S01 SOW DAFLP Policy Meeting 6-12-24.pdf

Statement of Work United States Department of Agriculture (USDA)

DAFLP Policy Training Houston, TX

August 19, 2024 – August 22, 2024

1. Background The U.S. Department of Agriculture (USDA), Farm Service Agency (FSA) – Farm Loan Programs (FLP) is conducting an in-person policy training and requires lodging, meeting space, and related services within a specific geographic area within a facility in Houston, TX as defined in this document for approximately 300 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 Houston, Tx area.

• Sleeping room block and meeting space must be located on the same premise.

3. Lodging

The hotel shall block 300 sleeping rooms for the nights listed in Appendix A and hold the block for a minimum of 30 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 300 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 $122.00. 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://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 Wednesday, Thursday, or Friday. These employees will only reserve a room for one, two, three, or four nights instead of five 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

Monday, August 19, 2024 – Thursday, August 22, 2024 Hotel room Check-in on Sunday August 18, 2024 Hotel room Check-out on Friday, August 23, 2024

Note: Approximately 10 individuals may need to check-in on Saturday, August 17, 2024.

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 will be available from 7:00AM to 5:00 PM each meeting day.

The hotel shall provide an AV technician to support the training. The hotel shall provide appropriate technologies that allow meeting participants to connect virtually to the meeting.

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

A sufficient supply of drinking water with ice available and cups/glasses must be provided for 300 people 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 coffee, juice, tea, and/or sodas, as well as light snacks as defined in Appendix A, sufficient for 300 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, Danish, and gluten free option) and a second time during a PM break (e.g., tea, sodas, crackers, chips, cookies, and gluten free option).

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.

Appendix A

MEETING

NAME

DAFLP Policy Training

MEETING DATES August 18-August 22, 2024

Sleeping Room Requirements Sunday Monday Tuesday Wednesday Thursday Friday Saturday

(Prior to event)

Alternative Date

8/18/2024 8/19/2024 8/20/2024 8/21/2024 8/22/2024 8/23/2024 8/17/2024

Rooms Booked/Night

300 300 300 300 300 Check Out 10

NOTES Room block requested may be amended slightly. If reservation comes under 300 people hotel agrees no fees will be assessed.

Function Space Requirements

Sunday Monday Tuesday Wednesday Thursday Friday

Date 8/18/2024 8/19/2024 8/20/2024 8/21/2024 8/22/2024 8/23/2024

General Session Mtg Room

Registration Tables –

General Session

– seating for 325 people total classroom style Time: 7:00 am – 6:00 pm 2 – 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 (large) viewable from all seats 1 – Connection with Microsoft Teams and to project on screen 325 – Plugs for laptops 325 – WiFi Access

General Session

– seating for 325 people total classroom style Time: 7:00 am – 6:00 pm 2 – 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 (large) viewable from all seats 1 – Connection with Microsoft Teams and to project on screen 325 – Plugs for laptops 325 – WiFi Access people total classroom style Time: 7:00 am – 6:00 pm 2 – 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 (large) viewable from all seats 1 – Connection with Microsoft Teams and to project on screen 325 – Plugs for laptops 325 – WiFi Access people total classroom style Time: 7:00 am – 6:00 pm 2 – 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 (large) viewable from all seats 1 – Connection with Microsoft Teams and to project on screen 325 – Plugs for laptops 325 – WiFi Access

None

Goforth, Sharla - FPAC-FBC, OK Registration Table Information needs to be placed in the Section Titled Registration Table not in the General Session?

Breakout Rooms

Break-out Room 1:

(seating for 60 people total – round tables) Time: 12:00 pm

– 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 2:

(seating for 60 people total – round tables) Time: 12:00 pm

– 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection

Break-out Room 1:

(seating for 60 people total – round tables) Time: 12:00 pm

– 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 2:

(seating for 60 people total – round tables) Time: 12:00 pm

– 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection

Break-out Room 1:

(seating for 60 people total – round tables) Time: 7:00 am – 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 2:

(seating for 60 people total – round tables) Time: 7:00 am – 5:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection

Break-out Room 1:

(seating for 60 people total – round tables) Time: 7:00 am – 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 2:

(seating for 60 people total – round tables) Time: 7:00 am – 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection

Break-out Room 1:

(seating for 60 people total – round tables) Time: 7:00 am – 12:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 2:

(seating for 60 people total – round tables) Time: 7:00 am – 12:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to

None with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 3:

(seating for 60 people total – round tables) Time: 12:00 pm

– 5:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 4: (seating for 60 people total – round tables) Time: 12:00 pm

– 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 3:

(seating for 60 people total – round tables) Time: 12:00 pm

– 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 4: (seating for 60 people total – round tables) Time: 12:00 pm

– 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 3:

(seating for 60 people total – round tables) Time: 7:00 am – 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 4: (seating for 60 people total – round tables) Time: 7:00 am – 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 3:

(seating for 60 people total – round tables) Time: 7:00 am – 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 4: (seating for 60 people total – round tables) Time: 7:00 am – 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 3:

