday all day

5) 2 small meeting rooms for concurrent breakout training sessions

a) ~300 sq. ft minimum

b) set classroom style for 20-40 people

c) Needed Monday all day, Tuesday PM, Wednesday all day, and Thursday all day

6) Large Guest Room Executive Suite for planning team meetings

a) Kitchenette

b) Small Conference Table for up to 15 people

c) Saturday PM through Saturday AM

d) Prevailing Federal Gov Per Diem Rate at Time of Training Workshop

e) Does not need AV, podium, table staging

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

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

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

Exhibit space: Exhibit space and exhibitors will be managed by the Hotel or third party exposition contractor. Hotel or third-party contractor will coordinate with exhibitors on booth needs and payment.

Prefer all meeting and exhibit space on one level and in same building as lodging rooms. Exhibitor’s space is separate in all respects from the 600 Government attendees and will be placed on its own master account.

a) The exhibitor area will be approximately 5500-6000 sq. ft minimum that will contain at least 40 8x8 booths with pipe and drape. Must accommodate 300+ people flowing through the area during AM/PM breaks. This space is in addition to the ballroom/plenary area requirement.

b) Each exhibitor booth will include a 6 ft draped table with 2 chairs, electricity, and wastebasket. Hotel to provide daily wastebasket maintenance and general room clean-up.

c) 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.

d) Large room/area to accommodate approximately 30 easels to support 3’ x 3’ poster boards for a poster session to be held Wednesday PM; number of easels may change closer to event date. Prefer to be on same floor as technical sessions. Room will need to be large enough to accommodate 300 people along with the poster and easels to comfortably flow throughout the space. Easels and room needed Wednesday - Thursday.

Previous National Water Data Training Workshops

1. 2019 Hyatt Regency Columbus, OH 480 attendees

2. 2018 San Antonio Marriott Rivercenter, San Antonio, TX 320 attendees

3. 2017 Davenport Grand Hotel, Spokane, WA 320 attendees

4. 2015 Hyatt Regency Riverfront, Jacksonville, FL 440 attendees

5. 2014 Marriott Downtown, Kansas City, MO 350 attendees

6. 2012 Marriott Riverfront, Portland, OR 425 attendees

7. 2011 Radisson Greentree, Pittsburgh, PA 335 attendees

Special Concessions Hotel to consider special concessions based on 80% guest room pick-up such as:

1. Reduced onsite parking rate.

2. Group rate available three days pre/post 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. Waive attrition

8. No food and beverage minimums.