FLARNG_2026_NAC_SOW.pdf

FLARNG Regional Native American Consultation Scope of Work

Florida Army National Guard Page 1

SCOPE OF WORK

FOR LOGISTICAL SUPPORT OF A

SOUTHEAST REGIONAL

NATIVE AMERICAN

CONSULTATION(NAC)

IN SUPPORT OF

THE FLORIDA ARMY NATIONAL

GUARD’S (FLARNG)

CULTURAL RESOURCES PROGRAM

Florida Army National Guard Page 2

1.0 INTRODUCTION

The Florida Army National Guard (FLARNG) requires assistance from a Contractor in conducting a regional level Native American Consultation (NAC). Participants will include Army National Guard (ARNG) personnel from Alabama, Florida, Georgia, Mississippi, North Carolina, South Carolina, Tennessee, and the NGB Conservation Branch Chief. This regional consultation will match said personnel with their counterparts from applicable Federally recognized Tribal Sovereign Nations. In most cases, the participants will include the same personnel who have consulted together in the past. The goal of this consultation is to provide participants with an opportunity to facilitate ongoing dialogue with Tribal representatives in attendance. As well as assist ARNG personnel with National Environmental Policy Act (NEPA) projects, National Historic Preservation Act (NHPA) projects, and/or any potential similar activities.

The consultation meetings will provide a combination of formal presentations and breakout sessions to focus on information-based sharing exercises. The issues to be addressed during the meetings may range from the presentation of Federal regulations to personal experience of consultation issues.

The work during this government-to-government consultation will be conducted with respect, cultural awareness, and through an appropriate anthropological perspective. The Native American Tribal issues addressed during the meetings may be incorporated in discussions of Federal regulations of National Historic Preservation Act (NHPA), Archeological Resource Protection Act (ARPA), Native American Graves Protection and Repatriation Act (NAGPRA), American Indian Religious Freedom Act (AIRFA), Executive Order (EO) 13007, EO 13175, AR 200-4, NEPA, and the DoD Annotated American Indian and Alaska Native Policy dated 27 Oct 1999. As well as provide awareness training for ALARNG, FLARNG, GAARNG, MSARNG, NCARNG, SCARNG, and TNARNG environmental and general staff, and representatives of the affiliated Federally recognized Tribal Sovereign Nations.

The above-referenced regulations mandate that this consultation occur and will build on previous consultations to continue the long-term working relationships between the States Army National Guard and pertinent Federally recognized Tribal Sovereign Nations.

2.0 SCOPE OF WORK

Attendance will include both Federally recognized Native American Tribal Nation representatives and Army National Guard representatives. The NAC will be conducted August 17-21, 2026, at the Guy Harvey Resort in St. Augustine Beach, FL. In the event changes need to occur, they must be approved by FLARNG prior to execution. The Scope of Work (SOW) includes the following critical elements:

a. Develop a meeting agenda and list of broad topics (with input from the FLARNG, National Guard Bureau (NGB) and other ARNG Cultural Resources personnel).

b. Coordinate with the hosting venue to procure the provided cost estimate (see attached Guy Harvey Resort Cost Proposal) and provide planned meals (four breakfasts, three lunches, and one dinner) for participating guests within the Contractor provided lump sum cost estimate, which will include lodging for 25 rooms, transportation, equipment, and registration materials.

c. Identify and invite; in conjunction with NGB, FLARNG, and other ARNG Cultural Resources Managers, a comprehensive list of Federally recognized Tribal Government participants.

d. Invite guest speakers (as provided by NGB in conjunction with FLARNG).

e. Develop/provide cultural awareness field trips (see attached Alligator Farm proposal).

f. Develop and provide handout materials, including binders with presentations and a brochure style pamphlet summarizing the event.

g. Photograph event(s) as applicable by willing participants.

h. Provide a summary of events in the format of a Memorandum for Record (MFR) for all participants.

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The following specific tasks will be undertaken by the Contractor in assisting the FLARNG with preparation for and execution of the 2026 NAC.

2.1 Task 1: Pre-Consultation Logistics Meetings

This task addresses the need to prepare an agenda and list of potential speakers. The need to maintain an open dialogue among all participants is a critical component. An anthropological perspective on the consultation, promoting cultural awareness, will be provided.

This task includes an initial kickoff meeting with FLARNG Environmental staff. The logistical needs of the NAC, including the content and place of meeting presentations, audio-visual equipment, and registration materials, must all be organized and will be established in consultation with FLARNG staff.

