S01 Attachent 1 SOW.pdf

Farm Service Agency (FSA) DAFLP Policy Meeting

Statement of Work May 22-25, 2023

1. BACKGROUND

The U.S. Department of Agriculture (USDA), Farm Services Agency, is conducting an employee meeting for national leadership and top management staff and requires lodging, meeting space, and related services within a specific geographic area within a single facility in New Orleans, LA, as defined in this document for approximately 375 employees. The Training dates are May 22 – 25, 2023.

2. Hotel/Facility Requirements

The hotel and meeting facility shall meet the following requirements:

• Be in a secure location.

• Be on the Federal Emergency Management Agency (FEMA) List of Approved Hotels and Motels for Federal Travelers (https://apps.usfa.fema.gov/hotel/) or provide certification that it offers the minimum level of fire safety by 1) having at least one, single-station, hard-wired smoke alarm in each guest room and 2) each room having additional protection provided by an automatic fire sprinkler system, if the building is four or more stories tall.

• Compliant with the requirements of the Americans with Disabilities Act (ADA) (42 U.S.C. 12101 et seq.).

3. Lodging

The hotel shall block 375 sleeping rooms for the nights listed in Appendix A and hold the block for a minimum of 15 calendar days after award of the contract. The hotel will provide a room block name.

The hotel is free to release the remaining rooms not reserved by the hold end date. If fewer than 375 rooms are reserved by the hold end date, no additional fees will be assessed to USDA.

Each employee will make their own lodging reservations using the room block name and pay for lodging rate using their government issued travel card or private credit card. The card will not be charged until the day of checkout. Lodging will not be paid for through the purchase order payment process.

Once a reservation is made by an employee, the hotel’s cancellation policy applicable for that reservation applies, should the individual not be able to travel and needs to cancel the reservation. If the employee does not cancel within the cancellation period, the employee is responsible for paying any cancellation fee and it will not be paid by USDA through a resultant contract for the services defined in this Statement of Work. The cancellation period shall not exceed three calendar days prior to arrival.

All sleeping rooms must be provided at the Federal government per diem rate published at https://www.gsa.gov/travel/plan-book/per-diem-rates for the relevant location and time period, which is currently $158.00. If the Federal government is not exempt from state and local sales tax, these are the only additional amounts that can be added to the nightly rate, if applicable.

https://apps.usfa.fema.gov/hotel/ https://www.gsa.gov/travel/plan-book/per-diem-rates

If possible, the hotel should offer maximum flexibility on an earlier check-in time to accommodate early arrivals. The check-in and check-out times must be provided. Additionally, some employees may check out on Thursday instead of Friday. These employees will only reserve a room for three nights instead of four at the time they make their reservation. This potential reduction in the number of nights shall not impact the pricing for the other services required in this Statement of Work.

USDA is not authorized to pay for and is not liable for any additional lodging related costs (e.g., in-room movies, alcohol, or food and beverage). Any such costs must be paid for directly by the room occupant using a payment method other than a travel card issued by USDA.

Personnel attending event is as follows:

Check in on Saturday, May 20, 2023 – 15 participants Check in on Sunday, May 21, 2023 – 360 participants Check out on Friday, May 26, 2023 – All participants

325 State level employees (51 State Executive Directors, 51 District Directors, 218 Farm Loan Chiefs, Farm Loan Specialists and Farm Loan field office employees, 5 Employee Association Representatives) 25 National Office Farm Loan Programs Management and Staff 25 National Office and Department Management

4. Audio Visual (AV) Equipment Needs

The hotel shall provide the AV equipment defined in Appendix A for the dates specified. Hotel provided equipment must be in good working order for the duration of the meeting. If the equipment fails, the hotel is responsible for immediately resolving the issue and providing working equipment (e.g., fix or replace).

The equipment must be set up, tested, and ready for use the evening before the meeting days to ensure it is ready. A USDA representative will be given access to the meeting space(s) the evening before the meeting, so they can ensure it is ready for the meeting and become familiar with its use. The equipment will be available from 6:00AM to 6:00 PM each meeting day.

USDA is permitted to use its own government-issued AV equipment at its discretion in the meeting space (e.g., external PC camera and microphone) at no additional cost.

The Federal government is exempt from sales and other taxes on the goods and services is acquires through contract and these taxes shall not be included in the cost for audio visual services.

5. Food and Beverage

A sufficient supply of drinking water with ice available and cups/glasses must be provided for up to 375 people for the duration of the meeting time each day, as identified in Appendix A.

