F--Southeast Fisheries Observer Programs

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation 1305M325R0054 for the Southeast Fisheries Observer Program (SEFOP).

• Past Performance Questionnaire Due Date: The correct due date is January 7, 2026, aligning with the RFP, not January 10, 2026.
• Solicitation Deadline Extension: A 3-week extension to the January 7, 2026 deadline is not granted at this time.
• Training Costs: Offerors are responsible for initial training costs, which should be included in the sea day unit price.
• Vessel Cancellation Costs: Costs associated with cancelled trips (at dock or after travel has commenced) should be allocated to CLIN 0002 (Travel expenses).
• Travel vs. Observer Pay: Travel expenses (hotel, per diem, airfare) are allocated to CLIN 0002. Observer reimbursement should be included in the sea day unit price (CLIN 0001).
• Non-Observer Pay Costs: Project management and coordination costs should be included in the sea day unit price (CLIN 0001).
• Observer Meal Reimbursement: These costs ($40.00/day) should be included in CLIN 0001 (Sea Day Observer Support Services).
• Data Entry Costs: Costs for entering data into the SEFOP database (anticipated 3 times/contract year) should be budgeted under Debrief Day, Annotation Day, and/or Post Trip Report Day.
• Debriefing Costs: These should be included under CLIN 0001 (Debrief Day).
• Observer Classification (I, II, III): These classifications represent a floor for compensation. Offerors have discretion in how they compensate observers to meet contract requirements.
• Observer Retention: Historically, after initial training, an average of 261 days of service is observed before departure, with 15 observers remaining in the program.
• Sea Day Decrease: The decrease in sea days is attributed to flat funding estimates and increasing costs for travel, gear, and data management.
• Vessel Tracking: Contractors will not have access to the Vessel Monitoring System (VMS); SEFOP staff will provide vessel information for safety.
• Observer Standards: NOAA provides only the "vessel selection packet"; no additional tools are supplied to ensure observer standards are met on vessels.
• Log Maintenance: This refers to the offeror's proposed method for ensuring observers meet and track required equipment maintenance.
• Medical Documentation: No templates are provided; any output addressing criteria in section 1.3.2.4 will be accepted.
• Aerial Surveys: Days are variable, dependent on oil platform removal locations and timing. Specific seating configurations are detailed in PWS section 1.3.2.8.
• Species Verification: This is part of the data QC process during debriefing.
• Debriefing Status: Observers are undeployable during initial debriefings after each of the first three trips. Flexibility is provided for subsequent trips.
• Internal Port/Vessel Guide: Acceptable, provided no confidential data is included and it does not bias data collection or trip success.
• Sea Day Calculation: The 12-hour sea day estimate is based on historical data from shrimp, reef, pelagic, and shark fishery research.
• Supplemental Training: Contractors may conduct internal/supplemental training at their own expense.
• Contractor Training: Contractor is responsible for training on contractor-specific requirements (e.g., payroll, vacation requests); NOAA covers safety, sampling, and SEFOP protocols.
• Re-certification Tracking: NOAA will track and communicate training needs to the observer provider.
• Specialized Training Requirements: Three successful trips post-training and good standing (meeting safety, gear, data submission requirements) are prerequisites.
• QA/QC Plan: NOAA's debrief process does not accommodate additional QA/QC for observer sampling data, but contractor QA/QC for vessel safety checklists is acceptable.
• Project Management Plan: A draft PMP is required with the proposal and is subject to page limitations.
• Proposal Formatting: Standard FAR 52.212-1 formatting is acceptable.
• Observer Classification (W2/1099, Pay): Refer to the Department of Labor, Wage and Hour Division for guidance on FLSA and SCA regarding classification and pay structures (hourly vs. salary, overtime).
• Data Collection: Paper decksheets are required; there is no current paperless option. Hardware and software are not provided.
• Protect Species Observers (PSOs): Certification beyond successful completion of PROP training is not required.
• Overtime Hours: Information on average/maximum overtime hours is unavailable.
• Vessel Accommodation/Food Costs: These costs ($40.00/day) are to be included in CLIN 0001.

