RFQ - 12319824Q0043 All ROC Meeting.pdf

REQUEST FOR QUOTATION (RFQ) No. 12319824Q0043

Issuing Office: United States Department of Agriculture Food and Nutrition Service (FNS) Contracts Management Division (CMD) 1320 Braddock Place Alexandria, VA 22314

Solicitation Number: 12319824Q0043

Agency Contacts: Brandon O. Lorthridge Contracting Officer/Contract Specialist Brandon.Lorthridge@usda.gov

Ian Lipscomb, Contract Specialist Ian.Lipscomb@usda.gov

Giovanna Grayson, Contract Specialist Giovanna.Grayson@usda.gov

Title: FNS 2024 All Retailer Operations & Compliance Meeting

Solicitation Release Date: July 12, 2024

Technical Questions Due Date: 1:00 p.m., Eastern Time (ET), July 18, 2024.

Questions must be emailed to Brandon O.

Lorthridge at brandon.lorthridge@usda.gov

Quotation Due Date: 1:00 p.m., ET, July, 25, 2024. Quotes must be emailed to Brandon O. Lorthridge at brandon.lorthridge@usda.gov

NOTE: As a result of this RFQ, FNS anticipates awarding a single Firm-Fixed-Price (FFP) purchase order. This is an Unrestricted Set-Aside for NAICS 721110; Hotels (except Casino Hotels) and Motels.

Quotations will only be accepted from hotels/venues within the following regions of San Diego, CA: Pacific Beach, La Jolla, Mission Hills, Old Town, Point Loma, and Mission

Hills mailto:Brandon.Lorthridge@usda.gov mailto:Ian.Lipscomb@usda.gov mailto:Giovanna.Grayson@usda.gov

PART I - RFQ INFORMATION AND INSTRUCTIONS

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

This is an OPEN-MARKET Firm-Fixed-Price (FFP) RFQ. This solicitation is prepared in accordance with Federal Acquisition Regulation (FAR) Part 12, the Acquisition of Commercial Products and Commercial Services in conjunction with the policies and procedures for solicitation, evaluation, award as prescribed in FAR Part 13, Simplified Acquisition Procedures to include FAR Subpart 13.5, Simplified Procedures for Certain Commercial Products and Commercial Services. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-03.

This solicitation is an Unrestricted set-aside and the North American Industry Classification System (NAICS) code is 721110; Hotels (except Casino Hotels) and Motels with an industry size standard of $40,000,000.00. A responsible quoter is one whose quotation conforms to the solicitation and will be most advantageous to the Government. It is the contractor’s responsibility to be familiar with applicable clauses and provisions. FAR Provisions and Clauses may be viewed and/or downloaded from http://www.acquisition.gov/far.

All contractors must have a current active registration in the System for Award Management (www.SAM.gov) at the time of quote submission in order to be eligible to receive an award under this RFQ.

The resulting purchase order (PO) from RFQ 12319824Q0043 will be issued to one (1) vendor based on a Best Value evaluation. Vendors are encouraged to submit pricing for the primary and the alternate date.

http://www.acquisition.gov/far http://www.sam.gov/

INSTRUCTIONS FOR PREPARATION OF QUOTATIONS

In responding to this RFQ, quotations MUST include the following:

1. Technical Quote: Narrative discussion addressing the quoter’s technical approach and technical merit factors identified in Part I, Section 6.0, Evaluation of Quotations. A description of how the Performance Work Statement (Part III) requirements will be completed. Multiple date options have been provided for the Meeting.

Technical quote must not contain pricing information.

2. Past performance references: Provide a matrix of recent relevant past performance (within the last three (3) years), which shall include the following: a short description of the work, the dates of work performance, the name of the client and a contact phone number and email address, so a reference check can be conducted. Quotations must include three (3) references.

3. Price Quote: Submitted pricing in the format of the Contract Line Item Number (CLIN) Structure table shown in Part II. Vendors pricing must be only submitted on attached Attachment 1 - Pricing.xlsx Excel. Pricing must not be included in the Technical Quote. The Excel file must be provided back still in Excel format.

Quoters are encouraged to submit pricing for the primary and alternative date.

4. Organizational Information: Quotations shall include the following mandatory business information regarding your company in the body of the cover email message:

1. Confirmation your company accepts government purchase orders

2. Business Size (Small, Woman-Owned, Disadvantaged, Hub-Zone, Large, Non- Profit, etc.)

3. Payment Terms (Government Standard is NET 30)

4. SAM.gov Unique Entity ID (UEI)

5. Federal Tax Identification Number (TIN) (9-Digits)

6. Correct Mailing Address for the order (include name, telephone, email address); Note:

Mailing address and entity name shall match the information in www.sam.gov Verification company information listed in the System for Award Management (SAM) current and accurate? https://www.sam.gov/SAM/

5. Instructions for Preparation of Quotations: Quotations shall be submitted electronically as Adobe (.pdf) files with the technical capability, pricing, past performance and organizational information sections submitted in a SINGLE email whose size shall not exceed 10 Megabytes.

