P03 12FPC323Q0037 SOW NRCS AZ All Employees Workshop 2023 FINAL version 4.pdf

STATEMENT OF WORK

(SOW)

Natural Resources Conservation Service (NRCS) All Employees Workshop

August 22-24, 2023

August 15-17, 2023 (Alternative Date)

Version 1.0

Farm Production and Conservation Natural Resources Conservation Service 230 North 1st Avenue, Suite 509 Phoenix, Arizona

Attachment A Statement of Work (SOW)

Page 2 of 12 Version 1.0

1.0 BACKGROUND

The United States Department of Agriculture’s (USDA) Farm Production and Conservation (FPAC) Natural Resources Conservation Service (NRCS) plans to conduct an All-Employee Workshop training event for employees throughout the state of Arizona.

2.0 OBJECTIVES

The Government intends to obtain a meeting space (i.e., conference rooms) that has audio-visual equipment connections available for Government use throughout the duration of the workshop.

Further, the Contractor shall provide a lodging room block of 120 rooms for the personnel attending the workshop, which is tentatively scheduled for August 22-24, 2023, with alternative dates of August 15 – 17 2023. Details for the workshop are provided below.

The Government is soliciting quotes for acquiring the conference room space, capable of holding 120 personnel, in the following locations:

Sedona, Arizona

The Government shall review all quotes submitted and will make a final decision based on the Contractors capability to meet the requirements in this document.

3.0 SCOPE OF WORK

The Contractor will provide one (1) main conference room and three (3) additional ‘break-out’ rooms, as outlined in Appendix A of this SOW, as well as 120 rooms for Government personnel lodging. If lodging and conference rooms cannot be co-located, the Government will review the ‘split-room block’ options. This option allows for the Contractor to provide the conference rooms and partial lodging, depending on availability. No cancellation fees shall be assessed by the Contractor in the event the workshop is canceled.

The conference and breakout rooms must be in one location.

4.0 TASKS OR REQUIREMENTS

Page 3 of 12 Version 1.0

4.1 LODGING

The Government personnel shall stay at the host hotel for this training workshop, if available. If the Contractor does not have the capability to accommodate 120 single occupancy sleeping rooms, a split room block will be acceptable within a one (1) block radius of the Contractor hotel or within a reasonable walking distance (.5 miles). Each Government employee is responsible for securing their own lodging reservations with their individual Government travel card. The Contractor will hold / reserve a block of rooms accommodates approximately 120 people or recommend nearby accommodations in a separate location within one (1) block radius or within a reasonable walking distance (.5 miles). If reservation comes under 120 people, no additional fees will be assessed to the Government as all remaining rooms will be returned for use by the public.

All hotel rooms must be provided at the per diem rate for Sedona, Arizona, as published in the Joint Federal Travel Regulation (JFTR) and as available at www.gsa.gov. These rates are customarily updated on an annual basis. The per diem rate shall extend to two (2) nights pre and post workshop (one

(1) night prior and one (1) night after the workshop). The Contractor will advise whether this option can be provided and if rooms are available.

The 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 incurred by the occupants of the rooms. These items must be paid for by the room occupant prior to checkout.

4.2 MEETING ROOM SPACE

The Contractor will provide functional space for the duration of the workshop and shall have a minimum of 3,500 square feet for general session (separate from break out square footage) and all break-out sessions or provide available space that will allow to host the general sessions personnel and break-out room personnel as indicated in Appendix A. The Contractor will also provide the name and dimensions of the conference room(s) being offered.

The Contractor will allow for a 24-hour hold on the conference room(s), of which there shall be no pillars or other visible obstructions.

4.3 AUDIO VISUAL (AV) EQUIPMENT AND NEEDS

The Contractor will provide the required Audiovisual (AV) equipment as described in Appendix A.

Further, the Contractor will allow the Government to use its own audio-visual equipment if needed;

however, if there is a cost incurred for connection to any of the hotel’s existing systems (e.g., sound, phone lines, etc.), the relevant fees are to be included and separately identified in the quote. The Government reserves the right to hire an outside AV company without any penalties incurred as a part of the Fair Practice Procurement Regulations.

Page 4 of 12 Version 1.0

Pricing for required audio visual items (as outlined in Appendix A) will be included in the quote. The Contractor will also indicate if there are any applicable service charges. If so, the service charges shall be included and separately identified in the quote.

4.4 FOOD AND BEVERAGE/BANQUET SERVICES

The Government is requesting light refreshments to be provided during the training workshop event.

Pricing for the light refreshments as outlined in Appendix A, page 9, are needed for AM and PM breaks on TUESDAY AM/PM, WEDNESDAY AM/PM, THURSDAY AM only. Pricing shall be included and identified separately in the price quote. The Contractor will also indicate if there are any applicable service charges. There is no requirement for breakfast / lunch / banquet service as each employee will be responsible for their own meals, with the exception of one (1) evening banquet service for a dinner on TUESDAY and a (possibly boxed) lunch on WEDNESDAY.

