Field Procedures Workshop SOW.pdf

National Oceanic and Atmospheric Administration (NOAA) National Ocean Service (NOS) Office of Coast Survey

Field Procedures Workshop Place of Performance: (One of the following choices)

Location A – Seattle, WA Location B – University District, Seattle, WA

Period of Performance: January 22 to 26, 2024

Table of Contents

STATEMENT OF WORK

PROGRAM BACKGROUND 3

SCOPE OF PROJECT 3

OBJECTIVES 4

PERIOD OF PERFORMANCE 4

PLACE OF PERFORMANCE 7

POINT OF CONTACT 7

REQUIREMENTS 7

INVOICING 9

DELIVERABLES 11

STATEMENT OF WORK

PROGRAM BACKGROUND

President Thomas Jefferson created the U.S. Coast Survey in 1807 to provide nautical charts that would help the young nation with safe shipping, national defense, and maritime boundaries. Two centuries later, Coast Survey – now an office within NOAA – continues to provide navigation products and services that ensure safe and efficient maritime commerce on America’s oceans and coastal waters, and in the Great Lakes.

Coast Survey maintains the nation’s nautical charts and publications for U.S. coasts and the Great Lakes. We create and maintain over a thousand charts covering 95,000 miles of shoreline and 3.4 million square nautical miles of water. We support the 1.3 billion metric tons of cargo valued at $1.8 trillion that comes in and out of U.S. ports every year.

As part of the Office of Coast Survey, the Hydrographic Surveys Division (HSD) manages hydrographic survey data from planning, to data acquisition, to quality control, to product delivery for application to the nautical chart. All of this requires close collaboration and coordination with a variety of stakeholders. In order to facilitate cross-organization collaboration and to ensure an opportunity to document and discuss lessons learned from the previous year’s field season, HSD organizes an annual Field Procedures Workshop (FPW).

Attendees for this workshop are geographically distributed across the country. The workshop is typically rotated between Seattle, WA, and Norfolk, VA, to ensure adequate attendance from Coast Survey, including the hydrographic and navigation services branches, and the four NOAA ships. The workshop is planned so that it will be co-located with the personnel of at least one ship or one local branch, thereby minimizing costs and maximizing local attendance.

Coast Survey and HSD require meeting space and lodging, as described below, to support the FPW requirement.

SCOPE OF PROJECT

NOAA’s Office of Coast Survey Field Procedures Workshop is held annually to enable the command, chief scientists, and survey technicians of the NOAA hydrographic vessels to meet with management and employees of the Office of Coast Survey to discuss best practices, emerging technologies, and the latest developments and applications in hydrography. This workshop provides a critical platform to discuss problems and solutions from the previous year’s field season. It also provides an opportunity to discuss how best to incorporate lessons learned into the planned, upcoming hydrographic survey projects and improve not only the efficiency of survey operations and data processing, but also the safety of acquisition. The workshop is typically held in late January or, depending on availability, can be held instead in the first full week in February. The workshop is to be held in the area of Seattle, WA (specifics included below).

OBJECTIVES

To provide a facility that meets the requirements, as set in this Statement of Work, and allows all in-person and virtual attendees the opportunity to participate and learn in a comfortable environment and is in the best interest of the Government.

PERIOD OF PERFORMANCE

The period of performance (POP) shall be for:

● January 22 to 26, 2024

Details for this option, including the number of lodging rooms required as part of this contract, the number of lodging rooms to be held as part of a room block, conference facilities, and use of A/V equipment are detailed in the following two tables. Note that column A states the number of rooms that should be included in the contract cost proposal. This is an estimate of the number of rooms that will be required for attendees covered under this contract. Once an actual room count is determined at the end of the POP, actual room usage will be paid for via the contract.

Column B states the number of additional rooms needed for a room block for attendees that will be paying for their rooms individually, not as part of the contract. For example, on January 22 it is estimated up to 48 rooms will be required under the contract and an additional 32 rooms for attendees not covered under the contract, for a total of up to 80 rooms per night.

