AFG_SOW_Dec_2012_Conference_Space_Continuation_FY2012_Panels_.doc

ASSISTANCE TO FIREFIGHTERS GRANTS FY 2012 Continuation Panels December 9-13, 2012

STATEMENT OF WORK

ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM OFFICE’S

CONTRACT FOR CONTINUATION OF FY 2012 ASSISTANCE TO FIREFIGHTERS GRANT APPLICATION REVIEW I.

Background

The Assistance to Firefighters Grant (AFG) Program is derived from the Federal Fire Prevention and Control Act of 1974 (15 USC §§ 2229 et seq.), as amended, and the AFG Program Office operates under the authority of FEMA’s Grant Programs Directorate within the Department of Homeland Security. Congress appropriated $285,625,000 for FY 2012 AFG awards under the Consolidated Appropriations Act of 2012 (Public Law 112-74, Division D, Title III Homeland Security).

The FY 2012 AFG application period ran from June 11, 2012, to July 6, 2012. The AFG is a competitive grant program that consistently receives more than 11,000 applications each year, and for FY 2012, a total of 11,657 applications were received. By statute, each application must be evaluated independently against established criteria to assure fair and equitable opportunity for each. This independent evaluation is conducted by a panel of subject matter specialists who are flown in for one week to review and evaluate the applications.

Panel evaluations of the nearly 8,000 FY 2012 AFG applications were held August 20, 2012, to August 24, 2012. However, the subject matter experts did not complete reviews of all AFG applications, and approximately 700 AFG applications still require evaluation.

To continue panel reviews and evaluate the remaining 700 applications, the Program will need to secure commercial conference space and lodging. Due to the size of the panels operation, available Federal facility space is not adequate. We expect that we will need four (4) days to complete reviews of the remaining AFG applications. Approximately 50 subject matter specialists will be needed to conduct the evaluations. In addition, approximately 15 Federal and contract support staff will be needed to support the panel reviews.

II. Scope of Work

The government requires facility space to continue panel reviews of the FY2012 AFG applications during the projected week of December 10, 2012, to December 12, 2012. Conference facilities shall be located within a 30-mile radius of the Baltimore/Washington International (BWI) Thurgood Marshall Airport.

The purpose of this document is to identify the facility characteristics that are minimally necessary to support the grant program office’s implementation, management, and administration of the continuation of the FY2012 AFG panel review process. Specifically: i ) conference facility located within a 30-mile radius of BWI/Thurgood Marshall Airport); ii)lodging for the panelists and support staff; iii) conference/ballroom space for conducting the FY 2012 AFG panel reviews; iv) securable breakout rooms or other workable space within the immediate proximity of the conference space for support of the FY 2012 AFG panel reviews; v) internet connectivity to support government-owned equipment; vii) access to a fax machine, high speed copier, phone, as necessary; and viii) meal facilities onsite to permit event participants to obtain breakfast, lunch and dinner.

III.

Tasks

A. Tasks associated the lodging of the panelists and staff for Assistance to Firefighters Grants:

Task A-1. For the days of this event, (December 9-12, 2012), the contractor (hotel) shall provide lodging for up to 50 attendees on December 9, 65 attendees on December 10-11, and up to 50 rooms on December 12. Generally, (the majority of rooms needed) lodging will commence on Sunday, December 9, to a 12 noon checkout on Thursday, December 13, (*Note: up to 50 attendees and support staff may need late checkout Thursday, December 13.) Lodging is to be available in the same building as the conference facilities. The contract shall pay for the room and associated taxes. All attendees will be responsible for paying any incidental room charges such as phone, pay-per-view video, room service, etc. Reservations shall be made with the hotel either by the participants or the AFG support contractor within 7 days of the event. (Completion date: Ongoing throughout contract performance period.)

NO. LODGING ROOMS

REQUIRED

B. Tasks associated with conference space for Assistance to Firefighters Grants Panels:

Task B-1. Contractor shall provide one large conference room sufficient to accommodate 9 large tables (8 foot rounds or similarly sized squares) spaced throughout. The intent is to have 9 groups of six people at each table with sufficient room for binders and other event materials to be spread on the tables. Six 5-foot tables (or similarly sized), rectangular, will be placed in the perimeter of the room to accommodate four panel chairs and eight quality control reviewers. (Completion date: Ongoing throughout contract performance period.)

Task B-2. Contractor shall provide, adjacent or within close proximity of the large conference space, two (2) additional breakout rooms (approx. 400 to 500 square feet) for file storage and data entry/administrative work space, technical review (approx. 400 square feet). All rooms should be within as close a proximity to each other as possible. (Completion date: Ongoing throughout contract performance period.)

Task B-3. Comfortable (non-conference type) chairs with bottom and back cushions and arms must be provided for 65 participants during the panel review process December 10-12, 2012.

Task B-4. All space provided by contractor will be securable 24-hours-a-day. Access keys shall be provided to government point-of-contact and/or contract staff. Offer shall state this clearly. (Completion date: Ongoing throughout contract performance period.)

Task B-4.1. Conference space is required to remain reserved (i.e. secured) for government use starting on Sunday, December 9, 2012, for setup and through the evening of Wednesday, December 12, 2012, for breakdown. (Completion date: Ongoing throughout contract performance period.)

Task B-5. Wireless internet shall be provided and accessible from each of the meeting rooms.

Task B-6. Contractor shall provide one data projector and screen in the main meeting room on Monday, 12/10. The data projector and screen may be removed at the end of the business day on Monday.

C. Tasks associated with the meals for Assistance to Firefighters Grants:

Task C-1. Lodging shall be proposed at the Government rate in accordance with Federal per diem rates in effect at the time of the event and all requirements must be in compliance with the Federal Travel Regulations.

Current Per Diem (“M&IE”) rates for Maryland are found at http://www.gsa.gov/portal/category/100120