ESBD_File_348264_HHS0014281_Exhibit_G_SOW.pdf

TEXAS DEPARTMENT OF FAMILY AND PROTECTIVE SERVICES

STATEMENT OF WORK PAGE 1

N502 FORM-4504SOW

AUGUST 2021

Exhibit G STATEMENT OF WORK

1) SCOPE OF SERVICES TO BE PERFORMED

i) The required services to be provided are for hotel/conference meeting space, services, and accommodations that must be April 29, 2024, through May 2, 2024. DFPS Contract Oversight and Support Division is planning their DFPS Contracting Conference to enhance knowledge of contracting requirements, policies and procedures and share best practices across program areas.

ii) The Schedule for the conference will be as follows:

(1) Pre-Conference Day 1 April 29, 2024

(a) 7:00am to 12:00pm – Prep, pre-registration, conference rooms and swag bags.

(b) 9:00am to 5:00pm - Pre-Conference trainings in breakout rooms

(c) 1:00pm to 5:00pm – Participant access to Registration area will begin.

(2) Conference Day 2 April 30, 2024

(a) 8:30am to 5:00pm – Exhibitor’s set-up, Opening General Session, Trainings in breakout rooms.

(i) Eight skirted 6 ft tables with two chairs in the foyer space will be needed for the exhibitors.

(3) Conference Day 3 May 1, 2024

(a) 8:30am to 5:00pm – Training sessions in breakout rooms

(4) Conference Day 4 May 2, 2024

(i) 8:30am to 2:00pm – Recognition ceremony, Closing Session, Training/Wrap-up

2) CONTRACTOR RESPONSIBILITIES:

a) Description of service:

i) The Contractor shall ensure meeting space will meet the following requirements:

(1) Contractor shall provide conference meeting spaces, services, and lodging in the same facility for the above referenced conference dates.

STATEMENT OF WORK PAGE 2

N502 FORM-4504SOW

AUGUST 2021

(2) Contractor shall provide signage for the designated meeting spaces, for the duration of the Conference.

(3) Pre-registration area available the first day, between 1:00pm to 5:00pm or as agreed upon with the hotel. Contractor shall:

(a) provide an area for conference registration that is at least 20 feet by 60 feet,

(b) Include at least 3 skirted tables with at least 2 chairs per table, and

(c) The conference registration space must be in an area accessible to conference activities.

(4) Contractor shall provide a Welcome Reception area designed to encourage relationship building and networking on the evening of the first day, time to be determined at a later date.

(5) Main Conference Room/Large meeting space which shall:

(a) Accommodate for up to 250 conference attendees.

(b) Be set up with rounds and fixed leg chairs that will comfortably accommodate 250 conference attendees (preferred 8 chairs per round).

(c) Be set up with a stage and podium for presenters.

(d) If a stage is required to be built, it shall:

i. Have space dimensions not less than 12 feet long and 8 feet wide,

ii. Accommodate up to 4 conference presenters,

iii. Have handrails on both sides, if there are stage steps,

iv. Be wheelchair accessible.

(e) Include audio/visual support which includes two (2) projectors and two (2) projector screens, one (1) fixed microphone and one (1) wireless handheld microphone.

(6) 6 meeting rooms which shall:

(a) Accommodate a minimum of 40 conference attendees each. (This could include the subdivision of the main conference room, as it will not be utilized at the same time as the meeting rooms.)

(b) Be well ventilated and properly lighted.

(c) Be set up with a minimum of 1 skirted tables and sufficient fixed leg chairs to accommodate conference attendees and

(d) Be available throughout the conference dates.

(i) The number of skirted tables and fixed leg chairs required per meeting room shall be transmitted at a later date, by the DFPS contact person to the Contractor.

(e) Estimated times for conference activities may shift slightly based on need. In addition, set up changes involving seating and/or speaker requirements may occur.

STATEMENT OF WORK PAGE 3

N502 FORM-4504SOW

AUGUST 2021

(f) Contractor shall provide the following audio/visual and support items in all meeting rooms for each day of the conference:

(i) Electrical power access,

ii) Projector and projector screen,

iii) Table podium,

iv) Microphone (lavalier or handheld),

v) Tripod stand with whitepaper flip pad and markers

vi) Audio/Visual support services, specifically to include:

1. Two (2) projectors,

2. Two (2) projector screens,

3. One (1) fixed microphone and

4. One (1) wireless handheld microphone.

c) Lodging:

i) Contractor shall:

(1) Ensure overnight lodging is available in the same facility for 150 conference attendees.

(2) Accept the GSA prevailing guest room rate for the venue geographical area.

d) Parking:

i) Contractor shall:

(1) Provide complimentary self-parking per day for conference attendees.

(2) Allow conference attendees in and out privileges for paid parking.

e) Other Items:

i) Contractor may list any Complimentary Items they are willing to offer, such as:

(1) Welcome reception package

(2) AM breaks/PM breaks for conference attendees

(3) Free Wi-Fi in all meeting space including main ballroom and all breakout rooms for presentations over the dates of the conference

(4) Complimentary guest rooms based on the number of guest room nights actualized.

(5) Complimentary Breakfast Buffet for overnight guests

(6) Complimentary food/restaurant discounts

(7) Complimentary Evening Reception for overnight guests

(8) Late checkout on the last day of the conference

(9) 1 week cut-off prior to the conference start date for guest room bookings

STATEMENT OF WORK PAGE 4

N502 FORM-4504SOW

AUGUST 2021

3) DFPS RESPONSIBILITIES.

a) DFPS will provide timely review and acceptance of Contractor’s deliverables, beginning at 1 (a) above.

b) DFPS agrees to compensate the Contractor fee for the meeting spaces, not to exceed the dollar amount of the awarded bid.

c) DFPS will schedule all workshops and guest speakers within the allotted time frames of the meeting space.

4) BOTH PARTIES RESPONSIBILITIES.

a) Both parties agree to confirm all contracted conference plans in advance of the conference, by designating and notifying the other party of a Single Point of Contact (SPOC) and exchange their contact information.

b) Both parties agree to maintain ongoing communication throughout the conference planning and conference delivery stages. If either party is unable to fulfill any part of their obligation, the corresponding SPOC is to be notified immediately.

5) COST:

a) Contractor Bid must be all-inclusive of requested items above, service charges and/or additional fees.

b) The total cost for the hotel/conference meeting space(s) shall not exceed $35,000.00. The awarded bid amount or the executed contract amount, whichever is lower.

6) INVOICE AND PAYMENT.

a) Contractor must submit invoices no later than the 15th day of the month following the conclusion of the DFPS Contracting Conference.

The invoice should be emailed to the DFPS contract manager, and to the DFPS program liaison provided at contract execution.

b) Contractor shall be reimbursed within 30 days of invoice receipt by DFPS, in accordance with the prompt payment act.

7) SERVICE LOCATION(S)

a) DFPS, at its sole discretion, during the contract term and with a 30 days’ advance written notice, reserves the right to change, consolidate, delete, or add service locations.

b) Location(s) for Services:

1. Venue in the Fort Worth, San Antonio, Dallas (Order of preference)