S01 Attachment 2 SOW NRCS Easement Programs In-Person Meeting final.pdf

FY 2026 NRCS Programs Training

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

FY 2026 NRCS Programs Training In-Person Workshop

Indianapolis, IN January 26 to January 30, 2026

1. Background The U.S. Department of Agriculture (USDA), Natural Resources Conservation Service (NRCS) is conducting an in-person workshop and requires lodging, meeting space, and related services within a specific geographic area within a single facility in Indianapolis, IN as defined in this document for approximately 350 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.) throughout the event.

• The hotel/meeting facility must be in the Indianapolis, IN area. Sleeping room block and meeting space must be located on the same premise.

• The hotel must have at least three eating facilities within a five-minute walk for lunch break.

3. Lodging The hotel shall block 350 sleeping rooms for the nights listed in Appendix A and hold the block for a minimum of 14 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 350 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 $133. 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 Wednesday, Thursday, or Friday. 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 Workshop The conference workshop dates are Tuesday, January 27 – Thursday, January 29, 2026.

Hotel room Check-in on Monday, January 26, 2026 Hotel room Check-out on Friday, January 30, 2026

5. Audio Visual (AV) Equipment Needs The hotel shall provide the AV equipment defined in Appendix A for the specified dates. 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 will be available from 7:30AM to 5:30 PM each meeting day to allow for set up and breakdown.

The hotel shall provide flipcharts, markers, and power cords. The hotel shall provide podiums with microphones, and they should have room to place a laptop. The hotel shall provide wireless microphones (hands free mics are optional) as listed in Appendix A.

USDA is permitted to use its own government-issued computers at its discretion in the meeting space at no additional cost.

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

https://www.gsa.gov/travel/plan-book/per-diem-rates

6. Light Refreshments A sufficient supply of drinking water with ice available and cups/glasses must be provided for 350 people (general and breakrooms) for the duration of the meeting time each day, as identified in Appendix A.

Morning and Afternoon Refreshment breaks will include a modest assortment of beverages as defined in Appendix A, sufficient for 350 people. The listed beverages are optional examples of the types of beverages that shall be included by the hotel. Examples of beverages can be but are not limited to: AM break (e.g., coffee, juice, water) and a second time during a PM break (e.g., tea, sodas, water).

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

Appendix A

MEETING

NAME

FY2026 NRCS Programs Training Conference

USDA

January 26-30, 2026

Sleeping Room Requirements Sunday Monday Tuesday Wednesday Thursday Friday

Date 1/25/25 1/26/26 1/27/26 1/28/26 1/29/26 1/30/26

Rooms Booked/Night

None 350 350 350 350 Check Out

NOTES Room block requested may be amended slightly. If reservation comes under 350 people hotel agrees no fees will be assessed.

Function Space Requirements

Sunday Monday Tuesday Wednesday Thursday Friday Date 1/25/26 1/26/26 1/27/26 1/28/26 1/29/26 1/30/26

General Session Mtg Room

None None

Minimum 3,500 square feet. Set for 350 participants in classroom Style.

Podium with room for laptop with microphone and wireless mic option.

8:00am – 5:30pm square feet. Set for 350 participants in classroom style.

Podium with room for laptop with microphone and wireless mic option.

square feet. Set for 350 participants in classroom style.

Podium with room for laptop with microphone and wireless mic option.

None

Breakout Rooms

None None None 5 breakout rooms for 70 people each in classroom style.

1:00pm – 5:30pm

5 breakout rooms for 70 people each in classroom style.

1:00pm – 5:30pm

None

Registration Table

None None Four tables set in front of the General Session room with 4 chairs.

7:30am -5:00pm

None None None

Function Space Requirements cont.

MEETING ROOM SETUP/

AUDIO VISUAL

REQUIREMETNS

Hotel should provide pens and writing pads in each meeting room for the duration of the training totaling 350 pens and pads on the first day and 350 pens and pads in the breakrooms the second day.

General Session Room – minimum of 3,500 square feet Tuesday January 27 at 8:00am through Thursday, January 29, 5:30pm.

Square tables to accommodate at least three chairs per table facing forward. Items listed below are needed each day:

4 – Registration tables with four chairs to layout batches and materials outside the conference room (only day one Tuesday, Jan 27). One table will be needed inside the general session room to hold late check-ins.

1 – Projection Package Dual 10’ Screen or bigger 3 – Wired Microphone (one optional handsfree) 1 – Standalone podium with room for laptop with mic 1 – Wi-Fi and bandwidth to support connection with Microsoft suite of software and internet capacity to project on conference room screen.

4 – Tables in the back to sit 10 instructors/staff 5 – Flip Charts and markers 2 – Trash Cans 1 – Water with ice and cups for 350 participants

Monitor cables and adapters must be available for compatibility with USDA laptops, (i.e., HDMI, DisplayPort, DVI, and VDA). At least 6 Power strips and extension cords.

Breakout Rooms 1- 5 Breakout Room #1 –#5 Classroom style rectangular table set-up for 70 personnel each

Each breakout room to be set up as follows:

1 – Table in the back to sit 2 instructors 1 – Trash cans in each breakout room 1 – Stand-alone podium with room for laptop w/ mic 1 – Flip Chart with markers 1- Wi-Fi and bandwidth to support connection with Microsoft suite of software and internet capacity to project on conference room screen.

1 – Water with ice and cups for 70 participants

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

LIGHT

REFRESHMENTS:

Water service, hand sanitizer, and mints in all meeting rooms. AM and PM Breaks to include water, coffee, decaffeinated coffee, tea, and soft drinks.

Refreshments shall be available for the following times:

Tuesday, January 27, 2026 AM Break around 10:15 AM PM Break around 3:15 PM Wednesday, January 28, 2026 AM Break around 10:15 AM PM Break around 3:15 PM Thursday, January 29 , 2026 AM Break around 10:15 AM PM Break around 3:15 PM

*Actual break times for groups may be subject to change.

SHIPPING AND STORAGE Meeting materials will be brought to hotel on the meeting date from State Office. No shipping needed. Must be able to leave items in room until end of meetings.