During this meeting, the Contractor will be furnished with detailed background data relating to the FLARNG military mission and activities conducted on various state-wide facilities, as well as a history of FLARNG Native American coordination activities to date. The FLARNG will present a detailed summary of NAC activities that have been conducted to date regarding current proposed NEPA actions, as well as known future NEPA actions as appropriate.

The FLARNG Point of Contact (POC) will be responsible for copying documents in cases where the original cannot be distributed to the Contractor for use during the execution of this SOW. Whenever possible, the above-listed data will be provided to the Contractor in electronic format. The Contractor will be responsible for reviewing all provided data.

• Deliverable: Summary letter including indication of current project understanding

• Performance Period: One month from notice to proceed

2.2 Task 2: Meeting Logistics

This task includes all logistics and organization pursuant to the conduct of the NAC, including:

a. Securing the NAC location with the Guy Harvey Resort at 860 A1A Beach Blvd, St Augustine Beach, FL 32080 in The Nautilus Ballroom and reserving a block of hotel rooms at government rates (initial reservations are 25 for Native American attendees).

b. Coordinating speakers, accommodating audio-visual requests, and providing audio-visual assistance from the meeting location. This also includes making arrangements for an informal reception on the evening of Monday August 21st, as well as social events during the NAC.

c. Assistance with the formulation and maintenance of a registration list and resolve any issues that may arise during the consultation. Contractor staff will be available throughout the NAC as well as the day prior for last-minute logistical arrangements.

• Deliverable: Copies of coordination data and regular communication with FLARNG

• Performance Period: Ongoing until NAC is concluded

2.3 Task 3: Invitation / Coordination Letters Meeting

The organization of the meeting will require that the Contractor inform all participants of the NAC logistics in hardcopy and electronic form, as well as issuing invitations and post-meeting communications. This task will entail:

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a. The preparation of letters and e-mails that provide logistical information, receipt for registration, etc.

b. The preparation of appreciation letters to participants and speakers.

• Performance Period: To be determined

2.4 Task 4: Notebooks and Miscellaneous

This task is focused upon the preparation of all NAC materials. Task details include:

a. The collection of Microsoft PowerPoints from presenters at the latest 2 weeks prior to the NAC on August 3rd.

b. The organization of 50 course notebooks made of recycled content materials (if cost efficient), with paper of at least 30% post-consumer recycled content paper and will be double sided as appropriate.

1) Notebooks will include:

i. Speaker slides - no more than 2 per page

ii. Speaker biographies; as appropriate

iii. Quick-reference tabs (for each topic)

iv. Appendix for complete name and address of participants and speakers

v. Appendix for web addresses

vi. Pad of recycled content note paper (8.5" x 11")

vii. Graphics (for name tags, slides, and notebook cover)

viii. Prepared nametags and notebook cover

c. Any notebooks remaining after the NAC will be mailed out to invited participants that cannot attend the consultation upon request.

• Deliverable: Up to 50 NAC Notebooks

2.5 Task 5: Advertising the Consultation

This event will require specifically directed advertising to request attendance for the FLARNG NAC. This task will require:

a. Assisting FLARNG with marketing items, which may include but not limited to e-mails, letters and pamphlets in a hard copy form.

• Performance Period: Ongoing

2.6 Task 6: Travel Costs

This task is generally limited to the cost associated with reimbursing Native American Tribal representatives and invited speakers. For planning purposes, the Contractor may assume a total of 25 Native American Tribal representatives will attend the consultation and will be reimbursed by the Contractor directly. A general estimate for travel reimbursement for each invited individual is approximately $600.00 ($15,000.00 total estimated travel budget). The Contractor will be reimbursed for travel expenses over the estimated amount. Airfare funds allocated for this task that are not used will either not be billed or will be returned to the FLARNG

• Deliverable: None

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• Performance Period: Ongoing

2.7 Task 7: After Action Due Outs

Following the NAC the FLARNG anticipates that additional information and requested materials will need to be sent to attendees as applicable. Additional follow-ups with all attending individuals will be necessary, to assess any comments about the consultation for future planning purposes, which will later be provided to the FLARNG.

• Deliverable: Summary letter including after action due outs and comments received, consultation pamphlets/brochures, showcasing of the States attending, representative photos of the presentations, and field trip activities. Reviewed and approved by FLARNG, then mailed to all attendees, “Thank you” letters to the Tribes and furnished to FLARNG for signature.

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3.0 PERIOD OF PERFORMANCE

The FLARNG anticipates the completion of this SOW no later than September 30, 2026. This includes required preparation time, as well as meeting conduct, and pre- / post-meeting logistics, starting from the date of contract initiation and terminating upon conclusion of all associated activities.

This time frame may be reduced or extended as necessary to meet internal deadlines and constraints. Review times allotted for FLARNG staffing may be reduced or extended, if necessary.

