RFQ_Statement_of_Work_Final.docx

Statement of Work NOAA Fisheries’ Office of International Affairs and Seafood Inspection 17th Session of the Western Central Atlantic Fishery Commission (WECAFC)

1. PURPOSE

The National Oceanic and Atmospheric Administration (NOAA), National Marine Fisheries Service (NMFS) Office of International Affairs and Seafood Inspection (OIASI) seeks contractor assistance to support an international meeting. Support services sought include technical and visual management support services; meeting/event management and logistics support services; and registration and communication support services. All contractor travel authorized in the performance of this work shall be itemized for billing purposes and undertaken in accordance with the Federal and NOAA Travel Regulations. Responding contractors shall demonstrate extensive experience in providing meeting support services as well as identify proposed staff with background knowledge and qualifications in meetings, events, or tradeshow planning.

2. BACKGROUND

WECAFC is the Regional Fisheries Body responsible for the effective conservation, management and development of the living marine resources of the Wider Caribbean region. There are 34 members of WECAFC, including the United States. WECAFC meets once every 2 years in general session to discuss and negotiate fishery management recommendations, based on the best available scientific information and on advice provided by the technical Working Groups and the Scientific Advisory Group established by the Commission.

Under this Scope of Work, funding will be provided for the contractor to plan, organize and support one meeting in 2019: a WECAFC Commission meeting. The location of the meeting shall be in Miami, Florida or Ft. Lauderdale, Florida. This location is preferred based on the availability of cost-effective and frequent flights for participants traveling from the wider Caribbean region/Latin America, the bilingual environment, and proximity to involved NOAA Fisheries staff in the Southeast Fisheries Science Center and Southeast Regional Office (both in South Florida). Cost of lodging and per diem in South Florida is significantly lower than in Washington DC. NOAA Fisheries OIASI shall work in close coordination with the contractor and with the WECAFC Executive Secretary on the arrangements for these international meetings. Based on Contractor advice, NOAA Fisheries OIASI will have final approval of the dates and location of the meeting.

3. SCOPE OF SERVICES

The contractor shall plan, organize and support a five-day meeting of WECAFC during the proposed time-frame of July 15-19, 2019 or other date approved by NOAA Fisheries OIASI.

A. PLACE OF PERFORMANCE

The meeting shall be held in a hotel within the Miami/Ft. Lauderdale area to provide for proximity to international airports within both localities. A block of 80 sleeping rooms will be reserved at the same hotel (preferable option) or additional hotels within walking distance of the meeting venue. The block of sleeping rooms at the hotel (s) shall be based on the GSA per diem rate for the selected venue.

B. MEETING ROOMS

The meeting shall be held from 8:30 a.m. to 5:00 p.m daily. The approximate number of attendees at the meeting is 80 persons each day.

The contract with the hotel must be completed at least 10 weeks before the meeting date. The hotel shall be a full service hotel and provide parking, guestroom Internet, onsite restaurants, and shuttles to the airport. When the information is available, NOAA Fisheries OIASI would like to review with the Contractor and the WECAFC Secretariat at least three hotel options before a final venue is selected.

1) Meeting room requirements:

a) One primary meeting room is needed each day and must be available from 8:00 am to 5:30 pm (1/2 hour before/after meeting time) with required layout and seating, audiovisual, and other support services to include:

i) LCD projector and one or two screens (depending on the size of the room).

ii) A teleconference system.

iii) A microphone system for 50 speakers and participants seated at the table.

iv) Staff support of this sound system during the meeting.

v) High-quality wireless internet service for the meeting room with sufficient bandwidth for 80 participants.

vi) 50 participants should be around a table in a large open rectangle. The remaining should have a seating area around the rectangle on three sides. The room must have ceilings 12' or higher and podium with a skirted table for seating up to 5 officials/presenters. There must be one or two large screens (depending on the size of the room), for presentations.

vii) Room set up by audiovisual technician the night before the meeting.

viii) Booth and equipment space for interpreters. Booth space shall be provided for interpreters, as well as microphones, a receiver, and any other necessary equipment to support simultaneous interpretation during the meetings.

b) Simultaneous Interpretation: The contractor shall work with NOAA Fisheries OIASI staff to arrange for simultaneous interpretation in English, French, and Spanish for all days of the meeting. Six (6) interpreters total shall be engaged for the meeting, who shall be fluent in the technical terminology of fisheries management. Interpretation booths and all relevant equipment and technical support required to support interpretation activities, including microphones and receivers, shall also be provided.

