Attachment D.CARS CONFERENCE EXPENSES WORKSHEET.xlsx
XLSX spreadsheet 21 KB Posted
- Attached to
- National Education Technology Leadership Activities Federal contract opportunity
- Solicitation number
- 91990024Q0085
About this file
This document appears to be an expense worksheet for a virtual conference. The worksheet includes categories for estimated and actual costs related to meeting space/venue, audio-visual, internet technology, conference contractor labor, food and beverage, travel, speaker fees/honoraria, promotional items, ADA services, virtual meeting platform, recording and editing, branding/marketing, graphic design, transcription, shipping, and conference registration materials. The document specifies the types of costs that should be included in each category. It also provides guidance on how to estimate contractor labor costs, including the need to use fully burdened labor rates. This worksheet is likely used to track and report on the expenses associated with a virtual conference held under a federal contract.
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Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| Amendment2.91990024Q0085.pdf | ||
| FormSF30Amendment1.pdf | ||
| Attachment C Price Business Quote Workbook8.9.24.xlsx | XLSX spreadsheet | |
| SF1449RFQ91990024Q0085.pdf |
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Text version
Sheet1
CARS EXPENSES WORKSHEET
| EXPENSE | DESCRIPTION | ESTIMATED AMOUNT | ACTUAL COSTS |
| Meeting Space/Venue | The cost associated with all space used to facilitate the purposes of the conference. | ||
| Audio-Visual (A/V) | All audio visual equipment, services and labor fees. For example: microphones, podium, LCD projector, screens, video camera, cameraman, production manager. This EXCLUDES information technology (IT) costs, e.g. Wi-Fi, hard-wired internet. | ||
| Internet Technology (Wi-Fi) | All costs associated with IT, to include Wi-Fi and hard-wired connections to the internet. IT usually relates to anything associated with a computer (e.g. Webinars, Live Streaming over the internet). | ||
| Virtual Production Conference Contract Labor | Contractor labor hours should consist of the anticipated hours to be spent on planning and conducting the Virtual Conference. All time spent dedicated to researching vendor services such as virtual platforms, producing an agenda or survey for the conference, researching and developing content, identifying guests or speakers, creating a registration site, etc. | ||
| Food and Beverage | Dollar value will be populated from info in Section B. All approved food and beverage costs. This does not relate to comps and concessions that the hotel/venue provide per the venue contract. Nor per diem. Per diem is covered under Federal and Non-Federal Travel. | Not allowed | Not allowed |
| Conference Contractor Labor and G&A | Generally, conference costs include a mix of contractor labor and other direct costs. If you have a contract with conference-related requirements, then you will need to estimate the anticipated costs for services to be performed by the prime contractor and any subcontractor(s) to support or to help deliver your conference. The costs should not include any costs or level of effort performed by ED employees. |
In many cases, the conference-related work of a contractor is embedded in a larger contract; you only need to capture the costs directly associated with the conference-related tasks. Reportable, conference-related contractor labor costs should be based on an estimated level of effort to support the conference requirements. The costs for that estimated level of effort should include the base hourly rate plus any indirect burden rates to cover the cost of fringe benefits, overhead, general and administrative (G&A) expense and profit. When estimating labor costs, please take care to ensure that fully burdened labor rates are utilized to ensure that all potential costs associated with labor are accounted for. It is noted that indirect rates are different for each company (see note ii).
Contractor labor hours should consist of the anticipated hours to be spent on planning and conducting the conference. All time spent dedicated to researching, visiting, and negotiating with venues, securing A/V and other vendor services, producing an agenda or survey for the conference, researching and developing content, identifying guests or speakers, making travel arrangements and/or reimbursement for conference speakers/attendees, creating a registration site, etc., as well as any on-site support whose sole purpose is for the conference is required.
If a conference related expense is not shown in the chart, you may include it in the blank fields listed in the Additional Expenses in section A. If you purchase or contract out for a registration site tool or service, those costs should be covered under “Registration site” that is also listed under Additional Expenses.