Date

Column A - Approximate # Lodging Rooms on Contract

Column B - # of Rooms Available in Room Block

Conference Facilities A/V Equipment

January 22, 2024 48 32 Set-up in main conference room 8:00 a.m. to 6:30 p.m

No

January 23, 2024 48 32 Use main conference room and 3 break-out room

Yes

January 24, 2024 48 32 Use main conference room and 3 break-out rooms

Yes

January 25, 2024 48 32 Use main conference room and 3 break-out rooms

Yes

January 26, 2024 0 0 Use main conference room and 3 break-out rooms Yes

PLACE OF PERFORMANCE

The workshop will be held within a 1-mile radius of one of two locations noted below. Location A is the location of highest preference; however, location B will be considered. Lodging and meeting rooms, as described below, should be in the same facility.

Location A == Downtown Seattle, WA

1.0 mile radius center is at Westlake Square at Westlake Avenue, Seattle, WA

Location B == University District, Seattle WA

1.0 mile radius center is at 4333 Brooklyn Ave NE, Seattle, WA

POINT OF CONTACT

The program and budget point of contacts (POC) for this requirement are Evette Coates (Evette.Coates@noaa.gov; 302-751-0726) and the Deputy Chief for the Hydrographic Surveys Division (HSD.Deputy.Chief@noaa.gov).

REQUIREMENTS

Hotel Requirements

The location should be within a 1-mile of location A or location B, in order to minimize ground transportation costs and logistical requirements.

Also, the hotel should have the following:

● Restaurants of various cuisine open for all 3 meals within a 1-mile walking distance.

● Free high-speed wireless internet connections in meeting rooms and public spaces.

● Complimentary wireless internet capability in the sleeping rooms.

● Free (or included) parking for all workshop attendees (both day-attendees and overnight guests)

● On-site meeting facilities able to accommodate up to 150 attendees for main workshop set in a classroom style (tables and chairs in rows) and three smaller rooms set in round- table style seating, able to accommodate up to 40 attendees each. The main workshop space is able to accommodate 20% more attendees than planned. The main workshop is also able to accommodate a panelist-style configuration with a table and chairs to accommodate up to 5 panelists and 1 moderator.

● Room counts as noted above.

● Meeting space, standard audio/visual package for the main meeting room, or comparable meeting package items are requested in the hotel bid.

● Water and coffee service on the Tuesday, Wednesday, and Thursday of the conference.

● Audio/visual package for the main meeting room would include a stage, podium, microphone, 2 screens, 2 projectors, extension cords (15-20), power strips (15-mailto:Evette.Coates@noaa.gov mailto:HSD.Deputy.Chief@noaa.gov

20), and a pointer.

● Audio/visual package for the three smaller rooms would include a projector, a large screen, and a small screen.

● One complimentary sleeping room night per 40 room nights is requested along with complimentary upgrades to suites for 6 VIPSs.

● Discounts or specials for breakfast and lunch in the hotel restaurant venues are appreciated.

● Shall meet all mandated Federal requirements, including but not limited to the

Hotel and Motel Fire Safety Act of 1990.

https://www.usfa.fema.gov/prevention/outreach/hotel_motel.html

● Shall allow outside food (food not purchased from the Hotel) to be brought into the conference and meeting rooms.

● Room configuration map provided with the proposal

If no hotels have availability or if no hotels can meet all the requirements as stated in this Statement of Work, other hotels outside of this radius will be considered.

Conference Room – Quantity 1

● Able to accommodate 150 people with classroom-style seating

● Stage for presenters (or equivalent to an elevated platform)

● Podium with microphone

● Large table with chairs for panelists (in the front of the room)

● Two large tables for materials (in the back of the room preferred)

● 4 easels/flip chart stands

● Ability to leave Government-furnished equipment set-up in the conference room with locked, secured access

A/V Specifications o 2 high-quality projectors with tables/carts with power that can connect to one or two laptops with 2 projection screens and backup bulbs for a large workshop room.

o Necessary additional power strips for A/V and for attendees who may be bringing computers or cell phones and need to charge these. Each conference room will have an adequate number of outlets stationed at tables to facilitate this.

o Availability of tele-workshop capability in large workshop room (10 Mb/s wired connection) o Ability to connect Government-furnished equipment (see attached list) into room-installed speakers, or hotel-provided powered speakers.

o High-speed wireless internet capability o Additional A/V support services (as needed) o The workshop moderator and NOAA IT personnel will assist with the set-up of all facility-provided A/V equipment

● POC: Nathan Wolfe (nathan.wolfe@noaa.gov)

