Statement of Work NF-FKF300-23-02968 (23-431).pdf

STATEMENT OF WORK FOR FACILITIES FOR THE

ANNUAL REGIONAL FISHERY MANAGEMENT COUNCIL

NEW COUNCIL MEMBER TRAINING

RFQ NF-FKF300-23-02968 (23-431)

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 Regional Fishery Management Council Training for 2023. For 2023, the dates for the virtual component are October 17 through October 19, 2023. The in-person training in Silver Spring, MD, or Washington, DC, will be November 14 through November 16, 2023. Training in subsequent years is expected to be in similar weeks. Domestic Fisheries Management Staff will confirm dates for training no later than 90 days from the date of the training.

The Councils were established in 1976 by the Magnuson-Stevens Fishery Conservation and Management Act (Magnuson-Stevens Act). The Secretary of the Department of Commerce makes appointments to the Councils from lists of qualified individuals nominated and submitted by the governors of the constituent council states or tribal Indian governments. The Magnuson- Stevens Act requires a new Council training program designed to prepare newly appointed Council members on the numerous legal, scientific, economic, and conflict of interest requirements that apply to Council members’ responsibilities and the fishery management process. Council members are required to complete the training within one year of the date of their appointment (August 11 of each year).

NMFS is committed to providing timely training for recently appointed Council members within several months of their appointment to the Council. Training is made available to existing Council members, staff from the regional offices and regional science centers of NMFS, and may be available to committee and advisory panel members, as resources allow. Generally 25- 30 individuals participate in the training each year. Training sessions are delivered by senior officials and experts from the DOC and NMFS to ensure the Council members and other trainees understand fishery management science and techniques, National Standards, the fishery management council process, codes of conduct, other key information relevant to the matters of the Councils, and to instill the importance of stewardship of our marine fish resources to the Administration and nation. Approximately 60 people are involved over the course of the training, including the Council members, other trainees, training presenters and NMFS staff in charge of the training program.

NMFS must hold the training in Silver Spring, MD or downtown Washington, DC within walking distance no greater than 5 blocks to a Metro station along the Red Line between the stops of Gallery Place and Silver Spring (or within one stop of transfer to the Red Line) to allow both quick and easy Metro access for senior DOC, NOAA, and NMFS officials that must make presentations during the training (but are not required to stay the entire day), and for logistical transportation of equipment and materials.

REQUIREMENTS/DELIVERABLES

The solicitation is for a meeting facility and sleeping accommodations in the Washington, DC area that are within walking distance to a Metro station to allow easy accessibility by attendees.

A site visit may be necessary to determine the adequacy of the meeting space and feasibility of a successful meeting. The sleeping room accommodations facility must provide accessible facilities under the Americans for Disabilities Act, must be FEMA approved, and must meet the requirements listed below.

1. A block of approximately approx. 25 rooms will be needed for the nights of the training – generally Monday, Tuesday, and Wednesday evenings. In addition, 10 guest rooms would be needed for the Sunday prior to training. And finally, 10 rooms for the Thursday night after training concludes.

a. For 2023, those dates correspond with November 13-15 (25 rooms), November 12 (10 rooms), and November 16 (10 rooms). Domestic Fisheries Management Staff will confirm dates for additional year no later than 90 days from the date of the training.

b. These rooms are not to exceed the Federal Government per diem rate for the Washington, DC or Silver Spring, MD area, as calculated based upon the rate published at time contract is awarded. No sales tax should apply.

c. The Government has no liability to the Contractor for the above estimates or any of the cost of holding the block of rooms.

d. Each participant will be responsible to pay the costs for their room.

e. The room block must be reserved with the capability to accept individual reservations

2 weeks prior to the start of in person training, or October 29, 2023

2. A meeting room that can accommodate round tables for approx. 25 individuals (approximately 4 individuals per table), a side table with 3 chairs, and perimeter seating to accommodate an additional 10-15 individuals; and two skirted tables outside the meeting room for use as a registration area for the three days of training. Dates and times for the meeting room to be set up and available are listed below:

⮚ Tuesday, November 14, 2023: 7:00 a.m. – 6:00 p.m.

⮚ Wednesday, November 15, 2023 7:00 a.m. – 6:00 p.m.

⮚ Thursday, November 16, 2023: 7:00 a.m. – 6:00 p.m.

3. Audio Visual Requirements for meeting room:

▪ Podium with microphone

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

▪ Lapel microphone - wireless

▪ LCD projector on a stand, power cord and cable ready to be connected to a laptop computer

▪ Screen for LCD projection

▪ Free standing microphone in back center of room

▪ Wi-Fi access for (35-40) participants (WPA2 encryption is strongly requested) with power supply for up to 6 lap laptop computers on tables

▪ Conference calling & webinar capability, using room speakers and camera to allow webinar participants both audio and video participation with dedicated Wi-Fi for presentations (separate from the room Wi-Fi)

4. Area to accommodate breaks, refreshments, and brown bag lunches, including seating for

30 participants to allow full participation through the scheduling of programs during meals/breaks for the 3 days. It is preferable to have the break area available outside and adjacent to meeting room if possible.

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

Table of Cost Breakdown This table must be completed in order for the proposal to be considered. Table is also included as a separate document.

LODGING

Sleeping Rooms per person (@ Govt. Rate) each $ Occupancy Charge per room $ Total cost per person per night $ Total cost for sleeping rooms for 77 nights $

MEETING ROOM RENTAL AND SET UP

Meeting room charge per day $ Meeting room service charge or gratuity per day $ Total cost for meeting room for all 3 days $ AUDIO VISUAL (all items are cost per day) Podium & Microphone $ Microphone System or Mixer to service all Microphones in the room (4 Channel) $

Lapel Microphone – Wireless $ LCD Projector on a Stand, power cord & cable ready to be connected to a laptop computer $

Screen for LCD Projector $ Free Standing Microphone in back of room $ Wi-Fi Access for 30-35 participants $ Conference/webinar capabilities $ Power supply for up to 6 lap laptop computers on tables $ AV charges per day $ AV service charge or gratuity per day $ Total cost for AV for all 3 days $ Total for Conference Meeting Package per day $ Grand Total for Meeting package for all 3 days $