Background

The International Ice Charting Working Group (IICWG) was formed in October 1999 to promote cooperation and collaboration between the world's ice centers on all matters concerning sea ice and icebergs. Currently, there are 13 signatory countries to the IICWG Charter and a number of other organizations who participate as members.

Per the charter, there are two member countries/agencies appointed as co-chairpersons for three year terms. In 2014 NOAA was appointed as the co-chair for the IICWG for a three year term. The Director of the Office of Satellite and Product Operations (OSPO) serves as the co-chairperson for NOAA.

The IICWG co-chairs are supported by a Secretariat. The Secretariat enables the business continuity, coordination and visibility of the IICWG by ensuring the annual IICWG meeting is planned, delivered and the results are captured and4 distributed to the membership. The Secretariat also provides improved information management and dissemination within the IICWG membership and to external agencies and ensures that the business of the IICWG has good visibility and priority within the membership during the intercessional period. The Secretariat has also provided advice, context and continuity to IICWG co-chairs and members.

The Office of Satellite and Product Operations (OSPO) is part of the National Environmental Satellite Data and Information Service (NESDIS). NESDIS is part of the National Oceanic and Atmospheric Administration (NOAA), and the Department of Commerce. The U.S. National Ice Center (NIC) is part of OSPO and represents NOAA in the IICWG. The OSPO Director is currently the Co-Chairs of the IICWG. The IICWG Co-Chairs relay heavily on the Secretariat's services to maintain the functioning and effectiveness of the organization.

Scope of Work

The contractor will serve as the IICWG Secretariat with responsibilities to include improving IICWG business continuity, supporting IICWG coordination and visibility by ensuring the annual IICWG meeting is planned, delivered and the results are captured and distributed to the membership, improving information management and dissemination within membership and to external agencies and, ensuring that the business of the IICWG has good visibility and priority within the membership during the intercessional period between the annual meetings.

Requirements and Deliverables

The contractor shall:

1. Serve as the IICWG Secretariat for the period of performance.

2. Follow up on all action items, posting updated information to website, tracking and replying to correspondence and directing enquiries to appropriate IICWG members.
Deliverable: Action Item Updates; copies of correspondence; advice as required.
Due Date: end of each month of performance period..

3. Support the IICWG Meeting Organizing Committee by arranging and participating in teleconferences, preparing meeting summaries, developing the agenda, contacting guest speakers, distributing meeting agenda and information to all participants.
Deliverable: Organizing Committee Meeting Summaries; IICWG Meeting Agenda;
IICWG Invitation Letters.
Due Date: Each month of the performance year

4. Provide support during the annual IICWG Meeting including preparing briefing material for co-chairs, assisting in background documents for meeting participants, facilitating discussions and keeping a written record of the meeting; includes travel time to and from the meeting; travel cost to be billed separately at approved rates.
Deliverable: Briefing Material; Background Documents; Meeting Notes.
Due Date: Annually each performance year

5. Prepare a summary of the annual IICWG Meeting including posting summary, action item summaries and presentations on IICWG Website.
Deliverable: IICWG Meeting Summary.
Due Date: 30 days after end of meeting

6. Secretariat shall travel to and from IICWG Meeting in host location to be billed at government rates.
Deliverable: Attending IICWG meeting.
Due Date: Annually each performance year

7. Secretariat shall promote IICWG during intersession periods by presentations (when appropriate), working with WMO Global Cryosphere Watch, and preparing literature and press announcements on behalf of the IICWG..
Deliverable: Literature, Presentations, Press Releases, and updated materials to GCW.
Due Date: Annually as needed

Resources

Contractor shall provide all IT equipment needed to carry out the functions outlined in the scope with the exception of those furnished by the IICWG host agency.

Period of Performance
The period of performance for this effort is:

Base Year: October 1, 2015 through March 31, 2016
Option I: April 1, 2016 through March 31, 2017
Option II: April 1, 2017 through March 31, 2018