Public Meeting and Outreach

Project: Logistical Planning for Public Meetings/Events and Outreach Support for ESA Section 4 Activities for Protected Resources Division Statement of Work Background or Problem Statement: The Protected Resources Division (PRD) of NOAA Fisheries anticipates the need for public meetings and outreach events in association with a 12-month finding/proposed rule and/or conservation initiatives for protected resources for the state of Hawaii and the U.S. Pacific Island territories of Guam, Commonwealth of Northern Marianas (CNMI), and American Samoa. The anticipation of need stems from requirements related to an Endangered Species Act (ESA) listing petition that falls within the realm of the Pacific Islands Regional Office's (PIRO) PRD. In October of 2010 NOAA Fisheries PIRO PRD received a petition to list 83 species of coral and designate critical habitat under the ESA. The petition response is moving toward a 12-month finding/proposed rule. The ESA team anticipates that a 12-month finding/proposed rule for this petition may require a number of public meetings, likely held between contract issuance and March 2013, throughout the State of Hawaii as well as throughout the Pacific Islands region to receive public comments as required under the ESA statute. Public outreach associated with species protected under the ESA plays an important role in enhancing understanding, fostering partnerships, and opening doors of communication among the public, stakeholder groups, and the agency which in turn aids in meeting NOAA Fisheries PRD's objectives to conserve, protect, and recover species. Specifically, the purpose of the Contractor's work under this contract with NOAA Fisheries is to logistically plan public meetings and/or outreach events, beginning in August 2012, to aid in processes that may require such events for the conservation of marine species. Goals and Objectives: The goal of this contract is to provide assistance to PRD staff in logistical planning for public meetings to likely be held sometime between August 2012 and March 2013. In meeting this goal, efforts regarding logistical planning and organization will be met by the Contractor in both FY 2012 and FY 2013 while NOAA Fisheries PRD staff time will be allocated towards primary work goals associated with ESA protected resources. Specific Tasks: The Contractor shall furnish the necessary personnel, travel, materials, equipment, facilities and all other items necessary to completely perform the following Statement of Work and specifications. The following tasks and budget identify what the contractor will be responsible for completing: Task #1: Meeting and Event Preparation: Beginning on or about August 15, 2012, the PRD project lead will initiate contact with the Contractor to begin planning for the project's logistical needs. This will require logistical planning for multiple meetings and, when appropriate, travel or preparations for multiple meetings may be arranged to coincide with one another. NOAA Fisheries estimates up to 13 meetings/events in late 2012/early 2013. These meetings/events may range from 1-2 day events ranging in time frames of 4-6 hours per day. Meetings for solicitation of public comments are likely to be scheduled during the evening to meet the needs of the general working public. Attendance will be determined based on public interest and for some events may exceed 100 people. Upon contract issuance, PRD project lead and Contractor will determine venue capacity prior to each event. More or less meetings/events may be held depending on the complexity of the topic, and/or the time and availability of funds through this contract. Beginning on or about August 15, 2012, PRD's project lead will identify the need for meetings or events associated with a specific project. Government Point of Contact (or PRD project lead) will initiate coordination between the Contractor and project lead at which point planning will commence for the meetings. In FY 2012, the Contractor will work with PRD's project lead to identify appropriate venues based on the meeting/event needs, format, and the anticipated attendance of participants at each meeting/event. Venues for these meeting/events shall be selected in accordance with impacted communities throughout the Pacific Islands region, as appropriate, to the project. Locations are likely to include, but are not limited to, the following locations within the Pacific Islands region: any of the main Hawaiian Islands, Guam, CNMI, and America Samoa. All venues and rates for specific venues shall be approved by the PRD project lead prior to booking. Beginning on or about August 15, 2012, the Contractor and PRD's project leads will collaborate to create project specific checklists to identify necessary logistics for each meeting and/or grouping of meetings to facilitate meeting preparedness. At this time the Contractor and PRD project lead may also agree upon project specific outcomes or roles for the various meetings/events to be held. Staffing provided by the Contractor (including stenographer, security, or other identified roles, as needed) should be approved by PRD project lead. Task #2: Meeting and Event Logistics: The Contractor shall be required to provide for all meetings and events logistics to include but not be limited to room and equipment rental, venue advertisement through local newspaper advertisements, event stenographer, and event security if needed, event preparation and supplying meeting materials (agendas, pens, signs, sign-in sheets, comment cards, etc). Equipment likely to be required includes a projector and screen for a short informational session as well as microphones available for meeting presenter and public comments. Contractor will provide a stenographer for meetings as requested by PRD's project lead (a stenographer is necessary for any public meeting during the comment period of the associated proposed rule). Stenographer shall transcribe public comments from the meeting. Contractor will provide security for meetings if requested by PRD's project lead. Task #3 Meeting and Event