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COMBINED SYNOPSIS/SOLICITATION
Glen Canyon Dam Adaptive Management Program
Note Taking Support for Meetings
140R4020Q0022
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued.
Solicitation number 140R4020Q0022 is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-04 effective 1/15/2020. This is a total small business set-aside under NAICS 561110 with an associated small business size standard of $8M.
Statement of Work
Objectives: The purpose of this requirement is to provide administrative / note taking support services required by the Glen Canyon Dam Adaptive Management Program (GCDAMP) for Federal Advisory Committee (FACA) meetings which include, Adaptive Management Work Group (AMWG) meetings (3 times/year), Technical Work Group (TWG) meetings (4 times/year), and potentially Ad Hoc work groups meetings. Two months prior to the in-person meetings, the COR will provide the dates, times, and location for the next meeting. Advance notification will be provided as soon as practical for virtual meetings, and no later than one week prior. The specific work is described below in Section I.
Background: In 1995, Secretary of the Interior, Bruce Babbitt, created the GCDAMP in response to an Environmental Impact Statement on the Operations of Glen Canyon Dam. The GCDAMP is responsible for implementation of the Grand Canyon Protection Act of 1992, to monitor the operation of Glen Canyon Dam, to ensure the dam is operated in compliance with a range of laws and regulations and mitigate any significant environmental impacts to Glen and Grand canyons. This program is considered to be one of the most successful examples of adaptive management in the country.
The GCDAMP is a FACA, comprised of a variety of stakeholders with disparate interests in the resource. They range from federal and state agencies, Native American Indian Tribes, the Colorado River Basin States, electrical utility consortia, recreational groups, and environmental groups. The AMWG strives for balance and consensus on how to protect downstream resources in Glen and Grand canyons and in their recommendations to the Secretary of the Interior (Secretary) or Secretary¿s Designee on the operation of Glen Canyon Dam.
Information related to the Program is available on the Program website accessible through https://www.usbr.gov/uc/progact/amp/amwg.html.
Period of Performance: This requirement will be in effect for one base year after the date of award with up to 4 option periods.
Billing: Invoices shall be submitted after work is performed. Work performed shall be invoiced separately for each committee and work group.
Government Furnished Information: Contractor will have access to the Program website, and will be provided Program meeting agendas, information and documents, electronic or otherwise, for review prior to the meetings. The vendor is to provide all materials, supplies and equipment required to perform the services necessary under this contract.
Work to be Performed and Deliverables:
The Contractor shall provide all personnel, equipment and supplies needed to accomplish the following work and deliver the following products:
The specific work to be performed under this requirement and deliverables are described below. Example meeting minutes for each type of meeting can be found on the website given above. The example minutes are meant to show the flow of the meeting agendas and the type of information to be included and do not reflect or limit potential vendors to that particular format, rather they are only for an example. Work described below shall adhere to the following standards and requirements:
The Contractor shall provide all personnel, equipment and supplies needed to accomplish the following work and deliver the following products:
Documentation/Notes from these meetings shall contain clear and concise information including but not limited to: participant names, accurate interpretations of the information and statements provided.
Documentation/Notes provided shall not exceed 30 pages per meeting.
Documentation/Notes shall contain a one-page index containing all acronyms and their meanings.
Documentation/Notes shall be professional in nature and technically and scientifically accurate. Documents provided as deliverable shall be ensured to be grammatically correct and have been spell checked before submission to the Contracting Officer¿s Technical Representative for distribution.
Documents/Notes provided shall be submitted in Microsoft Word and Adobe PDF versions and have already been checked and validated for accessibility and Section 508 Compliance.
I. Program Meeting Support Services
The Program requires administrative/note taking meeting support services to accurately document the discussions, decisions, motions, action items, and recommendations to further its goals and objectives. The contractor delivering this support service shall serve as a technical writer documenting the Program meetings. They must be able to document highly technical conversations and capture multiple viewpoints of controversial topics and subjects in a clear and concise writing style, with a focus on decisions, action items, and next steps. They must be familiar with terms related to most of the following topics: biology, ecology, geomorphology, habitat restoration and improvement; hydrological measurements; endangered species monitoring, and reintroduction activities; species research, genetics, and viability modeling; and recovery planning efforts for endangered species. Contractors may document all meetings with contractor-provided recording devices for later transcription and reference.