The lunch will be needed on Wednesday as the group will be participating in an off-site technical and informational exchanges with producers and shareholders of the agency. The exchanges will take place at farm and cultural historical locations which are in rural settings with very limited accessibility for food services.

The dinner will be needed on Tuesday as all staff will be required to attend an evening program which will feature a presenter speaking of effectiveness and efficiencies of productive workforce. The presenter will provide critical take-aways needed for the employees to tailor new and innovative approaches for self and team implementation to institutionalize BMPs into everyday business.

Recognition of milestones of service and successes will also be addressed and can also provide critical takeaways by sharing agency’s institutional knowledge and diversify of thoughts.

The Contractor will further provide complimentary bottled water in all meeting rooms, if available. If not available, carafes of water and glasses will suffice.

4.5 HOTEL/FACILITY REQUIREMENTS

The Contractor shall provide and/or have meeting facilities that meet the following minimum requirements:

1. Be in a secure location with minimal crime activity.

2. Be on the Federal Emergency Management Agency (FEMA) approved list of hotels

(www.usfa.fema.gov/hotel/search.cfm) or provide certification that it offers the minimum level of fire safety by having at least one (1), single-station, hard-wired smoke alarm in each guest room; and if the building is four (4) 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

Page 5 of 12 Version 1.0 event.

4. Waive all applicable Federal, state, and local taxes where appropriate and as specified in accordance with the current state tax code.

5. Have the ability to hold/store shipped materials and equipment in a secure area at the

Contractor facility and/or meeting facility prior to the start of the workshop at no additional cost to the Government for up to 48 hours.

4.6 HOTEL OFFERINGS

The Contractor shall provide detailed information (included in the quote) regarding:

1. Hotel shuttle services (if applicable), including any possible costs and/or discounts.

2. Ground transportation options and costs (if hotel does not offer shuttle services).

3. Parking – regular rates for self and valet, and any complimentary/discounted rates to Government personnel.

4. Provide complimentary wireless internet accessibility in guest rooms and meeting spaces.

5.0 EXECUTION OF THE PURCHASE ORDER

The Government shall issue a purchase order to the Contractor for the conference room facilities as outlined in this document.

6.0 SCHEDULE OF DELIVERABLES

The sleeping room block will be established in accordance with the schedule required for each course or meeting (outlined in Appendix A).

All Government personnel attending the workshop shall be responsible for booking and guaranteeing their own reservations by the reservation deadline date provided by the Contractor. Each Government employee shall provide a Government Travel credit card upon check-in to cover the cost of the room, applicable taxes and any incidental charges (if applicable).

All meeting room, food and beverage, and AV charges will be made through the Invoice Processing Platform (www.ipp.gov) after receipt of a valid invoice.

7.0 CANCELLATION

The Government by written notice, may terminate this booking/function, in whole or in part, when it is in the Government's best interest.

The Government shall not be charged a cancellation fee. There is no guarantee that any individual session(s) will be rebooked after cancellation.

Page 6 of 12 Version 1.0

8.0 POST MEETING INFORMATION AND FOLLOW-UP

Following the conclusion of the workshop, the Contractor will provide the Government (see section 11) with the following:

Final invoice reflecting all charges with applicable backup information (i.e., invoices).

After Government review and acceptance of the invoice, the Contractor will submit the payment request through the IPP as listed in paragraph 6 above.

9.0 PLACE OF PERFORMANCE

The contracted hotel property and its facilities shall be the place of performance

10.0 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 the last day of the workshop.

Page 7 of 12 Version 1.0

APPENDIX A: MEETING INFORMATION AND SPECIFICATIONS

Federal Government Per Diem Rate) (Update these locations and Per Diem rates for Sedona, AZ)

MEETING

NAME

All Employees Workshop

Max Lodging - $215.00

MEETING DATES Primary Date: August 22-25, Alternative Date: August 15-17, Sleeping Room Requirements

Sunday Travel Day

Monday Travel Day

Tuesday Wednesday Thursday Friday Travel Day

Saturday

Date

8/21/23 or

8/14/23 (Alt)

8/22/23 or

8/15/23 (Alt)

8/23/23 or

8/16/23 (Alt)

8/24/23 or

8/17/23 (Alt)

8/25/23 or

8/18/23 (Alt)

Rooms Booked/Night

120 120 120 120 0

NOTES Room block requested may be amended slightly. If reservation comes under 120 people hotel agrees no fees will be assessed. Most of the employees will be travelling in on Monday afternoon since the workshop starts at 8:00 a.m. on Tuesday.

Page 8 of 12 Version 1.0

Function Space Requirements

Sunday Monday Tuesday Wednesday Thursday Friday

Date

8/22/23 or 8/15/23 (Alt)

8/23/23 or 8/16/23 (Alt)

8/24/23or 8/17/23 (Alt)

General Session Mtg Room

Set for 120 people

7:30AM - 5:00PM

7:30AM - 5:00PM

The Evening (dinner) program will be from 6:00 P.M. – 9:00 P.M.