Quotations technical capability, past performance and organization information can be in one PDF however no pricing information (including room rates) can be including with this information.

Vendors pricing must be only submitted on attached Attachment 1 - Pricing.xlsx Excel.

6. Evaluation of Quotations: The Government will evaluate quotes and make a Best Value award decision based on the following factors rated:

1. Technical Capability;

i. The Government will evaluate Technical based upon a tiered approach. Quotes submitted with Primary and Alternate Dates.

2. Past Performance; and

3. Price.

All evaluation factors other than cost or price, when combined, are significantly more https://www.sam.gov/SAM/ important than cost or price.

*NOTE: The Government will evaluate each quotation for the Primary Date to include the Technical, Past Performance and Price. The Government will conduct a Best Value Tradeoff only for the Primary Date. If award is not made utilizing the Primary Date, the Government will proceed with evaluation of the Alternate Date (Technical, Past Performance, and Price). Tradeoff will be performed for the Alternate Date.

TECHNICAL EVALUATION CRITERIA

Technical Evaluation and ranking of the quote will be based on the following elements:

1. Facility availability. As described in the Performance Work Statement (PWS):

1. Provide chart which outlines date availability as identified in the Detailed Requirements section, Part III, 1.4 – Detailed Requirements.

2. Describe your cancellation procedures and fees associated, including a maximum cancellation fee.

i. Cancellation fees must be provided in dollars (not percentages) and cannot be more than the total quoted price for that seminar.

3. Draft Venue Contract/Agreement: If you plan to ask the government to sign such a document, you must provide a draft contract/agreement which does not include taxes, insurance, or an indemnity clause, and does include wording to the effect that where the government’s contract conflicts, the government contract will take precedence. There are specific items and terms which the government cannot permit in a binding contract.

2. Meeting rooms and facility space(s): Include a floor plan of all spaces, indicating which meeting rooms and facility spaces are being offered. Refer to Detailed Requirements section for quantity, and capacity requirements.

1. Main Meeting Room: Conference room meeting the capacity noted in the Detailed Requirements section.

2. Breakout rooms: Separate breakout rooms meeting the quantities and capacities noted in the Detailed Requirements section.

3. Registration area: One (1) registration area located outside of the Main Meeting Room.

4. ADA accessible: The Main Meeting Room and breakout rooms must comply with ADA standards, including elevators and ramps (annotate these on the floor plan).

3. Meeting space equipment and services:

1. High speed wireless internet connection throughout all meeting rooms and common areas.

2. Light Refreshments and Beverage Service

i. Beverage service (coffee, tea, hot water, ice water) will be available 7:00 am to 5:00 pm PT on each day of the event (refer to the Detailed Requirements section, Part III, 1.4 – Detailed Requirements) in a central location and ice water will be available in the Main Meeting Room and breakout rooms.

3. Cleaning services. Cleaning standards described, including cleaning protocols, requirements for staff, and include location of hand sanitizer stations.

4. Lodging and amenities:

1. Non-smoking lodging room block within the facility for up to capacity noted in the Detailed

Requirements section (Part III, 1.4 – Detailed Requirements).

2. The FNS attendees will have access to Wi-Fi, and other amenities available to standard hotel guests (such as exercise rooms, guest services) for the duration of the meeting.

3. The facility must be of convenient and safe access to restaurants and attractions that are either within reasonable walking distance (10 minutes or less), and/or well connected by affordable public transportation, or ride share services (taxi, Uber, Lyft, etc.)

5. Staff qualifications: Provide resume(s) of qualifications demonstrating at least three (3) years of experience for each of the following:

1. Project Manager: with conference planning experience.

2. Onsite audio/video (AV) / information technology (IT)/ Maintenance support: with conference support experience.

PAST PERFORMANCE - EVALUATION CRITERIA

1. Past Performance

a. References: Three (3) recent and relevant references to verify past performance. Recent and relevant is defined as similarly sized events within the past four (4) years. Please provide the name of the client, event, and phone number/email address so a reference check can be conducted. Verify satisfactory past performance. Demonstrated past performance that will meet the Government's requirements outlined in the PWS. Factors that may be reviewed include:

i. Timeliness—Delivery or Performance

ii. Problem Responsiveness

iii. Quality of Purchased Product or Services

iv. Technical Support

v. Delivered Quantities

b. Information obtained from the vendors CPARS (https://www.cpars.gov/) and SAM.gov (https://sam.gov/content/home) Government websites.

PRICE - EVALUATION CRITERIA

1. Price

a. Vendors must fill out the attached Attachment 1 - Pricing.xlsx Excel with pricing for each of the dates they are able to accommodate. As price might change for each of the dates requested, quoters must fill out each pricing section they are able to accommodate with pricing for all four (4) CLINs for each.

https://www.cpars.gov/ https://sam.gov/content/home

PART II - SCHEDULE OF SERVICES

FNS 2024 All Retailer Operations & Compliance Meeting

The Contractor shall furnish all supplies/services to perform the tasks described under this purchase order entitled, FNS 2024 All Retailer Operations & Compliance Meeting. The Contractor shall furnish all supplies/services in support of the mission of the FNS.