Douglas Wood (douglas.wood@noaa.gov) Daniel Garatea (daniel.garatea@noaa.gov) https://www.usfa.fema.gov/prevention/outreach/hotel_motel.html mailto:nathan.wolfe@noaa.gov mailto:doug.wood@noaa.gov

Breakout Rooms – Quantity 3

● Able to accommodate 40 people with round-table style seating

● 1 high-quality projector with tables/carts with power than can connect to one or two laptops with 2 projections screens (1 large and 1 small) and backup bulbs for breakout rooms

● 1 easel/flip chart stand

A/V Specifications o Necessary additional power strips for A/V for attendees who may be bringing computers or cell phones and need to charge these.

o High-speed wireless internet capability o Additional A/V support services (as needed) o The workshop moderator and NOAA IT personnel will assist with the set-up of all facility-provided A/V equipment

● Nathan Wolfe (nathan.wolfe@noaa.gov)

Douglas Wood (douglas.wood@noaa.gov) Daniel Garatea (daniel.garatea@noaa.gov) mailto:nathan.wolfe@noaa.gov mailto:doug.wood@noaa.gov

Sleeping Rooms – (included in the contract) Quantity: see column A in tables above

● To be billed for actual room use at the end of the POP

● Roster to be provided 17 days before POP begins.

● Name substitutions allowed for no additional charge after final roster submitted.

Sleeping Rooms (to be blocked off for additional attendees) Quantity: see column B in tables above

● Roster to be provided 17 days before POP begins.

● Individuals will be paying via their own Government Travel Card or Personal Credit

Card.

IT Security Requirements:

The Assessment and Authorization (A&A) requirements of Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required.

The contractor will not access, store, process or transmit any government privileged information.

The contractor will not have access to any non-public government information, systems and/or networks. The contractor will only be providing A/V projector and Internet Access for GFE equipment being brought by attendees.

INVOICING

The contractor shall submit a complete invoice to the POC below within one week after the workshop is over.

As per FAR 32.904, the following must be on every invoice to be considered complete. Failure to include any required information could result in the invoice being returned and delay of payment.

Contractor Information:

● Name

● Address

● DUNS Number

● Taxpayer Identification Number

Payment Information:

● Name and Address where payment is to be sent

● Electronic Funds Transfer banking information

● Name, title, phone number, and mailing address of person to be notified in the event of a defective invoice

Invoice Information:

● Invoice Number

● Invoice Date

● Shipping &/or Payment Terms, if applicable

Contract Information:

● Contract Number

● Order Number, if applicable

● Description of supplies or services; to include:

− Quantity − Unit of Measure − Unit Price − Extended Price

One copy of all invoices must be mailed and emailed to:

NOAA’s Office of Coast Survey 1315 East West Highway N/CS3, Room 6107 Silver Spring, MD 20910 Attn: Deputy Chief HSD.Deputy.Chief@noaa.gov

AND

NOAA’s Office of Coast Survey 1315 East West Highway N/CS3 Silver Spring, MD 20910 Attn: Evette Coates Evette.Coates@noaa.gov

AND

NOAA Acquisitions Department 200 Granby Street, Suite 815 Norfolk, VA 23510 Kelly.Parr@noaa.gov mailto:HSD.Deputy.Chief@noaa.gov mailto:Evette.Coates@noaa.gov

DELIVERABLES

Deliverables Due Date Deliver To

Kick off telephone meeting, general discussions to finalize deliverable schedule, and establish open line of communication between all parties.

Within 5 days of award

POC

Room block established by contractor Within 8 days of award

POC

Number of rooms required with names of persons in those rooms that are covered by the contract, and number and names of persons who reserved rooms under the room block

17 days prior to first day of POP

Contractor

Set up main meeting room and 3 breakout rooms Day 2 of the POP POC

Provide support as necessary to AV services and equipment

Days 2 – 5 of the

POP

POC

Provide invoices Within 7 days after POP ends

POC and see invoicing

Current AV Equipment

AV mixer -4 mic inputs -2 ¼ balanced TRS outputs -2 RCA outputs -1x HDMI output -4x HDMI input

7 SLX Wireless Microphones -5 boundary microphones -1 SM58 wireless handheld -1 bodypack lavalier mic

3 cameras -2 Camcorder type -1 PTZ camera

2 Projectors Capable of projecting on a 12-16’ screen Use for Breakout rooms HDMI Input