PWS USDA RD KY State Conference (2).docx

Performance Work Statement USDA RD Kentucky State Conference September 2024 Louisville, KY

1. Description of Services. This is A Firm Fixed Price contract for a training event for USDA/RD federal employees to host a training event. Hotel room accommodations, four-day conference space, AV support, food and beverage, and hotel services are required to be in the same hotel, hotel rooms cannot be provided in separate hotels. The dates shall be from September 9 – 12, 2024.

2. Meeting/Conference Dates/Location. The dates must be Sept 9-12, 2024. USDA RD staff will arrive on Monday, September 9th and depart on Thursday, September 12th. A conference space will be needed from Monday (1:00 pm) September 10th to Thursday (12:00 pm), September 12th. The location must include a large conference room for the duration (Beginning Monday at 1:00pm) and two breakout rooms (Tuesday through Thursday @ noon) accommodating USDA RD staff with breakfast, light snacks, and a beverage station for 2 full days (Tuesday and Wednesday) and 1- half day (Thursday) in the main room, along with a plated dinner Wednesday evening. The setup shall be as follows: The main conference room must accommodate nine-ten people per round table and be able to accommodate 80-90 personnel. The second breakout room can accommodate a minimum of 20 people for meetings. The third breakout room can accommodate a minimum of 35 people. The hotel must conduct the set-up and breakdown of the event space the day prior and after the meeting (Monday, September 9th and the afternoon of Thursday, September 12th).

3. The conference space must have audio visual support, and a microphone that enables everyone to see and hear the program within their table location. We are requesting power strips to each table in the conference room. We are requesting access to, at a minimum, the following audiovisual equipment, or similar alternatives: 2-3500 Lumen 1280x800 Short Throw 1-DLP, 3-50' HDMI Cable, 2-10’ Tripod Screen, 1-Wood Floor Podium, 1-Podium Gooseneck Microphone, and 3-Handheld Microphones. Wi-Fi with a minimum of 50/10 Mbps speed and 35GB data allowance per day is requested.

4. Scope of Work. The contractor is responsible for supplying lodging of a AAA 3-diamond rating or higher (or equivalent rating system). All hotel rooms reserved, and conference rooms/AV support must be located within the same hotel.

5. Hotel Lodging. The contractor shall provide a AAA 3 Diamond or better facility to accommodate 80 rooms for the dates mentioned above for federal employees at the per diem rate ($137.00 per night). All coordination and procurement of lodging with central A/C and heating, daily housekeeping, gym, and access to free Wi-Fi. The lodging venue must house a maximum of 80 individuals. All lodging charges to the room including 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.

6. Conference/Meeting Space. The location must include a large conference room with two breakout rooms, or one breakout room with the ability to split the main conference room, accommodating USDA RD staff with Wi-Fi, breakfast buffet from 0630-0730 hours @ the main conference room Tuesday, Wednesday, and Thursday, all-day beverage service for the duration, Light morning and afternoon snacks (Tuesday through Thursday), and a plated dinner on the evening of September 11, 2024. The setup shall be as follows: The first conference room must accommodate nine-10 people per round table and be able to accommodate 90 people, The second breakout rooms can accommodate a minimum of 20 people for meetings. The third breakout room can accommodate a minimum of 35 people. The hotel must conduct the set-up and breakdown of the event space the day prior and after the meeting (Monday, September 9th and the afternoon of Thursday, September 12th). The conference space must have audio, visuals, and a microphone that enables everyone to see and hear the program within their table location.

7. Dining Area and Meals: The resort facility must accommodate 80-90 individuals with in-house breakfast buffet @ the main conference room, onsite lunch accommodation available for purchase by individual, and dinner options to be within walking distance of venue.

8. Pre-arrival inspection

8.1. The contractor shall permit inspection of the premises by the customer in accordance with Federal Acquisition Regulation (FAR) Subpart 46.4, Government Contract Quality Assurance and 46.202-3, Standard Inspection Requirements.

8.2. The contractor shall provide reasonable access to the designated areas of work to authorized representatives of the customer for the purpose of inspecting conference rooms, hotel rooms, work progress, quality, and compliance with contract requirements. Such inspections shall be conducted at mutually agreed-upon times during regular business hours or as otherwise specified in the contract, to occur no later than 14 business days prior to execution of the contract.

8.3. The contractor shall ensure that all necessary arrangements are made to facilitate efficient and effective inspections, including but not limited to providing advance notice of any access restrictions or safety requirements. The contractor shall cooperate fully with the customer's inspectors and promptly address any deficiencies or discrepancies identified during inspections.

8.4. The contractor shall ensure optional meal choices, at the contracted options, are available to individuals with special dietary needs.