2020_NPCGF_Experts_Meeting_SOW.pdf

Statement of Work for 2020 North Pacific Coast Guard Forum Experts’ Meeting

Background: The North Pacific Coast Guard Forum (NPCGF) is comprised of the Coast Guard and Maritime Law Enforcement Agencies of Canada, China, Japan, Korea, Russia, and the U.S. Two annual multi-lateral meetings are hosted by each nation on a rotating basis. An Experts’ Meeting is held in the spring, and a Summit Meeting is held in the fall, and is normally attended by the Commandant. This request for quotation is focused on the spring Experts’ Meeting, and will be hosted by the United States Coast Guard (USCG) Pacific Area (PACAREA) from March [TBD], 2020, either in the San Francisco, CA Bay Area or Honolulu, HI (the decision on which city the event will be held in, as well as which exact week in March 2020 depending on offeror vacancy/availability, will be made following the review of proposals from this solicitation).

The NPCGF serves to create effective maritime relationships and enhance overall interoperability between participating nations. The Forum fosters continued multilateral cooperation through established working groups on combined operations, information exchange, combating illegal trafficking, emergency response, maritime security, and fisheries enforcement.

Objectives: The purpose of this solicitation is to find a suitable venue and accommodations for the NPCGF Experts’ Meeting. Venues from the following two locations will be considered:

For Honolulu, HI: a primary requirement is the location of the accommodations and venue must be within 10 minutes walking distance of the DKI Asia-Pacific Center for Security Studies (APCSS), located at 2058 Maluhia Rd., Honolulu, HI 96815.

For the San Francisco Bay Area: a primary requirement is the location of the accommodations and venue must be either:

• Within 10 miles of Coast Guard Island, located at 42 Eagle Rd., Alameda, CA 94501;

• Within five (5) miles of the Presidio of San Francisco, San Francisco, CA 94129;

• Within five (5) miles of Walnut Creek, CA; or

• Within 12 miles of Petaluma, CA.

The venue must be able to meet the additional following requirements.

Requirements - Facility must include:

1. The Hotel must be able to accommodate reservations for approximately 75 attendees (one person per room). Individuals will pay for their own room reservations. The host, USCG PACAREA will not provide a guarantee for the rooms.

The meeting generally has from 65-85 attendees annually.

Guests will check in the evenings of Saturday, Sunday, and Monday (exact travel itineraries will be provided 72 hours prior to arrival) and depart the morning of Friday, and must be at a rate no greater than the current federal government lodging rate (see https://www.gsa.gov/travel/plan-book/per-diem-rates).

2. Once reservations meet the stated minimum (the offeror must provide the ‘stated minimum’ in their proposal), request one (1) guest room be complimentary for the on-premises PACAREA point of contact.

3. A large general session/plenary room in “classroom formation” to accommodate 90 attendees (higher than above referenced attendees, since some may not be staying at the hotel) at the following times and date:

a. 6:30AM - 6:00PM [TBD – Thursday]

Space in the general session room must be available to accommodate four (4) 6 x 6 x 6 simultaneous translation booths (higher consideration will be given to offerors with configuration solutions providing greater distance between attendees and translation booths).

4. Seven (7) separate breakout rooms configured in “U” shape formation for Working Groups of approximately 12-15 attendees at the following times and dates:

https://www.gsa.gov/travel/plan-book/per-diem-rates

a. 6:30AM - 6:00PM [TBD – Tuesday]

b. 6:30AM - 6:00PM [TBD – Wednesday]

5. One (1) room to host a Welcome Reception:

a. at the following times and date: 6:00PM - 8:00PM [TBD – Monday];

b. to include five (5) round tables which seat eight (8) each, and six (6) “high top” standing tables;

c. Heavy hors d’oeuvres and beverages will be served at the reception.

This requirement is only for the capability to provide such a reception, since the cost of these meals will be contracted separately with the winning offeror, using a separate funding mechanism.

6. Audio/visual support:

a. Computer-compatible presentation projector/screen for all meeting spaces (host will provide their own laptops).

b. Podium and public address capability in the general session room during times specified in “4” above (computers will be provided by US Coast Guard).

c. Utilization of the hotel’s “XLR feed” for simultaneous translation service.

7. A separate space must be available to accommodate three (3) ‘hosted’ lunches for the participants (up to 90 persons) from Tuesday through Thursday.

This requirement is only for the capability to provide such a lunch, since the cost of these meals will be contracted separately with the winning offeror, using a separate funding mechanism. The general requirement is to be able to provide a hosted lunch for participants within the local per diem rate (https://www.gsa.gov/travel/plan-book/per-diem-rates) for lunch per person.

Offeror must provide evidence of ability to provide the above described lunch service with sample menu provided.

8. The ability to manage/collect a Hotel Conference Attendance Charge (see attached 2 page requirement).

Selection Criteria:

The Government will make a best value determination for award resulting from this request for quotation (RFQ) to the responsible offeror whose offer, conforming to the RFQ, will be most advantageous to the Government, price and other factors considered. The price factor is approximately equal to the other factors combined. The other factors that will be considered relate to the quality of services to be provided, as follows:

1. Ambience: Health and Safety are minimum criteria. Since this is an International event, the ambience must also convey the appropriate professional atmosphere for such an event and reflect favorably on the United States Coast Guard as the host.

Proof that the property meets the AAA property classification of a large-scale hotel is required, along with any evidence to support the ambience. Pictures must be included along with explanation of safety features and influences of the surrounding area. Guests must have a feeling of safety walking to and from the hotel.

2. Amenities: Minimum amenities are that of an AAA 3 diamond hotel and must also include in-room (guest and meeting rooms) WIFI. Higher diamond ratings may be given higher consideration.

a. Any additional amenities over and above those listed above may be given higher consideration depending on the comfort and usefulness to participants (examples include but are not limited to: complimentary breakfast, exercise facilities, a business center available for guest use, room service, onsite restaurant, concierge services, or any other higher diamond type amenities or Club Level status for the group).

3. The stated minimum number of reservations required before a complimentary room will be provided will also be considered (see 3) above.

4. Past Performance: This criterion will consider references from past customers for similar events (size of event and stature must be relevant). More recent references will be given higher consideration. In addition, the government reserves the right to limit or expand the number of references it decides to contact or use other sources other than those identified by the offeror.

The Government evaluators may need to make a site visit to verify the above selection criteria. This will be scheduled and coordinated by the Contract Specialist, [TBD], after proposals have been received. Additionally, all USCG funds are subject to availability.