MTSNAC_SOW_Revisions_1-3-12.docx

STATEMENT OF WORK (SOW)

to Develop and Host the FY 2013 Marine Transportation System National Advisory Council (MTSNAC) Meetings and Conferences In Cooperation with the U.S. Maritime Administration

Background

The Marine Transportation System National Advisory Council (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 and development challenges. The 29 member MTSNAC is comprised of leaders from commercial transportation firms, port and water stakeholders, labor, and Federal, state and local public entities.

The Council’s primary role is to provide advice and make policy recommendations to the Secretary on transportation development issues that address impediments to the effective use of America’s overall MTS. However, the Council will pay specific attention to the expansion and development of the Nation’s Marine Highway and port system through its Marine Highway subcommittee and the Secretary’s Port Advisory Council.

The MTSNAC is designed to provide an industry stakeholder and academic prospective to Departmental policies that affect efficient and environmentally friendly waterborne freight and passenger movements. The Secretary will rely on the Council to provide him with guidance regarding the development of a national freight policy and the integration of water into the overall transportation system.

The MTSNAC is scheduled to meet at least twice a year, with subcommittees meeting between full committee meetings. The meetings are expected to be held in the Washington, D.C. area.

Objectives

The U.S. Maritime Administration (MARAD) invites proposals to develop and host the FY 2013 Marine Transportation System National Advisory Council (MTSNAC) meetings and conferences. The Contractor will make the meetings and conferences available at no charge to invited participants. The Contractor’s staff will work closely with MARAD while developing the meetings and conferences. The Contractor will also arrange for meeting logistics.

Scope

The Contractor will be responsible for developing and hosting the following meetings in FY 2013:

Full Committee Meetings: Up to three (3) meetings to include one full day of presentations and demonstrations and up to one concluding half-day of presentations and discussion for each meeting . At least 40-50 participants are expected for the main meeting drawn from all sectors of the marine transportation communities nationwide, and including educators, and other related professionals. No registration fees will be charged. Travel and lodging expenses for up to 30 committee members and 30 subcommittee members 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. Travel and lodging expenses for up to 30 subcommittee members will be covered for each meeting.

Tasks

It will be the responsibility of the Contractor, in consultation with MARAD to:

• Provide a conference coordinator as MARAD liaison with responsibility for scheduling planning conferences and ensuring that deadlines are met.

· In consultation with MARAD, select conference date based upon hotel availability and other factors as appropriate, including avoiding conflicts with other major maritime industry meetings.

· Arrange travel and lodging, and pay travel and lodging expenses for participants not to exceed the GSA Federal Travel Regulations.

· If required, arrange for conference hotel to provide meeting rooms for all sessions of the meetings and conferences; as well as, audiovisual support for sessions and catering for registered participants.

· Coordinate all logistics with the conference hotel.

· Publicize and promote the meetings to appropriate maritime organizations and associations.

· Coordinate communication with MARAD, speakers and participants.

· Facilitate speakers’ presentations at the meetings, including obtaining and pre-loading speakers’ PowerPoint (or comparable) presentations and handout materials for dissemination to participants, obtaining speakers’ permissions for all dissemination media. Print program brochures using a quality color offset printing facility; copy and design to be developed in collaboration with MARAD. Prepare participant notebooks including speaker handouts.

· If directed, arrange for the meetings/conferences to be video recorded and delivered to MARAD within one month following the meeting/conference for posting on the committee web site.

· Prepare a written summary of proceedings of meetings and conferences for publication via print and/or Web.

· Arrange for printing of copies of a summary of proceedings; copy and design to be developed in collaboration with MARAD.

· In consultation with MARAD, prepare all conference signage, participant roster and participant name badges.

· Monitor expenditures to ensure that all are within budget and appropriate; pay incurred expenses upon MARAD approval of invoices.

Travel

All travel will be coordinated with the COR and approved by the Contracting Officer.

All travel must be pre-approved by the contracting officer.

The contractor will comply with the Federal Travel Regulations (FTR).

The contractor will be responsible for making arrangements for travel and lodging accommodations for Board Members. The contractor will be reimbursed for the travel expenses incurred in relation to performing this contract based on the Federal Travel Regulations (FTR). If accommodations cannot be obtain within the Federal Travel Regulations (FTR), the contractor must advise the Contracting Officer and provide the Contracting Officer with a cost breakdown of the cost and the rational why the FTR rates cannot be obtained. Any cost which exceeds the FTR rate, must be approved by the Contracting Officer prior to making a commitment.

The contractor will be reimbursed for travel incurred by employees directly involved in making arrangements for the conference. The contractor will submit a detailed cost proposal to the Contracting Officer of the proposed travel. The proposal will include name of individuals traveling, destination, mode of transportation, lodging and meals.

Period of Performance/Timeline 2013

Date Task Responsibility

January 6, 2013 Contract awarded MARAD

January 10, 2013 Task list developed Contractor/MARAD

January 15, 2013 Hotel/Meeting contracts awarded Contractor

February 12, 2013 Inaugural meeting Contractor/MARAD

Please note that the dates for subsequent 2013 meetings/conferences will be determined in consultation with MARAD.