2032H321R00007 Attachment J-1 SOW 12.4.2020.pdf

Request for Proposal 2032H321R00007

ATTACHMENT J-1 STATEMENT OF WORK

Training Logistic Services Statement of Work (SOW)

The United States Department of the Treasury conducts mission critical training and events across its bureaus and around the United States. For purposes of this document, the Department of the Treasury includes the following bureaus: Bureau of Engraving and Printing (BEP), Bureau of Fiscal Service (BFS), Departmental Offices (DO), Financial Crimes Enforcement Network (FinCEN), Internal Revenue Service (IRS), Tax and Trade Bureau (TTB), and the U.S.

Mint. Related expenses include sleeping rooms, meeting space, audio visual equipment and food services. The Department currently acquires venues and services for these requirements through separate procurements as needed. Events are held in government owned space as well as many other locations and venues across the country.

This implementation of this IDIQ contract supports the mandates defined in Presidential Executive Order EO13589 “Promoting Efficient Spending”, OMB Memorandums M-11-35 “Eliminating Excess Conference Spending and Promoting Efficiency in Government” and M-12- 12 “Promoting Efficient Spending to Support Agency Operations” and the Department of the Treasury’s Directive Publication 12-70 (TD P 12-70) “Policy and Guidance for Conference Approval, Planning, and Reporting”.

The objective is to streamline and expedite the procurement process, eliminate wasteful spending and further identify opportunities to promote efficient and effective spending.

I. Statement of Work Definitions

Department of the Treasury – Consists of : Bureau of Engraving and Printing (BEP), Bureau of Fiscal Service (BFS), Departmental Offices (DO), Financial Crimes Enforcement Network (FinCEN), Internal Revenue Service (IRS), Tax and Trade Bureau (TTB), and the U.S. Mint.

Hotel - The individual property where reservations are made and services to be rendered on a given Task Order to meet a given requirement. Not the IDIQ awardee.

Three-Star or higher properties - Forbes Travel Guide (formerly known as Mobil Travel Guide and founded in 1958), is a nationally and internationally recognized star rating service for hotels and restaurants. The ratings go from zero stars to five stars, including half star increments.

Three-Diamonds or higher properties – For more than 80 years, AAA’s professional inspectors have evaluated hotels and restaurants to help travelers make better decisions. The AAA diamond ratings go from preferred to five diamonds.

Manage, Managed – Own, control, operate, or otherwise have contractual authority over a given hotel property or business. A property is considered 'Managed' if separate agreement or contract is not required to indicate said property's obligation to comply under this parent contract.

Properties, or Total Properties - Properties managed by a single vendor company.

Vendor - The IDIQ Contract Holder; Not the individual property offering reservations or services under an IDIQ Task Order.

II. Location Vendor must manage properties throughout the contiguous United States. Current key volume cities include, but are not limited to:

Atlanta, GA Austin, TX Baltimore, MD Boston, MA Chicago, IL Cincinnati, OH Cleveland, OH Costa Mesa, CA Dallas, TX Detroit, MI Jacksonville, FL Kansas City, MO Louisville, KY Memphis, TN Philadelphia, PA Providence, RI San Antonio, TX San Diego, CA San Francisco, CA Washington D.C.

III. Lodging/Sleeping Room Rates Group rate must be at or below the Federal Per Diem. Event guest rooms may not be charged at more than lesser of the indicated Government per diem rate (prevailing rates provided at the time of request for quote), or the lowest rate available for the entire event. Should there be no availability at or below the provided per diem rate; the property should not offer a quote on the event subject to room availability. Rates established in the task orders will apply to all sleeping rooms consumed, regardless of payment method (either paid via individual purchase cards or through the task order/paid on a master bill).

The same rates will apply at least one (1) day before and one (1) day after the event.

Guest rooms must have an internet connection provided (wired or Wi-Fi).

Guests should be offered early check-in or late check-out if available.

IV. Reservations The majority of reservations will be made by individual travelers contacting and reserving their own sleeping room. Occasionally, the Department of the Treasury will provide reservation rooming lists to the hotels. Reservation rooming lists provided by the department will indicate which guests are for master account receiving/billing record purposes. The reservation rooming list(s) will be provided to the hotel no less than fourteen (14) calendar days prior to the start of the meeting. Additions to reservation rooming lists will be accepted by the Hotel on a space availability basis at no more than the previously agreed to lodging per diem rate and will be credited to the room block. Changes or cancellations in sleeping rooms, or meeting rooms’ reservations received by the Hotel prior to the meeting date and in accordance with dates agreed to, will revert back to the sleeping or meeting room block for use.

