SOW_2022 CCC hybrid Washington DC meeting v2 mc.docx (1).pdf

Statement of Work

INTERIM MEETING OF THE REGIONAL FISHERY MANAGEMENT

COUNCILS’ COUNCIL COORDINATION COMMITTEE (CCC)

BACKGROUND/PURPOSE

The U.S. Department of Commerce (DOC), National Oceanic and Atmospheric Administration (NOAA), National Marine Fisheries Service (NMFS), Office of Sustainable Fisheries (SF) will host the Interim Meeting of the Regional Fishery Management Councils’ Council Coordination Committee (CCC) beginning October 18 through October 20, 2022, in the Washington, DC area. Preparations for the meeting will begin in August 2022.

The Magnuson-Stevens Fishery Conservation and Management Act (MSA) establishes the CCC, consisting of the chairs, vice-chairs, and executive directors of each of the eight Fishery Management Councils, for the purpose of the meeting with senior NMFS staff “to discuss issues of relevance to all Councils, including issues related to the implementation of the [MSA].” 16 U.S.C. 1852 (l).

All CCC meetings involve federal and non-federal participants. As required by the MSA, all CCC meetings are noticed in advance to the public in the Federal Register, are open to the public, and have a published agenda. 16 U.S.C. 1852(i)(2). Because this will be one of the first in-person/hybrid CCC meetings since the COVID-19 pandemic began, the attendance in-person at the venue is highly uncertain and will be determined closer to the meeting dates.

Based on past pre-pandemic meetings and the East Coast meeting location, it is anticipated that no more than approximately 25 Council members and executive directors will be participating at the meeting, in addition to five NMFS Regional Administrators and/or their representatives, NMFS Assistant Administrator and Deputy Assistant Administrators, plus NMFS staff from the Regions and NOAA Headquarters, bringing total in-person participation to approximately 75 people. All others will participate remotely via webinar.

NMFS must hold the meeting in the Washington, DC area within walking distance no greater than 5 blocks to a Metro station to allow both quick and easy metro access and walking distance for senior DOC and NOAA officials and Congressional staffers that must make presentations during the CCC meeting.

REQUIREMENTS/DELIVERABLES

The solicitation is for a meeting facility and sleeping accommodations in Washington, DC area that are within walking distance to a Metro station to allow easy accessibility by senior officials and Congressional staff. A site visit may be necessary to determine the adequacy of the meeting space and feasibility of a successful meeting. NOAA requires a block of rooms, as described below, and a meeting room of approximately 3,000 sq ft; but no smaller than 2,000 sq ft.

Detailed requirements follow:

1. A block of approximately 20 rooms will be needed for the night of October 17, and a block of approximately 30 rooms will be needed for the nights of October 18, 19, and 20. The room block must be reserved with the capability to accept individual reservations by August 31, 2022. Rates for these rooms are not to exceed the Federal Government per diem rate for the Washington, DC area. No sales tax should apply. The Government has no liability to the Contractor for the above estimates or any of the cost of holding the block of rooms. Each participant will be responsible for the cost of their room.

2. The Contractor shall provide a meeting room that can accommodate set-up to include a U shape configuration (no exceptions) capable of seating 35 persons on October 17, 2022.

Date and times for the meeting room to be set up and available:

● Tuesday, October 18, 2022 7:00 A.M. – 6:30 P.M. (with a 24 hour hold).

The Contractor shall provide A/V services and a meeting room of approximately 3000 square feet to include tables that can accommodate a U-shape configuration (no exceptions) capable of seating 35 persons with perimeter tables and seating and rectangular tables and seating for another 15 persons. A table for registration with two chairs and a table for hand-out materials are to be placed outside at the entrance to these rooms.

Dates and times for the meeting room with adjacent registration area to be set up and available:

● October 19, 2022, set up by 7:00 a.m. until 6:30 p.m. (with a 24 hour hold)

● October 20, 2022, set up by 7:00 a.m. until 2:30 p.m. (with a 24 hour hold)

3. Audio Visual Requirements for meeting room October 18 through October 20, 2022.

● 30 table top microphones

● Podium with microphone

● Microphone system or mixer necessary to service all microphones in the room (4 channel)

● LCD projector on a stand, power cord and cable ready to be connected to a laptop computer, and screen for LCD projection

● Wireless internet in meeting room with ample power supply for 30 laptop computers on table. WPA2 encryption is strongly requested.

● Power supply for 30 laptops

● Conference calling capability, including using room speakers to allow callers to participate – this is critical because many participants will elect to attend remotely.

NMFS meeting organizers will be granted early access to the conference room on October 17, 2022 to test the webinar call-in technology and troubleshoot any A/V issues for remote participants.

4. Cost breakdown table must be completed in order for the proposal to be considered. Please see attachment

5. Contracting and Subcontracting.

The Government will not be liable to the Contractor or its contracting party as a result of any contracting and/or subcontracting agreement between the Contractor and any subcontractor.

6. Claims and Liability.

The Contractor agrees to save the Government harmless from any and all claims, demands, actions, debts, liabilities, judgments, costs, and attorney’s fees arising out of, claimed on account of, or in any manner predicated upon loss of, or damage to, property of or injuries to, or the death of, any or all persons whatsoever, in any manner, caused or contributed to by the Contractor, his agents, servants, or employees, while in, upon, or about a given meeting location on which the work upon this Contract is to be done, or while going to or departing from the same, and to save the Government harmless from and on the account of damage of any kind which the Government may suffer as a result of any of the Contractor, his agents, servants, or employees in and about the said meeting location.

7. Scope of Work.

The Contractor shall provide all necessary personnel, material, equipment, services and meeting rooms to perform exhibition management and meeting coordination. For this contract the Contractor agrees to reserve a block of rooms without cost to the Government.

Sleeping Rooms.

The Contractor shall arrange for a block of sleeping rooms for the CCC meeting participants as described in section 1 above.

Facilities.

The Contractor shall provide a meeting room for the meeting with a minimum size of about 3000 square feet set up with tables in a U shape configuration (no exceptions) capable of seating 35 persons on October 18-20, 2022 with perimeter tables/seating and rectangular tables for another 40 persons, in rows of 10 individual seats theater style. A registration table with one chair for handout materials is to be placed outside and at the entrance to the rooms. The National and State or District flag should also be placed at the front of the meeting room.

Audio/Visual Services.

One podium with a microphone, approximately 30 table top microphones, wireless internet with power supply for 30 laptop computers on table, wireless microphone, microphone system (4 channel/mixer), LCD projector/stand cable ready to connect to laptop, screen on October 18-20, 2022. Additionally, conference calling capability, including using room speakers to allow callers to participate, shall be provided if necessary.

8. Period of Performance.

A block of rooms consistent with deliverable one on page two must be reserved with the capability to accept individual reservations by August 31, 2022. The meeting rooms in support of the meeting at the expense of the Government are to start on October 18, 2022, at 12:00 p.m.

and go until October 20, 2022, at 6:00 p.m.

Base: Oct 18-20, 2022

Option 1: October 11-13, 2023

9. Place of Performance.

In Washington, DC within walking distance no greater than 5 blocks to a Metro station, preferably along the Red Line.

10. Compliance with Laws.

The Contractor shall comply with all applicable laws and rules and regulations having the force of law which deal with or relate to performance hereunder or the employment by the Contractor of the employees.