2015SAFER-FPS_SOW_Conference_Space_for_Panels.pdf

STATEMENT OF WORK

ASSISTANCE TO FIREFIGHTERS PROGRAM OFFICE’S

CONTRACT FOR THE FY2015 SAFER/FIREPREVENTION AND SAFETY

APPLICATION REVIEW

I. Background

The Assistance to Firefighters Grant Program Office operates under the authority of FEMA’s Grant Programs Directorate within the Department of Homeland Security. In FY 2015, Congress appropriated a total of 340 million under the Department of Homeland Security Appropriations Act, 2013, (Public law 113-6) to carry out the activities of the Assistance to Firefighters Grants Program.

In FY 2015, the Fire Prevention and Safety grant received 10% of the Assistance to Firefighters Grant funding in the amount of $34,000,000.

In FY 2015, Congress appropriated a total of $340,000,000 under the Department of Defense and Full-Year Continuing Appropriations Act, 2011 (Public law 112-74) to carry out the activities of the Staffing for Adequate Fire and Emergency Response program.

The Staffing for Adequate Fire and Emergency Response online applications were conducted in February and March of 2016. The Fire Prevention and Safety online applications were conducted in April and May of 2016. Collectively, these grants generate an average of more than 2,500 applications annually. The grant opportunities are competitive and discretionary and each application must be evaluated independently against established criteria in order 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.

In order to accomplish the panel reviews, the program will need to secure commercial conference space. Due to the size and timing of the required panel operations, available Federal facility space is not adequate. We expect that we will need to conduct one week of panels for the combined Staffing for Adequate Fire and Emergency Response and Fire Prevention and Safety grant application review. In that week we will use as many as 225 subject matter specialists who will be supported by as many as 20 federal personnel.

II. Scope of Work

The government requires facility space to conduct FY2015 Assistance to Firefighters Grant SAFER AND FP&S panel reviews during the projected week of May 15 to May 20, 2016. It is the SAFER AND FP&S program office’s preference that conference facilities be located within a 40 mile radius of the Baltimore/Washington International (BWI) Thurgood Marshall Airport. The program office must supervise and provide security to transport grant applications from the support contractor to the conference center for the review. The area near BWI airport are conducive to the secure transfer of grant applications as well as flight hubs for subject matter experts’ and regional staff’s travel expediency.

Assistance to Firefighters Grant Program FY 2015 SAFER and FP&S Panels May 15-20, 2016

III. Tasks

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 FY2015 Assistance to Firefighters Grant (SAFER AND FP&S) panel review process. Specifically:

i. Conference facility located within a 40 mile radius of BWI Thurgood Marshall Airport.

ii. Lodging for the panelists and support staff;

iii. Transportation to-and-from the airport;

iv. Complimentary conference/ballroom space for the conduct of the FY2015 SAFER

AND FP&S panels;

v. Complimentary securable breakout rooms or other workable space within the immediate proximity of the Conference space for support of the FY2015 SAFER and FP&S panel process;

vi. Complimentary High Speed Internet connectivity to support government owned equipment;

vii. Complimentary wi-fi in the breakout rooms.

viii. Local food establishments within a within 5 minute safe walk from hotel.

ix. Free Self-Parking with unlimited access to enter and depart parking area;

x. Comfortable chairs with cushion seats, backs and arms;

xi. Hotel rating must be at least 3 stars or equivalent in alternate rating systems.

A. Tasks associated with the lodging of the panelists and staff for Assistance to Firefighters Grant Program:

Task A-1 LODGING. It is FEMA’s desire to hold this meeting the week of May 15, 2016. For the week of panels (May 15- May 20, 2016), contractor shall provide lodging for 245 attendees and support staff. Generally, (majority of rooms needed) lodging will commence on a Sunday, May 15st to a noon checkout on Friday, May 20th. Late checkout will be required for up to 20 support staff for break down purposes on Friday May 20th. 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 SAFER AND FP&S support contractor within 7 days of the event. (Completion date: Ongoing throughout contract performance period.)

Task A-2 TRANSPORTATION. It is preferred that the contractor will provide a dedicated charter type shuttle service to transport attendees between the local servicing airport and the hotel.