The Hotel will allow name changes on reservations without penalty.

V. Complimentary Rooms The Hotel shall provide the U.S. Department of the Treasury with a minimum of 1 complimentary room night per every 40 consumed room nights (calculated by adding the total number of room nights occupied by the Group over the dates established, dividing that number by 40 and rounding up to the nearest whole number). Complimentary rooms may be assigned by the Group to individuals in any manner over the actual event dates or immediately before or after the dates or applied to the Master Account provided, however, that the Hotel be notified of the Group’s intentions prior to arrival.

Any unused complimentary room nights shall be deducted from the Group’s Master Account based on the quoted room night rate times the number of unused room nights.

VI. Early Departure Fee Attendees shall not be subject to an early departure fee. In the event a Meeting attendee who has reserved a room within the Room Block checks out prior to the reserved checkout date, the Hotel shall not charge an early departure fee. Meeting attendees shall be instructed to make every effort to inform the Hotel in advance of any changes to their planned length of stay.

VII. Internet Connectivity in Sleeping Rooms The Hotel will provide the Group with Complimentary Wired or Wi-Fi in every hotel sleeping room.

VIII. Cut-off Date The reservation cut-off date shall be two (2) weeks prior to arrival date at 5:00 p.m. local time of the Hotel. Reservations received after this date will be accepted by the Hotel on a space available basis at the event rates and will be credited to the Room Block.

IX. Guaranteed Room Availability and Relocation Under the terms of this agreement the hotel agrees that it will honor all guaranteed reservations for the U.S. Department of the Treasury. If any guest room reservation cannot be accommodated, Hotel will provide: (1) accommodations at a comparable Hotel reasonably nearby at no charge for the first night, any difference in rates for subsequent nights between the contracted hotel and the alternate hotel will be borne by the contracted hotel; (2) one complimentary round trip ground transportation between Hotel and the alternate hotel for each day the guest is displaced;

(3) one 5 minute phone call and necessary arrangements for forwarding of the displaced guest’s telephone messages and mail; (4) an offer to relocate the dispalced guest back to the first available guest room, if room becomes available and the guest elects not to return to the Hotel, the hotel will have no further obligations under this clause; (5) upgraded accommodations at Hotel upon return (if available) and a welcome expression from the General Manager; and (6) credit to Room Block for any nights that guests are displaced.

X. Facilities Requirements for Meeting Space, Audio Visual, and other event specific requirements will be incorporated into individual task order RFQ's and quoted in individual responses as appropriate.

For requirements needing meeting space, the size and square footage requirements will vary by each meeting/event, ranging from 20 people to 500 people. Some individual requirements will not require meeting space.

XI. Audio Visual Equipment In each individual task order the Government may not request pricing for all items in a package, but for IDIQ level base contract, the offorers are requested to provide a not to exceed price for each item in CLIN 0300. Please include the daily not-to-exceed rental cost amounts for the items detailed in Attachment J-2 Hotel Response Form. The SLINs are grouped by the most commonly requested audio visual packages requested.

When executing the audio visual CLIN in the individual task order, each package can be priced to include most or all of the items in the package.

XII. Food and Beverage Requirements Requirements for meals and break service will be incorporated into individual task order Requests for Quotation (RFQs) and quoted in individual responses as appropriate.

For the base IDIQ contract, please include not-to-exceed cost amounts for the following food and beverage needs in Attachment J-2 Hotel Response Form:

Coffee, decaffeinated coffee, hot tea per gallon Coffee, decaffeinated coffee, hot tea service per person Bottled water each Assorted soft drinks each Iced tea and lemonade per gallon

AM break per person

Includes coffee, decaffeinated coffee, hot tea , and a snack like granola bars or yogurt parfaits

PM break per person Includes bottled water, assorted soft drinks, and a snack like cookies or dessert bars

PM break per person Includes coffee, decaffeinated coffee, hot tea , and a snack like cookies or dessert bars

Continental breakfast per person Includes assorted breakfast bakeries (such as muffins, breakfast breads, bagels, or similar), assorted fruit juices, coffee, decaffeinated coffee, and hot tea

