SOLICITATION NOTICE
R -- Workshop on Climate Change Adaptation for Coral Reefs
- Notice Date
- 6/12/2012
- Notice Type
- Presolicitation
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- HPODUS Environmental Protection AgencyAriel Rios Building1200 Pennsylvania Avenue, N. W.Mail Code: 3803RWashingtonDC20460
- ZIP Code
- 20460
- Solicitation Number
- PR-ORD-12-01964
- Response Due
- 6/27/2012
- Archive Date
- 7/27/2012
- Point of Contact
- Harold Honegger
- E-Mail Address
-
Contracting Officer
(honegger.harold@epa.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- The United States Environmental Protection Agency (USEPA), Office of Acquisition Management (OAM), intends to award a purchase order to a small business in support of a Workshop on Climate Change Adaptation for Coral Reefs under Federal Acquisition Regulation (FAR) Part 19 ? Small Business Programs approximately 15 days after the posting date of this notice. The North American Industry Classification System (NAICS) code is 561920 ? Convention and Trade Show Organizers. Any small business interested in receiving an RFQ should send a request to Harold Honegger at honegger.harold@epa.gov. A Statement of Work (SOW) for this requirement can be found below. This is not a Request for Quote. No RFQ is available at this time. Questions concerning this procurement should be addressed to Harold Honegger at honegger.harold@epa.gov. STATEMENT OF WORK Title: Workshop on Climate Change Adaptation for Coral Reefs I. Purpose The purpose of this purchase order is to provide services to the Global Change Impacts and Adaptation (GCIA) staff in the U.S. Environmental Protection Agency?s (EPA) Air, Climate and Energy Program in the Office of Research and Development, to conduct a workshop in Honolulu, Hawaii on coral reef management planning for adaptation to climate change. The Contractor shall provide logistical support for a 2.5- day workshop, using a workshop plan to be provided by the Technical Project Officer (TPO) in advance of the workshop. The workshop will be structured around an expert elicitation type exercise that will explore best practices for ?mainstreaming? climate change adaptation principles into coral reef management planning, with a focus on a particular case study coral reef site in the Pacific and a particular issue such as restoration planning. Participants at the workshop shall include approximately 25 experts in coral reef management, coral reef science, and climate change impacts and adaptation assessment science from across Federal agencies, states and territories, non-governmental agencies, and academia. The draft plan for the workshop and supporting background materials for the participants to receive prior to the workshops will be supplied by the TPO. The workshop will take place in Honolulu, Hawaii in the spring of 2013 (dates to be determined). The period of performance of this purchase order shall be from date of award to September 30, 2013. II. Background Work by EPA?s GCIA staff involves assessments of the potential vulnerability to climate change (and other global change stressors such as land-use change) of ecosystem health, water quality, human health and air quality with a focus on developing adaptation options to build resilience in the face of these vulnerabilities. Vulnerability and adaptation assessment activities in the GCIA aquatic ecosystems focus area support EPA?s mission and responsibilities as defined by the Clean Water Act (CWA), and are designed to build the capacity of EPA programs, regional offices, aquatic ecosystem managers (including coral reef managers), and other decision-makers to assess and respond to global change impacts on ecosystem processes and services. Multiple recent efforts across government, non-governmental organizations, and academia have advanced the dialogue on general principles for adaptation to climate change at the national scale; more recently EPA has been working with partners on a unified adaptation framework designed to be tractable and accessible for use by ecosystem managers. Case study applications of this framework, as well as other approaches being experimented with on the ground, are needed in order to demonstrate utility for specific vulnerable ecosystems. This will be the purpose of the current workshop, which will use expert elicitation to tailor and apply the latest theoretical adaptation planning principles for practical use in coral reef management. Managers and scientists from Federal agencies, states, territories, academia and non-governmental organizations will engage in a planning exercise, focusing on one or more coral reef case studies, to integrate climate change and resilience information into planning for specific coral reef management issues such as injury mitigation and restoration. The workshop will take place in Honolulu, Hawaii in the spring of 2013. A workshop plan for a 2.5-day expert elicitation exercise is under development by a Technical Steering Committee (TSC) and will be provided to the Contractor by the TPO. III. Scope of Work The scope of work is to provide logistical support for a 2.5-day workshop and deliver a post-workshop report that compiles materials prepared before and during the workshop by the TSC, its rapporteurs, and by the workshop participants. Task 1 - Establish Communications Within 7 days of the purchase order award, the Contractor shall convene a conference call with the TPO and appropriate contractor staff to confirm task deliverables and project schedule. The Contractor shall establish regular conference calls with the TPO to discuss progress and resolve any technical difficulties. At the beginning of the project it is likely that the calls will occur monthly for no more than 0.5 hours, with a switch to weekly calls of 1 hour starting several months prior to the spring 2013 workshop. Calls may include other members of the workshop Technical Steering Committee (e.g., EPA partners from other agencies/organizations) as needed at the request of the TPO. The Contractor shall initiate additional communication with the TPO should developments arise that may affect the schedule of this task order or any of the task deliverables outlined therein. Task 2 ? Pre-workshop support Pre-workshop support from the Contractor shall include, in consultation with the TPO: selecting and reserving a workshop venue; developing a participant list; selecting and sending invitation materials to participants; compensating non-Federal workshop participants for travel; and sending background materials (workshop exercise-specific materials to be provided by the TPO) to the workshop participants in advance of the workshop. All materials and communications will be electronic. A draft of the workshop exercise plan will be provided by the TPO to the Contractor after award of the contract; the current estimate for availability of the draft plan is January 2013. A. Secure workshop facilities and equipment No later than October 31, 2012, the Contractor shall propose dates and location for a workshop in Honolulu, Hawaii in the spring (e.g., April) of 2013. The final date and venue shall be coordinated with the TPO. The workshop