This is an UNRESTRICTED SET-ASIDE, FIRM-FIXED-PRICE (Request for Quotation and Quoters shall quote a total price breakdown utilizing the Contract Line Item Number (CLIN) chart below.

Contract Line Items 3 and 4 will be considered for the total price evaluation for award purposes.

However, these CLINs will not be included as part the resulting purchase order(s); these items will be charged to the individual attendee.

PRIMARY DATE (AUGUST 12, 2024)

FNS 2024 ALL RETAILER OPERATIONS & COMPLIANCE MEETING

(Up to 170 ATTENDEES)

Item

Description

Unit Price

Quantity

Total

Payment Obligation

Meeting room(s) and facility space rental (refer to Part III, 1.4 – Detailed Requirements), Light Refreshments and Beverage Service, and AV Equipment Pricing: Firm Fixed Price

EA

Purchase

Order

Taxes/fees/service charges for Light Refreshments and Beverage Service (if applicable)

Total Price Purchase Order Items (Lines 1-2)

Item Description Unit Price Quantity Total Payment Obligation

Lodging (At Government Per Diem Rate or Below)

(170 Rooms X 3 nights) and (100 Rooms x 1 night)

Individual Attendee

4 Taxes/fees for Lodging $

$ Individual Attendee

Total Price for Evaluation Purposes Only (Lines 1-4)

ALTERNATIVE DATE (AUGUST 19, 2024)

FNS 2024 ALL RETAILER OPERATIONS & COMPLIANCE MEETING

(Up to 170 ATTENDEES)

Item

Description

Unit Price

Quantity

Total

Payment Obligation

Meeting room(s) and facility space rental (refer to Part III, 1.4 – Detailed Requirements), Light Refreshments and Beverage Service, and AV Equipment

Taxes/fees/service charges for Light Refreshments and Beverage Service (if applicable)

Total Price Purchase Order Items (Lines 1-2)

Item Description Unit Price Quantity Total Payment Obligation

Lodging (At Government Per Diem Rate or Below)

Individual Attendee

4 Taxes/fees for Lodging $

$ Individual Attendee

Total Price for Evaluation Purposes Only (Lines 1-4)

PART III - PERFORMANCE WORK STATEMENT

FNS 2024 All Retailer Operations & Compliance Meeting

1.0 - OVERVIEW

This is a non-personal services contract to provide Meeting/event planning support services equipment, and a venue for The FNS 2024 All Retailer Operations & Compliance Meeting. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such service providers shall be accountable solely to the Contractor, who, in turn is responsible to the Government as defined in this Performance Work Statement. The Contractor shall perform to the standards herein.

1.1- BACKGROUND

The mission of USDA’s FNS is to increase food security and reduce hunger in partnership with cooperating organizations by providing children and low-income people access to food, a healthy diet, and nutrition education in a manner that supports American agriculture and inspires public confidence.

ROC is responsible for ensuring Program Integrity is administered throughout all SNAP retailer participants. ROC reviews all retailer applicants to participate in the program, monitors all SNAP transaction activity for fraud, performs investigations of suspect retailers and sanctions those that violate program regulations. Tasks related to these efforts are performed by the two ROC Divisions in coordination with two Program Units.

1.2- OBJECTIVE

The objective of this contract is to procure Meeting/event planning support services, equipment, and a venue that meet FNS’s requirements.

1.3- SCOPE OF WORK

ROC is seeking hotel Meeting room(s), sleeping rooms, and audio & visual services for up to 170 ROC staff members during the week of August 12, 2024 (Primary Date), or August 19, 2024 (Alternate Date). The event is for a three-day mission critical staff meeting for ROC staff, with meeting space that includes break-out rooms, a large meeting space, and audio-visual equipment/technical support. While the meeting will take place over the course of three (3) days (Tuesday - Thursday), lodging will be required as early as the Monday preceding the meeting, and as late as the Friday following the meeting (due to staff travel destinations). Therefore, the Contractor must account for these additional days in the meeting planning activities. ROC Management staff will also need meeting space the Monday afternoon preceding the meeting.

The lodging and meeting space must be located at the same hotel. Staff must not be required to travel from their lodging location to the meeting location. In addition, the Contractor shall provide audio and visual equipment during the three-day meeting.

General Requirements: The Contractor must provide all materials, equipment, labor, and any other items necessary to carry out the FNS 2024 All Retailer Operations & Compliance Meeting, including provide meetings rooms, guest rooms, audio visual equipment, and break refreshment and beverage service from the venue for the duration of the event as defined in this Performance Work Statement and Technical Exhibit 1 and 2. Please refer to the Deliverable tasks in this document, section 4.0 - EXHIBIT LIST.