7:30AM - 2:00PM

Breakout Rooms

3 rooms set for 40 people each.

7:30AM - 5:00PM

3 rooms set for 40 people each.

7:30AM - 5:00PM

3 rooms set for 40 people each.

7:30AM –2:00PM

Registration Tables

Set in front of the General Session room

7:00AM-5:00PM

Page 9 of 12 Version 1.0

Function Space Requirements cont.

MEETING

ROOM SETUP

Registration Table 2 tables with seating for 4 people at each table in front of the General Session Room Contractor will provide pens and writing pads (4x6) in each Room for the duration of the workshop

General Session Room Crescent Round tables w/ 4 people 2 trash cans in meeting rooms 1 head panel table on elevated stage w/skirt in front of room with 4 chairs Podium with mic

On the Wednesday, the group dinner will take place in the General Session Room. The Evening (dinner) Program general session room usage will be from 6:00 P.M. – 9:00 P.M.

Breakout Rooms (3 per day) Breakout Room #1 – Chevron style set-up for 40 personnel Breakout Room #2 – Chevron style set-up for 40 personnel Breakout Room #3 – Chevron style set-up for 40 personnel

2 trash cans in each meeting room

Meeting rooms must be booked on a 24-hour hold beginning from day and time the Government takes possession of function space.

FOOD AND

BEVERAGE:

Break Time ONLY

Catered Meals

Water service, and candy (mints) in all meeting rooms. AM and PM Breaks (as stated previously) with refreshments: coffee, juice, muffins or Danish, in the a.m. and p.m. break should consist of iced tea, soft drinks, chips, or cookies

*08/22/2023 – Dinner – 120 meals – Not to Exceed (NTE) - $4,320.00 (120 x $36.00 per diem) *08/23/2023 – Lunch – 120 meals – Not to Exceed (NTE) - $2,400.00 (120 x $20.00 per diem)

The lunch will be needed on Wednesday as the group will be participating in an off-site technical and informational exchanges with producers and shareholders of the agency. The exchanges will take place at farm and cultural historical locations which are in rural settings with very limited accessibility for food services.

The dinner will be needed on Tuesday as all staff will be required to attend an evening program which will feature a presenter speaking of effectiveness and efficiencies of productive workforce. The presenter will provide critical take-aways needed for the employees to tailor new and innovative approaches for self and team implementation to institutionalize BMPs into everyday business.

Recognition of milestones of service and successes will also be addressed and can also provide critical takeaways by sharing agency’s institutional

Page 10 of 12 Version 1.0 knowledge and diversity of thoughts.

IT

REQUIREMENTS

Wi-Fi needed in all meeting rooms Wi-Fi and bandwidth to support connection with Microsoft suite of software and internet capacity to projected on conference room screen.

AUDIO VISUAL

REQUIREMENTS

General Session Room 2 Projection Screens (i.e., 11x10 w/12k) 2 LCD Projectors 1 Lavalier Mic 1 Standalone podium with mic 2 wireless mics on stands in middle aisles 3 table talk mics on head table (push to talk)

Breakout Rooms Breakout Room 1: (seating for 40 people total; Crescent style)

Time: 7: 30 AM – 5 PM 1-Table on elevated stage w/skirt to seat 4 people 1- Lavalier Mics 2- Tabletop Mics 1- Stand-alone podium w/ mic

Page 11 of 12 Version 1.0

1-LCD Projector/Screen

1- Wi-Fi and bandwidth to support connection with Microsoft suite of software and internet capacity to projected on conference room screen.

Breakout Room 2: (seating for 40 people total; crescent style)

Time: 7: 3 0 AM – 5 PM 1-Table on elevated stage w/skirt to seat 4 people 1- Lavalier Mics 2- Tabletop Mics 1- Stand-alone podium w/ mic 1- LCD Projector/Screen

Breakout Room 3: (seating for 40 people total; crescent style)

Time: 7:30 AM – 5 PM 1-Table on elevated stage w/skirt to seat 4 people 1- Lavalier Mics 1-Tabletop Mics 1-Stand-alone podium w/ mic 1-Mic w/stand for middle of room 1-LCD Projector/Screen

SHIPPING If needed, the Government will ship/mail all workshop materials to Contractor address no earlier than one (1) week prior to the start of the workshop

STORAGE Yes, if needed

NOTES/ADDL

INFORMATION

Page 12 of 12 Version 1.0

APPENDIX B: QUOTE CHECKLIST

All quotes will include the following additional information (as applicable):

☒ Description of Contractor facilities/amenities (brochure) meeting the requirements in the SOW.

☒ 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 of all rooms (conference, breakout and sleeping)

☒ Rates charged and/or offered for all requested meeting space, services, and AV equipment

☒ Published rates for all requested meeting space, services, and AV equipment, as applicable, 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 services (if applicable), including price, service areas, and schedule

Airport ground transportation options and prices (if hotel does not offer shuttle services)

☒ 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 additional price (if applicable)