These clarifications address specific questions regarding due dates, cost allocations, training, data handling, and observer classifications, providing essential details for proposal preparation.

Amendment / Modification

This amendment (0002) to Solicitation 1305M325R0054 provides:

• Answers to inquiries received no later than 14 calendar days after the solicitation's issuance date. These are provided in Attachment 7, Solicitation 1305M325R0054 Q&A.

• Inclusion of Attachment 6, EXAMPLE 2025 SEFOP Base Training Schedule, in response to Q&A, Question 29.

• Attachment 7 (Solicitation Q&A) is added.

• Attachment 6 (EXAMPLE 2025 SEFOP Base Training Schedule) is added.

• All other terms and conditions of the original solicitation remain unchanged. No impact on proposal deadlines or evaluation factors is indicated beyond the inclusion of new attachments and clarifications.

Other / Unclassified

This document is a training schedule for the SEFOP (Southeast Fisheries Observer Program) training. It outlines a multi-week training program covering various aspects of fisheries observation, including protocols, data collection, species identification, safety procedures, and equipment usage.

This schedule provides potential bidders with insight into the comprehensive training provided to observers. It highlights the diverse skill sets and knowledge areas that observers are expected to acquire, which may be relevant for understanding the scope and requirements of contracts related to observer training or support services.

Amendment / Modification

• The submission date for the Past Performance Questionnaire attachment has been revised.

• Original submission date: January 10, 2026

• Revised submission date: January 7, 2026

• Past Performance Questionnaire attachment

• The deadline for submitting the Past Performance Questionnaire has been moved forward to January 7, 2026.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire designed to gather feedback on offerors' performance for the Solicitation 1305M325R0054 – SEFSC Observer Services. It can be completed via an attached form or an online link.

Instructions for Offerors: Provide questionnaires to references for projects completed or in progress within the last five years. Follow up to ensure submission.

Instructions for References: Complete Section B thoroughly. Submit via email to Jamie Abu Shakrah (Jamie.AbuShakrah@noaa.gov) and Carina Topasna (Carina.Topasna@noaa.gov) by 2:00 PM Pacific Time on January 7, 2026. The email subject line must be: "Solicitation 1305M325R0054 – SEFSC Observer Services. Past Performance Questionnaire Submission for ".

Section A (Offeror): To be completed by the offeror, including company name, vessel name, address, and DUNS number.

Section B (Evaluator): To be completed by the reference, detailing project information (title, contract number, type, dates, value, role) and assessing past performance in areas such as Quality of Product/Service, Schedule, Cost Control, Business Relations, Management of Key Personnel, and Utilization of Small Business.

Offerors must distribute this questionnaire to their references and ensure timely submission. The feedback collected will be used by NOAA Acquisitions Division, Western Acquisition Division to assess potential vendors. References will evaluate performance based on specific criteria, which bidders should be aware of when selecting their references and preparing their proposals.

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

This Performance Work Statement (PWS) outlines the requirements for providing qualified personnel, services, and facilities to conduct environmental, biological, and fisheries operations data collection for the Southeast Fisheries Science Center (SEFSC), Southeast Fisheries Observer Programs (SEFOP), and the Platform Removal Observer Program (PROP). The overarching goal is to optimize the benefits of living marine resources through sound science and management, balancing public needs with the long-term biological integrity of marine ecosystems.

• Data Collection: Collect environmental, biological, and fisheries operations data.

• Observer Programs: Support the Southeast Shrimp Trawl Observer Program, Atlantic Pelagic Observer Program, Southeast Shark and Coastal Gillnet Observer Program, Southeast Shark Bottom Longline Observer Program, GOA Reef Fish Observer Program, US South Atlantic Reef Fish Observer Program, and the Platform Removal Observer Program (PROP).

• PROP: Specifically, collect data to protect sea turtles and marine mammals from underwater explosives used in platform removal in the Gulf of Alaska.

• Management Requirements: Develop and submit a Project Management Plan, assign a Project Manager (Key Personnel), provide monthly status reports, and manage the contract to meet specified performance measures.

• Quality Control: Develop and submit a Contractor Quality Control Plan (QCP) to ensure data quality and consistency.