The facility must have meeting facilities that, at a minimum, meet the following requirements:

1. 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.

2. 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.

3. Waive all applicable Federal, state, and local taxes where appropriate and as specified in accordance with the current state tax code. The Federal Government is tax exempt, and tax should not be charged. Please refer to FAR Part 29 – Taxes and Part 31- Contract Cost Principles and Procedures, for additional information.

4. If available, 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.

5. If available, have complimentary shuttle service for ROC staff to travel to and from the airport to hotel.

NOTE: All FNS participants will pay for their lodging and meals separately using their government travel card. The Government is not obligating funds for lodging and meal services under this contract and makes no assurances to quantity purchased by FNS attendees.

1.4- DETAILED REQUIREMENTS

DAY ACTIVITY MEETING

SPACE

USE TIME

MEETING SPACE

Use/# of attendees

BREAK

SERVICES

Beverage &

Refreshments

OVERNIGHT ROOM

ACCOMMODATIONS

USE/ESTIMATED NO.

OF LODGING ROOMS

MON Set up 11:00a- 9:00p

Main Room Set up only N/A Yes – Check in 170 Breakout 1 Set up only

Breakout 2 Set up only Breakout 3 Set up only Breakout 4 Set up only Registration Open Use

TUE Seminar (Day 1)

7:00a- 9:00p

Main Room 170 All Day Beverage AM Refreshments PM Refreshments

Yes 170 Breakout 1 70-75 Breakout 2 70-75 Breakout 3 30-35 Breakout 4 18-20 Breakout 5 12-15 Breakout 6 10 Registration Open Use

WED Seminar (Day 2)

7:00a- 9:00p

Main Room 170 All Day Beverage

Yes 170

Breakout 2 70-75 Breakout 3 30-35 Breakout 4 18-20 Breakout 5 12-15 Breakout 6 10 Registration Open Use

THUR Seminar (Day 3)

7:00a- 9:00p

Main Room 170 All Day Beverage

Yes 100

Breakout 2 70-75 Breakout 3 30-35 Breakout 4 18-20 Breakout 5 12-15 Breakout 6 10 Registration Open Use

FRI N/A N/A N/A N/A N/A No – Check out N/A

1.5- PAYMENT OBLIGATIONS

The Government and individual attendee’s payments obligations are as follows:

GOVERNMENT PURCHASE ORDER

Items are eligible for reimbursement through Government Purchase Order Agreement.

INDIVIDUAL ATTENDEE

Item ordered by individual attendees, billed to and paid by the attendee directly.

Meeting Rental Spaces (e.g.; Meeting Room, Breakout Room)

Sleeping rooms

Audio Visual Equipment Lodging taxes/fees

Light Refreshments and Beverage Service (e.g.; Beverage service (coffee, tea, hot water, ice water) will be available 7:00 am to 5:00 pm PT on each day of the event)

Taxes, fees, and service charges (If applicable)

2.0- TASK: MEETING SPACE REQUIREMENTS

Both the Main Meeting Room and Breakout Meeting Rooms shall be near each other (co-located in the same building/same floor). All meeting rooms will be on a 24-hour hold during each day of the event and will not be available for other hotel customers during FNS’s Meeting.

Meeting space must be clearly labeled for FNS attendees and directional signs/posters should be provided if needed, per the Technical Point of Contact’s (TPOC) request.

The 2024 All ROC Employee Meeting requires functional meeting space for the entire duration of the three-day meeting, including the Monday afternoon preceding first day of the meeting. The Contractor shall ensure that the Meeting rooms are equipped with one (1) large meeting space for ROC’s use, meeting the specifications described immediately below. The Contractor shall ensure that ROC can display “Welcome,” agenda, and slideshow signage in the hotel lobby, either on display screens, television screens, or another similar media device. The Meeting can expect to display slideshows in the lobby outside the meeting room throughout the duration of the meeting and should have the appropriate equipment required to execute such displays on TV screens, or other similar media devices. In addition, we request approximately eight (8) tables lined-up through the perimeter of the lobby outside the large meeting space to be able to display posters.

FNS shall provide contents of this information to be displayed directly to the hotel staff setting up this equipment.

A) MAIN MEETING ROOM

Main Meeting Room space and set-up to hold the number of participants, noted in 1.4 Detailed Requirements section, configured as specified below for the duration of the event.

An approval of room set up by the TPOC is required prior to the event.