Food and Beverage will include a modest assortment of coffee, juice, tea, and/or sodas, as well as light snacks as defined below, sufficient for up to 375 people. The listed beverages and snacks are not specific requirements but rather examples of the types of beverages and light snack assortment that might be included by the hotel in this optional item. Beverages shall be provided on an ongoing basis throughout the meeting days and times identified in Appendix A. Snacks would be provided once during an AM break (e.g., nuts, fruit, muffin, and Danish) and a second time during a PM break (e.g., crackers, chips, and cookies) each meeting day. USDA reserves the right to exercise this option at its sole discretion.

The Federal government is exempt from sales and other taxes on the goods and services is acquires through contract and these taxes shall not be included in the cost for food and beverage.

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

Appendix A

MEETING

NAME

DAFLP Policy Meeting MEETING DATES May 22-25, 2023

Sleeping Room Requirements Saturday Sunday Monday Tuesday Wednesday Thursday Friday

Date 5/20/23 5/21/23 5/22/23 5/23/23 5/24/23 5/25/23

Rooms Booked/Night

15 360 375 375 375 375 0

NOTES Room block requested may be amended slightly. If reservation comes under 375 people hotel agrees no fees will be assessed.

Function Space Requirements

Sunday Monday Tuesday Wednesday Thursday Friday

Date 5/21/23 5/22/23 5/23/23 5/24/23 5/25/23

General Session Mtg Room

N/A Set for 375 participants 7:30am - 5:00pm

N/A N/A Set for 375 participants 7:30am – 11:00am

Breakout Rooms

(4 rooms set for 70 people) 7:30am - 5:00pm (2 rooms set for 60 people 8:00am – 6:00pm

(4 rooms set for 70 people) 7:30am - 5:00pm (2 rooms set for 60 people 8:00am – 6:00pm

(4 rooms set for 70 people) 7:30am - 5:00pm (2 rooms set for people 8:00am

– 6:00pm

(4 rooms set for 70 people) 7:30am - 5:00pm (2 rooms set for 60 people 8:00am– 6:00pm

Registration Table

1:00pm to 6:00pm

(2) Tables with seating for 3 people each.

24-hour hold

6:00am to 6:00pm

(2) Tables with seating for 3 people each.

24-hour hold

6:00am to 6:00pm

(1) Table with seating for 2 people each.

24-hour hold

6:00am to 6:00pm

(1) Table with seating for 2 people each.

24-hour hold

6:00am to 6:00 pm

(1) Table with seating for 2 people each.

24-hour hold

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

MEETING

ROOM SETUP

Hotel 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.

Registration Table Sunday - Thursday 2 tables with seating for 3 people at each table Hotel to provide water in meeting rooms for the duration of the meetings.

General Session Room Monday May 22nd and Thursday May 25th Classroom style seating for 375 people 2 – Rectangular Tables on elevated stage w/skirt to seat 8 people 2 – Tabletop Mics 1 – Standalone podium w/ mic 2 – Mic w/stand for middle of room 2 – LCD Projector/Screen for middle of room (large7ft 6inches x 13ft 14inches) 1 – Connection with Microsoft Teams and to project on screen Electric outlets (power strips) for 375 laptops Wi-Fi Access for 375 laptops

Breakout Rooms #1 -Administrator’s Room Monday May 22nd through Thursday, May 25th Classroom style seating for 60 people 1- Rectangular 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 Electric outlets (power strips) for 70 laptops Wi-Fi Access for 70 laptops

Breakout Rooms #2 through #5 Monday May 22nd through Thursday, May 25th Classroom style set-up for 70 people 1- Rectangular Table on elevated stage w/skirt to seat 4 people 1- Lavailer Mics 2- Tabletop/wireless Mics (intended to be passed around the audience for questions) 1-Stand-alone podium w/ mic 1- LCD Projector/Screen Connection with Microsoft Teams and to project on screen Electric outlets (power strips) for 70 laptops Wi-Fi Access for 70 laptops

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

Breakout Room #6 DAFO/SED Room Monday May 22nd through Thursday, May 25th Classroom style set-up for 60 people 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 Electric outlets (power strips) for 70 laptops Wi-Fi access for 60 laptops

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

FOOD AND

BEVERAGE:

Break Time ONLY

See Section 5 above

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

STORAGE Hold shipped materials and equipment in a secure area at the hotel and/or meeting facility up to one week prior to the start of the meeting at no additional cost. The volume to materials and equipment will be limited to 2-3 medium to large size boxes. The boxes must be made available upon arrival of the USDA representative organizing this meeting.

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

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)