X--2026 REGIONAL WATER DATA TRNG WORKSHOP

Amendment / Modification

This amendment (0004) to solicitation 140G012600039 modifies the original solicitation with the following:

• Revised Statement of Work (SOW): A revised SOW is provided, referenced as Attachment 1 Rev 2.
• Extended Response Date: The deadline for proposal submissions has been extended to March 5, 2026, no later than 1700 CST.

• Statement of Work (SOW)

• Proposal submission deadline

• The proposal submission deadline has been extended to March 5, 2026.

• Offerors must acknowledge receipt of this amendment.

All other terms and conditions of the original solicitation remain unchanged. For questions, contact Kimberly Schneider at krschneider@usgs.gov.

Statement of Work (SOW) / Performance Work Statement (PWS)

To outline the requirements for an Event Coordinator for the 2026 USGS National Water Data Training Workshop.

• Pre-Conference On-Site Planning Event (April-June 2026): Coordinate logistics for 18 attendees, including securing a block of tax-exempt guest rooms (72 room nights), arranging a conference room with necessary equipment, and managing on-site parking.

• Workshop Event (July-August 2026): Coordinate logistics for approximately 300 attendees (Hydrologists, Hydrologic Technicians, Database Administrators) in Tuscaloosa, AL. This includes:

  • Securing a block of tax-exempt guest rooms at specified hotels (Hotel Capstone prioritized).
  • Arranging on-site parking at hotels and the Bryant Center.
  • Managing meeting room signage and messages.
  • Coordinating audio-visual equipment (screens, projectors, microphones) in breakout and general session rooms.
  • Ensuring Wi-Fi access in meeting rooms, lobby, and display areas.
  • Coordinating the setup and management of exhibit space (approx. 5,000 sq. ft) for exhibitors, including draped tables, chairs, electricity, and wastebaskets.
  • Managing poster sessions with easels for USGS exhibitors.
  • Coordinating inner-city shuttle logistics between hotels and the Bryant Center, and between the Bryant Center and the USGS HIF building.
  • Managing shipping and receiving of packages to and from the Bryant Center.

• Shuttle Bus Service (CLIN 00003): Provide a fixed rate for shuttle bus trips between Birmingham-Shuttlesworth International Airport (BHM) and Tuscaloosa, AL, during the Workshop Event. Vendor must provide unit pricing for this CLIN.

• The Event Coordinator must be approved by FEMA and SAM.

• Vendor is responsible for Bryant Event Center fees and payment.

• Vendor must provide a reservation link for attendee room blocks.

• Vendor must provide weekly lists of confirmed registered guests.

• Vendor must coordinate with exhibitors on booth needs and payments.

• Vendor must provide pricing in the specified Schedule of Items format.

• Pre-Conference Planning: April – June 2026

• Workshop Event: July - August 2026

• Location: Tuscaloosa, Alabama (Bryant Conference Center and Hydrologic Instrumentation Facility (HIF))

• All meeting rooms must be ADA compliant.

• Attendees' lodging costs are their responsibility, paid with government tax-exempt credit cards. The Event Coordinator facilitates reservations but does not pay for rooms.

• Government is tax-exempt on reimbursable charges.

• Vendor must include all costs associated with the Workshop Event SOW, including fees for Bryant Conference Center and inner-city shuttles.

• Vendor must provide unit pricing for Shuttle Bus Service (CLIN 00003).

Amendment / Modification

This amendment (0003) to solicitation 140G012600039 modifies the requirements and extends the response date.

Specifically, the amendment:

• Provides the Bryant Conference Center rate sheet (Attachment 6). The USGS is limiting the conference center to Bryant Conference Center to ensure fair competition.

• Extends the response date to February 18, 2026, no later than 1700 CST.

• The scope of work is affected by the provision of the Bryant Conference Center rate sheet.

• The submission deadline is extended.

• The proposal response date has been extended to February 18, 2026, 1700 CST.