is tentatively expected to last 2.5 days, which would entail three nights lodging for most of the participants; it is preferable to hold the workshop in the same hotel where participants would be staying. The workshop shall begin at approximately 8:30 a.m. each day. The room shall accommodate up to 25 participants. The Contractor shall arrange for a projector and screen, computer, laser pointer, and easel paper and markers. B. Identify workshop participants The Contractor shall identify 25 workshop participants, using as a starting point a draft list of potential participants provided by the TPO. The Contractor shall schedule a call with the TPO and partners to discuss a strategy for narrowing the list. The Contractor shall ensure that work under this project does not contain any apparent or real personal or organizational conflict of interest. The Contractor shall certify that no conflict of interest exists at the time the proposal is submitted for EPA approval with an update provided at the time of the workshop. The contractor shall provide the following conflict of interest certification in the quote: I certify that, to the best of my knowledge and belief, no actual, apparent, or potential organizational or individual conflicts of interest related to this purchase order exist. Personnel, who perform work under this purchase order, or relating to the purchase order, have been informed of their obligation to report personal and organizational interests. All actual, apparent or potential organizational or individual conflicts of interest related to this purchase order have been reported to the Project Officer or are attached, if applicable. The contractor shall be responsible for submitting with its quote a conflict of interest certification for any subcontractor services. The Contractor shall clearly identify itself as an EPA Contractor when acting in fulfillment of this purchase order. The Contractor may not participate in decision-making activities relating to Agency policy, enforcement or future contracting. Except for meetings with EPA employees, all work under this purchase order shall be done offsite. If the Contractor has a need to meet with Federal employees on-site, the Contractor personnel shall visibly wear identification in performance of this contract while on-site that will be issued by the Government upon arrival to the Federal facility. The contractor shall provide the TPO with a list of proposed experts. The TPO will verify technical qualifications of each proposed expert. Upon approval of the TPO, the Contractor shall contact these experts to ensure that they are available to review workshop guidance and attend the workshop. The Contractor shall be responsible for making travel and lodging arrangements for non-Federal participants consistent with U.S. government travel, lodging, and per diem allowances. Airfare will be reimbursed at actual cost. It is anticipated that there will be approximately 10-12 non-Federal attendees; however, because outside partners will be contributing travel funding for some participants, the Contractor under this purchase order shall only be responsible for travel and lodging for eight (8) participants. The contractor shall not compensate or reimburse Federal personnel. C. Participant invitations and logistics The Contractor shall be responsible for handling invitations and registration for all participants prior to the workshop. The Contractor shall submit a draft letter of invitation for review and comment by the TPO, after which the Contractor shall finalize the letter for use in sending email invitations. The Contractor shall email letters of invitation to each workshop participant and provide for an attendance confirmation mechanism. Four weeks prior to the workshop, the Contractor shall send all participants packages that include a proposed agenda (developed in consultation with the TPO) and general information on the workshop. The packages shall also include workshop exercise guidance or other pre-workshop materials designated by the TPO. The contractor shall instruct the workshop participants to review the workshop material and submit comments prior to date of workshop. Copies of all mailings shall be sent to the Contracting Officer?s Representatives (COR) as well as the TPO for review in advance of mailing. The Contractor shall maintain a current address list of all workshop participants. Task 3 ? Onsite and post-workshop support The Contractor shall provide on-site logistical support during the workshop and compile a post-workshop report. A. Onsite workshop support At the workshop, the Contractor shall: serve as liaison with meeting facility staff; register invited participants and observers; answer questions for participants and observers; assist the meeting facilitator(s); copy and distribute information generated at the workshop; and ensure that audio/visual equipment is available and working properly. The Contractor shall be responsible for collecting and maintaining all materials (e.g., workshop presentations, exercise worksheets, handouts) to facilitate the post-workshop report. B. Workshop report Two weeks after the workshop, the Contractor shall submit a draft post-workshop report, including: names and contact information for all final participants; the finalized workshop agenda; a copy of any finalized exercise(s) used at the workshop; a compilation of all presentations given at the workshop; any relevant materials submitted by participants prior to or during the workshop; and notes of the rapporteurs at the workshop, consolidated/integrated as per discussion with the TPO. A final report will be submitted within two weeks of receiving TPO comments on the draft report.   IV. SCHEDULE AND DELIVERABLES Task DELIVERABLES DATE Task 1 Establish Communications Status UpdatesOne week after date of award Monthly followed by weekly Task 2 Pre-workshop support A. Secure workshop facilities and equipment B. Identify workshop participants C. Participant invitations and logistics No later than 31 October 2012 Four weeks after receiving draft list At least four weeks before workshop Task 3 Onsite and post-workshop support A. Onsite workshop support B. Post-workshop report At workshop Draft two weeks after workshop, final two weeks after TPO comments V. Notice Regarding Guidance Provided Under This Purchase Order Guidance is strictly limited to technical and analytical support. The contractor shall not engage in activities of an inherent governmental nature such as the following: (1)Formulation of Agency Policy (2)Selection of Agency priorities (3)Development of Agency regulations Should the contractor receive any instruction from an EPA staff person that the contractor ascertains to fall into any of these categories or goes beyond the scope of the purchase order, the contractor shall immediately contact the Project Officer. The contractor shall also ensure that work under this purchase order does not contain any apparent or real personal or organizational conflict of interest. The contractor shall certify that none exists at the time the proposal is submitted to the EPA.
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