Hot breakfast per person Includes assorted breakfast bakeries, assorted fresh sliced fruit, a least one hot breakfast item, assorted fruit juices, coffee, decaffeinated coffee, and hot tea

Deli lunch buffet per person Includes assorted sandwiches (such as turkey and Swiss cheese, roast beef and cheddar cheese, and chicken salad, or similar, including vegetarian options), appropriate condiments, chips, assorted fresh fruit (such as apples or bananas), cookie or dessert bar, and ice water

Hot lunch entrée per person Includes entrée (such as herb grilled chicken breast or similar), starch and vegetable, roll with butter, chef’s choice of dessert, and ice water

XIII. Function Space Vendors: U.S. Department of the Treasury reserves the right to utilize the vendor of its choice for services or rentals in the areas of (but not limited to) audio-visual, exhibit decorating, security, floral, transportation, tours, business center, computer rental, additional tables, additional chairs, pipe and drape, poster boards, etc., with no surcharge from Hotel or from its in-house supplier.

Audio-visual: U.S. Department of the Treasury shall not pay surcharges for the use of outside contractors for audiovisual equipment and services, unless specifically authorized by the contracting officer.

XIV. Tax Exemption The U.S. Department of the Treasury, as a Federal Government Agency, is tax exempt in accordance with the following clauses:

52.229-3 Federal, State & Local Taxes (Feb 2013)

XV. Cancellation Cancellation by Group: Group may cancel this contract without cause upon written notice to the Hotel at any time prior to the event and upon payment of the following cancellation fees.

More than 90 days from the meeting/event start date:

Cancellation Fee pertaining to Meeting Room Rental: 25% of CLIN 200 total Cancellation Fee pertaining to Sleeping Rooms: 25% of CLIN 100 total

Between 90-30 days of the meeting/event start date:

Cancellation Fee pertaining to Meeting Room Rental: 50% of CLIN 200 total Cancellation Fee pertaining to Sleeping Rooms: 50% of CLIN 100 total

Within 30 days of the meeting/event start date:

Cancellation Fee pertaining to Meeting Room Rental: 80% of CLIN 200 total Cancellation Fee pertaining to Sleeping Rooms: 80% of CLIN 100 total

In the event of cancellation, the Hotel shall make all reasonable efforts to resell the Group’s cancelled rooms and meeting space. In no event may Group transfer or resell its rights under this Agreement to any third party room reseller for purposes of reselling cancelled or unused portions of the guaranteed Room Block. Group understands that the Hotel sells its remaining inventory first before selling Group’s cancelled inventory. If the Hotel does resell any or all of the cancelled guest rooms and meeting space at an amount equal to or greater than the cancellation option amount set forth herein, the Hotel will proportionally refund the cancellation payment.

Notwithstanding the above, in lieu of paying the cancellation fee noted above, Group may elect to contract with the Hotel for the same or similar sized meeting as the meeting that is the subject of this Agreement, provided such meeting is scheduled to occur within one year of original meeting dates. The specific dates of such meeting shall be mutually agreed upon by the parties.

The Group shall make payment due as a result of cancellation of this Agreement under the terms of this provision to the Hotel within 30 days after written notice. The Hotel agrees that the above fee is a reasonable estimate and that it does not constitute a penalty. The exercise by the Group of the option to terminate is agreed by the Hotel to constitute the exercise of a contractual option and not a default and in no event shall the terminating party be liable for more than the cancellation fee stated above.

The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience per Federal Acquisition Regulation Clause 52.212-4.

Cancellation by Hotel: In the event that Hotel terminates this Agreement other than for Cause, Hotel will be responsible for providing an alternative location payment of reasonable additional expenses incurred by Group as a result of moving the event to an alternate hotel as set forth below:

• Increased room rate at the alternate hotel.

• Increased meeting room rental.

• Increased food and beverage expenses incurred at the alternate hotel for similar menu items for the same events that would have been held at the Hotel.

• Reasonable costs incurred for preparing and reprinting materials already printed listing the

Hotel as the location of the event, or for preparing and printing materials or sending email notifications of the change in location.

• Other expenses or losses that Group can demonstrate were reasonably related to the termination by Hotel.

Group will provide to the Hotel reasonable documentation of increased expenses listed above that are incurred. Hotel will provide the reimbursement payment within 30 days after the parties mutually agree on the amount to be reimbursed.