• Bidders should review the provided Bryant Conference Center rate sheet for venue-related information.

Form / Attachment / Pricing Sheet

This document provides a detailed breakdown of room rentals, audiovisual services, beverage breaks, and food catering costs for the 2026 USGS NWDT Workshop, scheduled from July 20-23, 2026. It serves as a pricing guide and logistical overview for potential attendees or organizers.

• Room Rentals: A comprehensive schedule detailing dates, times, room names (e.g., Thames, Sellers Auditorium, Rast A & B, Lackey, Wilson, etc.), setup types, capacities, and associated rental fees for each session and office space.
• Audiovisual: Presentation packages are included in room rentals, with specialized equipment available at additional costs. Parking is listed as TBD.
• Beverage Breaks: Priced per person per day based on duration (1 HR, Half Day, Full Day, Extended Day) with specific rates.
• Food Function Catering: Options for catering through the Bryant Conference Center or pre-approved external caterers are outlined. Indemnification clauses and restrictions on outside food/beverages are noted.
• Additional Services: A list of optional services such as microphones, flip charts, computers, teleconferencing, spotlights, photobooths, exhibit booths, partition walls, and electrician/security services with their respective costs.
• Total Estimated Fees: The total estimated fee for room rentals is $20,625.00.

This document is crucial for bidders to understand the potential costs associated with hosting or attending the workshop. It details the venue's capacity, available facilities, and the pricing structure for various services, which can inform budget planning and logistical arrangements for any proposed participation or event management.

Amendment / Modification

This amendment (0002) to solicitation 140G012600039 provides:

• A revised Statement of Work (SOW) including a Schedule of Items, referenced as Attachment 1 for SOW Rev 1.

• Questions and Answers, referenced as Attachment 5 Q&A Amd 002.

• The SOW has been revised.

• A new Q&A document has been added.

• All other terms and conditions remain the same.

• The effective date of this amendment is January 29, 2026.

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding the RFQ for event planning services.

• RFQ Delivery: Responses should be emailed to krschneider@usgs.gov.
• Pricing Structure: The RFQ should be priced as a Lump Sum, with a breakdown of Other Direct Costs (ODCs) such as Audio Visual, Shuttle Transportation, and miscellaneous costs. A revised SOW will include a Schedule of Items.
• Agreement Signatory: A single entity awarded the contract will be responsible for compiling and signing hotel, audio visual, and transportation agreements.
• Pre-Workshop Planning Event (April-June 2026): Event planning support is needed for approximately 18 attendees. Support includes confirming attendee access and ensuring access to a conference room with adequate facilities. Attendees are responsible for their own hotel reservations and payments.
• Workshop Event (July-August 2026): Approximately 300 attendees are expected. Solicitation dates will be corrected, and a Schedule of Items will be provided.
• Exhibit Space Payment: The Prime Contractor will coordinate with Bryant Conference Center for exhibit space payments and management of incoming fees for exhibit tables.
• Vendor Fees: Vendor fees are not associated with training costs and are to be handled separately by the conference center; they should not be included in this contract.
• Shuttle Capacity: For round-trip shuttles to the Bryant Center and USGS HIF Building, approximately 50 people per trip are anticipated, making a 56-passenger coach sufficient.
• Airport Shuttle "Variable Rate": This term will be removed. The purchase order will be Firm Fixed Price. The SOW will be revised to state a fixed rate per shuttle bus trip between Birmingham-Shuttlesworth International Airport (BHM) and Tuscaloosa, AL. The government will only pay for ordered quantities, and pricing will not change based on demand.
• Airport Shuttle "Need" Determination: The need for airport shuttle service will be determined by the end of May.

Solicitation dates and the SOW will be corrected to reflect the clarifications provided. A Schedule of Items will be included. The airport shuttle pricing will be a Firm Fixed Price.