It may be necessary to enhance any existing shuttle service during the surge of the arrivals on Sunday afternoon and for departures on Friday. We anticipate over 245 participants to arrive at all hours of the day, and do not foresee rail service as a feasible alternative to shuttle service. FEMA will accept third-party vouchers for shuttle service as long as the full cost of the shuttle service are covered, and the hotel arranges/coordinates the pickup/drop off for the participants (Completion date: Date of arrival and departure.)

Task A-3 PARKING. Contractor shall provide self-parking for all attendees who utilize their privately owned vehicle (POV) or a rental car to drive to the venue. Attendees shall have free unlimited access to enter and depart the parking area during the period of performance of the contract. (Completion date: Ongoing throughout contract performance period.)

B. Tasks associated with conference space for the Assistance to Firefighter Grant Panels:

Task B-1 CONFERENCE ROOM. Contractor shall provide one large conference room with a total of approximately 7,000 – 10,000 square feet of space that can be divided into 2 comparably sized rooms utilizing a sound proof partition to be utilized for simultaneous training sessions.

When opened for panel review, the room will accommodate 41 large (6-8 foot rounds) tables spaced throughout. The intent is to have 41 groups of six people at each table. Sixteen 5-foot rectangular tables will be placed in the room to accommodate sixteen panel chairs and sixteen quality control reviewers. Alternately, the contractor shall provide one large conference room with a total of approximately 7,000 – 10,000 square feet of space to accommodate 41 large (6-8 foot rounds) tables spaced throughout. Sixteen 5-foot rectangular tables will be placed in the room to accommodate sixteen panel chairs and sixteen quality control reviewers with the addition of 2 larges rooms with seating for up to 125 participants to be utilized for simultaneous training sessions the first day of Panel Review. Completion date: Ongoing throughout contract performance period.)

Task B-2 BREAKOUT ROOMS. Two breakout rooms are required for science review and fire service review. The room designated for science review shall seat 20 reviewers and 2 staff members with tables. The room designated for fire service review shall seat 10 reviewers and 2 staff members with tables. The breakout rooms shall have complimentary wi-fi to facilitate technical reviews. (Completion date: Ongoing throughout contract performance period.)

Task B-3 ADMINISTRATION ROOMS. Four additional breakout rooms (approx. 400 to 500 square feet) for file storage, (approx. 650 square feet) for data entry, (approx. 400 square feet) for support team office, and (approx. 400 square feet) for the command center. Alternatively, contractor could provide one large breakout room of no less than 1,200 square feet for data entry and file storage and one smaller breakout room of approx. 400 to 500 square feet (for command center). Each breakout room will be set up with 5-foot tables and workstations. All rooms should be within as close a proximity to each other as possible. (Completion date: Ongoing throughout contract performance period.)

Task B-4 CHAIRS. Comfortable (non-conference type) chairs with bottom and back cushions and arms must be provided for 245 participants during the panel review process May 15 – 20, 2016. (Completion date: Ongoing throughout contract performance period.)

Task B-6 SECURITY. All space provided by contractor will be securable 24-hours-a-day.; with access keys provided to government and or contract staff. Offer shall state this clearly.

(Completion date: Ongoing throughout contract performance period.)

Task B-6.1. Conference space is required to remain reserved (i.e. secured) for government use starting on Sunday, May 15, 2016 for setup and through the evening of Friday, May 20, 2016 for breakdown.(Completion date: Ongoing throughout contract performance period.)

Task B-7 INTERNET. All computer terminals shall have Ethernet (hard wire) with high-speed bandwidth internet connectivity in order to accommodate the web based e-grant platform used by the program. Alternatively, a dedicated (not open to other hotel users) T1 or equivalent WIFI high-speed connection could be used and must be capable of handling uploads/downloads of 14 plus users. (Completion date: Ongoing throughout contract performance period.)

DATE DAY APPROXIMATE

NUMBER OF LODGING

ROOMS

CONFERENCE

SET UP

May 15, 2016 Sunday 245 Check-in; not required May 16, 2016 Monday 245 Required May 17, 2016 Tuesday 245 Required May 18, 2016 Wednesday 245 Required May 19, 2016 Thursday 245 Required May 20, 2016 Friday Check-Out Required