S01 Attachment 1_ SOW.pdf

Statement of Work

USDA NRCS Resiliency Wellness Training Fiscal Year 2023

Farm Production and Conservation Business Center (BC) Management Services Division Business Management Branch

USDA - South Building 1400 Independence Avenue Washington, DC

Statement of Work (SOW)

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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SOW

Table of Contents

1.0 BACKGROUND

2.0 OBJECTIVES

3.0 SCOPE OF WORK

4.0 TASKS OR REQUIREMENTS

4.1 LODGING

4.2 MEETING ROOM SPACE

4.3 AUDIO VISUAL (AV) EQUIPMENT AND NEEDS

4.4 FOOD AND BEVERAGE/BANQUET SERVICES

4.5 HOTEL/FACILITY REQUIREMENTS

4.6 HOTEL OFFERINGS

5.0 EXECUTION OF THE AGREEMENT

6.0 SCHEDULE OF DELIVERABLES

7.0 CANCELLATION

8.0 POST MEETING INFORMATION AND FOLLOWUP

9.0 PLACE OF PERFORMANCE

10.0 PERIOD OF PERFORMANCE

11.0 POINTS OF CONTACT

12.0 ATTACHMENT A: MEETING INFORMATION AND SPECIFICATIONS

13.0 ATTACHMENT B: QUOTE CHECKLIST

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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1.0 BACKGROUND

To aide in the implementation of NRCS’ Wellness Program, NRCS formulated a partnership with the U.S. Department of Energy, National Nuclear Security Administration, Nevada National Security Site / NNSS (Managed and Operated by Mission Support and Test Services) to develop a Resiliency Training Program (RTP) pilot based on NRCS employee needs and tailored to NRCS employees.

RTP helps employees to develop skills and techniques to reduce stress and increase resiliency. The implementation of the NRCS Wellness Program and RTP directly relates to USDA’s Strategic Plan, Goal 6.2, “Establish a Customer-Centric, High-Performing Workforce that is Representative of America and the Communities We Serve,” making NRCS a great place to work.

NNSS will provide a pilot, three (3)-day, in-person training for employees for full immersion into the program, for up to 30 employees.

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/NRCS planned Emergency Relief Program (ERP) training scheduled for March 28-30, 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

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.

4.0 TASKS OR REQUIREMENTS

4.1 LODGING

This statement of work calls for USDA employees to stay at the host hotel for each meeting. Each

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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The hotel must be able to hold / reserve a room block for approximately 30 people. If reservation comes under 30 people no additional fees will be assessed to USDA; remaining rooms will return for use by the general public after hotel deadline to make reservations.

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 in the quote 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 3,000 square feet (further specified in Attachment A) for general session. 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 identified in Attachment 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, phonelines, 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 Attachment A) must be included in the quote. The hotel must also indicate any applicable service charges.

4.4 FOOD AND BEVERAGE

It is requested that light refreshments to be provided during the training event. Pricing for required food and beverage (as outlined in Attachment A) must be included in the quote. Light refreshments are needed for AM and PM breaks on Tuesday 7:30 AM/ 2:30 PM, Wednesday 7:30 AM/ 2:30 PM, and Thursday 7:30 AM only. The hotel shall also indicate any applicable service charges in the price quote. There is no requirement for breakfast / lunch / banquet service, each employee will be responsible for their own breakfast / lunch.

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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Complimentary water service in all meeting rooms is requested. Hotels to advise (via quote) 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:

Be in a secure location with minimal crime activity.

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.

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.

Waive all applicable Federal, state, and local taxes where appropriate and as specified in accordance with the current state tax code.

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.

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

Complimentary or discounted self-parking (preferred/not required).

4.6 HOTEL OFFERINGS

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

Hotel shuttle services (if applicable), including costs and/or discounts.

Ground transportation options and costs (if hotel does not offer shuttle services).

Parking – regular rates for self and valet, and any discounted rates to Government personnel.

Provide complimentary wireless Internet accessibility in guest rooms and function spaces. Please include costs (if applicable).

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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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 Attachment A).

Participants will be responsible for booking and guaranteeing their own reservations by the reservation deadline date provided by the hotel (to be noted in the quote and reiterated in the Letter of Intent. 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 paid 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 FOLLOWUP

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 SOW.

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.

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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11.0 ATTACHMENT A: MEETING INFORMATION AND SPECIFICATIONS

Federal Government Per Diem Rate: $123 per night

MEETING

NAME

Resiliency Wellness Training MEETING DATES March 28 – 30, 2023

Sleeping Room Requirements

Sunday Monday Tuesday Wednesd ay

Thursday Friday Sat

Date 3/27/2023 3/28/2023 3/29/2023 3/30/2023

Rooms Booked/Night

25-30 25-30 25-30 25-30

NOTES Room block requested may be amended slightly. Numbers for the final block will be reflected in the Letter of Intent. If the number increases, availability will be confirmed with the facility prior to issuing the LOI or contract.

Function Space Requirements

Monday Tuesday Wednesday Thursday Friday Saturday

Date 3/28/23 3/29/23 3/30/23

General Session Mtg Room

7:30 AM -

5:00 PM

7:30 AM -

5:00PM

7:30 AM –

5:00 PM

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

General Session Room A single U-Shape Table for 25 2 trash cans in meeting room

(1) Table w/skirt to seat 5 people (instructors) off to the side

(1) Stand Alone podium

(1) LCD Projector/Screen or Wall

(1) PC Tower with disc reader with audio/speaker

- Training Room: (comfortable horseshoe tabletop seating for 30 people total (no more than 3 people to a table) with plenty of physical space in same room to roll out mats inside horseshoe configuration and follow along from the ground and to do movement breaks at the top and bottom of every hour.

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

Water service in meeting room at all times 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 (ability for government computers to plug in and access internet).

AUDIO VISUAL

REQUIREMENTS

General Session Room 1 Projection Screen (At minimum 5.7 X 10 or larger) 1 wireless podium mic

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

-There will be shipping boxes that contain myofascial release implements, mats, and course books, checklists and handouts. (Largest of the boxes will be about 36”x18”x18” and there will be roughly 3). Please have the boxes accessible for onsite coordinators and start of the training.

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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STORAGE None

NOTES/ADDL

INFORMATION

Please provide costs for:

Self and/or valet parking Shipping and receiving (if applicable). Costs must not exceed $150 total for the entire meeting.

Airport shuttle and taxi service

Please provide name and dimensions of meeting room being offered

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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12.0 ATTACHMENT B: QUOTE CHECKLIST

All quotes must include the following (as applicable):

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).