MAIN MEETING ROOM SPECIFICATIONS

a) One (1) stage with the United States flag (preferably a raised stage)

b) Three (3) podiums each with microphones

c) Five (5) rectangle tables in front of room behind or to the side of the podiums

d) Two (2) rolling carts to accommodate awards and pins

e) Table setting should be school room style or round table with all seating facing the front so no one has to rearrange their physical body to face the front of the room

f) Tables need to be fitted with tablecloths and skirts

g) Trash and recycling receptacles at back of room

h) Restroom access on the same floor as the Meeting Rooms

i) Light refreshments before each meeting day which may include water, coffee, tea milk, juice cream, sugar, mini muffins and/or pastries, fruit, donuts, and cups with lids (FAR Sec. 301-74.7)

j) Light refreshments at mid-afternoon for each meeting day which may include water, sodas, juice, and snacks (such as pretzels, cookies, chips, fruit)

k) Dedicated Wi-Fi access with sufficient bandwidth to support connection with Microsoft Teams, Zoom, or other similar networking programs for all attending the meeting

MAIN MEETING ROOM AUDIO & VISUAL SPECIFICATIONS

-Two (2) projectors with associated screens that can display PowerPoint slides, videos, or other visuals in the Main Meeting Room -Including a wireless, handheld clicker for changing of slides -Sound system and three (3) handheld, wireless microphones to broadcast each speaker’s voice and other audio sounds -Two (2) lavalier microphones -Electric outlets (power strips) for all employees to charge their laptops, mobile devices, etc.

B) BREAKOUT ROOMS

Breakout Room spaces and setup to hold the number of participants, noted in 1.4 Detailed Requirements section, configured as specified below for the duration of the event. An approval of room set up by the TPOC is required prior to the event.

BREAKOUT ROOM SPECIFICATIONS

a) Appropriate number of table(s) to comfortably fit the number of individuals as outlined in1.4 Detailed Requirements section

b) Table setting should be school room style or round table with all seating facing the front so no one has to rearrange their physical body to face the front of the room

c) Tables need to be fitted with tablecloths and skirts

d) Trash and recycling receptacles at back of room

BREAKOUT ROOM AUDIO & VISUAL SPECIFICATIONS

a) One (1) projector with associated screen that can display PowerPoint slides, videos, or other visuals in each of the breakout rooms

b) One (1) microphone needed in the 2 larger breakout rooms

c) Internet/WIFI access with sufficient bandwidth to support connection for all attendees

The Contractor shall be available by phone to mediate an issue that might occur with the hotel, meeting room(s) and the audio-visual equipment. FNS shall also be permitted to use its own audio-visual equipment, if needed, where there is no additional cost incurred for connection to any of the contractor’s existing systems (e.g. sound, phone lines, etc.).

NOTE: Anticipate each seminar participant will have at least one device that will connect to Wi- Fi. It is required that the Meeting wireless network can maintain the appropriate number of connections.

2.1- TASK: SLEEPING ROOMS

A) The Contractor shall have available guest sleeping rooms for the number of participants.

Refer to the Detailed Requirements section of this PWS for quantities and capacities.

1. Rooms will be reserved by seminar participants.

2. Lodging rooms shall be available at check-in time on Day 1 through check-out time on final day or sooner/later, depending on guests’ schedules.

3. The Government makes no assurances in this contract of room occupancy and amount of room rentals throughout this period of performance.

4. No funding obligation for room rentals is made through this purchase order. Lodging room, taxes, and fees are the responsibility of each individual attendee. This solicitation and resulting purchase order(s) requires the availability of the rooms.

5. Some of our employees traveling from distant locations may need to check in as early as one (1) day prior to the meeting start date and/or check-out one (1) day late, depending on participant’s flight schedules. For those within driving distance, guests may arrive the morning of the meeting start date, and check-out the meeting end date.

6. Attendees will make their individual reservations and payments. All reservation information shall be provided by three (3) weeks prior to the meeting start date. After this date, the Contractor’s obligation to hold the rooms is removed.

7. Meet Americans with Disabilities Act (ADA) standards and include “Barrier-free” room availability for persons requiring such rooms.

Lodging: Lodging Rates must be offered at the government per diem rate or below, and the facility must meet all specifications outlined in the PWS.

The Contractor shall reserve a room block for 170 individuals at or below the government 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 one night before the meeting event and one night after the event. No additional lodging costs such as resort fees should be charged.

If the total number of reservations made results in a lower number than the number of individuals who attend, any additional fees will not be assessed to FNS or any ROC staff, and remaining rooms will be returned for use by the general public.

The Contractor shall provide ROC with either a group booking code, or a direct link to complete booking. Each attendee will be responsible for booking his/her own lodging reservations with their individual Government travel card using the Concur travel system.

Individuals will be responsible for booking and guaranteeing their own reservations by the reservation deadline provided by the Contractor. The hotel may NOT charge the travelers’ debit or credit card in advance of travelers’ arrival. Credit card authorization may not be obtained until the traveler has checked in.

The Contractor shall ensure that guests are allowed to check-in early (if available) on the arrival day (Monday or Tuesday), and check-out late on the departure date (Thursday or Friday) at no extra cost. Meeting participants wishing to extend their stay in the hotel must check out within the designated checkout time on the specified end date. All ROC employee meeting guests are fully responsible for any incurred expenses during their extended stay.

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 additional charges. These items must be paid for directly by the room occupant prior to checkout.

