Attachment 1 SOW.pdf

Statement of Work (SOW) Project: 2024 PFAS Center of Excellence Forum for Sept 10, 2024, through Sept 12, 2024

GENERAL INFORMATION

1.0 Scope of Work:

The United States Department of Agriculture (USDA), Agricultural Research Service (ARS), will host a three-day PFAS Center of Excellence Forum from September 10 to September 12, 2024, in Washington, DC.

The forum will accommodate approximately 150 participants each day, including attendees, presenters, and event organizers. USDA ARS is currently seeking a venue in the Washington, DC area that can provide hotel accommodations, parking, a spacious meeting room seating 150 people comfortably, and up to four smaller breakout rooms. Additionally, they require audio-visual services and equipment, light refreshments, and breakfast and lunch for all three days. The contractor facilities shall comply with the Hotel and Motel Fire Safety Act of 1990, and public law 101- 391.

2.0 Background USDA – ARS:

ARS is one of four agencies that serve USDA’s Research, Education, and Economics (REE) mission area.

REE is dedicated to creating a safe, sustainable, competitive U.S. food and fiber system, as well as building strong communities, families, and youth through integrated research, analysis, and education. The Agricultural Research Service (ARS) is the principal in-house research agency of the United States Department of Agriculture (USDA). As the chief scientific in-house research agency, the ARS is responsible for developing and transferring solutions to agricultural problems of high national priority. Their work spans from the field to the table, addressing issues that affect Americans every day.

ARS, PFAS Center of Excellence Forum The PFAS Center of Excellence forum serves as a collaborative platform for researchers, policymakers, and stakeholders to identify, discuss and address critical agricultural issues presented by per- and polyfluoroalkyl substances (PFAS) contamination. Its purpose includes sharing knowledge, identifying research gaps, and developing strategies to mitigate PFAS impacts across agricultural industries.

CONTRACTOR REQUIREMENTS

3.0 Technical Requirements/Tasks:

The venue provided must be situated within walking distance (less than 1 mile) to a Washington Metropolitan Area Transit Authority (WMATA) Metro Station in Northwest Washington, DC, Southwest Washington, DC or in Arlington, VA. The hotel must conduct the set-up and breakdown of the event space the day prior and after the meeting (Monday, September 9th and Thursday, September 12th (after 5PM). The following tasks and deliverables are intended to provide a clear approach to conduct the forum effectively and efficiently. The venue and hotel accommodations must not have renovations scheduled during the dates of the forum (no exceptions).

3.1: Hotel Venue and Accommodations The contracted venue must provide hotel room accommodations and venue which meet the following:

Provide a room block for 60 individual travelers for the following dates (each attendee will pay for their room stay separately):

o September 9, 2024, through September 12, 2024 Room type may be a combination of King or 2 Queen/Double. The hotel venue must also have ADA

(Americans with Disabilities Act) accessible rooms available, if requested by attendee as well as supplying lodging of a AAA 3-diamond rating or higher (or equivalent rating system). The resort facility must accommodate 60 individuals with in-house breakfast. All hotel rooms reserved, and conference rooms must be located within the same hotel.

All lodging will have central A/C and heating, daily housekeeping, gym, and access to free Wi-Fi.

The lodging venue must house a maximum of 60 individuals. Any charges to the room for food and beverage tabs, room service meals, movies, and/or services is solely chargeable to the guest. The hotel must provide a room block link for the guest to make reservations.

Room rate must not exceed the 2024 Federal per diem rate per night for the Washington DC Area.

Washington DC honors the Hotel Tax Exempt for Government employees with traveler provided exemption form. ARS will provide attendees with hotel exemption form.

Hotel venue must be located within walking distance (0.5 miles) evening activities for attendees (e.g., restaurants, grocery, pharmacy, shopping), and have an atmosphere that promotes networking, team building, and small meetings. Within the venue’s proposal, the venue must provide a list of available restaurants, including mileage from the venue.

Provide certification of being on the Federal Emergency Management Agency (FEMA) approved list of hotels https://apps.usfa.fema.gov/hotel/ or provide certification that it offers the 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.

3.2: Reception and Meeting Space The contracted venue must provide a meeting space on the following days for:

September 10-12, 2024: One separate room for no less than ten (10) USDA planning team staff to gather and prepare/debrief each day.

September 10 through September 12, 2024: One separate medium to large room for no less than 150 attendees as the main meeting space, Round-table seating for participants. One platform for a “stage” setting, to include one podium and rectangle table(s) for panel of ten at the front of the room.

September 10, through September 12, 2024: up to four separate breakout rooms with seating for participants.

A floorplan of the meeting space, including dimensions and/or capacity levels, must be included in the vendor’s proposal.

3.3: Audio Visual (AV) Service and Equipment The contracted venue must provide AV service and equipment on the following days to include:

September 10 through September 12, 2024: Four handheld wireless microphones and speaker system and one hard-wired microphone on the provided podium. Presentations must be clearly projected at the front of the room/staged area, and two sides of the meeting space for ease in attendees’ visibility.

