S01 Amendment 1 - Revision to SOW Ohio NRCS All Hands Employee.pdf

Statement of Work United States Department of Agriculture (USDA) Natural Resources Conservation Service (NRCS)

Ohio NRCS All Hands Employees Meeting In-Person Workshop

Columbus, OH September 03 to September 05, 2024

1. Background The U.S. Department of Agriculture (USDA), Natural Resources Conservation Service (NRCS) is conducting an in-person workshop and requires lodging, meeting space, and related services within a specific geographic area within a facility in Columbus, OH as defined in this document for approximately 270 employees.

2. Hotel/Facility Requirements The hotel and meeting facility shall meet the following requirements:

• Be in a secure location and all guest rooms shall have interior entry. Entrance doors that are not manned by hotel personnel are locked for security.

• Be on the Federal Emergency Management Agency (FEMA) List of Approved Hotels and Motels for Federal Travelers (https://apps.usfa.fema.gov/hotel/) or provide certification that it offers the minimum level of fire safety by

1) having at least one, single-station, hard-wired smoke alarm in each guest room and 2) each room having additional protection provided by an automatic fire sprinkler system, if the building is four or more stories tall.

• Compliant with the requirements of the Americans with Disabilities Act (ADA) (42 U.S.C. 12101 et seq.)

throughout the event.

• The hotel/meeting facility must be in the Columbus, OH area zip codes 43215, 43082, 43035

• Sleeping room block and meeting space must be located on the same premise.

• The hotel must have at least three eating facilities within a five-minute walk for lunch break.

• Hotel need to have enough space to accommodate at a minimum 160 parking spots

3. Lodging The hotel shall block 120 sleeping rooms for the nights listed in Appendix A and hold the block for a minimum of 30 calendar days after award of the contract. The hotel will provide a room block name. The hotel is free to release the remaining rooms not reserved by the hold end date. If fewer than 120 rooms are reserved by the hold end date, no additional fees will be assessed to USDA.

Each employee will make their own lodging reservations using the room block name and pay for lodging rate using their government issued travel card or private credit card. The card will not be charged until the day of checkout.

Lodging will not be paid for through the purchase order payment process.

Once a reservation is made by an employee, the hotel’s cancellation policy applicable for that reservation applies, should the individual not be able to travel and needs to cancel the reservation. If the employee does not cancel within the cancellation period, the employee is responsible for paying any cancellation fee and it will not be paid by USDA through a resultant contract for the services defined in this Statement of Work. The cancellation period shall not exceed three calendar days prior to arrival.

All sleeping rooms must be provided at the Federal government per diem rate published at https://www.gsa.gov/travel/plan-book/per-diem-rates for the relevant location and time period, which is currently $122. If the Federal government is not exempt from state and local sales tax, these are the only additional amounts that can be added to the nightly rate, if applicable.

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If possible, the hotel should offer maximum flexibility on an earlier check-in time to accommodate early arrivals.

The check-in and check-out times must be provided. Additionally, some employees may check out on Wednesday, Thursday, or Friday. These employees will only reserve a room for one, two, or three nights instead of four at the time they make their reservation. This potential reduction in the number of nights shall not impact the pricing for the other services required in this Statement of Work.

USDA is not authorized to pay for and is not liable for any additional lodging related costs (e.g., in-room movies, alcohol, or food and beverage). Any such costs must be paid for directly by the room occupant using a payment method other than a government travel card issued by USDA.

4. Dates of Workshop The workshop dates are Tuesday September 3 – Thursday September 5, 2024.

Hotel room Check-in on Tuesday September 3, 2024 Hotel room Check-out on Thursday September 5, 2024

5. Audio Visual (AV) Equipment Needs The hotel shall provide the AV equipment defined in Appendix A for the dates specified. Hotel provided equipment must be in good working order for the duration of the meeting. If the equipment fails, the hotel is responsible for immediately resolving the issue and providing working equipment (e.g., fix or replace). The equipment will be available from 7:30AM to 5:00 PM each meeting day to allow for set up and breakdown.

The hotel shall provide an AV technician to support the workshop. The hotel shall provide appropriate technologies that allow meeting participants to connect virtually to the meeting.

USDA is permitted to use its own government-issued computers at its discretion in the meeting space at no additional cost.

The Federal government is exempt from sales and other taxes on the goods and services is acquires through contract and these taxes shall not be included in the cost for audio visual services.

6. Light Refreshments A sufficient supply of drinking water with ice available and cups/glasses must be provided for 270 people for the duration of the meeting time each day, as identified in Appendix A.

Morning and Afternoon Refreshment breaks will include a modest assortment of coffee, juice, tea, and/or sodas, as well as light snacks as defined in Appendix A, sufficient for 270 people. The listed beverages and snacks are examples of the types of beverages and light snack assortment that shall be included by the hotel. Beverages and snacks would be provided once during an AM break (e.g., coffee, juice, nuts, fruit, muffin, and Danish) and a second time during a PM break (e.g., tea, sodas, crackers, chips, and cookies).