• Observer Recruitment and Retention: Recruit, screen, hire, and retain qualified scientific fishery observers.

• Logistical and Operational Support: Provide support for observer deployment, including orientation, training, travel, safety equipment, and communications.

• Observer Training: Ensure candidates complete a three-week government-conducted training course, including safety training.

• Platform Removal Observers (PROP): Additional requirements include visual surveys from helicopters and small aircraft, and completion of Sea Survival/helicopter underwater egress training.

• Observer Duties: Collect scientific, management, and compliance data; observe fishing operations; sample catch; measure catch; collect biological samples; and record data electronically or on data sheets.

• Observer Debriefing: Ensure observers complete post-deployment surveys, transmit data and samples, and participate in debriefings.

• Data Entry: Complete required forms and post-trip surveys, and enter data into the SEFOP database as required.

• Outreach: Assist the Government in communicating with the fishing industry about observer programs.

• Observer Candidates: 90% must successfully pass training.

• Data Management: 98% audit score for conformance to Quality Control Plan.

• Timeliness and Acceptance: 98% of deliverables due during the quarter must be delivered on time and of acceptable quality.

• Observer Deployments: Observer coverage minimums must be met for each fishery.

• Data Submission: 100% of observers must enter or submit their data to the Government after each trip.

• Vessel Safety: Observers must complete pre-trip vessel safety checklists accurately.

• Period of Performance: Not explicitly stated in this document, but implied to be ongoing based on the nature of observer programs.

• Place of Performance: Primarily within the U.S. Exclusive Economic Zone (USEEZ), including the Atlantic, Gulf of Mexico, and Caribbean.

• Observer Qualifications: Bachelor's degree in natural sciences, successful completion of government training, physical and medical fitness, clear communication skills, and US citizenship or legal residency.

• Conflict of Interest: Strict guidelines to prevent conflicts of interest for observers.

• Safety: Vessels must have a valid USCG Commercial Fishing Vessel Safety decal; observers must comply with all safety regulations.

• Vessel Living Conditions: Observers must be provided with accommodations and food equivalent to the crew.

• Communication: Contractor must provide 24-hour communication access for vessels and observers.

• Reporting: Report potential infractions, including harassment, safety issues, and violations, within 24 hours.

• Vessel Operations: Observers must be available for NOAA Fisheries Enforcement staff.

• Data Confidentiality: Strict adherence to confidentiality agreements.

• Electronic Devices: Use of electronic devices and media is governed by confidentiality agreements.

• Likeness and Media Release: Observers grant rights for use of their likeness and media.

• Vessel Selection: Vessels are selected based on prior years' effort and active permits.

• Observer Coverage: Coverage rates vary by fishery and region, with specific percentages for shrimp, reef, and pelagic fisheries.

• Observer Sea Day: Defined as any day an observer is deployed at sea, with specific rates for partial and full observed sea days.

• Non-Sea Days: Includes post-trip miscellaneous days, debriefing days, refresh/cross-train days, standby days, and annotation days, each with assigned rates.

• Vessel Living Conditions: Observers must be provided with living quarters comparable to crew members.

• Safety: Vessels must have a valid USCG Commercial Fishing Vessel Safety decal; observers must comply with all safety regulations.

• Observer Conduct: Maintain professional and objective demeanor, perform duties diligently, accurately record data, protect confidentiality, and avoid conflicts of interest and illegal activities.

• Performance Monitoring: Contract performance will be evaluated continuously against performance measures.

• Observer Release of Personal Information: Employees must complete an Authorization for Release of Information for background investigations.

• Observer Candidate Screening: Medical examinations and background checks are required.

• Observer Performance: Government retains the right to prohibit an observer from serving based on conduct or performance.

• Disclosure of Information: Contractor must use information only for contract purposes and protect confidentiality.

• Notice of Government Delays: Contractor must notify the Contracting Officer in writing of any delays.

• Other Contractor Responsibilities: Personnel must perform duties cooperatively and professionally.

• Safety Program: Contractor shall abide by all established safety policies.

• Performance Requirements Summary: Details performance measures, standards, monitoring methods, frequency, and incentives/disincentives.