AV must include setup, breakdown, troubleshooting assistance, cables for computer projection to screens/TV monitors. The Government will bring to the event a laptop and that is it. We expect to hook up the laptop and present using the contractor’s equipment.

Signage for the forum to be posted in the hotel and conference space.

3.4: Refreshments The contracted venue must provide light refreshments. The vendor’s proposal must list examples of what the light refreshments will consist of on each of the dates.

3.4.a. Provided Refreshments The contracted venue must provide light refreshments on the following dates and times:

September 10, 11, 12, 2024: Break Bar: Beverage such as: coffee, tea (hot and iced), water (not bottled). Light refreshments such as: granola bars, fresh fruit, dried fruit. Keep replenished for morning and afternoon breaks.

3.5: Breakfast and lunch meals for three days.

The contracted venue must provide breakfast and lunch (example menu listed below in 3.5.1). The vendor’s proposal must list examples of what the meals will consist of on each of the dates, and need to include vegetarian, vegan, and gluten-free options.

3.5.1 September 10, 11, 12, 2024: Sample Breakfast options

Day 1: Breakfast:

Beverages:

o Freshly brewed coffee and tea o Assorted fruit juices

Main Items:

o Scrambled eggs o Turkey bacon and sausage links o Oatmeal station with toppings (nuts, dried fruits, brown sugar)

Breads and Pastries:

o Assorted muffins and bagels with cream cheese o Toast with butter and jams

Fruits:

o Seasonal fruit platter

Day 2: Breakfast:

Beverages:

o Freshly brewed coffee and tea o Assorted fruit juices

Main Items:

o Omelet station with a variety of fillings (cheese, mushrooms, peppers, onions) o French toast with maple syrup o Low-fat yogurt with granola

Breads and Pastries:

o Croissants and Danishes

Fruits:

o Fresh fruit salad

Day 3: Breakfast:

Beverages:

o Freshly brewed coffee and tea o Assorted fruit juices

Main Items:

o Pancake station with syrup, whipped cream, and berries o Hard-boiled eggs o Whole grain cereals with milk

Breads and Pastries:

o Whole grain bagels and English muffins with various spreads

Fruits:

o Fruit kebabs

September 10, 11, 12, 2024: Lunch

3.5.2 September 10, 11, 12, 2024: Sample Lunch options

Day 1: Lunch:

Starter:

o Mixed greens salad with cherry tomatoes, cucumbers, and carrots o Vegetable soup (vegetarian)

Main Course:

o Grilled chicken breast with lemon-thyme sauce o Penne pasta with marinara sauce (vegetarian)

Sides:

o Garlic bread o Seasonal steamed vegetables

Desserts:

o Chocolate brownies o Fruit salad (vegetarian)

Day 2: Lunch:

Starter:

o Caesar salad (with vegetarian option without anchovies) o Lentil soup (vegetarian)

Main Course:

o Roast beef with mushroom gravy o Vegetable lasagna (vegetarian)

Sides:

o Roasted rosemary potatoes o Green beans almondine

Desserts:

o Cheesecake o Apple pie (vegetarian)

Day 3: Lunch:

Starter:

o Caprese salad (vegetarian) o Corn chowder (vegetarian)

Main Course:

o Herb-roasted chicken with a light gravy o Quinoa salad with roasted vegetables (vegan)

Sides:

o Dinner rolls o Rice pilaf

Desserts:

o Lemon bars o Mixed berry compote with whipped cream (vegetarian)

4.0 Government Furnished: ARS will provide attendees with the hotel tax exemption form.

5.0 Deliverables / Schedule:

Key Deliverables

Item No.

Deliverable

Objective

Due

3.1 Hotel Venue and

Accommodations

Provide hotel accommodations for participants of the ARS PFAS Forum event.

Between Sept 9, 2024, through Sept 12, 2024

3.2 Reception and

Meeting Space

Provide reception and meeting space for participants of the PFAS Forum event.

Between Sept 10, 2024, through Sept 12, 2024

3.3 Audio Visual (AV)

Service and Equipment

Provide AV services and equipment to support the PFAS Forum event.

Between Sept 10, 2024, through Sept 12, 2024

3.4 Refreshments Provide light refreshments for

participants during AM/PM breaks

Between Sept 10, 2024, through Sept 12, 2024

3.5.1 Breakfast Provide Breakfast options each day Between Sept 10, 2024, through Sept 12, 2024

3.5.2 Lunch Provide Lunch options each day Between Sept 10, 2024, through Sept 12, 2024

6.0 Security Requirements: Within the vendor’s proposal, the vendor will provide ARS a copy of the venue’s floorplan for meeting space and hotel accommodations indicating emergency exits and/or exit routes.

7.0 Period of Performance:

The performance period will be September 9, 2024, through September 12, 2024. With the PFAS Forum starting on September 10, 2024, going through to end of the day on September 12, 2024.