The Federal government is exempt from sales and other taxes on the goods and services is acquires through contract and these taxes shall not be included in the cost for food and beverage.

Appendix A

MEETING

NAME Ohio NRCS All Hands Employees Meeting

MEETING DATES

September 3-5, 2024

Sleeping Room Requirements Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Date 9/3/24 9/4/24 9/5/24

Rooms Booked/Night

Check In 120 120 Check Out 120

NOTES Room block requested may be amended slightly. If reservation comes under 120 people hotel agrees no fees will be assessed.

Function Space Requirements

Sunday Monday Tuesday Wednesday Thursday Friday Date 9/3/24 9/4/24 9/5/24

General Session Mtg Room

Minimum 3,500 square feet. Set for 270 participants in crescent rounds of 6 seats.

1 head panel table on elevated stage with skirt to seat 4 people.

Podium with microphone and wireless mic option.

7:30am – 5:00pm

Minimum 3,500 square feet. Set for participants in crescent rounds of 6 seats.

1 head panel table on elevated stage with skirt to seat 4 people.

Podium with microphone and wireless mic option.

7:30am – 5:00pm

Minimum 3,500 square feet. Set for 270 participants in crescent rounds of 6 seats.

1 head panel table on elevated stage with skirt to seat 4 people.

Podium with microphone and wireless mic option.

7:30am – 5:00pm

Breakout Rooms

5 breakout rooms for 50 people each in chevron style.

7:30am – 5:00pm

5 breakout rooms for 50 people each in chevron style.

7:30am – 5:00pm

5 breakout rooms for 50 people each in chevron style.

7:30am – 5:00pm Registration Table Two tables set in front of the General Session room with 4 chairs.

7:30am -5:00pm

None None

Function Space Requirements cont.

MEETING ROOM SETUP/

AUDIO VISUAL

REQUIREMETNS

Registration Table 2 tables with seating for 4 people at each table in front of the General Session Room.

Hotel shall provide pens and writing pads (4x6) in each room for the duration of the workshop totaling 350 – 500 pens and pads on the first day.

The hotel shall provide an AV technician to support the workshop for the duration of the conference.

General Session Room – minimum of 3,500 square feet Tuesday September 03, at 7:30am thru Thursday, September 5, 5:00pm.

Crescent Round tables w/ 6 people per table. Items listed below are needed each day.

1- head panel table on elevated stage in front of room with skirt to seat 4 people 1- Projection Package Dual 10’ Screen 1- Wired Microphone 1 – Mixer 4CH 1 - Standalone podium with mic 2 – Port Meeting Room Support Package 3 – Starboard Meeting Room Support Package 2 – Trash Cans

Equipment that can accommodate a virtual connection with participants outside of the meeting space. The Government will bring their own Owl Video Conference device so the speakers can have better engagement with the audience.

Monitor cables and adapters must be available for compatibility with USDA laptops, OWL video conferencing (i.e., HDMI, DisplayPort, DVI, and VDA). At least 10 Power strips and extension cords.

Breakout Rooms 1- 5 Breakout Room #1 – Chevron style set-up for 50 personnel Breakout Room #2 – Chevron style set-up for 50 personnel Breakout Room #3 – Chevron style set-up for 50 personnel Breakout Room #4 – Chevron style set-up for 50 personnel Breakout Room #5 – Chevron style set-up for 50 personnel

Each breakout room to be set up as follows:

1-Table w/skirt to seat 2 people 2 trash cans in each breakout room 1-Stand-alone podium w/ mic 1- Wi-Fi and bandwidth to support connection with Microsoft suite of software and internet capacity to project on conference room screen.

Equipment that can support a virtual connection with participants outside of the meeting space.

Meeting rooms must be booked on a 24-hour hold beginning from day and time the Government takes possession of function space.

LIGHT REFRESHMENTS: Water service, hand sanitizer, and mints in all meeting rooms. AM and PM Breaks to include coffee, tea, muffins, nuts, fresh fruit, and Danish in the a.m. and p.m. break should consist of soft drinks, iced tea, juice, chips, crackers, and fresh fruit.

Refreshments shall be available for the following times:

1 – LCD Projector/Screens, a minimum of 8’ x 14’ (total

5) and 5- Plugs for laptops

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Tuesday September 3 NO AM BREAK PM Break 2:00 PM-3:30 PM Wednesday Sep 4 AM Break 8:15 AM – 10:15 AM PM Break 2:00 PM-3:30 PM Thursday Sep 5 AM Break 8:15 AM – 10:15 AM PM Break 2:00-3:00PM Actual break times for group may be subject to change.

SHIPPING AND STORAGE Meeting materials will be brought to hotel to the meeting date from State Office. No shipping needed. Must be able to leave items in room until end of meetings.

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