2) Additional Work Space: One additional small room is needed for NOAA Fisheries OIASI staff and/or the WECAFC Secretariat (approximately ten people) for the dates of the meetings, plus one day prior to the start of the meeting. This room will be equipped with at least 2 computers, WiFi Internet access, photocopier, and other equipment, as needed.

3) Registration Table: Contractors will provide registration service at the meeting venue outside the meeting room. Registration service will be provided the day prior to the start of the meeting and the first day of the meeting.

C. SERVICES TO BE PROVIDED BY THE CONTRACTOR IN ADVANCE OF MEETING

1) Online registration. Contactor will provide online registration for meeting participants and will provide a list of registered participants to NOAA Fisheries OIASI staff and the WECAFC Secretariat as needed and appropriate up until the first day of the meeting. The website shall post information directing registrants to the WECAFC Secretariat for instructions on applying for sponsorship of travel expenses (exact information for posting to be supplied by the WECAFC Secretariat).

2) Production of 80 meeting nametags and table tents will be printed in black and white for the WECAFC member speakers using established templates provided by NOAA Fisheries OIASI. The contractor shall provide a list of names for badges and table tents to NOAA Fisheries OIASI and the WECAFC Secretariat. The contractor shall have the ability to print additional nametags and table tents onsite if needed. The contractor may use whatever software they would use for this purpose and NOAA Fisheries OIASI will provide the NOAA Fisheries logo for the template and the WECAFC Secretariat will provide the WECAFC logo.

2) Production of additional materials at the meeting if needed. For planning purposes, estimate 600 pages per meeting to be printed in black and white.

3) Production of two directional signs printed in color for meeting location inside the Hotel, if hotel permits.

4) The contractor shall participate in a conference call with relevant program staff in NOAA to provide updates at least once a month, at a mutually agreed time as to the location and progress for this meeting.

E. ON-SITE MEETING SUPPORT

The contractor shall arrange for a technician to be onsite from 8:00-5:30 each day of the meeting to assist with logistical or technical support, including but not limited to registration, computers, WiFi Internet access, projectors, photocopier, and other equipment, as needed.

F. POST-MEETING SUPPORT

Post-meeting services shall include teleconference meetings with NOAA staff for wrap-up and any final invoicing questions for those services provided at the meeting room/venue.

G. PERIOD OF PERFORMANCE

The Government anticipates awarding a fixed-price purchase order from date of award through September 30, 2019.

4. LOCATION OF WORK

Work shall be performed at the contractor’s location and site of meeting. Travel to South Florida (one person for 2 days/1 night) may be required prior to the meeting for a site visit to evaluate the options for hotel space.

5. SCHEDULE FOR DELIVERABLES

The following timeline is proposed for the contractor to provide specific deliverables, as outlined in this contract.

· March – April 2019 o Provide work plan and detailed schedule for the meeting. Monthly update reports required thereafter.

o Conduct site visit and present options for hotels and dates.

· April – May 2019 o Following the selection of a site(s) for the WECAFC meeting, secure meeting space, including main meeting room and small meeting room for NOAA Fisheries OIASI staff and/or WECAFC Secretariat.

o Secure block of 80 guest rooms at meeting venue and/or additional hotels for WECAFC meeting at or within walking distance to meeting venue.

· May 2019 o Develop operational online registration platform that meets specifications outlined above.

· In preparation for the meeting, identify a local vendor for equipment rental; make arrangements for interpreters, WiFi Internet access, and information technology support.

· June – July 2019 o Provide logistical support, as needed.

6. DISPOSITION OF DELIVERABLES

Any modifications of the deliverables shall be made only upon mutual agreement between NOAA Fisheries OIASI and the contractor through a fully executed modification.

TECHNICAL POINT OF CONTACT will be named upon contract award.