Summary: A transcript of the public meetings or events that required a stenographer will be made into a digital file and provided to the appropriate PRD's project lead no later than two weeks after the meeting date. Deliverables for Identified Tasks: Task #1 Meeting and Event Planning: - By September 30, 2012, the Contractor will provide a memo to appropriate PRD project lead identifying the following agreed upon information: o Number of agreed upon meetings, appropriate meeting venue(s), and date(s). o Agreed upon Contract staff and materials to be provided for the project (this may be a copy of the checklist). - Contractor will provide electronic or written confirmation to PRD's project lead that all logistical components have been identified and secured for the upcoming meetings and events. Venues and dates should be secured no later than 3 weeks in advance. o Confirmations shall include appropriate contact information for the PRD staff member for onsite personnel providing the venue or services. Task # 2 Meeting and Event: - The Contractor shall provide all agreed upon logistical services for meetings/events. - The Stenographer shall record the meeting notes and provide to the Contractor (if the need for a Stenographer is identified in task #1). - The Security shall ensure all government officials and public participants remain in a safe and secure environment (if the need for Security is identified in task #1). Task # 3 Meeting and Event Summary: - Contractor and PRD project lead shall participate in a post-meeting conference session, either via phone or in person, to discuss successful approaches, identify need for improvement and significant discussion points. Meeting will be summarized in notes by the Contractor, if requested by PRD project lead. - Contractor will submit Stenographer transcript no later than two weeks following the meeting date. Task Type: X Time-and-Materials Transportation and Travel: Travel in support of the listed tasks is not authorized unless agreed upon by the PRD project lead. If authorized, Contractor shall be paid as a direct cost in accordance with Federal Travel Regulations. Period of Performance: The period of performance for this project is from contract issuance date to one year from the issuance date or until project associated funding is expended, whichever comes first. Options to Include in Proposal: Proposals should identify the following four options outlined below. Protected Resources has identified option #1 as the priority objective of this contract. Options 2, 3, and 4 may be requested additionally to this contract but are subject to funding availability and at the discretion of program requirements. Meeting locations are identified under the options to include in the proposal, but the order and location of actual meetings may vary based on PRD needs. For example, two meetings may be necessary in the main Hawaiian Islands and then one in the U.S. territories, followed by another in the main Hawaiian Islands. Option #1 - Proposals for consideration should present bids for the first option based on the summarized information in the Statement of Work and based on the following assumptions: - 1 Meeting in Oahu with attendance exceeding 100 people (does not have to exceed 300). - 1 Meeting in Guam. Venues should be capable of exceeding at least 50 people. - 1 Meeting in CNMI. Venues should be capable of exceeding at least 50 people. - 1 Meeting in America Samoa. Venues should be capable of exceeding at least 50 people. - Bids should include the hourly cost of Stenographer and Security for each meeting based on the assumption that the public meetings will last 5 hours (3 hour meeting, plus set up and breakdown time). Logistical planning for meetings should be accounted for separately; please identify this role as the logistics manager with the appropriate number of hours and time associated with meeting preparation and gathering summary materials. - Advertisement rates should incorporate the cost of 2 Sunday ads/meeting, no larger than 1/8th of a page for a black and white advertisement. 6 additional mid-week government announcements may also be identified per meeting. Option #2 - The contractor will provide up to 1 additional meeting in Kauai and 1 additional meeting in Hawaii. Venues should be capable of exceeding at least 60 people. Option #3 - The contractor will provide up to 1 additional meeting in Maui and 1 additional meeting in Molokai. Venues should be capable of exceeding at least 50 people. Option #4 - The contractor will provide up to 1 additional meeting in Guam and 1 additional meeting in CNMI. Venues should be capable of exceeding at least 50 people. Option #5 - The contractor will provide up to 2 additional meetings in CNMI and 1 additional meeting in the main Hawaiian Islands. Venues should be capable of exceeding at least 50 people. Evaluation Factors: The following evaluation factors should be considered during the contractor selection process. The factors are: 1. Price (in accordance with hourly rates and estimated costs for identified deliverables) 2. The contractor should have logistics experience in the state of Hawaii or Pacific U.S. territories. NOAA FISHERIES PIRO requests that the Contracting Officer participate in the Evaluation of qualified vendors. Government-Furnished Equipment, Badge, Keys, and/or Facilities provided. All necessary equipment and supplies will be provided by Contractor to enable the completion of assigned tasks. The outreach materials required for advertisement, tracking participant performance, and various reporting materials may be supplied by NOAA Fisheries and will be determined on a meeting by meeting basis. Information Security in Acquisitions: Data supplied for and produced by this contract is not privileged and the level of security required is low. The C&A requirements of Clause 48 CFR 1352.239-72 do not apply and a Security Accreditation Package is not required. Government Point of Contact: Denise Rogers contact@example.gov +1 (555) 000-0000 NOAA Fisheries Pacific Islands Regional Office 1601 Kapiolani Blvd. Ste 1110 Honolulu, HI 96814