Sleeping Room Specifications: All sleeping rooms shall met FedRooms standard amenities. All regular hotel guest facilities and amenities, to include the hotel business center and the exercise facilities, shall be made available for meeting attendees free of charge, if they are registered in the hotel. All sleeping rooms must include internet/WIFI service at no fee.

Breakout of Sleeping Rooms

Monday Tuesday Wednesday Thursday Date: 08/12/2024 or 8/19/2024 08/13/2024 or 8/20/2024 08/14/2024 or 8/21/2024 08/15/2024 or 8/22/2024 # of sleeping rooms to be reserved each night

170 170 170 100

2.3- TASK: FACILITY AMENITIES

A) Facility

1. The facility must be of convenient access to restaurants and attractions that are either within reasonable walking distance, and/or well connected by affordable public transportation, or ride share services (taxi, Uber, Lyft, etc.).

a. Attendees must have access to on-site restaurants or options within walking distance for meals that are not provided as part of the meeting.

2. Cleaning Standards:

a. All Meetings spaces are cleaned and sanitized before each meeting and maintain cleanliness of spaces during breaks. Ensure sanitizer, wipes, and other cleaning supplies are located in all meeting spaces.

b. High-touch equipment such as mixers, remote controls, and video switches are cleaned continually with alcohol-based sanitizer throughout all events.

http://www.gsa.gov/

3. Accessibility:

a. The meeting facility meets the accessibility requirements as required by the

Americans with Disabilities Act (ADA).

b. Ten percent (10%) of Meeting restroom facilities must meet federal accessibility requirements. An accessible route to each restroom must be provided.

B) Amenities: FNS attendees will have access to Wi-Fi, and other amenities available to standard hotel guests (such as exercise rooms, guest services) for the duration of the meeting event.

2.4- TASK: ON-SITE MEETING SUPPORT

The Contractor shall:

B) Coordinate set-up and seating arrangements for all meeting rooms, and registration in coordination with the TPOC. Ensure proper AV and equipment set-ups in accordance with this Performance Work Statement.

C) Manage logistics, oversee all breaks, and ensure proper AV hookups and equipment set-ups on-site. Mitigate all complaints and problems that arise.

D) Ensure all attendees who made reservations have a room at the hotel upon arrival and resolve any lodging problems with the hotel staff.

E) Light Refreshments and Beverage Service

1. The Contractor shall provide continuous beverage service (coffee, tea, hot water, ice water) from 7:00am to 5:00pm PT on meeting days.

2. Light Refreshments shall be provided for attendees during each day of the meeting event.

Both the light refreshments and continuous beverage service will be charged to the Government Purchase Order.

3. The light refreshments and continuous beverage service shall be sufficient for the number of total attendees. Exact numbers will be provided by nine (9) days prior to the start of the meeting.

4. The TPOC shall have final approval of the light refreshments and beverage service choices. Current estimates are included under the Detailed Requirements section of this Performance Work Statement.

5. There is no requirement for breakfast, lunch, or banquet service.

6. The Contractor shall provide complimentary water service in all breakout rooms.

3.0- PERIOD OF PERFORMANCE

The period of performance for this order is from the date of award until September 30, 2024.

3.1- PLACE OF PERFORMANCE

The place of performance shall be at the selected hotel/venue.

PWS – EXHIBITS

4.0- EXHIBIT LIST

4.1- TECHNICAL EXHIBIT 1 – Deliverable Schedule

4.1- TECHNICAL EXHIBIT 1 – Deliverables Schedule While normally, FNS does not expect written deliverables for meetings, FNS does require active and regular engagement with the Contractor. As such, FNS expects the Contractor to be available for regular planning meetings with FNS.

Key Deliverables

No. Deliverable Objective Due 1 Enough hotel rooms ROC staff has sufficient, safe, and comfortable lodging in selected city/state area

No later than 20 business days before event date

2 Meeting Spaces:

Ballroom & breakout rooms

ROC staff can meet collectively in a single, large group; and in smaller, breakout groups

Event date

3 Management of A/V Equipment

Assure the maintenance of a functioning and accessible audio-visual setup throughout the duration of the meeting

Duration of meeting

4 RFQ Provide FNS with quote(s) for services

One month before event date

PART IV - PROVISIONS AND CLAUSES

FEDERAL ACQUISITION REGULATION (FAR) AND

AGRICULTURE ACQUISITION REGULATION (AGAR)

PROVISIONS

FAR & AGAR PROVISIONS INCORPORATED BY REFERENCE

52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at https://www.acquisition.gov/far

(End of provision)

52.204-7 System for Award Management (Oct 2018)

52.204-16 Commercial and Government Entity Code Reporting (Aug 2020)

52.212-1 Instructions to Offerors -- Commercial Items (Mar 2023)

52.212-3 Offeror Representations and Certifications -- Commercial Items (Dec 2022)

FAR & AGAR PROVISIONS IN FULL TEXT

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021)

The Offeror shall not complete the representation at paragraph (d)(1) of this provision if the Offeror has represented that it "does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument" in paragraph (c)(1) in the provision at 52.204-26, Covered Telecommunications Equipment or Services—Representation, or in paragraph (v)(2)(i) of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products or Commercial Services.