Statement of Work (SOW) / Performance Work Statement (PWS)

To procure event coordination services for the 2026 U.S. Geological Survey (USGS) National Water Data Training Workshop in Tuscaloosa, Alabama.

This SOW requires an Event Coordinator to manage logistics for two distinct events:

• Pre-Conference On-Site Planning Event (April – June 2026):

  • Accommodate 18 attendees for 4 nights.
  • Secure a block of tax-exempt guest rooms (72 room nights total).
  • Ensure access to a conference room with adequate facilities for work.

• Workshop Event (July - August 2026):

  • Accommodate approximately 300 attendees (Hydrologists, Hydrologic Technicians, Database Administrators).
  • Secure a block of tax-exempt guest rooms for varying numbers of attendees over 6 nights.
  • Coordinate on-site parking at hotels and the Bryant Conference Center.
  • Arrange for meeting room signage and message handling.
  • Provide Audio Visual (AV) equipment and support for breakout and general sessions (USGS will provide laptops).
  • Ensure Wi-Fi internet access in meeting rooms, lobby, and display areas.
  • Coordinate the use of meeting and exhibit spaces at the Bryant Conference Center and Hotel Capstone.
  • Manage exhibitor booths, including coordination of booth needs and payments.
  • Arrange for exhibit space (minimum 5,000 sq. ft) to accommodate approximately 30 easels for poster boards (Monday-Thursday).
  • Coordinate inner-city shuttle logistics between hotels and the Bryant Center (Monday-Thursday).
  • Coordinate shuttle service between the Bryant Center and the USGS Hydrologic Instrumentation Facility (HIF) building (Monday-Thursday).
  • Manage receiving and pickup of packages at the Bryant Center.

• The Event Coordinator must be approved by FEMA and SAM.

• Room rates are based on current Federal Government Per Diem and must be tax-exempt for government employees.

• The Event Coordinator will provide a reservation link for attendee use and a weekly list of confirmed guests.

• A draft agenda will be provided when available, with the final agenda due 7 days prior to the workshop.

• Pre-Conference Planning: April – mid-June 2026

• Workshop Event: July - August 2026

• Location: Tuscaloosa, Alabama (Bryant Conference Center and Hydrologic Instrumentation Facility (HIF))

• Shuttle Service: A fixed rate for shuttle trips between Birmingham-Shuttlesworth International Airport (BHM) and Tuscaloosa, AL, is required (priced under a separate CLIN). The government will only pay for ordered quantities.

• Special Concessions: The vendor should consider concessions such as reduced parking rates, extended group rates, complimentary internet, room upgrades, fitness center access, waived attrition, and no food/beverage minimums, based on guest room pick-up.

• Exhibitors: Exhibitor space and management are separate from government attendees and require coordination of booth needs and payments.

Amendment / Modification

This amendment (0001) to solicitation 140G012600039 modifies the original solicitation as follows:

• Provides Attachment 4: Questions & Answers.

• Extends the response date to February 13, 2026, no later than 1700 CST.

• Attachment 4 (Questions & Answers) is added.

• The response deadline has been extended.

• The proposal submission deadline is extended to February 13, 2026, 1700 CST.

• Bidders should review the newly provided Attachment 4 for clarifications.

All other terms and conditions of the original solicitation remain unchanged. For questions regarding this solicitation, contact Kimberly Schneider at krschneider@usgs.gov.

Questions & Answers / Clarifications

This document provides responses to vendor inquiries regarding the solicitation.

• Incumbent Eligibility: The incumbent contractor is eligible to bid on this opportunity.
• Contract Type: The contract will be a fixed-price contract.
• On-Site Requirements: Contractor presence on-site for the conference is not required, though a point of contact nearby is preferred.
• Event Services: The government will provide its own name tags and registration system; therefore, these services are not required from the contractor.
• Food and Beverage: No food or beverage costs should be tied to the contract.
• Venue Availability: Informal inquiries regarding availability in local hotels and event spaces in Tuscaloosa have been made.
• RFQ Focus: The RFQ is aimed at event/project managers who will manage all outlined services (hotel, training facility, transportation, exhibitor management, etc.) on behalf of the USGS.

