P03 SOW FSA ERP Training _Final.pdf

STATEMENT OF WORK

(SOW)

Farm Service Agency (FSA) Emergency Relief Program

January 22-27, 2023

Farm Production and Conservation Business Center (BC) Management Services Division Business Management Branch USDA - South Building 1400 Independence Avenue Washington, DC

Procurement Sensitive Information in this document is confidential and no detail shall be released to any party without the express permission of the FPAC BC

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Attachment A

Statement of Work (SOW)

1.0 BACKGROUND

The United States Department of Agriculture’s (USDA) Farm Production and Conservation (FPAC) Business Center will carry out meetings for its employees spread across all regions of the United States in several series of classes and sessions, including but not limited to: FPAC’s Employee Development Section (EDS) training courses and FPAC National Meetings.

2.0 OBJECTIVES

The objective of this acquisition is to obtain a meeting space including audio-visual equipment and secure a lodging room block or split room block for the USDA/FSA planned Emergency Relief Program (ERP) training scheduled for January 22-27, 2023. Details for the meeting are detailed within this SOW.

The Government is interested in obtaining quotes for acquiring the conference space in the following locations:

Dallas, TX Ft Worth, TX Washington, DC Atlanta, GA

The Government will review quotes submission and will make a final location decision based on the offeror’s capability to meet the requirements in this document.

3.0 SCOPE OF WORK

The scope of this acquisition is to secure a lodging room block or split room block, and conference and break out rooms as outlined in Appendix A of this SOW. It is the intent of the Government to have the lodging and conference rooms in one location. If the room block cannot be provided, the Government will review the split room block options. If room block is split, the distance between hotels should be no more than one city block apart. No cancellation fees will be assessed if the event is canceled. The Government requires a 1 per 50 be added to the room pick up list.

The conference and breakout rooms must be in one location.

4.0 TASKS OR REQUIREMENTS

4.1 LODGING

This statement of work calls for USDA employees to stay at the host hotel for this training event.

If the host hotel does not have the capability to accommodate 350 single occupancy sleeping rooms, a split room block will be acceptable within one block radius. Each participant will be

Information in this document is confidential and no detail shall be released to any party without the express permission of the FPAC BC

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Attachment A

Statement of Work (SOW) responsible for securing their own lodging reservations with their individual Government travel card.

The hotel must be able to hold / reserve a room block for approximately 350 people or accommodate in a separate location within one block radius. If reservation comes under 350 people no additional fees will be assessed to USDA; remaining rooms will return for use by the general public.

All sleeping rooms must be provided at the per diem rate as published in the Federal Travel Regulation (FTR) and available at www.gsa.gov. These rates are customarily updated on an annual basis. The per diem rate should extend to two nights pre and post. The hotel shall advise whether or not this option can be extended and if rooms are available.

The Federal 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. These items must be paid for directly by the room occupant prior to checkout.

4.2 MEETING ROOM SPACE

The proposed meeting(s) requires function space for the duration of the meeting having a minimum square footage total of 15,000 square feet for general session and all break-out sessions or available space that will allow to host the general sessions personnel and break out room personnel as indicated in Appendix A. Please provide name and dimensions of meeting room being offered.

The hotel facility shall allow for a 24 hour hold on the meeting room(s), of which there shall be no pillars or other visible obstructions.

4.3 AUDIO VISUAL (AV) EQUIPMENT AND NEEDS

The hotel shall be able to provide the Audiovisual equipment as described in Appendix A. The hotel shall agree to the right of FPAC BC 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 should be noted in the quote. The Federal Government reserves the right to hire an outside AV company without any penalties incurred as a part of the Fair Practice Procurement Regulations.

Pricing for required audio visual items (as outlined in Appendix A) must be included in the quote. The hotel must also indicate any applicable service charges.

4.4 FOOD AND BEVERAGE/BANQUET SERVICES

FSA is requesting light refreshments to be provided during the training event. Pricing for the http://www.gsa.gov/

Information in this document is confidential and no detail shall be released to any party without the express permission of the FPAC BC

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light refreshments as outlined in Appendix A is needed for AM and PM breaks on Monday AM/PM, Tuesday AM/PM, Wednesday AM/PM and Thursday AM only. Pricing must be included in Line 001, Conference Space of the price quote. The hotel shall also indicate any applicable service charges. There is no requirement for breakfast / lunch / banquet service, each employee will be responsible for their own breakfast / lunch.

Complimentary water service in all meeting rooms is requested. Hotels to advise if this is not available.

4.5 HOTEL/FACILITY REQUIREMENTS

The hotel selected shall provide and/or have meeting facilities that, at a minimum, meet the following 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, 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. 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 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 shipped materials and equipment in a secure area at the hotel and/or meeting facility prior to meeting at no additional cost to the government.

6. Be located within walking distance of at least 5 eating establishments.

4.6 HOTEL OFFERINGS

The hotel shall give the Government detailed information (included in the quote) regarding:

1. Hotel shuttle services (if applicable), including 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.

Information in this document is confidential and no detail shall be released to any party without the express permission of the FPAC BC

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

5.0 EXECUTION OF THE PURCHASE ORDER

The USDA (as a Federal Government Agency) will issue a purchase order to contract for the conference room facilities and audiovisual equipment 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).

Participants will be responsible for booking and guaranteeing their own reservations by the reservation deadline date provided by the hotel. Each guest shall provide a Government Travel credit card upon check-in to cover room, tax, and 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

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

FPAC BC will not be charged a cancellation fee. There is no guarantee that any individual session will be rebooked after cancellation.

8.0 POST MEETING INFORMATION AND FOLLOW-UP

Following the conclusion of the meeting, the hotel will provide the FPAC Business Center POC (see section 11) with the following:

• Final invoice reflecting all charges with applicable backup.

