Attachment_1_Statement_of_Work_FPACBCWorkingSession.pdf

Statement of Work

USDA/Farm Production and Conservation

Business Center Leadership Working Session

September 10-12, 2018

Queenstown, MD

Farm Production and Conservation (FPAC)

1400 Independence Avenue, SW Washington, DC 20250

ATTACHMENT 1

Statement of Work

Solicitation 121A2318Q0048 FPAC Business Conference, Queenstown, Maryland

Natural Resources Conservation Service (NRCS) Statement of Work (SOW)

Table of Contents

1.0 BACKGROUND

2.0 OBJECTIVES

3.0 SCOPE OF WORK

4.0 TASKS OR REQUIREMENTS

4.1 LODGING

4.2 MEETING ROOM SPACE

4.3 AUDIO VISUAL (AV) EQUIPMENT AND NEEDS

4.4 FOOD AND BEVERAGE/BANQUET SERVICE

4.5 HOTEL/FACILITY REQUIREMENTS

4.6 HOTEL OFFERINGS

5.0 EXECUTION OF THE AGREEMENT

6.0 SCHEDULE OF DELIVERABLES

7.0 CANCELLATION

8.0 POST MEETING INFORMATION AND FOLLOWUP

9.0 PLACE OF PERFORMANCE

10.0 PERIOD OF PERFORMANCE

11.0 POINTS OF CONTACT

12.0 ATTACHMENT A: MEETING INFORMATION AND SPECIFICATIONS

13.0 ATTACHMENT B: PROPOSAL CHECKLIST

ATTACHMENT 1

Statement of Work

Solicitation 121A2318Q0048 FPAC Business

1. BACKGROUND

The United States Department of Agriculture’s (USDA) Farm Production and Conservation (FPAC) will carry out working sessions for its leadership spread across all regions of the United States in sessions.

OBJECTIVES

The objective of this acquisition is to obtain lodging and/or meeting space for the working sessions as shown in Attachment A: Meeting Information and Specifications.

2. SCOPE OF WORK

The scope of this acquisition is threefold: (1) to cover lodging, (2) function space, and (3) other supplemental inclusions as outlined in Attachment A.

3. TASKS OR REQUIREMENTS

1.1 LODGING

This statement of work calls for USDA FPAC employees to stay at the host hotel for each meeting. Each participant will make their own lodging reservations (except where indicated). All sleeping rooms must be provided at the per diem rate as published in the Federal Travel Regulation (FTR) and available at www.gsa.gov. These rates are customarily updated on an annual basis. The per diem rate should extend to two nights pre and post. The hotel shall advise in the proposal whether or not this option can be extended and if rooms are available.

The Federal Government will NOT pay for and is not liable for incidental items such as in-room movies, alcohol, room service, or any other ancillary charges. These items must be paid for directly by the room occupant prior to checkout.

1.2 MEETING ROOM SPACE

The proposed meeting(s) require function space for the duration of the meeting that holds a minimum of 50 people (further specified in Attachment A). The hotel facility shall allow for a 24 hour hold on the meeting room(s), of which there shall be no pillars or other visible obstructions.

The proposed meetings require: one large meeting room (one of the rooms dedicated for lunch only provided by the hotel).

ATTACHMENT 1

Statement of Work

Solicitation 121A2318Q0048 FPAC Business Conference, Queenstown, Maryland http://www.gsa.gov/

1.3 AUDIO VISUAL (AV) EQUIPMENT AND NEEDS

The hotel shall agree to the right of NRCS to use its own audio-visual equipment; however, if there is a cost incurred for connection to any of the hotel’s existing systems (e.g. sound, phone lines, etc.), the relevant fees should be noted in the proposal. The Federal Government reserves the right to hire an outside AV company without any penalties incurred as a part of the Fair Practice Procurement Regulations.

Pricing for required audio-visual items (as outlined in Attachment A) must be included in the proposal. The hotel must also indicate any applicable service charges.

1.4 FOOD AND BEVERAGE/BANQUET SERVICE

Pricing for required food and beverage (as outlined in Attachment A) must be included in the proposal. The hotel shall also indicate any applicable service charges.

Complimentary water service in all meeting rooms is requested. Hotels to advise (via proposal) if this is not available.

1.5 HOTEL/FACILITY REQUIREMENTS

The hotel selected shall provide and/or have meeting facilities that, at a minimum, meet the following requirements:

1. Be in a secure location with minimal crime activity. The facility shall ensure that security is maintained on property while occupied by Boot Camp participants.