XVI. Rights of Termination for Cause Construction or Renovation: No major construction or renovations shall be undertaken on the Hotel during the Meeting without a minimum of 60 days prior written notification to the Group.

Only repairs of an emergency nature and those that are considered regular maintenance shall be conducted immediately prior to or during the Meeting and shall be halted if the repairs in any way disturb meeting sessions, traffic flow or guest accommodations. If for any reason renovation and/or construction is unavoidable and the Group in its reasonable judgment determines that this activity will disrupt or materially impact Group’s meeting space or guest rooms, the Hotel shall make every effort to provide equal alternative space available within the facility. If both parties agree that equal alternative space is not available, the Group shall have the right to cancel this Agreement without liability upon written notice to the Hotel if, in Group's reasonable judgment, such construction or renovation may tend to unreasonably affect the use of the facilities or the quality of service to be provided under this Agreement..

In such event, Hotel shall pay Group reasonable costs incurred in relocating the event to another hotel of equal quality in the same city, i.e. differential in increased room rate, differential in increased food and beverage commitment, transportation cost, increased meeting room rental, and reproduction of marketing materials.

Safety System: Hotel will notify Group if construction or renovation will result in disengagement of the hotel’s safety system in the areas to be used by Group.

Change in Ownership: The Hotel shall promptly notify Group if there is a change in Management Company or ownership of the Hotel prior to the Meeting or if the Hotel no longer is operating as noted in Block 17a of page 1 of the SF1449 award document and Group shall have the right to cancel this Agreement without liability upon written notice to the Hotel.

XVII. Indemnification and Insurance Insurance - The Hotel agrees to carry adequate personal property, liability and other insurance protecting itself against any claims arising from any activities conducted in the Hotel during the Group’s stay.

The U.S. Department of the Treasury, as a Federal agency, is self-insured. All claims against the U.S. Department of the Treasury shall be filed in accordance with the Contract Disputes Act of 1978, as amended (41 U.S.C. 601-613).

Indemnification - The hotel shall indemnify, defend and hold harmless the U.S. Department of the Treasury and its officers, directors, agents, and employees from and against all liabilities, actions, claims, demands, losses or damages (including reasonable attorney’s fees) arising out of or resulting from (i) any breach by the hotel or any of the terms, conditions, representations or warranties contained in this Contract, (ii) the gross negligence or wrongful acts of the hotel or any of its employees, agents or contractors.

The U.S. Department of the Treasury does not indemnify.

XIII. Quiet Enjoyment It is agreed that the demeanor of U.S. Department of the Treasury events is quiet and conversational. Loud noises from adjoining or adjacent rooms are not acceptable and the Hotel assumes the responsibility to ensure that the meeting will not be disturbed. In the event that the Hotel will be undergoing any construction or renovation during the Meeting dates, the Hotel shall notify Group:

Pre-Award: The hotel shall disclose at the time of an offer any construction/renovation that may affect the use of, quiet enjoyment or quality of service during the meeting dates. The hotel shall provide a mitigation strategy the government may use to determine how this may impact the quality of service during evaluation.

After Award: The hotel shall notify Group immediately when any construction/renovation or other event may disrupt the quiet and conversational demeanor of the meeting. If this occurs during the performance of the meeting, the hotel agrees to take immediate steps to address and resolve this situation to Group’s satisfaction. Consequent negotiations may be applicable. Upon notification, Group shall have the right to cancel without liability upon written notice to the Hotel if, in Group's reasonable judgment, such construction/ renovation or any other event unreasonably affects the use of the facilities or the quality of service to be provided.

XIV. Bi-Annually Reports

The contractor will be required to submit reports containing key information on activities and deliverables completed during the preceding performance period twice yearly on February 1 and August 1. The contractor(s) will be required to submit information sufficient for the COR to determine work was performed at an acceptable level and quality.

Reports shall contain the number of requests Treasury had made and how many offers/declines the vendor provided the Department of the Treasury. If the vendor declined to bid on our business, they should offer an explanation as to why (i.e. could not offer per diem, insufficient meeting space etc…).

For successfully issued task orders, the vendor should provide: the number of contracts executed, number of sleeping rooms booked, final total invoiced for room rental, food and beverage, audio visual and any miscellaneous expenses. The vendor should also provide the status of the payment on task orders (i.e. Invoice is being prepared, waiting for payment, paid in full).