4.0 LIST OF ASSUMPTIONS

In addition to the conditions specified in Section 2.0, the Contractor may make the following critical assumptions for the purpose of costing as part of this SOW:

The FLARNG will provide hard (paper) and digital (e.g., GIS) copies of existing documents, data, figures, and maps that may be applicable / related to FLARNG NA consultation / coordination.

The FLARNG will identify and designate specific points-of-contact (POCs) for the Contractor to facilitate data gathering and communication. The FLARNG POC will be responsible for coordinating and forwarding submittals, publications, notices, and other related information to applicable personnel for review and distribution. The FLARNG POC will be responsible for posting and publishing all FLARNG internal notices related to this SOW. The FLARNG POC will be responsible for consolidating comments on proposed details from FLARNG personnel involved (e.g. facilities staff, environmental staff, training staff,) for the Contractor, and for forwarding these consolidated comments to the Contractor.

The FLARNG Environmental Office will serve as the liaison with FLARNG and NGB personnel by coordinating, scheduling, and staffing project meetings; as necessary.

The FLARNG Environmental Office will be responsible for internal circulation of the submitted materials.

No additional meetings, aside from those specified in this SOW, will be required.

Any and all costs associated with the event will be paid for by the Contractor. No change orders or cost variations are allowed after the lump sum cost proposal acceptance regardless of actual costs assumed.

5.0 FLARNG POINT OF CONTACT

The primary POC for this project is the Cultural Resources Manager, Ms. Victoria A. Capo at (904) 823- 0261. The Secondary POC is Conservation Program Team Lead, Ms. Gaelin A. McLeod at (904) 823-0249.

The Conservation Program Manager is Ms. Jacqueline D. Kelly at (904) 823-0343. All material submissions are to be sent to Ms. Victoria A. Capo at the following address:

Ms. Victoria A. Capo Department of Military Affairs Florida Army National Guard

CFMO/ENV

2305 State Road 207 St. Augustine, FL. 32086

6.0 SPECIAL CONSIDERATIONS

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All submittals, meeting minutes, correspondence, and reports are to be held in the strictest confidence. The release of information (written, electronic, or verbal) pertaining to any aspect of the project is not to be released to the public without written permission from the Contracting Officer’s representative and primary or secondary FLARNG POC’s; Ms. Victoria Capo, Ms. Gaelin McLeod, or Ms. Jacqueline Kelly. Monthly progress reports are required. Invoices will be paid on task-by-task basis; however, if an individual task exceeds one month in duration, invoices may be submitted for that task on a percentage-complete basis. All delivery orders issued against this SOW will be fixed price.

— END OF SCOPE OF WORK —

Guy Harvey Resort 860 A1A Beach Blvd, St. Augustine, Florida 32080

Phone: 904-471-2555

Booking Check

Date Printed: 3/13/2026

Organization Authorized Signature Date Page 1 of 3

Post As: Florida Army National Guard Conference Event Dates: August 17, 2026 - August 21, 2026 Account: Contact:

Address: , Phone:

Email:

Onsite Contact:

Onsite Phone:

PM #: Sales Manager: Jennifer Moore Catering Manager:

Phone:

Event Date Event Time Room Event Name Setup Agr Gtd BEO # Mon, 08/17/2026 7:00 PM - 9:00 PM The Nautilus Ballroom Dinner U-shape 50 Tue, 08/18/2026 7:00 AM - 8:00 AM The Nautilus Ballroom Breakfast 50 Tue, 08/18/2026 8:00 AM - 5:00 PM The Nautilus Ballroom Meeting U-shape 50 Tue, 08/18/2026 12:00 PM - 1:00 PM The Nautilus Ballroom Lunch 50 Wed, 08/19/2026 7:00 AM - 8:00 AM The Nautilus Ballroom Breakfast 50 Wed, 08/19/2026 8:00 AM - 5:00 PM The Nautilus Ballroom Meeting U-shape 50 Wed, 08/19/2026 12:00 PM - 1:00 PM The Nautilus Ballroom Lunch 50 Thu, 08/20/2026 7:00 AM - 8:00 AM The Nautilus Ballroom Breakfast Rounds of 10 50 Fri, 08/21/2026 7:00 AM - 8:00 AM The Nautilus Ballroom Breakfast Rounds of 10 50

Monday, August 17, 2026

Guestrooms

Qty Name Value Subtotal Combined Tax Service Charge Total 25 2 Queen Beds Partial View 2QBV (S) $149.00 $3,725.00 $0.00 $0.00 $3,725.00

Events

Qty Name Value Subtotal Combined Tax Service Charge Total 50 Signature Buffet 2025 $45.00 $2,250.00 $0.00 $495.00 $2,745.00

