Attachment_1_-_Statement_of_Work.pdf

Attachment #1 Solicitation # AG-1A23-S-16-0004

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

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Statement of Work

USDA/Natural Resources Conservation Service

Operations Working Sessions January 25 – 29, 2016 February 8 – 12, 2016 February 22 – 26, 2016

Natural Resources Conservation Service (NRCS)

National Employee Development Center Logistics and Coordination Team

George Washington Carver Center

5601 Sunnyside Avenue Room 1-2122

Beltsville, MD 20705

November 5, 2015

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

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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

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

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1. BACKGROUND

The United States Department of Agriculture’s (USDA) Natural Resources Conservation Service (NRCS) will carry out operations working sessions for its employees spread across all regions of the United States in several series of sessions, including but not limited to: NRCS National Meetings i.e. Operations Working Sessions.

2. OBJECTIVES

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

3. 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.

4. TASKS OR REQUIREMENTS

1.1 LODGING

This statement of work calls for USDA employees to stay at the host hotel for each working session. 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 or lower. These rates are customarily updated on an annual basis. The per diem rate should extend to two nights pre and post meeting dates as specified in Attachment A. The hotel shall advise in the proposal whether or not this option can be extended and if rooms are available. Each employee will pay for their lodging individually.

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 having a minimum square footage of 4,000 square feet (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.

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 http://www.gsa.gov/

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

Page 4 of 15 Version 0.3 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 federal employees.

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.

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 working sessions.

http://apps.usfa.fema.gov/hotel/

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

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

8. Provide internet access in the meeting space.

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

10. Provide access to the hotel business center.

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)

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.

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

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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 (LOI)]. 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 Letter of Intent).

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 52.212-4 (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

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

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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

Tammera Wright, Supervisor Logistics and Coordination Team

(301) 504-2204 – office

(301) 575-7207 - cell Tammera.Wright@wdc.usda.gov mailto:Tammera.Wright@wdc.usda.gov

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

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12. ATTACHMENT A: MEETING INFORMATION AND SPECIFICATIONS

MEETING

NAME

NRCS Operations Working Session

MEETING DATES January 25 – 29, 2016

Sleeping Room Requirements

Sunday Monday Tuesday Wednesday Thursday Friday Sat

Date 1/25/15 1/26/15 1/27/15 1/28/15 1/29/15

Rooms Booked/Night

220 220 220 220 Check-out

NOTES Room block requested may be amended slightly. Numbers for the final block will be reflected in the Letter of Intent. If the number increases, availability will be confirmed with the facility prior to issuing the LOI.

Sleeping Room Per Diem Rate: $____ per night [govt per diem requested]

Function Space Requirements

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Date 1/26/16 1/27/16 1/28/16

General Session Meeting Rm

8:00am – 5:00pm

8:00 am– 5:00pm

8:00am – 5:00pm

Breakout Room #1

8:00 am

– 5:00pm

8:00 am – 5:00pm

Room #2

8:00am – 5:00pm

8:00am – 5:00pm

Room #3

8:00am – 5:00pm

8:00am – 5:00pm

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

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Room #4

8:00am – 5:00pm

8:00am – 5:00pm

Room #5

8:00am – 5:00pm

8:00am – 5:00pm

Notes: The meeting room will be on a 24 hour hold from the day/time NRCS takes possession of the space.

NAME

NRCS Operations Working Session

MEETING DATES January 25 – 29, 2016

MEETING ROOM 1

SETUP

GENERAL

SESSION

Classroom Style set-up for 220 attendees

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

IT/AUDIO VISUAL

REQUIREMENTS • 1 screen per day

• LCD Projector

ADDITIONAL

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

• Water & trash service daily.

5 BREAKOUT

ROOMS

Classroom style set for 50 attendees ( EACH BREAKOUT)

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

IT/AUDIO VISUAL

REQUIREMENTS

(BREAKOUT RMS)

• 1 screen per day

• LCD Projector

• 1 flipchart SHIPPING USDA/NRCS will ship class materials in advance of the meeting. Proposal must include schedule/chart of shipping costs (if applicable). Total costs incurred must not exceed $150.00.

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

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ADDITIONAL

CONCESSIONS

CONSIDERED

Complimentary or Discounted Parking; AM/PM Breaks

NRCS Operations Working Session

MEETING DATES February 8 - 12, 2016

Sleeping Room Requirements

Sunday Monday Tuesday Wednesday Thursday Friday Sat

Date 2/8/15 2/9/15 2/10/15 2/11/15 2/12/15

Rooms Booked/Night

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Date 2/9/16 2/10/16 2/11/16

General Session Meeting Rm

8:00am – 5:00pm

8:00 am– 5:00pm

8:00 am

– 5:00pm

8:00 am – 5:00pm

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

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8:00am – 5:00pm

8:00am – 5:00pm

8:00am – 5:00pm

8:00am – 5:00pm

8:00am – 5:00pm

8:00am – 5:00pm

8:00am – 5:00pm

8:00am – 5:00pm

NRCS Operations Working Session

MEETING DATES February 8 – 12, 2016

MEETING ROOM 1

SETUP

GENERAL

SESSION

Classroom Style set-up for 220 attendees

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

IT/AUDIO VISUAL

REQUIREMENTS • 1 screen per day

• LCD Projector

ADDITIONAL

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

• Water & trash service daily.

Classroom style set for 50 attendees ( EACH BREAKOUT) and time NRCS takes possession of function space (including weekends).

IT/AUDIO VISUAL

REQUIREMENTS

(BREAKOUT RMS)

• 1 screen per day

• LCD Projector

• 1 flipchart

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

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SHIPPING USDA/NRCS will ship class materials in advance of the meeting. Proposal must include schedule/chart of shipping costs (if applicable). Total costs incurred must not exceed $150.00.

ADDITIONAL

CONCESSIONS

Complimentary or Discounted Parking; AM/PM Breaks

NRCS Operations Working Session

MEETING DATES February 22 - 26, 2016

Sleeping Room Requirements

Sunday Monday Tuesday Wednesday Thursday Friday Sat

Date 2/22/16 2/23/16 2/24/16 2/25/16 2/26/16

Rooms Booked/Night

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Date 2/23/16 2/24/16 2/25/16

General Session Meeting Rm

8:00am – 5:00pm

8:00 am– 5:00pm

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

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8:00 am

– 5:00pm

8:00 am – 5:00pm

8:00am – 5:00pm

8:00am – 5:00pm

8:00am – 5:00pm

8:00am – 5:00pm

8:00am – 5:00pm

8:00am – 5:00pm

8:00am – 5:00pm

8:00am – 5:00pm

NRCS Operations Working Session

MEETING DATES February 22 – 26, 2016

MEETING ROOM 1

SETUP

GENERAL

SESSION

Classroom Style set-up for 220 attendees

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

IT/AUDIO VISUAL

REQUIREMENTS • 1 screen per day

• LCD Projector

ADDITIONAL

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

• Water & trash service daily.

Classroom style set for 50 attendees and time NRCS takes possession of function space (including weekends).

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

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IT/AUDIO VISUAL

REQUIREMENTS • 1 screen per day

• LCD Projector

• 1 flipchart SHIPPING USDA/NRCS will ship class materials in advance of the meeting. Proposal must include schedule/chart of shipping costs (if applicable). Total costs incurred must not exceed $150.00.

ADDITIONAL

CONCESSIONS

Complimentary and/or AM/PM Breaks

13. 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).

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

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☒ Pet policy