These clarifications do not appear to alter any stated requirements, due dates, or submission rules, but bidders should consider these points when preparing their proposals.

Solicitation / RFP / RFQ

This solicitation is for conference space and event planning/facilitation services for the U.S. Geological Survey's (USGS) National Water Data Training Workshop (NWDTW) in Tuscaloosa, AL. The services include a pre-conference planning event and the main workshop event.

• Pre-Conference Planning Event: Monday-Thursday, timeframe between mid-April and mid-June 2026, for approximately 18 attendees.

• Workshop Event: Saturday-Friday, timeframe between July and August 2026, for approximately 300 attendees.

• Event planning and facilitation services.

• Reference Attachment 1 for the Statement of Work (SOW).

• Period of Performance: July 1, 2026, to September 30, 2026.

• Delivery Date: September 30, 2026.

• NAICS Code: 561920 (Facilities Support Services).

• Solicitation Issue Date: January 29, 2026.

• Offer Due Date: February 12, 2026, 1700 CS.

• Offers must be submitted on SF 1449 or equivalent.

• Evaluation will be based on technical approach/capability and price, with technical acceptability being a key factor.

• For questions, contact Kimberly Schneider at krschneider@usgs.gov.

• This acquisition is unrestricted.

• The solicitation includes numerous FAR clauses and provisions, including those related to System for Award Management (SAM) registration, Federal Acquisition Supply Chain Security Act, and Service Contract Labor Standards.

• Payment will be made via the Invoice Processing Platform (IPP).

• Wage Determination Number 2015-4609 is applicable and incorporated as Attachment 2.

Statement of Work (SOW) / Performance Work Statement (PWS)

To procure event coordination services for the 2026 USGS National Water Data Training Workshop.

• Event Coordination: Manage all aspects of the workshop, including venue selection and coordination, accommodation booking, audio-visual setup, signage, and on-site support.

• Logistics: Arrange for attendee accommodation (approximately 300 attendees), including managing room blocks and providing reservation links. Coordinate on-site parking and inner-city shuttle services between hotels and the Bryant Center, as well as to the USGS HIF building.

• Exhibitor Management: Coordinate exhibitor booth setup, manage exhibitor needs, and handle all payments related to exhibitor spaces. This includes providing draped tables, chairs, electricity, and wastebaskets for each booth.

• Shipping: Coordinate the receiving of packages prior to the event and the pickup of marked packages post-event.

• Shuttle Service: Provide shuttle service between Birmingham Airport and Tuscaloosa, with rates depending on need.

• Accommodation: Provide a block of tax-exempt rooms for approximately 300 attendees, with specific room night estimates for pre-workshop planning and the main event.

• Meeting Rooms: Ensure all meeting rooms are ADA compliant and equipped with necessary audio-visual equipment (screens, projectors, sound systems), podiums, tables, chairs, and Wi-Fi access.

• Exhibit Space: Secure a minimum of 5,000 sq. ft. for exhibit space to accommodate approximately 30 easels for poster boards, ensuring comfortable flow for 300 people.

• Signage: Ensure venues provide electronic signage for meeting room locations and specific presentation details.

• Potential Dates: July - August 2026

• Location: Tuscaloosa, Alabama (Bryant Conference Center and Hydrologic Instrumentation Facility - HIF)

• Pre-Workshop Planning Event: April through mid-June 2026

• Attendees: Approximately 300 Hydrologists, Hydrologic Technicians, and Database Administrators.

• Staffing: Event Coordinator must be approved by FEMA and SAM.

• Room Rate: Current Federal Government Per Diem at the time of training, tax-exempt on reimbursable government charges.