• Schedule of Deliverables: Lists required administrative and technical deliverables with due dates and references.

• Attachments: Includes various supporting documents such as a glossary, labor category classifications, gear lists, training policies, agreements, forms, vessel selections, and safety training standards.

Form / Attachment / Pricing Sheet

This document is a pricing spreadsheet that outlines the estimated costs for Sea Day Observer Support Services and associated Travel Expenses over a base ordering period and four subsequent ordering periods. Bidders should use this as a reference for understanding the potential financial scope of the contract and for developing their own pricing proposals.

• Base Ordering Period (April 1, 2026 - March 31, 2027):

  • CLIN 0001: Sea Day Observer Support Services (Firm-Fixed-Price) includes various types of observer days (Sea Day, Standby Day, Debrief Day, Refresh/Cross Training Day, Annotation Day, Post Trip Report Day). The unit price for these services is listed as $0.0, indicating these are likely to be priced based on other contract mechanisms or are subject to negotiation.
  • CLIN 0002: Travel Expenses (Time-and-Materials) has a Not-to-Exceed (NTE) amount of $550,000.00.
  • Total Base Period: $550,000.00

• Ordering Period I (April 1, 2027 - March 31, 2028):

  • CLIN 0001: Sea Day Observer Support Services (FFP) quantities adjusted.
  • CLIN 0002: Travel Expenses (T&M) NTE $555,500.00.
  • Total Ordering Period I: $555,500.00

• Ordering Period II (April 1, 2028 - March 31, 2029):

  • CLIN 0001: Sea Day Observer Support Services (FFP) quantities adjusted, units for some categories changed to HR.
  • CLIN 0002: Travel Expenses (T&M) NTE $544,390.00.
  • Total Ordering Period II: $544,390.00

• Ordering Period III (April 1, 2029 - March 31, 2030):

  • CLIN 0001: Sea Day Observer Support Services (FFP) quantities adjusted, units for some categories changed to HR.
  • CLIN 0002: Travel Expenses (T&M) NTE $533,502.20.
  • Total Ordering Period III: $533,502.20

• Ordering Period IV (April 1, 2030 - March 31, 2031):

  • CLIN 0001: Sea Day Observer Support Services (FFP) quantities adjusted, units for some categories changed to HR.
  • CLIN 0002: Travel Expenses (T&M) NTE $522,832.16.
  • Total Ordering Period IV: $522,832.16

• Grand Total (Estimated): $2,706,224.36

• Note: Pre-populated values are estimates and not a guarantee of annual or overall usage.

This spreadsheet provides estimated quantities and NTE values for services and travel over a five-year period. Bidders should review these figures to understand the potential scale of the contract and to inform their pricing strategies. The distinction between Firm-Fixed-Price (FFP) for observer services and Time-and-Materials (T&M) for travel is critical for proposal development. The $0.0 unit price for observer days suggests that these costs may be incorporated into other line items or require specific justification within the proposal.

Form / Attachment / Pricing Sheet

This document is Attachment 3: Past Performance Questionnaire, designed to collect feedback on offerors' past performance from references. It can be completed via an attached form or an online questionnaire.

Instructions for Offerors:

• Send questionnaires for projects completed or in progress within the last five years to references.
• For government contracts, send to the Contracting Officer’s Representative; for commercial references, send to similar personnel.
• Offerors must follow up to ensure submission.
• Section A must be completed by the offeror before issuing.
• Completed questionnaires must be submitted via email directly from the reference provider.

Instructions for Person Providing Reference:

• Complete Section B thoroughly to assist NOAA's Acquisition and Grants Office (AGO), Western Acquisition Division (WAD) in assessing potential vendors.
• Submit completed questionnaires to Jamie Abu Shakrah (Jamie.AbuShakrah@noaa.gov) and Carina Topasna (Carina.Topasna@noaa.gov) by 2:00 PM Pacific Time on January 10, 2026.
• The email subject line must clearly state: "Solicitation 1305M325R0054 – SEFSC Observer Services. Past Performance Questionnaire Submission for ".
• Submissions must originate from a government or commercial email system.
• Follow-up phone calls may occur for clarification.