The Offeror shall not complete the representation in paragraph (d)(2) of this provision if the Offeror has represented that it "does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services" in paragraph (c)(2) of the provision at 52.204-26, or in paragraph (v)(2)(ii) of the provision at 52.212-3.

(a) Definitions. As used in this provision—

Backhaul, covered telecommunications equipment or services, critical technology, interconnection arrangements, reasonable inquiry, roaming, and substantial or essential component have the meanings provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

(b) Prohibition. (1) Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, https://www.acquisition.gov/far

2019, from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.

Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements;

or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(2) Section 889(a)(1)(B) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2020, from entering into a contract or extending or renewing a contract with an entity that uses any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. This prohibition applies to the use of covered telecommunications equipment or services, regardless of whether that use is in performance of work under a Federal contract. Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements;

or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(c) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) ( https://www.sam.gov) for entities excluded from receiving federal awards for "covered telecommunications equipment or services".

(d) Representation. The Offeror represents that—

(1) It □ will, □ will not provide covered telecommunications equipment or services to the Government in the performance of any contract, subcontract or other contractual instrument resulting from this solicitation. The Offeror shall provide the additional disclosure information required at paragraph (e)(1) of this section if the Offeror responds "will" in paragraph (d)(1) of this section; and

(2) After conducting a reasonable inquiry, for purposes of this representation, the Offeror represents that—

It □ does, □ does not use covered telecommunications equipment or services, or use any equipment, system, or service that uses covered telecommunications equipment or services. The Offeror shall provide the additional disclosure information required at paragraph (e)(2) of this section if the Offeror responds "does" in paragraph (d)(2) of this section.

(e) Disclosures. (1) Disclosure for the representation in paragraph (d)(1) of this provision. If the Offeror has responded "will" in the representation in paragraph (d)(1) of this provision, the Offeror shall provide the following information as part of the offer:

(i) For covered equipment—

(A) The entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the original equipment manufacturer (OEM) or a distributor, if known);

(B) A description of all covered telecommunications equipment offered (include brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); and

(C) Explanation of the proposed use of covered telecommunications equipment and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(1) of this provision.

(ii) For covered services—

(A) If the service is related to item maintenance: A description of all covered telecommunications services offered (include on the item being maintained: Brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); or

(B) If not associated with maintenance, the Product Service Code (PSC) of the service being provided;

and explanation of the proposed use of covered telecommunications services and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(1) of this provision.

(2) Disclosure for the representation in paragraph (d)(2) of this provision. If the Offeror has responded "does" in the representation in paragraph (d)(2) of this provision, the Offeror shall provide the following information as part of the offer:

(i) For covered equipment—

(A) The entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the OEM or a distributor, if known);

(B) A description of all covered telecommunications equipment offered (include brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); and

(C) Explanation of the proposed use of covered telecommunications equipment and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(2) of this provision.

(ii) For covered services—

(A) If the service is related to item maintenance: A description of all covered telecommunications services offered (include on the item being maintained: Brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); or

(B) If not associated with maintenance, the PSC of the service being provided; and explanation of the proposed use of covered telecommunications services and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(2) of this provision.

(End of provision)

End of provisions

CLAUSES

FAR CLAUSES INCORPORATED BY REFERENCE

52.252-2 -- Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at http://www.acquisition.gov/far

(End of Clause)

52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020)

52.204-27 Prohibition on a ByteDance Covered Application (Jun 2023)

52.212-4 Contract Terms and Conditions - Commercial Items (Dec 2022)

FAR & TAR CLAUSES IN FULL TEXT

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (May 2024)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities (DEC 2023) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (NOV 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).

(5) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (MAR 2023) ( 31 U.S.C. 3903 and 10 U.S.C. 3801).

(6) 52.233-3, Protest After Award (AUG 1996) ( 31 U.S.C. 3553).

(7) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77 and 108- 78 ( 19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

[Contracting Officer check as appropriate.] http://www.acquisition.gov/far https://www.acquisition.gov/far/52.203-19#FAR_52_203_19 https://www.acquisition.gov/far/52.204-23#FAR_52_204_23 https://www.acquisition.gov/far/52.204-25#FAR_52_204_25 https://www.acquisition.gov/far/52.209-10#FAR_52_209_10 https://www.acquisition.gov/far/52.232-40#FAR_52_232_40 https://www.govinfo.gov/link/uscode/31/3903 https://www.govinfo.gov/link/uscode/31/3903 https://www.govinfo.gov/link/uscode/10/3801 https://www.acquisition.gov/far/52.233-3#FAR_52_233_3 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 https://www.acquisition.gov/far/52.233-4#FAR_52_233_4 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3

__ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (JUN 2020), with Alternate I (NOV 2021) ( 41 U.S.C. 4704 and 10 U.S.C. 4655).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (NOV 2021) ( 41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (JUN 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

__ (4) 52.203-17, Contractor Employee Whistleblower Rights (NOV 2023) ( 41 U.S.C. 4712); this clause does not apply to contracts of DoD, NASA, the Coast Guard, or applicable elements of the intelligence community—see FAR 3.900(a).

