S01 Attachment 1 SOW BFR Training.pdf

USDA Beginning Farmer and Rancher Coordinator Training

Statement of Work Minneapolis, MN September 25 – 29, 2023

1.Background The U.S. Department of Agriculture (USDA) is conducting a State Beginning Farmer and Rancher Coordinator Training and requires lodging, meeting space, and related services within a specific geographic area within a single facility in Minneapolis, MN.

2. Hotel/Facility Requirements The hotel and meeting facility shall meet the following requirements:

• Be in a secure location and all guest rooms shall have interior entry. Entrance doors that are not manned by hotel personnel are locked for security.

• 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 65 sleeping rooms for the nights listed below 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 65 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, which is currently $148.00. 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.

If possible, the hotel should offer maximum flexibility on an earlier check-in time to accommodate early arrivals. 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.

4. Dates of Training The Training dates are September 26-28, 2023.

Check-in on Monday September 25th, 2023 Check-out on Friday September 29th, 2023

5. 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 7:30AM to 5:00 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.

6. Food and Beverage A sufficient supply of drinking water with ice available and cups/glasses must be provided for up to 65 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 in Appendix A, sufficient for up to 65 people. The listed beverages and snacks are examples of the types of beverages and light snack assortment that shall be included by the hotel.

Beverages and snacks would be provided once during an AM break (e.g., coffee, juice, nuts, fruit, muffin, and Danish) and a second time during a PM break (e.g., tea, sodas, crackers, chips, and cookies) each meeting day.

A box lunch must be provided daily in the General Sessions room at 11:00 am on Tuesday September 26- Thursday September 28, 2023. A box lunch is required for 65 attendees and shall include a Sandwich/Wrap, chips, fruit, and a drink.

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 FSA

Procurement Sensit iv

MEETING

NAME

BFR State Coordinator Training MEETING DATES 9/26/2023-9/28/2023

Sleeping Room Requirements Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Date 9/24/2023 9/25/2023 9/26/2023 9/27/2023 9/28/2023 9/29/2023

Rooms Booked/Night

0 65 65 53 53 0

NOTES Room block requested may be amended slightly. If reservation comes under 65 people hotel agrees no fees will be assessed.

Function Space Requirements

Sunday Monday Tuesday Wednesday Thursday Friday

Date 9/24/2023 9/25/2023 9/26/2023 9/27/2023 9/28/2023 9/29/2023

General Session Mtg Room

None None Set for 65 participants 7:30am - 5:00pm

Set for 65 participants 7:30am - 5:00pm

Set for 65 participants 7:30am - 5:00pm

None

Breakout Rooms

None None None None None None

Registration Table

None 6:00am to 5:00pm

6:00am to 5:00pm

6:00am to 5:00pm

6:00am to 5:00pm

None

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

Function Space Requirements cont.

MEETING

ROOM SETUP

Registration Table 1 rectangular table with seating for 2 people

General Session Room Round table seating (11 tables with 6 chairs) 1 head panel rectangular table on elevated stage w/skirt in front of room with 4 chairs

Will provide 2 trash cans in meeting room

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

Hotel to provide pens and writing pads (4x6) in meeting room for the duration of the meetings.

FOOD AND

BEVERAGE:

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

Box lunch: Sandwich/Wrap, chips, fruit, drinks.

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 meeting room Electric outlets (power strips) for all employees to charge their (65) 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 1 mic on stand for middle of floor 3 table top mics on head table (push to talk)

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