Sections:

• Section A (Offeror): Collects Offeror Information (Company Name, Vessel Name, Address, DUNS).
• Section B (Evaluator): Collects Reference Information and Past Performance Information, including details on the project/contract, procurement vehicle, contract type, pricing, dates, dollar values, role on project, and a general description of services/products and complexity. It also includes performance ratings for Quality, Schedule, Cost Control, Business Relations, Management of Key Personnel, and Utilization of Small Business, with space for comments.

Offerors must distribute this questionnaire to their references for relevant past projects. They need to complete Section A and ensure their references submit Section B by the specified deadline. The quality of the feedback provided in this questionnaire can significantly impact the evaluation of an offeror's past performance.

Wage Determination

This document provides the official wage determination for contracts subject to the Service Contract Act (SCA). It outlines the minimum wage rates and fringe benefits required for various occupations, ensuring fair labor standards for federal contract employees.

• Minimum Wage Rates: Specifies hourly rates for listed occupations (e.g., Fishery Observer I, II, III) and general minimums based on Executive Orders.

• Executive Order Minimums: Details rates applicable under Executive Order 14026 (effective Jan 30, 2022, or later) and Executive Order 13658 (awarded Jan 1, 2015 - Jan 29, 2022).

• Fringe Benefits: Mandates specific health and welfare benefits, including rates for standard SCA coverage and for contracts also covered by EO 13706 (paid sick leave).

• Paid Sick Leave: Outlines requirements for providing paid sick leave under EO 13706, including accrual rates and usage conditions.

• Vacation & Holidays: Details required paid vacation time based on years of service and a minimum of eleven paid holidays per year.

• Uniform Allowance: Specifies requirements for providing and maintaining uniforms, including reimbursement for cleaning costs for non-'wash and wear' materials.

• Conformance Process: Describes the procedure for classifying and determining wage rates for occupations not explicitly listed in the wage determination, requiring contractor submission of a Standard Form 1444 (SF-1444) for approval.

Not applicable to this document.

• This wage determination is applicable nationwide.
• The minimum wage rates are subject to annual adjustment.
• Contractors must comply with both the Service Contract Act and applicable Executive Orders.

Solicitation / RFP / RFQ

This solicitation, identified as 1305M325R0054, is for commercial products and services. The acquisition is set aside for Small Business.

• The solicitation includes two Contract Line Item Numbers (CLINs):

  • CLIN 0001: Five (5) Year Ordering Period for Fishery Observer Support Services and Platform Removal Observer Program services for NOAA Fisheries, Southeast Fisheries Science Center (SEFSC) as a Firm Fixed Price (FFP).
  • CLIN 0002: Five (5) Year Ordering Period for Travel associated with deploying Observers for NOAA Fisheries, SEFSC as a Time and Materials (T&M) CLIN.

• The document references a Performance Work Statement (PWS) for detailed requirements.

• The contract type is anticipated to be a single award Indefinite Delivery, Indefinite Quantity (IDIQ) contract.

• The ordering period of performance is from April 1, 2026, through March 31, 2031.

• The minimum contract amount is $2,500.00.

• The maximum contract amount is $24,837,381.52.

• The ceiling price for T&M CLIN 0002 is $2,706,224.36.

• The offer due date is January 7, 2026, at 2:00 PM PST.

• Proposals must be submitted to Jamie Abu Shakrah and Carina Topasna via email.

• Evaluation will be based on Factor 1 (Technical Capability), Factor 2 (Past Performance), and Factor 3 (Price).

• Technical Capability will be evaluated based on Corporate Experience and Management Approach, and Operational Requirements and Observer Support Services Approach.

• Non-price factors (Technical and Past Performance) combined are approximately equal in importance to price.

• The Government anticipates selecting the best value proposal from initial responses.

• This acquisition is set aside 100% for Small Business.

• The North American Industry Classification Standard (NAICS) code is 541990, with a size standard of $19.5 million.

• The Department of Commerce will utilize the FedConnect® web portal for contract administration.

• The solicitation includes numerous FAR and CAR clauses, including those related to contract administration, payment, labor standards, and representations and certifications.