• USGS Provided Equipment: USGS will provide laptops for breakout rooms and may provide their own printers and other equipment.

• Concessions: The vendor should consider special concessions based on 70% guest room pick-up, such as reduced parking rates, extended group rates, complimentary internet, room upgrades, and waived attrition.

Wage Determination

This document provides the official wage determination for various occupations under the Service Contract Act for the counties of Hale, Pickens, and Tuscaloosa in Alabama. It outlines the minimum wage rates and fringe benefits required for contractors performing services on federal contracts in this area.

• Applicability: This wage determination applies to contracts covered by the Service Contract Act awarded in the specified counties.
• Occupational Listings: A comprehensive list of occupations is provided, each with a corresponding wage rate and, where applicable, footnotes indicating specific requirements or conditions.
• Fringe Benefits: Required fringe benefits follow the occupational listing. Specific benefits mentioned include:
  • Health & Welfare: $5.55 per hour, up to 40 hours per week, or $222.00 per week or $962.00 per month.
  • Health & Welfare (EO 13706): $5.09 per hour, up to 40 hours per week, or $203.60 per week, or $882.27 per month (this rate is used only when compensating employees for performance on an SCA-covered contract also covered by EO 13706).
• Executive Orders:
  • EO 13706 (Paid Sick Leave): Federal contractors must provide employees with 1 hour of paid sick leave for every 30 hours worked, up to 56 hours annually. This leave can be used for various health-related reasons, including domestic violence, sexual assault, or stalking.
  • EO 13658 (Minimum Wage): For contracts awarded between January 1, 2015, and January 29, 2022 (and not renewed or extended after January 30, 2022), covered workers must be paid at least $13.30 per hour (or the applicable wage rate if higher) in 2025. This rate is adjusted annually.
• Vacation:
  • 1 year of service: 2 weeks paid vacation.
  • 8 years of service: 3 weeks paid vacation.
  • 20 years of service: 4 weeks paid vacation.
• Holidays: A minimum of eleven paid holidays per year are required.
• Hazardous Pay Differentials: An 8% differential applies to positions with high hazard (ordnance, explosives), and a 4% differential applies to positions with low hazard.
• Uniform Allowance: If uniforms are required, the contractor must provide them at no cost or reimburse employees for the actual cost, including maintenance ($3.35 per week for cleaning, unless "wash and wear" materials are used).
• Conformance Process: Procedures are outlined for contractors to request additional classifications and wage rates if an occupation is not listed in the determination.

Form / Attachment / Pricing Sheet

This document, FAR 52.212-3, provides Offeror Representations and Certifications for Commercial Products and Commercial Services. It requires offerors to complete specific sections based on whether they have already submitted annual representations and certifications electronically in the System for Award Management (SAM) or if they need to complete them within this provision.

• Annual Representations and Certifications: Offerors who have completed these electronically in SAM must verify their accuracy and currency for this solicitation. Any changes made here apply only to this solicitation.
• Specific Representations (Paragraphs c-v): Offerors must complete various representations related to business size (small business, veteran-owned, SDVOSB, small disadvantaged, women-owned, EDWOSB, HUBZone), place of manufacture, and compliance with specific regulations (e.g., Buy American, Trade Agreements, Prohibition on Contracting with Inverted Domestic Corporations, Iran sanctions).
• Certifications: Includes certifications regarding payments to influence Federal transactions, Buy American compliance, responsibility matters (debarment, suspension), knowledge of child labor, and restricted business operations in Sudan.
• Taxpayer Identification Number (TIN): Required for debt collection and reporting purposes, unless an exception applies.

This provision is critical for bidders to accurately represent their business status and compliance with various Federal acquisition regulations. Completing these representations correctly is essential for determining eligibility for certain contract types, set-asides, and for overall compliance with Federal procurement laws. Failure to provide accurate information may impact the evaluation of the offer or the ability to be awarded a contract.