Statement_of_Work.pdf

STATEMENT OF WORK

Table of Contents

PROGRAM BACKGROUND

SCOPE OF PROJECT

OBJECTIVES

PERIOD OF PERFORMANCE

PLACE OF PERFORMANCE

POINT OF CONTACT

REQUIREMENTS

DELIVERABLES

STATEMENT OF WORK

PROGRAM BACKGROUND

President Thomas Jefferson created the U.S. Coast Survey in 1807 to provide nautical charts that would help the young nation with safe shipping, national defense, and maritime boundaries. Two centuries later, Coast Survey – now an office within NOAA – continues to provide navigation products and services that ensure safe and efficient maritime commerce on America’s oceans and coastal waters, and in the Great Lakes.

Coast Survey maintains the nation’s nautical charts and publications for U.S. coasts and the Great Lakes. We create and maintain over a thousand charts covering 95,000 miles of shoreline and 3.4 million square nautical miles of water. We support the 1.3 billion metric tons of cargo valued at $1.8 trillion that comes in and out of U.S. ports every year.

As part of the Office of Coast Survey, the Hydrographic Surveys Division (HSD) manages hydrographic survey data from planning, to data acquisition, to quality control, to product delivery for application to the nautical chart. All of this requires close collaboration and coordination with a variety stakeholders. In order to facilitate cross-organization collaboration and to ensure an opportunity to document and discuss lessons learned from the previous year’s field season, HSD organizes an annual Field Procedures Workshop (FPW). This is the 25 th year that this workshop has been held.

Attendees for this workshop are geographically distributed across the country. The workshop is typically rotated between Seattle, WA, and Norfolk, VA, to ensure adequate attendance from Coast Survey, including the hydrographic and navigation services branches, and the four NOAA ships. The workshop is planned so that it will be co-located with the personnel of at least one ship or one local branch, thereby minimizing costs and maximizing local attendance.

Coast Survey and HSD require meeting space and lodging, as described below, to support the FPW requirement.

SCOPE OF PROJECT

NOAA’s Office of Coast Survey Field Procedures Workshop is held annually to enable the command, chief scientists, and survey technicians of the NOAA hydrographic vessels to meet with management and employees of the Office of Coast Survey to discuss best practices, emerging technologies, and the latest developments and applications in hydrography. This workshop provides a critical platform to discuss problems and solutions from the previous year’s field season. It also provides an opportunity to discuss how best to incorporate lessons learned into the planned, upcoming hydrographic survey projects and improve not only the efficiency of survey operations and data processing, but also the safety of acquisition. The workshop is typically held in late January or, depending on availability, can be held instead in the first full week in February. The workshop is to be held in the area of Norfolk, VA (specifics included below).

OBJECTIVES

To provide a facility that meets the requirements, as set in this Statement of Work, and allows all attendees the opportunity to participate and learn in a comfortable environment and is in the best interest of the Government.

PERIOD OF PERFORMANCE

The period of performance (POP) shall be for:

● January 27 to January 31, 2025

Details for the POP, including the number of lodging rooms required as part of this contract, the number of lodging rooms to be held as part of a room block, conference facilities, and use of A/V equipment are detailed in the following two tables. Note that column A states the number of rooms that should be included in the contract cost proposal. This is an estimate of the number of rooms that will be required for attendees covered under this contract. Once an actual room count is determined at the end of the POP, actual room usage will be paid for via the contract.

Column B states the number of additional rooms needed for a room block for attendees that will be paying for their rooms individually, not as part of the contract. For example, on January 27 it is estimated up to 48 rooms will be required under the contract and an additional 32 rooms for attendees not covered under the contract, for a total of up to 80 rooms per night.

Period of

Perfor mance

Januar y 27, 2023, to Januar y 31, Date

Column A - Approximate # Lodging Rooms on Contract

Column B - # of Rooms Available in Room Block Conference Facili�es

A/V Equipment

January 26, 2025 10 0 N/A No

January 27, 2025 48 32 Set-up in main conference room 8:00 a.m. to 6:30 p.m. Yes

January 28, 2025 48 32 Use main conference room and 3 break-out rooms Yes January 29, 2025 48 32 Use main conference room and 3 break-out rooms Yes January 30, 2025 48 32 Use main conference room and 3 break-out rooms Yes January 31, 2025 0 0 Use main conference room and 1 break-out room Yes

PLACE OF PERFORMANCE

The workshop will be held within a half mile (0.5 mile) radius of one of two locations noted below. Location A is the location of highest preference; however, location B will be considered.

Lodging and meeting rooms, as described below, should be in the same facility.

Location A == Downtown Norfolk, VA

0.5 mile radius center is at 1 Waterside Dr, Norfolk, VA, 23510

Location B == Town Center, Virginia Beach, VA

0.5 mile radius center is at 222 Central Park Ave, Virginia Beach, VA, 23462

POINT OF CONTACT

The program and budget point of contacts (POC) for this requirement are Evette Coates ( Evette.Coates@noaa.gov ; 302-751-0726) and the Deputy Chief for the Hydrographic Surveys Division (HSD.Deputy.Chief@noaa.gov).

