NOAA Satellite Conference support

SPECIAL NOTICE - INTENT TO AWARD ON A SOLE SOURCE BASIS
This is a special notice for commercial items in accordance with the simplified acquisition procedures authorized in FAR Part 13. This announcement constitutes the intent to award on a sole source basis; proposals are not being requested and a written solicitation will not be issued.

The Department of Commerce/National Oceanic and Atmospheric Administration/National Environmental Satellite Data and Information Service (DOC/NOAA/NESDIS), intends to award a sole source intends to award, on a sole source basis, under the authority of FAR 13.106-1(b)(1) The Government intends to enter into a sole source requirement with the American Meteorological Society (AMS) 43 Beacon Street, Boston, MA. Under this notice, this award will be issued other than small business under NAICS Code 561920 -- Convention and Trade Show Organizers

In 2019 NOAA is convening the 2019 NOAA Satellite Conference (NSC) jointly with the American Meteorological Society's (AMS) 23rd Conference on Satellite Meteorology, Oceanography and Climatology (SatMOC) and the 2019 European Organization for the Exploitation of Meteorological Satellites' (EUMETSAT) Meteorological Satellite Conference (MSC). The combined three conferences are called the 2019 Joint Satellite Conference (JSC). The JSC will be held at the Westin Boston Waterfront Hotel, Boston, MA on 30 September - 4 October 2019. The weekend preceding the JSC (28 -29 September 2019) short courses and workshops will be held at the Westin Hotel to provide training on topics that are typically addressed by the NSC.

NOAA/NESDIS is now requesting support services described below for hosting the NSC as part of the JSC and hosting the NSC related short courses and workshops occurring the weekend preceding the JSC.

Support Services for Short Courses and Training
Workshops, 28 - 29 September 2019

Rent two rooms (50-person capacity each) at the Westin Hotel for the weekend of 28-29 September and provide the rooms with AV equipment and associated support (setup and break down) necessary to conduct NSC related short courses and training workshops. The AV equipment in each room will include projection and microphone packages, laptop, wireless mouse, and power connections for participants' laptops and tablets. In addition flip charts and markers will be needed in each room. All rooms should be available for use until 8:00 pm each day.
Provide full day English to Spanish translation services in one room each day.

Provide wireless internet for all participants in the short courses and training workshops.

Provide online registration and credit card processing, badging, lanyards, and tote bags for the participants.
Support Services for Hosting NOAA Satellite Conference at the Joint Satellite Conference, 30 September - 4 October 2019.

Reserve two meeting rooms (50-person capacity each) and provide A/V equipment and support (set up and break down) in those meeting rooms for four evenings, Monday thru Thursday. The AV equipment in each room will include a projector, screen, laptop computer, wireless mouse, microphone, and wireless internet connections.
Reserve one room (30-person capacity) for advanced training and provide A/V equipment and support (set up and break down) in one of these rooms for each evening. The AV equipment in each room will include projection and microphone packages, laptop, wireless mouse, and power connections for participants' laptops and tablets. In addition flip charts and markers will be needed in each room.

Provide Spanish to English translation service (one full day and four half-days)

Promote the Conference in the AMS Bulletin and on the AMS Homepage.

Provide a link from the Conference webpage to the NOAA/NESDIS webpage.

Send meeting information to past conference participants via e-mail. Use AMS on-line submission of abstracts capability to collect abstracts submitted for presentation.

Allow conference chairpersons access to the AMS on-line abstract system for the purpose of organizing the program.

Assign a single point of contact in the AMS Meeting Department to assist the conference chairpersons with the organization of the conference program and related conference support activities.

Collect abstracts through an on-line abstract system and work with the program chairpersons to train them on the on-line abstract and program organizer system.

Use an on-line access registration system for all attendees and credit card processing, badging, lanyards, and tote bags for all NSC attendees.

Provide the administrative and logistics support including on-site staff support for the conferences and workshop(s)

Make on-line access to abstracts and extended abstracts available to all attendees.

This is not a request for competitive proposals. Request for copies of this solicitation will not be honored unless the respondent provides evidence showing their capability to perform the required services. Inquiries regarding this announcement may be made to Joel L. Perlroth, Contracting Officer by phone at (301) 713-9204 or via e-mail at Joel.L.Perlroth@noaa.gov

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