2. Be Federal Emergency Management Agency (FEMA) approved and listed on the U.S. Fire Administration Hotel - Motel Natural Master List found at http://apps.usfa.fema.gov/hotel/, throughout the life of the meeting. If the hotel is not on the master list, then the property must certify in the proposal that it offers a minimum level of fire safety by having at least one, single-station, hard-wired smoke alarm in each guest room and if the building is four or more stories in height, each room must have additional protection provided by an automatic fire sprinkler system.

3. Remain compliant with the requirements of the Americans with Disabilities Act (ADA) (Public Law 101-336) (42 U.S.C. 12101 et. Seq.) throughout the life of the agreement.

4. Waive all applicable Federal, state, and local taxes where appropriate and as specified in accordance with the current state tax code.

ATTACHMENT 1

Statement of Work

Solicitation 121A2318Q0048 FPAC Business Conference, Queenstown, Maryland http://apps.usfa.fema.gov/hotel/

5. Allow NRCS the right to conduct a health and/or safety inspection of the offered facilities at any time during performance under the agreement.

6. Have the ability to hold shipped materials and equipment in a secure area at the hotel and/or meeting facility prior to meeting.

7. Be located within walking distance of at least 5 eating establishments.

8. Provide complimentary internet access in the meeting space (preferred/not required).

9. Complimentary or discounted self-parking (preferred/not required).

1.6 HOTEL OFFERINGS

The hotel shall give the Government detailed information (included in the proposal) regarding:

1. Nearby airport(s) and related distance.

2. Hotel shuttle Service (if applicable), including costs and/or discounts.

3. Ground transportation options and costs (if hotel does not offer shuttle Service).

4. Parking – regular rates for self and valet, and any discounted rates to Government personnel.

5. Wireless Internet accessibility in guest rooms and function spaces. Please include costs (if applicable).

6. Pet policy (Conservation Boot Camp only)

1.7 TOUR BUS

A tour bus will be used to transport attendees to the field and to the Queens County Service Center on Tuesday, September 11, 2018, 12:30-6 pm.

5. EXECUTION OF THE AGREEMENT

The USDA (as a Federal Government Agency) will sign a hotel contract for these meetings.

Vendor will be coordinating with USDA’s Contracting Officer which will cover all applicable terms and conditions.

ATTACHMENT 1

Statement of Work

Solicitation 121A2318Q0048 FPAC Business

6. SCHEDULE OF DELIVERABLES

The sleeping room block will be established in accordance with the schedule required for each course (outlined in Attachment A).

Participants will be responsible for booking and guaranteeing their own reservations by the reservation deadline date provided by the hotel (to be noted in the proposal and reiterated in the Letter of Intent). Each guest shall provide a credit card upon check-in to cover room, tax, and incidental charges (if applicable).

All meeting room, banquet, and AV charges will be paid via direct deposit once an itemized invoice is received and approved by an NRCS official. Purchases made via a Government purchase order are tax exempt and will be governed by the current state guidelines (to be included in the contract).

Once the selected facility is notified an estimated invoice reflecting all anticipated costs (to include service charges) and a credit card authorization form will need to be provided to NRCS in order to setup payment in advance of the meeting.

7. CANCELLATION

NRCS, by written notice, may terminate this booking/function, in whole or in part, when it is in the Government's best interest. The successful Offeror shall not incur substantial charges in preparation for and in carrying out the Letter of Intent, and would, if terminated for the convenience of the Government, limit termination charges to Service rendered before the date of termination.

NRCS will not be charged a cancellation fee. There is no guarantee that any individual session will be rebooked after cancellation. Any claim for revenue lost will be processed in accordance with Federal Acquisition Regulation (FAR 52.2124 (1)).

8. POST MEETING INFORMATION AND FOLLOWUP

Following the conclusion of the meeting, the hotel will provide the NRCS POC (see section 11) with the following:

• Final invoice reflecting all charges with applicable backup

• Pickup report reflecting the total number of nights used (per night) based on the previously reserved room block

ATTACHMENT 1

Statement of Work

Solicitation 121A2318Q0048 FPAC Business

Procurement Sensitive Information in this document is confidential and no detail shall be released to any party without the express permission of the NRCS

Natural Resources Conservation Service (NRCS) Statement of Work (SOW)

9. PLACE OF PERFORMANCE

The contracted hotel property and its facilities shall be the place of performance for this statement of work.