AMWG In-Person Meeting Support. The AMWG currently meets twice a year (2-day meetings; 16 total hours each meeting) in person, typically in February (Phoenix) and August (Flagstaff). NOTE: The first AMWG meeting will take place prior to the awarding of this contract February 11-12, 2020. This meeting will be recorded by the government with the recording provided to the contractor for transcription after the contract is awarded (Tasks 2-5). This recording will consist of 16 hours of meeting time. Tasks for each AMWG meeting (other than the first one) include:
Task 1: Arrive at meetings 15 minutes in advance of meeting start time to set up equipment and coordinate with the COR. Take detailed meeting minutes, including decisions and action items, during each AMWG meeting. The format to be followed for decisions and action items can be found as an attachment. Contractor may record the meeting with their own recording device.
Task 2: Transcribe AMWG meeting notes and include reference to supporting documentation such as meeting agenda, read-ahead materials, and presentations in the order they were discussed. Record all conference call participant names and affiliations along with all participants in the room. Ask for clarification if needed. Provide speakers name, if stated, before their comments. Record the names of those speakers that introduce and second a motion, as well as the final verbiage of an approved motion. Record separately all Action Items as identified by the AMWG.
Task 3: E-mail the draft AMWG meeting decisions, motions and action items to the COR within 5 business days of the meeting.
Task 4: E-mail a draft copy of the AMWG meeting minutes to the COR within 10 business days of the meeting.
Task 5: Incorporate COR feedback on the draft AMWG meeting decisions (Task 3) and minutes (Task 4) from the COR to produce the final meeting decisions and minutes. E-mail the final AMWG meeting decisions and minutes to the COR for posting to the Program¿s website no later than one week after receiving comments back from the COR. Final notes shall be Section 508 compliant in Word and pdf format.
Tasks Total cost
Task 1
Task 2
Task 3
Task 4
Task 5
Travel -NTE
NTE Federal travel regulations
Location Flagstaff Phoenix
Airfare ¿ open
Perdiem ¿ FTR $66 $56
Vehicle Rental
Vehicle Mileage
Mass Transit/Lyft/Uber
Parking
Lodging ¿ FTR $141 $146
Miscellaneous
Miscellaneous
AMWG Webinar Meeting Support: In May there is a conference call usually lasting 4 hours. Tasks include:
Task 1: Call into the AMWG Webinar conference call from a location of contractor¿s choice. Record all conference call participant names and affiliations. Ask for clarification if needed. Government will provide a list of webinar attendees for cross-checking and validation.
Task 2: Take detailed AMWG Webinar meeting minutes, including decisions and action items, for each AMWG conference call. Include reference to supporting documentation such as meeting agenda, read-ahead material, and presentations in the order they were discussed.
Task 3: E-mail the draft AMWG Webinar meeting decisions, motions, action items, and minutes to the COR within 5 business days of the meeting.
Task 4: Incorporate feedback on the draft meeting minutes from the COR to produce the final AMWG Webinar meeting minutes. E-mail the final meeting minutes to the COR for posting to the Program¿s website no later than one week after receiving comments back from the COR. Final notes shall be Section 508 compliant in Word and pdf format.
Tasks Total cost
Task 1
Task 2
Task 3
Task 4
TWG In-Person Meeting Support. The TWG is currently meeting three times a year (2-day meetings; 16 total hours for each meeting) in person, typically in January, April, and June. The January meeting will be held in a hotel typically in the Phoenix area. The April and June meetings are typically held at Arizona Dept of Water Resources, 1110 W. Washington Street, Suite 310, Phoenix, Arizona. Tasks include:
Task 1: Arrive at meetings 15 minutes in advance of meeting start time to set up equipment and coordinate with COR. Take detailed meeting minutes, including decisions and action items, during each TWG meeting. The format to be followed for decisions and action items can be found as an attachment. Contractor may record the meeting with their own recording device.
Task 2: Transcribe TWG meeting notes and include reference to supporting documentation such as meeting agenda, read-ahead materials, and presentations in the order they were discussed. Record all conference call participant names and affiliations along with all participants in the room. Ask for clarification if needed. Provide speakers name, if stated, before their comments. Record the names of those speakers that introduce and second a motion, as well as the final verbiage of an approved motion. Record separately all Action Items as identified by the TWG.
Task 3: E-mail the draft TWG meeting decisions, motions and action items to the COR within 5 business days of the meeting.
Task 4: E-mail a draft copy of the TWG meeting minutes to the COR within 10 business days of the meeting.
Task 5: Incorporate feedback on the draft TWG meeting decisions (Task 3) and minutes (Task 4) from the COR to produce the final meeting decisions and minutes. E-mail the final TWG meeting decisions and minutes to the COR for posting to the Program¿s website no later than one week after receiving comments back from the COR. Final notes shall be Section 508 compliant in Word and pdf format.
