2026 REGIONAL WATER DATA TRNG WORKSHOP

Quick Summary

The U.S. Geological Survey (USGS) is seeking an Event Coordinator for the 2026 National Water Data Training Workshop (NWDTW) in Tuscaloosa, Alabama. This opportunity requires comprehensive logistical support for a pre-conference planning event (April-June 2026) and the main workshop (July-August 2026). The solicitation is a competitive Request for Quotations (RFQ), with quotes due by March 5, 2026, 1700 CST.

Scope of Work

The selected vendor will manage logistics for two events:

• Pre-Conference On-Site Planning Event (April-June 2026): Coordinate for approximately 18 USGS employees, including securing a block of ~72 tax-exempt room nights, a conference room with necessary equipment, and on-site parking.
• Workshop Event (July-August 2026): Coordinate for approximately 300 USGS employees (Hydrologists, Hydrologic Technicians, Database Administrators). This includes securing tax-exempt room blocks (with Hotel Capstone prioritized), on-site parking at hotels and the Bryant Conference Center, meeting room signage, audio-visual (AV) support, Wi-Fi access, exhibit space (~5,000 sq ft) with setup for exhibitors, poster session management, inner-city shuttle services between hotels/Bryant Center/USGS HIF building, and shipping/receiving.
• Airport Shuttle Service (CLIN 00003): Provide fixed-rate shuttle bus trips between Birmingham-Shuttlesworth International Airport (BHM) and Tuscaloosa, AL. Vendor must provide unit pricing for this CLIN.

Contract & Timeline

• Contract Type: Firm Fixed-Price, competitive Request for Quotations (RFQ) 140G0126Q0039.
• NAICS Code: 561920 (Size Standard: $20.0M).
• Set-Aside: None (Full and Open Competition).
• Period of Performance: July 1, 2026, to September 30, 2026.
• Quotes Due: March 5, 2026, 1700 CST.
• Anticipated Award: February 20, 2026 (Note: This date is likely outdated given the extended quote due date).

Key Requirements & Submission

• The Event Coordinator must be approved by FEMA and registered in SAM.gov.
• All meeting rooms must be ADA compliant.
• The vendor is responsible for Bryant Event Center fees and payment.
• Attendees will pay for their own lodging using tax-exempt government credit cards; the vendor's role is to facilitate reservations and provide reservation links.
• Pricing should be submitted as a Lump Sum with a breakdown of Other Direct Costs (ODCs).
• Email responses to krschneider@usgs.gov. Offerors must acknowledge all amendments.