Statement of Requirements.doc

AG-7482-S-09-0001

Statement OF REQUIREMENTS for the Conservation Boot Camp Training SITE General Information The scope of this contract is to obtain a venue to host multiple three-week sessions of the Conservation Boot Camp (CBC) training for the United States Department of Agriculture (USDA), Natural Resources Conservation Service (NRCS), National Employee Development Center (NEDC) located in Fort Worth, Texas.

Background Conservation Boot Camp training consists of teaching new employees of the Natural Resources Conservation Service how to plan and work with our customers to get conservation practices on the land. The instructors and participants are from all over the U.S. The training is carried out over a 13 day period of which approximately half the time is spent in the classroom and half is in the field. The venue to be selected requires a training room, sleeping rooms, and eating facilities within walking distance.

Scope of Requirements The venue location preferred is Oklahoma City, Oklahoma. The location must have suitable weather to allow training outside from March thru August and must be frost free during most of the winter and early spring months. The venue site must be in proximity to a major airport; and must be located within a 45 mile radius of the location of the working farm used for the training located at zip code 73003.

Selected dates of the dry run and six (6) CBC training sessions during 2009 have been established as follows. (Please note that these are proposed dates subject to change and/or cancellation by the Government due to low enrollment or lack of appropriate funding.)

· Instructor Training and Dry Run Session: February 2 – 13, 2009

· Training Session #1:

March 17 – April 2, 2009

· Training Session #2

April 14 – 30, 2009

· Training Session #3:

May 5 – 21, 2009

· Training Session #4:

June 2 – 18, 2009

· Training Session #5:

July 7 – 23, 2009

· Training Session #6:

August 4 – 20, 2009 Requirements for Instructor Training and Dry Run:

· 20 to 25 rooms per day from February 2 - 13, 2009.

· Meeting Room similar to room to be used for actual training (1200 Sq Ft. Minimum)

· March 15, April 12, May 3, May 31, July 5, and August 2, ten (10) sleeping rooms required for each of these nights for instructors to setup the classroom on Monday.

Requirements for Training Sessions

Sleeping Rooms (estimated at 31 rooms per night per session)

March 16 – April 2, 2009

April 13 – 30, 2009

May 4 – 21, 2009

June 1 – 18, 2009

July 6 – 23, 2009

August 3 – 20, 2009

Training Room (1 room per session)

March 15 – April 2, 2009

April 12 – 30, 2009

May 3 – 21, 2009

May 31 – June18, 2009

July 5 – 23, 2009

August 2 – 20, 2009

Other Requirements for each session include:

· Facility must be handicap accessible in accordance with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.).

· Training room must be a minimum of 1,200 sq. ft.

· Complimentary projection screen

· Room for use as instructor prep room and storage (continuous throughout 6 months of training)

· Complimentary wireless internet ports in training rooms and sleeping rooms

· Space on the property to keep a storage POD for duration of the training

· Complimentary parking area for instructor and student parking. Parking must be in a safe environment with adequate lighting and security.

· Complimentary bottled water and ice for field trips

· Refrigerators in all sleeping rooms

· Close proximity to malls or shopping centers, grocery store, and laundry facilities

· Proximity to reliable day care for children during summer sessions

· Provide stipulation that participants would not be bumped during the entire training year

· Variety of eating facilities within walking distance of Training Site

· All hotel guest facilities and amenities shall be made available for room occupants free of charge as long as they are registered with the hotel

· Early and Late Checkout: In the rare case, and if availability allows, check-in shall be anytime after 9:00AM for possible early arrivals. The hotel shall additionally allow guests with late flight departures to check out as late as 4:00PM.

· All rooms shall include: A high standard of hygiene, private bath with full toilet and shower facilities, hot and cold running water, clean linen on a daily basis, working: electricity, color television with cable, clock, and telephone. The room shall also be appropriately furnished. All regular hotel guest facilities and amenities, to include the hotel business center and the spa/exercise facilities, shall be made available for participants free of charge as long as they are registered in the hotel.

Network Technology Requirements

· At least four physical networking ports in the training room on the wall to setup a local wireless/hub/network to share printers and access intranet/internet by 35 student laptops.

· Bandwidth to load data thru internet at least 1 Mega Byte per second. (Prefer 1.5 Mega Bytes per second).

· High-end broadband line (recommend T1 network line) Government Furnished Items

· Government will furnish the necessary procedures to facilitate an efficient payment of services after services have been rendered.

· All supplies and equipment necessary to conduct an effective training.

Quality Assurance

· The government will evaluate the contractor’s performance to ensure all stipulated services are being rendered and invoices reflect actual services rendered.

· The government may request periodic meetings to point out areas of deficiency in the services being provided and explore solutions with contractor.

· Any lodging site may be subject to unannounced inspections by authorized representatives of the Contracting Officer with proof of identification. Contractor shall provide access to requested facilities with little or no notice. Any location not meeting local or state codes for lodging facilities or not meeting the minimum requirements of this solicitation and/or resulting contract will not be considered for award or may be terminated under FAR 52.212-4 (l).

· Any lodging site must remain on the FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm) for the entire period of performance.

Expectations of Contractor

· The contractor must be able to provide all the requirements listed in scope of requirements;

· Invoices delineating itemized charges may be submitted within a week of completion of a session but not sooner;

· Charges for rooms and other provided services will be billed directly to the government, and all relevant taxes must be waived;

· Due to the size of the contract, the government expects the contractor to designate a hotel representative (HR) in order to facilitate efficient operations. The HR must be vested with the authority to resolve issues involving the training sessions and payment as they arise. The HR shall be available throughout the time period the hotel is in use by the Government. The hotel shall provide a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support, (for example, room maintenance, security, payment, etc).

· The hotel shall ensure required maintenance or repairs for hotel equipment, to include; guest rooms, conference rooms, breakout rooms, elevators, kitchen equipment, etc., is addressed in order to ensure training success.