• After Government review and acceptance of the invoice, the hotel will submit the payment request through the IPP.

9.0 PLACE OF PERFORMANCE

The contracted hotel property and its facilities shall be the place of performance for this RFQ.

http://www.ipp.gov/

Information in this document is confidential and no detail shall be released to any party without the express permission of the FPAC BC

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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 issuance of the final invoice.

APPENDIX A: MEETING INFORMATION AND SPECIFICATIONS

Per Diem Rate: Dallas, TX $154 Ft Worth, TX, $167 Washington DC, $188 Atlanta, GA $163

Function Space Requirements Sunday Monday Tuesday Wednesday Thursday Friday

Date 1/22/23 1/23/23 1/24/23 1/25/23 1/26/23

General Session Mtg Room

Set for 350 participants 7:30am - 5:00pm

Set for 350 participants 7:30am – 11:00 am

Breakout Rooms

(1 room set for 30 people) 7:30am - 5:00pm

(2 rooms set for 124 people each) (1 room set for 72 people) & (1 room set for 30 people) 7:30am - 5:00pm

(2 rooms set for 124 people each) (1 room set for 72 people) & (1 room set for 30 people)

7:30am – 5:00pm

Registration Table

6:00 pm to 8:00 pm

6:00am to 5:00pm

6:00am to 5:00pm

6:00am to 5:00pm

6:00am to 12:00 pm

MEETING

NAME

Emergency Relief Program Meeting

MEETING DATES January 22-27, 2023

Sleeping Room Requirements Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Date 1/22/23 1/23/23 1/24/23 1/25/23 1/26/23 1/27/23

Rooms Booked/Night

350 350 350 350 350 0

NOTES Room block requested may be amended slightly. If reservation comes under 350 people hotel agrees no fees will be assessed.

Information in this document is confidential and no detail shall be released to any party without the express permission of the FPAC BC

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Function Space Requirements cont.

MEETING

ROOM SETUP

Registration Table 2 tables with seating for 4 people at each table Hotel to provide pens and writing pads (4x6) in each Room for the duration of the meetings

General Session Room Classroom style 1 head panel table on elevated stage w/skirt in front of room with 4 chairs

Breakout Rooms #1 and #2 Tuesday and Wednesday Classroom style set-up for 124 each (2 rooms)

Breakout Room #3 Tuesday and Wednesday Classroom style set-up for 72 (1 room)

Breakout Room #4 Monday, Tuesday and Wednesday Classroom style set-up for 30 (1 room)

Will provide 2 trash cans in each meeting room

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

FOOD AND

BEVERAGE:

Break Time ONLY

Water service, and candy (mints) in all meeting rooms. AM and PM Breaks 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

IT

REQUIREMENTS

Wi-Fi needed in all meeting rooms Electric outlets (power strips) for all employees to charge their laptops (daily) WiFi and Bandwidth to support Connection with Microsoft Teams to be projected on screen

AUDIO VISUAL

REQUIREMENTS

General Session Room 2 Projection Screens no larger than 11x10 w/12k 2 LCD Projectors 1 Lavalier Mic 1 Standalone podium w/mic 2 wireless mics on stands in middle aisles 3 table talk mics on head table (push to talk) 1 Standalone podium with mic

Breakout Rooms

• Breakout Room 1: (seating for 124 people total; classroom style)

Time: 7 : 3 0 AM – 5 PM 1-Table on elevated stage w/skirt to seat 4 people 1-Lavailer Mics 2-Table top Mics 1-Stand-alone podium w/ mic 1-Mic w/stand for middle of room 1-LCD Projector/Screen

1-Connection with Microsoft Teams and to project on screen 143-Plugs for laptops 143-WiFi access

Information in this document is confidential and no detail shall be released to any party without the express permission of the FPAC BC

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• Breakout Room 2: (seating for 124 people total; classroom style)

Time: 7 : 3 0 AM – 5 PM 1-Table on elevated stage w/skirt to seat 4 people 1-Lavailer Mics 2-Table top Mics 1-Stand-alone podium w/ mic 1-Mic w/stand for middle of room 1-LCD Projector/Screen 1-Connection with Microsoft Teams and to project on screen 143-Plugs for laptops 143-WiFi access

• Breakout Room 3: (seating for 72 people total; classroom style) Time: 7:30 AM – 5 PM 1-Table on elevated stage w/skirt to seat 4 people 1-Lavailer Mics 1-Table top Mics 1-Stand-alone podium w/ mic 1-Mic w/stand for middle of room 1-LCD Projector/Screen 1-Connection with Microsoft Teams and to project on screen 93-Plugs for laptops 93-WiFi access

• Breakout Room 4: (seating for 30 people total; classroom style) Time: 7:30 AM – 5 PM 1-Table on elevated stage w/skirt to seat 4 people 1-Lavailer Mics 1-Table top Mics 1-Stand-alone podium w/ mic 1-LCD Projector/Screen 1-Connection with Microsoft Teams and to project on screen 30-Plugs for laptops 30-WiFi access

SHIPPING Meeting materials will be shipped to hotel no more than one week prior to the meeting date.

STORAGE None

NOTES/ADDL

INFORMATION

Provide name of POC in charge of this requirement

Information in this document is confidential and no detail shall be released to any party without the express permission of the FPAC BC

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APPENDIX B: QUOTE CHECKLIST

All quotes must include the following (as applicable):

☒ Description of hotel 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

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

(AV)

☒ Published/Rack rates for all requested meeting space, services, and equipment (AV), as applicable, in order 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 costs, service areas, and schedule

☐ Airport ground transportation options and costs (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 costs (if applicable)