Rule of thumb: If it is an activity/service that would be needed absent the conference, then you do not need to report it. For example, if there is a report being developed per the contract and it is being discussed at the conference, but wasn’t developed strictly for the conference, then you don’t need to count the labor hours or production costs associated with the development of the report. However, if there are contracted note takers at the conference whose information will be used for a report, then the note taker hours would need to be reported; nevertheless, the hours to produce the report after the conference is completed would not need to be included as a part of that conference expense.
| Non Federal Travel | Total travel costs, paid by ED, for non-Federal employees. Exclude honorariums and compensation (this covered under speaker fees/honoraria), as well as, travel costs incurred by conference contract employees. Include NAEP contractors. |
| ED Employee Travel | Includes lodging, airfare, per diem, rental, etc. |
| Federal Travel | All travel cost associated with a Federal employee in travel status. Cost should include the fully requested value or if available actual travel related cost covered in the E2 system. Include site selection visit(s) and other pre-conference travel, if applicable. Employees who are not active participants in the conference and are on travel status to facilitate the needs of the conference, i.e. on-site registration staff, speaker or presenter, conference logistics administrator, etc. are NOT to be included in this number. |
| Conference Contractor Travel | Travel expenses relating to the contractor traveling to suppor the event. |
| Speaker Fee/Honoraria | Estimate the total number of hours for all individuals requiring speaker fees/honorarium. |
If Speaker fees/Honoraria will be provided, provide an estimate of the number of hours that the individual will need to accomplish the task. Determine the average amount to be given per speaker (a break down can be provided in the brief description box below) in the estimate cost column and identify the total number of speakers in the quantity column. As a general rule, the maximum amount to be per speaker per hour is a GS-15 step 10.
| Provide a brief description of what responsibilities/service(s) will be provided that warrants receiving the speaker fee/honorarium (e.g. 2 presenters will participate in pre-meeting preparations sessions and facilitate three group sessions at the conference (20 hours each); the individual will provide a one-hour keynote address (3 hours includes presentation and preparation): | Description provided on the form. |
| Promotional Items (e.g. conference bags/cups/mugs/key chains) | Please provide an explanation of what promotional items are being requested to purchase and how they will be used. The appropriateness of promotional items will be evaluated. SWAG (Stuff We Always Get), tote bags, personalized pens, etc. Items that are nice to have, however, don’t aid in the effectiveness of the conference. Note: For the purpose of conserving paper, jump drives/flash drives containing conference materials are not considered SWAG. Any promotional items need approval from OGC prior to acquisition. Please provide details in the coordinating comment box below. |
| ADA Services/Closed Captioning/CART Services | This covers any services that are required to fulfill the Americans with Disabilities Act. Some of the services covered under this field are; CART services, wheel chair rentals. Sign language interpreters and closed captioning are covered under a specific category. |
| Virtual Meeting Platform | For the production of a virtual event, a virtual platform such as , TEAMS, Zoom, GoToMeeting, WebEx is acquired by the contractor to support the virtual conference. If ED doesn't supply the virtual platform, then the contractor may charge for this service separate from the virtual production labor. |
| Virtual Recording and Editing | Contractor does pre or live recordings and edits the recording for the conference. |
| Virtual only - Branding/Marketing and Graphic Design | Branding/Marketing and Graphic Design only for the virtual aspect of your event. |
| Graphic Design/Signage/Branding Materials | The physical graphic produces produced from the graphics produced to brand the conference. Examples include, signs, banners, programs. |
| Transcription/Court Reporter | An individual that records and does written record of all the audible communication done in a conference. They typically provide an electronic report with all the speaker details. |
| Shipping and Courier Fees | The cost to ship to the venue and returning to ED (if applicable). Courier fees include portage/bell services at the venue or courier services required by the graphic designer or other entities needing to deliver materials to ED or the venue. |
| Conference Registration Materials(badges, tent cards, pens,etc.) | Items such as tent cards, pens, badges, this EXCLUDES programs, they shall be calculated in the Graphic Design/Signage/Branding Materials section. |
| Storage and Handling Fees | The cost to have items ship outside of ED's UPS service. Any venue storage charges and courier fees |
| [BLANK] used for items not covered (i.e. miscellaneous) | Costs not covered in other sections but incurred by ED for hosting the conference. Please provide a detailed description below. |
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