Tasks Total cost
Task 1
Task 2
Task 3
Task 4
Task 5
Travel -NTE
Travel - NTE Units Phoenix Total
Airfare - open
Perdiem - FTR $56 $224
Rental
Mass Transit/Uber/Lyft
Mileage
Parking
Lodging - FTR $146 $438
Miscellaneous
Miscellaneous
TWG Webinar Meeting Support: In October there is a TWG Webinar conference call usually lasting 4 hours. Tasks include:
Task 1: Call into the conference call from a location of contractor¿s choice. Record all TWG webinar conference call participant names and affiliations. Ask for clarification if needed. Government will provide a list of webinar attendees for cross-checking and validation.
Task 2: Take detailed TWG webinar meeting minutes, including decisions and action items, for each TWG webinar conference call. Include reference to supporting documentation such as meeting agenda, read-ahead material, and presentations in the order they were discussed.
Task 3: E-mail the draft TWG webinar meeting decisions, motions, action items, and minutes to the COR within 5 business days of the meeting.
Task 4: Incorporate feedback on the draft TWG webinar meeting minutes from the COR to produce the final meeting minutes. E-mail the final TWG webinar meeting minutes to the COR for posting to the Program¿s website no later than one week after receiving comments back from the COR. Final notes shall be Section 508 compliant in Word and pdf format.
Tasks Total cost
Task 1
Task 2
Task 3
Task 4
Support the Program¿s Ad Hoc Meetings. The Program currently has several ad hoc work groups that meet periodically via virtual means (i.e., webinar). These calls last between 1 and 3 hours depending on the group.
Task 1: Call into the conference call from a location of contractor¿s choice. Record all Ad Hoc conference call participant names and affiliations. Ask for clarification if needed.
Task 2: Take detailed Ad Hoc meeting minutes, including decisions and action items, for each Ad Hoc conference call.
Task 3: E-mail the Ad Hoc meeting decisions, action items, and minutes to the COR within 5 business days of the meeting.
Tasks Total cost
Task 1
Task 2
Task 3
Total Schedule B
CLIN Description Base OY1 OY2 OY3 OY4
0010 AMWG meeting (2-day)
0020 AMWG conference call
0030 AMWG meeting (2-day)
0040 TWG meeting (1-day)
0050 TWG meeting (2-day)
0060 TWG conference call
0070 TWG meeting (2-day)
0080 TWG meeting (2-day)
0080 Ad Hoc conference call
0100 Ad Hoc conference call
0110 Ad Hoc conference call
0120 Ad Hoc conference call
0130 Ad Hoc conference call
0140 Ad Hoc conference call
Total price includes all applicable fees and taxes.
The provision at 52.212-1, Instructions to Quoters-Commercial applies to this acquisition. Addendum to 52.212-1 substitutes the term ¿quote¿ where the term ¿offer¿ appears in the provision.
By the provision at 52.212-2, Evaluation-Commercial Items, this procurement will be evaluated as follows:
52.212-2 EVALUATION ¿ COMMERCIAL ITEMS (OCT 2014)
(a) The Government will award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotes:
Experience requirements:
1) Demonstrated English speaking and writing with a strong understanding of scientific discussions, especially those related to biology, ecology, geomorphology, archaeology, and cultural topics. Preferred experience includes specific experience with river resource programs.
a. Vendor shall submit documentation of this technical capability by providing at least two (2) examples of past minutes from scientific meetings and discussions with their quotation package.
2) Demonstrated ability to provide concise documentation and note taking for highly technical scientific meetings. Preferred experience includes specific experience with river resource programs.
a. Vendor shall submit documentation of this technical capability by providing at least two (2) examples of past minutes from scientific meetings and discussions with their quotation package.
3) Demonstrated experience with multiple stakeholder programs including federal and state governments, environmental organizations, Tribal and public participants. Preferred experience includes specific experience with River Resource Programs.
a. Vendor shall submit documentation of this past experience by submitting a list of meetings where similar work was performed within the last 5 years.
Past Performance requirements:
4) Demonstrated ability of past performance with FACA meetings or Similar Resource Advisory meetings, and note taking and documentation of previous FACA meetings.
a. Vendor shall submit documentation of this past experience showing a listing of FACA meetings attended within the last 5 years where note-taking and minutes work was performed.
Price:
Shall be evaluated separately from Technical and Past Experience factors.
When combined, Technical Capability and Past Experience are greater when compared with Price.
b) Options. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
(c) A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful quoter within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the quote¿s specified expiration time, the Government may accept an quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
The following Provisions Apply to the Solicitation Process of this Procurement:
52.252-1, Provisions Incorporated by Reference
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