RFI OPPE BPA Performance Work Statement.pdf

US Department of Agriculture (USDA)

Performance Work Statement

Contents Project Title General Information

1.0 Background and Purpose

2.0 Definitions

Contractor Requirements

3.0 Technical Requirements / Tasks

3.1 Contact Hours

4.0 Deliverable / Schedule

4.1 Fire Protection and Prevention Program

4.1.1 Milestones

5.0 Government Furnished

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Administrator, Manager, Planner Supervisor, Budget Personnel

9.0 Security Requirements

10.0 Data Rights

11.0 Section 508 - Electronic and Information Technology Standards

12.0 Performance Requirement Measures

Project Title

USDA OPPE EVENT PLANNING BLANKET PURCHASE AGREEMENT

General Information

1.0 Background and Purpose

This Performance-Based Work Statement (PWS) outlines the services required by the Office of Partnerships and Public Engagement (OPPE) to organize events, workshops, or conferences. These events are attended by USDA officials, internal and external stakeholders, and the public across the nation throughout the year.

Events can be conducted on-site or in a hybrid format, depending on the needs of the specific event. The goals and objectives of these events are to create open or closed forums for networking, sharing resources and best practices, and providing updates from USDA officials on various USDA topics.

2.0 Definitions

OPPE: Office of Partnerships and Public Engagement USDA: United States Department of Agriculture PM: Program Manager CO: Contracting Officer COR: Contracting Officer Representative

Contractor Requirements

3.0 Technical Requirements / Tasks

OPPE is requiring event planning/meeting management services to assist with the facilitation of the upcoming event season.

To effectively facilitate these gatherings, a range of services is necessary but not limited to:

• Comprehensive event planning

• Selection of suitable venues (such as hotels or conference centers)

• Coordination of hotel room blocks

• Arrangement of audio and visual services

• Management of registration and badging processes

• Collection of data (before, during, and after event via registration and surveys)

• Hosting of event-related websites

• Crowd/meeting management and transition

• Professional note taking

• Signage for events

• Provide chairs, tables and podium to accommodate event guest

• Interpreter, translation, and sign language services

• Environmental Services for event cleanup

3.1 Contact Hours

The Contractor shall be available during normal business hours (8:00am-4:00pm ET)

4.0 Deliverable / Schedule

USDA Hosted Event Key Deliverables Item No. Deliverable Objective Due 1 Kickoff Meeting To provide a framework and context to the request being asked of the contractor.

No later than five (5) business days after contract award date

2 Proposed Project Plan

Defining the responsibilities, timeline, risks, and milestones of contract objectives. Ref.

Subtask 4.1.1

No later than five (5) business days after kickoff meeting

3 Biweekly Status Report

Report documenting tasks & issues biweekly.

Biweekly, every other Friday, by 3:00 PM EDST until the contract expires

4 Facility Acquisition Location of a facility that works within the provided parameters required to host a event for the 2501 Symposium. To be able to house 500 guests. Ref Subtask 3.0 &4.1

TBD

5 Event The successful completion of Event TBD 6 Closeout Meeting To evaluate event, including any survey analysis, event planning, and brainstorm best practices for future events.

No later than ten (10) business days after 2501 Symposium event.

4.1 Fire Protection and Prevention Program.

All activities within the scope of this PWS are to be held at contracted facilities. The Contractor shall ensure that all event venue location meet the National Fire Protection Association (NFPA) guidelines. The Contractor shall ensure that each event venue location is current with local and fire and elevator inspections.

4.1.1 Milestones

Communication: Vendor shall meet all required milestones and maintain in contact with Government POC and if not available will contact designated alternate via email, phone, or text message. A missed call to government does not constitute a communication confirmation. A follow up email or text message to convey a message will be conducted if a phone call has not been established.

Timeline: Vendor shall meet all designated timelines and notify Government POC first and if not available designated alternate.

5.0 Government Furnished

• Project Manager: TBD

• A designated team of USDA staff will assist with planning and coordination.

Government holidays observed during planning period, when federal staff will be unavailable, include the below:

New Year's Day January 1 Martin Luther King, Jr. Day Third Monday in January Presidents' Day Third Monday in February Memorial Day Last Monday in May Juneteenth National Independence Day June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October

Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

6.0 Travel

USDA staff may conduct pre-site visit on venue selection prior to approval. The contractor may be expected to report to the venue at determined location for no less than two trips total, including an onsite validation of venue selection and arrival at venue to assist with the facilitation of the event.

7.0 Contractor’s Key Personnel

This list serves as a general understanding of the type of employees the contractor will provide to the government for the use of the event, workshop, or conference. This list is not all inclusive and may vary with contractor and event, verbiage is to be used as a guide for understanding of government requirement.

Executive: This role oversees client services. Key tasks include negotiating contracts, assigning roles, bidding on projects, and managing financial settlements.

Event Supervisor: This position manages the events and administrative tasks. Important duties include creating marketing strategies, managing projects and budgets, fulfilling tasks, and preparing client proposals.

Event Manager: This role manages each event from start to finish and conducts follow-up evaluations.

Responsibilities include organizing logistics, working with facilities, staff, vendors, security, hotels, floor plans, and exhibitors. The manager also implements marketing and promotional strategies to achieve event goals.

Event Coordinator: This position assists with specific tasks assigned by an event manager or supervisor.

Responsibilities include managing onsite logistics, conducting research, placing orders, and completing additional tasks as needed.

AV Technician: This role sets up, tears down, and operates audio-visual equipment, including laptops, screens, projectors, TVs, switchers, microphones, speakers, and mixers.

8.0 Administrator, Manager, Planner Supervisor, Budget Personnel

TBD

9.0 Security Requirements

Security requirements will be addressed during each solicitation.

10.0 Data Rights

TBD

11.0 Section 508 - Electronic and Information Technology Standards Any deliverables must be in English. All materials will be in compliance with the Rehabilitation Act of 1973.

12.0 Performance Requirement Measures

Performance will be measured but not limited to compliance with the FAR and objectives outlined below.

Performance Objective

Required Task or Deliverable

Performance Standard Method of Surveillance

Positive/Negative Incentive % for NOT meeting the Task

PWS Item 1:

Project Management

Successful facilitation of the 2501 Partnership Symposium event.

Deliverables are timely and accurate. Meeting participation is meaningful. Schedule is maintained barring government response delays.

COR/PM review of plan, reports, schedules, and meetings.

N/A

PWS Item 2:

Successful delivery of contract milestones

Milestones are met on time and notifies PM/COR/Government

POC

Electronic delivery of minutes performed by the contractor.

N/A

PWS Item 3: Successful delivery of meeting minutes.

Meeting minutes are clear, concise and includes any USDA deliverables from the participants

Electronic delivery of minutes performed by the contractor.

N/A

PWS Item 4: Survey management and analysis.

Surveys are meaningful and furnished within 30 days of the event.

Electronic delivery of minutes performed by the contractor.

N/A

Venue recommendations shall meet the following criteria 90% of the time. The event shall accommodate all event participants without obstruction to visual aids. The event venue location shall be located within 50 miles of an airport with FAA classification as “National Primary and Large Hub”. The event location shall be within on mile of restaurants. Exceptions will have to be approved by the Government. Government reserves the right to disapprove a venue recommendation based on failure to meet requirement and or negative results for safety of event venue location for participants based on Anti-Terrorism Officer (ATO) assessment. The prime contractor is responsible for all sub- contractors and will adhere to the NDAA 889 processes.