(seating for 60 people total – round tables) Time: 7:00 am – 12:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for

Room 4: (seating for 60 people total – round tables) Time: 7:00 am – 12:00 pm 1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 5: (seating for 60 people total – round tables) Time: 12:00 pm

– 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 6: (seating for 60 people total – round tables) Time: 12:00 pm

– 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 5: (seating for 60 people total – round tables) Time: 12:00 pm

– 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 6: (seating for 60 people total – round tables) Time: 12:00 pm

– 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 5: (seating for 60 people total – round tables) Time: 7:00 am – 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 6: (seating for 60 people total – round tables) Time: 7:00 am – 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 5: (seating for 60 people total – round tables) Time: 7:00 am – 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 6: (seating for 60 people total – round tables) Time: 7:00 am – 6:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed

1-Connection with Microsoft Teams and to project on screen 60 - Plugs for

Room 5: (seating for 60 people total – round tables) Time: 7:00 am – 12:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Break-out Room 6: (seating for 60 people total – round tables) Time: 7:00 am – 12:00 pm

1-Table on elevated stage w/skirt to seat 6 people 1-Lavailer Mics 1-Table top Mics 1 – Wireless Mic to be passed around the room 1-Stand-alone podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Board Room/Meeting Room: 24 hour Hold – seating for 10 to 15 people to allow for meeting coordination and planning.

podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Board Room/Meeting Room: 24 hour Hold – seating for 10 to 15 people to allow for meeting podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Board Room/Meeting Room: 24 hour Hold – seating for 10 to 15 people to allow for meeting podium w/ mic

1-LCD

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for laptops 60 - WiFi access

Board Room/Meeting Room: 24 hour Hold – seating for 10 to 15 people to allow for meeting podium w/ mic

Projector/Screen 1-Connection with Microsoft Teams and to project on screen 60 - Plugs for

Board Room/Meeting Room: 24 hour Hold – seating for 10 to 15 people to allow for meeting coordination and planning

Registration Table

24 hour hold Time: 1:00 PM –

7:00 PM

Three Tables with seating for 3 people

24 hour hold

Time: 6:00 AM

– 6:00 PM

Three Tables with seating for 3 people

24 hour hold

Time: 6:00 AM

– 6:00 PM

Two Tables with seating for 3 people

– 6:00 PM

One table set for 2 people

– 6:00 PM

one table set for 2 people

None

Function Space Requirements cont.

MEETING ROOM

SETUP/ AUDIO

VISUAL

REQUIREMENTS

Registration Table 3 tables with seating for 3 people at in front of the General Session Room.

Hotel shall provide pens and writing pads (4x6) in each room for the duration of the training for 300 people

The hotel shall provide an AV technician to support the training for the duration of the conference.

General Session Room – minimum of 3,500 square feet Monday, August 19th 7:00 am thru Thursday, August 22nd 6:00 pm

Classroom Style Set-up with seating for 325 people 2 – 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 1 – LCD Projector/Screen for middle of room (large) viewable from all seats 1 – Connection with Microsoft Teams and to project on screen 300 – Plugs for laptops 300 – WiFi Access Equipment that can accommodate a virtual connection with participants outside of the meeting space.

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.

Breakout Rooms 1- 6 Breakout Room #1 – Round Table style set-up for 60 personnel Breakout Room #2 – Round Table style set-up for 60 personnel Breakout Room #3 – Round Table style set-up for 60 personnel Breakout Room #4 – Round Table style set-up for 60 personnel Breakout Room #5 - Round Table style set-up for 60 personnel Breakout Room #6 - Round Table style set-up for 60 personnel

Each breakout room to be set up as follows:

1-Table on elevated stage w/skirt to seat 4 people 2 trash cans in each breakout room 1-Lavalier Mic 2-Tabletop Mics 1-Stand-alone podium w/ mic 1-Mic w/stand for middle of room 1-LCD Projector/Screen 1- Wi-Fi and bandwidth to support connection with Microsoft suite of software and internet capacity to project on conference room screen.

Equipment that can support a virtual connection with participants outside of the meeting space.

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 coffee, tea, muffins, nuts, fresh fruit, Danish, and gluten free option in the a.m. and p.m. break should consist of soft drinks, iced tea, juice, chips, crackers, resh fruit., and gluten free option

Refreshments shall be available for the following times:

Monday, August 19th AM Break 9:30 AM – 10:00 AM PM Break 2:30 PM-3:00 PM Tuesday, August 20th AM Break 9:30 AM – 10:00 AM PM Break 2:30 PM-3:00 PM Wednesday, August 21st AM Break 9:30 AM – 10:00 AM PM Break 2:30 PM-3:00 PM Thursday, August 22nd AM Break 9:30 AM – 10:00 AM PM Break 2:30 PM-3:00 PM

Actual break times for group may be subject to change.

SHIPPING AND

STORAGE

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

Hold shipped materials of name badges, table tents, agenda, and handout materials 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 4-5 medium to large size boxes. The boxes must be made available upon arrival of the USDA representative organizing this meeting.