2026 REGIONAL WATER DATA TRNG WORKSHOP

Quick Summary

The U.S. Geological Survey (USGS), under the Department of the Interior, is soliciting proposals for Event Coordination Services for the 2026 National Water Data Training Workshop in Tuscaloosa, Alabama. This opportunity requires a contractor to manage logistics for both a pre-conference planning event and the main workshop, accommodating approximately 300 attendees. The response deadline has been extended to March 5, 2026, at 1700 CST.

Scope of Work

The selected Event Coordinator will manage comprehensive logistics for two events:

• Pre-Conference On-Site Planning Event (April-June 2026): Coordinate logistics for 18 attendees, including securing a block of 72 tax-exempt guest room nights, arranging a conference room with necessary equipment, and managing on-site parking.
• Workshop Event (July-August 2026): Coordinate logistics for approximately 300 Hydrologists, Hydrologic Technicians, and Database Administrators. This includes securing tax-exempt guest rooms (prioritizing Hotel Capstone), managing on-site parking, meeting room signage, audio-visual equipment, Wi-Fi access, and exhibit space (approx. 5,000 sq. ft) with necessary amenities for exhibitors and poster sessions. The contractor will also coordinate inner-city shuttle services between hotels, the Bryant Center, and the USGS HIF building, and manage package shipping/receiving.
• Shuttle Bus Service (CLIN 00003): Provide a fixed rate for shuttle bus trips between Birmingham-Shuttlesworth International Airport (BHM) and Tuscaloosa, AL.

Contract Details

• Contract Type: Fixed-Price Contract
• NAICS Code: 561920 (Facilities Support Services)
• Period of Performance: July 1, 2026, to September 30, 2026.
• Set-Aside: Unrestricted.
• Place of Performance: Tuscaloosa, Alabama (Bryant Conference Center and Hydrologic Instrumentation Facility (HIF)).

Submission & Evaluation

Proposals must be submitted on SF 1449 or equivalent via email to krschneider@usgs.gov. Evaluation will be based on technical approach/capability and price, with technical acceptability being a key factor. The contract will be awarded to a single entity responsible for compiling and signing hotel, audio-visual, and transportation agreements.

Key Amendments & Clarifications

• Response Date Extension: The final deadline for proposals is March 5, 2026, at 1700 CST.
• Revised SOW: Amendment 0004 provided a revised Statement of Work (Attachment 1 Rev 2), which details the full scope.
• Venue Specifics: The Bryant Conference Center rate sheet (Attachment 6) has been provided, and the USGS is limiting the conference center to Bryant Conference Center to ensure fair competition.
• Pricing: The RFQ should be priced as a Lump Sum, with a breakdown of Other Direct Costs (ODCs). The airport shuttle service (CLIN 00003) will be a Firm Fixed Price per trip.
• Exhibitor Management: The Prime Contractor will coordinate with the Bryant Conference Center for exhibit space payments and manage incoming fees for exhibit tables. Vendor fees are separate from training costs.
• Government Provided: The government will provide its own name tags and registration system; these services are not required from the contractor. Food and beverage costs should not be tied to the contract.
• Wage Determination: Wage Determination Number 2015-4609 is applicable, outlining minimum wage rates and fringe benefits for the region.

Contact Information

For questions regarding this solicitation, contact Kimberly Schneider at krschneider@usgs.gov.