S01 Attachment 1 SOW.pdf

Statement of Work United States Department of Agriculture (USDA) Natural Resources Conservation Service (NRCS)

FY25 All Employees Training Conference, Sacramento, CA October 21st – October 24th, 2024

1. Background The U.S. Department of Agriculture (USDA), Natural Resources Conservation Service in California is conducting an in-person Training Conference and requires meeting space, and related services within the specific geographic area within a facility in Sacramento, CA as defined in this document for approximately 440 employees.

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.).

• The hotel/meeting facility must be in the Sacramento, CA area and within approximately a 5-minute walking distance of at least 2 dine-in restaurants.

3. Lodging The hotel shall block 170 sleeping rooms for the nights listed in Table A and hold the block for a minimum of 30 calendar days after award of the contract. Employees may book between 1-4 nights during the conference. 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 170 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 https://www.gsa.gov/travel/plan-book/per-diem-rates currently $145.00. 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. The check-in and check-out times must be provided. Additionally, some employees may check out on Tuesday, Wednesday, or Thursday. These employees will only reserve a room for one, two, or 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 government travel card issued by USDA.

4. Dates of Training The Training dates are Tuesday, October 22 – Thursday, October 24, 2024.

Hotel room Check-in is Monday October 21, 2024, and Tuesday October 22, 2024.

Hotel room Check-out is Thursday, October 24, 2024, and Friday, October 25,2024.

5. Audio Visual (AV) Equipment Needs The hotel shall provide the AV equipment defined in Table 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 prior to the event beginning 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 7:00AM to 5:30 PM each meeting day.

A dedicated A/V technician is required for equipment support for the duration of the conference.

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. Light Refreshments and Meals A sufficient supply of drinking water with ice available and cups/glasses must be provided for 440 people for the duration of the meeting time each day, as identified in Table A.

Morning and Afternoon Refreshment breaks will include a modest assortment of coffee, juice, tea, and/or sodas, as well as light snacks as defined in Table A, sufficient for 440 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.

Lunch is required to be provided in the Main Ballroom on Wednesday, October 23, 2024 from 12-1 pm.

Lunches plated and served at tables. All meals to be minimum of two meat options and a vegetarian main.

Each meal will include three side item choices along with tea, lemonade, water, and desert.

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.

Table A

MEETING

NAME FY25 California NRCS All Employee Training

Conference MEETING DATES October 22, 2024 to October 24, 2024

Sleeping Room Requirements

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Date 10/20/24 10/21/24 10/22/24 10/23/24 10/24/24 10/25/24 10/26/24

Rooms Booked/Night

0 170 170 170 170 0 0

NOTES Room block requested may be amended slightly. Room Block of 170 staff, any overflow staff will be directed to adjacent hotels within 20-minute drive. Additional parking spaces are needed for participants driving from adjacent hotels during the day. Hotel should be within 10 walking minutes of public parking to accommodate the additional parking for overflow staff.

Function Space Requirements

Sunday Monday Tuesday Wednesday Thursday Friday Date 10/20/24 10/21/24 10/22/24 10/23/24 10/24/24 10/25/24 Registration Area 6:30am-9am

4 Tables with chairs seating 2 at each table

Main Ballroom 7:00am -5:30pm Banquet style set for 440 people

7:00am -5:30pm Banquet style set for 440 people

7:00am -5:30pm Banquet style set for 440 people

Conference Breakout Rooms (6)

12:00pm - 3:30pm Classroom style set for 80 people each

10:30am-5:30pm Classroom style set for 80 people each

7:30am – 11:30am Classroom style set for 80 people each

Storage Room (1) 3pm-12pm 12am-12pm 12am-12pm 12am-7pm

Function Space Requirements cont.

MEETING ROOM

SETUP/ AUDIO VISUAL

REQUIREMETNS

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

Registration Area (1):

Four reception-style tables provided with chairs to seat 2 people per table.

Each table provided with a tablecloth.

Wi-Fi Available.

Main Ballroom (1):

Banquet-style room arrangement with seating for 440 people.

Presentation stage provided with 3 podiums with either mounted or wireless microphones and speakers.

Presentation stage should accommodate 4 rectangular tables with 4 chairs each set up classroom style.

WiFi, audio-visual equipment, and room set up completed at least 1 hour prior to occupancy by attendees.

4 – Handheld Mics 3 – LCD Projector/Screens, a minimum of 8’ x 14’ available for video presentation.

8 – Plugs for laptops 8 – Wi-Fi Access (For presenters only) Laptops must be able to be plugged into LCD Projector Screens. Laptop audio must also be able to be played through speakers in the room. A variety of adapters monitor cables and adapters must be available for compatibility with USDA laptops (i.e., HDMI, DisplayPort, DVI, and VDA). At least 10 Power strips and extension cords.

6 trashcans provided in each general session.

A dedicated A/V technician is required for equipment support for the duration of the conference.

Conference Breakout Rooms (6) Conference rooms should be near the Main Ballroom and contain collapsable walls. Minimum of six separate rooms with classroom-style room arrangement. Each room should hold 80 people and include the following equipment:

2 – Handheld Mics 1 – Standalone podium w/ mics (either mounted or wireless) 1 – LCD Projector/Screens, a minimum of 8’ x 14’ 3 – Plugs for laptops 3 – Wi-Fi Access (For presenters only) WiFi, audio-visual equipment, and room set up completed at least 1 hour prior to occupancy by attendees.

2 trashcans provided in each room for duration of event .

Storage Room (1):

Boardroom Style room arrangement for 6 people – primary use will be for supplies/equipment storage of 10 large size boxes and preparation of materials.

Select agency access controlled by providing 10 keys/key cards to NRCS at least 2 hours before through 2 hours after the event.

Room should have electrical outlets, but no other audio-visual supports are required.

1 trashcan provided for duration of event.

LIGHT

REFRESHMENTS and

MEALS:

Water service, hand sanitizer, and mints in all meeting rooms throughout the event.

Hotel provided refreshments shall be available for the following times:

Tuesday, Wednesday, Thursday during established break times. Set-up can occur during 15 minutes prior to breaks.

Mid-morning: Between 10:00 am – 10:45 am daily* Mid-afternoon: 2:45pm – 3:30 pm daily * Actual break times for group may be subject to change within 15-30 minutes of estimate.

Lunch is required to be provided in the Main Ballroom on Wednesday, October 23, 2024, from 12-1 pm. Lunches may be plated and served at tables. All meals to be minimum of two meat and 1 vegetarian main option. Each meal will include three side item choices along with tea, lemonade, water, and desert.