REQUIREMENTS

Hotel Requirements

The location should be within 0.5 mile of location A or location B, in order to minimize ground transportation costs and logistical requirements.

Also, the hotel should have the following:

● Restaurants of various cuisine open for all 3 meals within a 1-mile walking distance.

● Free high-speed wireless internet connections in meeting rooms and public spaces.

● Complimentary wireless internet capability in the sleeping rooms.

● Free (or included) parking for all workshop attendees (both day-attendees and overnight guests)

● On-site meeting facilities able to accommodate up to 120 attendees for main workshop set in a classroom style (tables and chairs in rows) and three smaller rooms set in round-table style seating, able to accommodate up to 30 attendees each.

● Room counts as noted in option 1 and 2 tables above.

● Complimentary meeting space, standard audio/visual package for the main meeting room, or comparable meeting package items are requested in the hotel bid.

● Complimentary water and coffee service on the Tuesday, Wednesday, and Thursday of the conference.

● Complimentary audio/visual package for the main meeting room would include a stage, podium, microphone, 2 screens, 2 projectors, extension cords (15-20), power strips (15-20), and a pointer.

● One complimentary sleeping room night per 40 room nights is requested along with complimentary upgrades to suites for 5 VIPSs.

● Discounted or specials for breakfast and lunch in the hotel restaurant venues is appreciated.

● Shall meet all mandated Federal requirements, including but not limited to the Hotel and mailto:Evette.Coates@noaa.gov

Motel Fire Safety Act of 1990.

https://www.usfa.fema.gov/prevention/outreach/hotel_motel.html

● Shall allow outside food (food not purchased from the Hotel) to be brought into the conference and meeting rooms.

If no hotels have availability or if no hotels can meet all the requirements as stated in this Statement of Work, other hotels outside of this radius will be considered.

Conference Room – Quantity 1

● Able to accommodate 120 people with classroom style seating

● Stage for presenters (or equivalent to an elevated platform)

● Podium with microphone

● Two large tables for materials (in the back of the room preferred).

● 4 easels / flip chart stands

A/V Specifications o 2 high quality projectors with tables/carts with power that can connect to one or two laptops with 2 projection screens and backup bulbs for large workshop room.

o Necessary additional power strips for A/V and for attendees who may be bringing computers or cell phones and need to charge these. Each conference room will have an adequate number of outlets to facilitate this.

o Availability of tele-workshop capability in large workshop room (high speed wired connection) o Sound patch to hook into room installed speakers, or hotel provided powered speakers (1/4' phone type jack, XLR connection, acceptable).

o High speed wireless internet capability o Additional A/V support services (as needed) o The workshop moderator and NOAA IT personnel will assist with the set-up of all facility-provided A/V equipment

● POC: Mary Atwood ( mary.little@noaa.gov , 757-364-7474 )

Breakout Rooms – Quantity 3

● Able to accommodate 30 people with round-table style seating

● 1 easel / flip chart stand

A/V Specifications o Necessary additional power strips for A/V and for attendees who may be bringing computers or cell phones and need to charge these.

o High speed wireless internet capability o Additional A/V support services (as needed) o The workshop moderator and NOAA IT personnel will assist with the set-up of all facility-provided A/V equipment

● Mary Atwood (mary.little@noaa.gov)

Sleeping Rooms – (included in the contract) Quantity: see column A in table above

● To be billed for actual room use at the end of the POP https://www.usfa.fema.gov/prevention/outreach/hotel_motel.html mailto:mary.little@noaa.gov

● Roster to be provided 17 days before POP begins.

● Name substitutions allowed for no additional charge after final roster submitted.

Sleeping Rooms (to be blocked off for additional attendees) Quantity: see column B in table above

● Roster to be provided 17 days before POP begins.

● Individuals will be paying via their own Government Travel Card or Personal Credit

Card.

IT Security Requirements:

The Assessment and Authorization (A&A) requirements of Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required.

The contractor will not access, store, process or transmit any government privileged information.

The contractor will not have access to any non-public government information, systems and/or networks. The contractor will only be providing A/V projector and Internet Access for GFE equipment being brought by attendees.

DELIVERABLES

Deliverables Due Date Deliver To

Kick off telephone meeting, general discussions to finalize deliverable schedule, and establish open line of communication between all parties.

Within 5 days of award

POC

Room block established by contractor Within 8 days of award

POC

Number of rooms required with names of persons in those rooms that are covered by the contract, and number and names of persons who reserved rooms under the room block

17 days prior to first day of POP

Contractor

Set up main meeting room and 3 breakout rooms Day 2 of the POP POC

Provide support as necessary to AV services and equipment

Days 2 – 6 of the

POP

POC

Provide invoices Within 7 days after POP ends

POC and see invoicing