10. PERIOD OF PERFORMANCE

The Period of Performance will begin with the first day of the lodging block and/or meeting room booking (whichever is first) and end on the day following issuance of the final invoice.

11. POINT OF CONTACT

Deborah Miles, Executive Assistant to the Deputy Chief Operating Officer, FPAC, Deborah.miles@wdc.usda.gov or 202-720-5811.

ATTACHMENT 1

Statement of Work

Solicitation 121A2318Q0048 FPAC Business Conference, Queenstown, Maryland mailto:Deborah.miles@wdc.usda.gov

12. ATTACHMENT A

MEETING INFORMATION AND SPECIFICATIONS

Sleeping Room Per Diem Rate: $117 per night [govt per diem requested] $69 per day for meals

Day 1 – September 10 Lunch Meeting Session Afternoon breaks Dinner Social Hour Sleep room $117 (paid with government travel card) Meeting Room $112 Total cost $277 (per person)

Day 2 – September 11 Breakfast Meeting Session Morning Breaks Lunch, 11:30 am – 12:30 pm, leave for the tour) Prepare for Tour (NEED TOUR BUS) Dinner (after the tour around 6 pm return) $69 Social Hour Meeting Room $112 ($58) (half day in the morning) (because it is half day will there be a lower cost?)

Sleeping Room $117 (paid with government travel card) (we cannot offset the amount of the sleeping room and meals; the offset will have to come from the meeting room cost) Total Cost $298 (per person)

Day 3 – September 12 Breakfast and Lunch (lunch at 11:30 am – 12:30 pm) $33 (removing the dinner cost) Morning break Meeting Room $55 (half day meeting ends at 1 pm) (because it is half day will there be a lower cost?)

Check out (no charge for the sleeping room) Total cost $200 (per person)

ATTACHMENT 1

Statement of Work

Solicitation 121A2318Q0048 FPAC Business

MEETING

NAME

USDA FPAC Working Session MEETING DATES September 10-12, 2018

MEETING ROOM 1 Classroom Style set-up for 50 attendees

Meeting room must be booked on a 24 hour hold beginning from day and time NRCS takes possession of function space (including weekends).

Include Wi-Fi access in the meeting room space

IT/AUDIO VISUAL

REQUIREMENTS 1 large screens per day (large enough for people at the back of the room can read what is on the screen)

• 1 LCD Projectors

• 2 microphones (1 at the podium, 1 audience use)

ADDITIONAL

SETUP

• 2 6ft skirted table in the front of the room for panel

• 3 6ft. skirted table in the back of the room for materials

• Water & trash service daily.

LUNCH BANQUET

ROOM

Rounds set-up for 50 attendees

Include Wi-Fi access in the meeting room space

IT/AUDIO VISUAL

REQUIREMENTS

FOR LUNCH

BANQUET ROOM

1 large screens per day (large enough for people at the back of the room can read what is on the screen)

• 2 LCD Projectors

• 2 microphones (1 at the podium, , 1 for audience use)

EXECUTIVE ROOM Room to accommodate up to 50 people with WiFi access and outlets and tables or desk for people to plug in laptops. Would also need a teleconference phone and line.

ADDITIONAL

CONCESSIONS

CONSIDERED

Complimentary or Discounted Parking; AM/PM Breaks Meals: 3 working lunch (set-up in a separate room) – Mon, Tues, Wed

ATTACHMENT 1

Statement of Work

Solicitation 121A2318Q0048 FPAC Business

14. ATTACHMENT B: PROPOSAL CHECKLIST

All proposals must include the following (as applicable):

☒ Sleeping room block details to include number of rooms per night, applicable rate per night (Federal Government per diem or less), and reservation deadline

☒ Confirmation of pre and post rate availability

☒ Rates charged and/or offered for all requested meeting space, Service, and equipment (AV)

☒ Published/Rack rates for all requested meeting space, Service, and equipment (AV), as applicable, in order to identify savings being offered to the Government

☒ Applicable service charges (percentage and items to which it will apply)

□ Nearest major airport(s) and related distance

□ Information concerning hotel shuttle Service (if applicable), including costs, service areas, and schedule

□ Airport ground transportation options and costs (if hotel does not offer shuttle Service)

☒ Parking – regular rates for self and valet (if applicable); also include any discounted rates to Government personnel.

☒ Confirm wireless Internet accessibility in guest rooms and function spaces. Include costs (if applicable).

☒ Pet policy

ATTACHMENT 1

Statement of Work

Solicitation 121A2318Q0048 FPAC Business