Daily Total

Subtotal Combined Tax Service Charge Total

Guestrooms $3,725.00 $0.00 $0.00 $3,725.00

Events $2,250.00 $0.00 $495.00 $2,745.00

Tuesday, August 18, 2026

Qty Name Value Subtotal Combined Tax Service Charge Total 25 2 Queen Beds Partial View 2QBV (S) $149.00 $3,725.00 $0.00 $0.00 $3,725.00

Events

Qty Name Value Subtotal Combined Tax Service Charge Total

50 2025 Breakfast - Classic American Breakfast Buffet $22.00 $1,100.00 $0.00 $242.00 $1,342.00

50 All Day Beverage Service $14.00 $700.00 $0.00 $154.00 $854.00 50 Break - Sweet Tooth $10.00 $500.00 $0.00 $110.00 $610.00 50 2025 Lunch Buffet - Slider Bar $34.00 $1,700.00 $0.00 $374.00 $2,074.00

Function Room Rental

Qty Name Value Subtotal Combined Tax Service Charge Total 1 The Nautilus Ballroom $500.00 $500.00 $0.00 $110.00 $610.00

Phone: 904-471-2555

Booking Check

Organization Authorized Signature Date Page 2 of 3

Tuesday, August 18, 2026

Daily Total

Subtotal Combined Tax Service Charge Total

Guestrooms $3,725.00 $0.00 $0.00 $3,725.00

Events $4,000.00 $0.00 $880.00 $4,880.00

Function Room Rental $500.00 $0.00 $110.00 $610.00

Wednesday, August 19, 2026

Qty Name Value Subtotal Combined Tax Service Charge Total 25 2 Queen Beds Partial View 2QBV (S) $149.00 $3,725.00 $0.00 $0.00 $3,725.00

Events

Qty Name Value Subtotal Combined Tax Service Charge Total

50 2025 Breakfast - Classic American Breakfast Buffet $22.00 $1,100.00 $0.00 $242.00 $1,342.00

50 All Day Beverage Service $14.00 $700.00 $0.00 $154.00 $854.00 50 Break - Healthy Break $13.00 $650.00 $0.00 $143.00 $793.00 50 2025 Cuban Bar - Lunch Buffet $36.00 $1,800.00 $0.00 $396.00 $2,196.00

Function Room Rental

Qty Name Value Subtotal Combined Tax Service Charge Total 1 The Nautilus Ballroom $500.00 $500.00 $0.00 $110.00 $610.00

Daily Total

Subtotal Combined Tax Service Charge Total

Guestrooms $3,725.00 $0.00 $0.00 $3,725.00

Events $4,250.00 $0.00 $935.00 $5,185.00

Function Room Rental $500.00 $0.00 $110.00 $610.00

Thursday, August 20, 2026

Qty Name Value Subtotal Combined Tax Service Charge Total 25 2 Queen Beds Partial View 2QBV (S) $149.00 $3,725.00 $0.00 $0.00 $3,725.00

Events

Qty Name Value Subtotal Combined Tax Service Charge Total

50 2025 Breakfast - Classic American Breakfast Buffet $22.00 $1,100.00 $0.00 $242.00 $1,342.00

Daily Total

Subtotal Combined Tax Service Charge Total

Guestrooms $3,725.00 $0.00 $0.00 $3,725.00

Events $1,100.00 $0.00 $242.00 $1,342.00

Friday, August 21, 2026

Events

Qty Name Value Subtotal Combined Tax Service Charge Total

50 2025 Breakfast - Classic American Breakfast Buffet $22.00 $1,100.00 $0.00 $242.00 $1,342.00

Phone: 904-471-2555

Booking Check

Organization Authorized Signature Date Page 3 of 3

Friday, August 21, 2026

Daily Total

Subtotal Combined Tax Service Charge Total

Events $1,100.00 $0.00 $242.00 $1,342.00

Summary Breakdown

Taxes, Service Charges Summary

Guestroom Tax 0.00% $0.00

Gratuity Charge 22.00% $3,014.00

Sales Tax 0.00% $0.00

Subtotal $3,014.00

Deposit Summary

Subtotal $0.00

Summary All Charges

Subtotal Combined Tax Service Charge Total

Guestrooms $14,900.00 $0.00 $0.00 $14,900.00

Events $12,700.00 $0.00 $2,794.00 $15,494.00

Function Room Rental $1,000.00 $0.00 $220.00 $1,220.00

Subtotal $28,600.00 $0.00 $3,014.00 $31,614.00

Less Deposit ($0.00)

Grand Total $31,614.00