__ (5) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note).

__ (6) [Reserved].

__ (7) 52.204-14, Service Contract Reporting Requirements (OCT 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (8) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (OCT 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (9) 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023) (Section 102 of Division R of Pub. L. 117-328).

__ (10) 52.204-28, Federal Acquisition Supply Chain Security Act Orders—Federal Supply Schedules, Governmentwide Acquisition Contracts, and Multi-Agency Contracts. (DEC 2023) ( Pub. L. 115–390, title II).

__ (11) (i) 52.204-30, Federal Acquisition Supply Chain Security Act Orders—Prohibition. (DEC 2023) ( Pub. L. 115–390, title II).

__ (ii) Alternate I (DEC 2023) of 52.204-30.

__ (12) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (NOV 2021) ( 31 U.S.C. 6101 note).

__ (13) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (OCT 2018) ( 41 U.S.C. 2313).

__ (14) [Reserved].

__ (15) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (OCT 2022) ( 15 U.S.C. 657a).

__ (16) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2022) (if the offeror elects to waive the preference, it shall so indicate in its offer) ( 15 U.S.C. 657a).

__ (17) [Reserved] __ (18) (i) 52.219-6, Notice of Total Small Business Set-Aside (NOV 2020) ( 15 U.S.C. 644).

__ (ii) Alternate I (MAR 2020) of 52.219-6.

__ (19) (i) 52.219-7, Notice of Partial Small Business Set-Aside (NOV 2020) ( 15 U.S.C. 644).

__ (ii) Alternate I (MAR 2020) of 52.219-7.

__ (20) 52.219-8, Utilization of Small Business Concerns (FEB 2024) ( 15 U.S.C. 637(d)(2) and (3)).

__ (21) (i) 52.219-9, Small Business Subcontracting Plan (SEP 2023) ( 15 U.S.C. 637(d)(4)).

__ (ii) Alternate I (NOV 2016) of 52.219-9.

__ (iii) Alternate II (NOV 2016) of 52.219-9.

__ (iv) Alternate III (JUN 2020) of 52.219-9.

__ (v) Alternate IV (SEP 2023) of 52.219-9.

__ (22) (i) 52.219-13, Notice of Set-Aside of Orders (MAR 2020) ( 15 U.S.C. 644(r)).

__ (ii) Alternate I (MAR 2020) of 52.219-13.

__ (23) 52.219-14, Limitations on Subcontracting (OCT 2022) ( 15 U.S.C. 637s).

__ (24) 52.219-16, Liquidated Damages—Subcontracting Plan (SEP 2021) ( 15 U.S.C. 637(d)(4)(F)(i)).

__ (25) 52.219-27, Notice of Set-Aside for, or Sole-Source Award to, Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns Eligible Under the SDVOSB Program (FEB 2024) ( 15 U.S.C. 657f).

__ (26)

(i) 52.219-28, Post Award Small Business Program Rerepresentation (FEB 2024) ( 15 U.S.C. 632(a)(2)).

__ (ii) Alternate I (MAR 2020) of 52.219-28.

__ (27) 52.219-29, Notice of Set-Aside for, or Sole-Source Award to, Economically Disadvantaged Women-Owned Small Business Concerns (OCT 2022) ( 15 U.S.C. 637(m)).

https://www.acquisition.gov/far/52.203-6#FAR_52_203_6 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 https://www.govinfo.gov/link/uscode/10/4655 https://www.acquisition.gov/far/52.203-13#FAR_52_203_13 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 https://www.acquisition.gov/far/52.203-15#FAR_52_203_15 https://www.acquisition.gov/far/52.203-17#FAR_52_203_17 https://www.govinfo.gov/link/uscode/41/4712 https://www.acquisition.gov/far/3.900#FAR_3_900 https://www.acquisition.gov/far/52.204-10#FAR_52_204_10 http://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title31-section6101&num=0&edition=prelim https://www.acquisition.gov/far/52.204-14#FAR_52_204_14 https://www.acquisition.gov/far/52.204-15#FAR_52_204_15 https://www.acquisition.gov/far/52.204-27#FAR_52_204_27 https://www.acquisition.gov/far/52.204-28#FAR_52_204_28 https://www.govinfo.gov/link/plaw/115/public/390 https://www.acquisition.gov/far/52.204-30#FAR_52_204_30 https://www.govinfo.gov/link/plaw/115/public/390 https://www.acquisition.gov/far/52.204-30#FAR_52_204_30 https://www.acquisition.gov/far/52.209-6#FAR_52_209_6 http://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title31-section6101&num=0&edition=prelim https://www.acquisition.gov/far/52.209-9#FAR_52_209_9 http://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title41-section2313&num=0&edition=prelim…