S01 SOW Meeting Arizona FINAL.pdf

Statement of Work Natural Resource Conservation Service (NRCS)

Fall National Leadership Team Meeting Phoenix, AZ

September 30 – October 4, 2024

1. Background

The U.S. Department of Agriculture (USDA), Natural Resources Conservation Service is conducting a National Leadership Team (NLT) meeting and requires lodging, meeting space, and related services within a specific geographic area within a facility in the Phoenix, AZ Metropolitan Area as defined in this document for approximately 100 participants.

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.).

• There must be at least 3 eating facilities within 5 min walking distance or located onsite.

• The hotel/meeting facility location must be:

1. On the Gila River Indian Community Reservation.

2. Or downtown Phoenix.

3. Lodging

The hotel shall block 100 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 100 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 $156.00. Subject to change based on FY25 per diem rates. 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 workshop dates are Tuesday, Wednesday, Thursday (October 1st, 2nd, and 3rd).

Hotel room Check-in on Monday September 30th, 2024 Hotel room Check-out on Friday October 4th, 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). Teleconferencing available for both main meeting room and breakout rooms for MS TEAMS virtual presentations and participation.

The equipment must be set up, tested, and ready for use no later than 2pm on Monday September 30th 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 7:00 AM to 7:00 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.

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 100 people for the duration of the meeting time each day, as identified in Appendix A.

Morning and Afternoon Refreshment breaks will include a daily assortment of coffee, juice, tea, and/or sodas, as well as light snacks as defined in Appendix A, sufficient for 100 people for the duration of the meeting. 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. Coffee and light refreshments should be available for the duration of the meeting each day.

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 Fall National Leadership Team Meeting

MEETING DATES

September 30th- October 4, 2024

Sleeping Room Requirements Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Date 11 09/30/24 10/1/24 10/2/24 10/3/24 10/4/24

Rooms Booked/Night

100 100 100 100 Check Out

NOTES Room block requested may be amended slightly. If reservation comes under 100 people hotel agrees no fees will be assessed.

Function Space Requirements

Sunday Monday Tuesday Wednesday Thursday Friday

Date 9/30/24 10/1/24 10/2/24 10/3/24 10/4/24

General Session Mtg Room

Conference space should be configured and available for access at 2pm to test equipment.

Set for 100

Set for 100 Participants in crescent rounds of 6 seats

2 Tables on elevated stage with skirt to seat 8 people.

Set for 100 Participants in crescent rounds of 6 seats

2 Tables on elevated stage with skirt to seat 8 people.

Set for 100 Participants in crescent rounds of 6 seats

2 Tables on elevated stage with skirt to seat 8 people.

None

Participants in crescent rounds of 6 seats

2 Tables on elevated stage with skirt to seat 8 people.

Podium next to table set-up

2:00pm – 7:00pm

Podium next to table set-up

7:00am – 7:00pm

Podium next to table set-up

7:00am – 7:00pm

Podium next to table set-up

7:00am – 7:00pm

Breakout Rooms

None 4 breakout rooms for 50 people each room. Tables set in a classroom style. 1 full Flipchart (self-adhesive) and assorted markers in the front of room in each room.

Each breakout room will also need a screen, projector and microphone.

Internet will be needed for virtual presentations.

If 4 separate rooms are not available the general session can be used as a breakout if there is a curtain to divide the space, leaving one room extra needed.

7:00 am until 7:00 pm

4 breakout rooms for 50 people each room.

Tables set in a classroom style.

1 full Flipchart (self-adhesive) and assorted markers in the front of room in each room.

Each breakout room will also need a screen, projector and microphone.

Internet will be needed for virtual presentations.

If 4 separate rooms are not available the general session can be used as a breakout if there is a curtain to divide the space, leaving one room extra needed.

7:00 am until 7:00 pm pm

4 breakout rooms for 50 people each room. Tables set in a classroom style. 1 full Flipchart (self-adhesive) and assorted markers in the front of room in each room.

Each breakout room will also need a screen, projector and microphone.

Internet will be needed for virtual presentations.

If 4 separate rooms are not available the general session can be used as a breakout if there is a curtain to divide the space, leaving one room extra needed.

7:00 am until 7:00 pm

4 breakout rooms for 50 people each room. Tables set in a classroom style. 1 full Flipchart (self-adhesive) and assorted markers in the front of room in each room.

Each breakout room will also need a screen, projector and microphone.

Internet will be needed for virtual presentations.

If 4 separate rooms are not available the general session can be used as a breakout if there is a curtain to divide the space, leaving one room extra needed.

7:00 am until 7:00 pm

None

Registration Table

11am-7pm 6:00am to 7pm

None

Function Space Requirements cont.

MEETING ROOM

SETUP/ AUDIO

VISUAL

REQUIREMETNS

Registration Table 2 rectangular tables with seating for 4 people at each table, hotels choice of linen for tables, trash can, mints, paper pads and pens, hand sanitizer.

General Session Room Monday September 30th 12:00pm through Thursday , October 3rd 7:00pm crescent style seating for 100 people 2 – Tables on elevated stage w/skirt to seat 8 people 2 – Tabletop Mics 1 – Standalone podium w/ mic 2 – cordless Mic w/stand for middle of room 2 – LCD Projector/Screens, minimum of 8 x 14 feet 1 – Connection with Microsoft Teams and to project on screen 10 – Plugs for laptops 10 – 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.

Breakout Rooms 1- 4 Tuesday, October 1 7:00 am-7:00 pm thru Thursday, October 3 7:00 am-7:00 pm

Classroom style tables set for 50 people in each room.

Water stations and hand sanitizer.

One flip chart pad with Self-Adhesive and a marker set.

Each breakout room will also need a screen, projector and microphone.

Teleconferencing and Internet will be needed for virtual presentations through Microsoft

TEAMS

LIGHT

REFRESHMENTS:

Water service, hand sanitizer, and mints in all meeting rooms. AM and PM Breaks to include:

coffee, iced tea, muffins in the a.m. and p.m. break should consist of soft drinks, juice, chips, fresh fruit.

Refreshments shall be available for the following times with refreshing of the coffee:

Tuesday Oct 1 AM Break 7:15 AM – 10:15 AM PM Break 2:30 PM-4:15 PM Wednesday Oct 2 AM Break 7:15 AM – 10:15 AM PM Break 2:30 PM-4:15 PM Thursday Oct 3 AM Break 7:15 AM – 10:15 AM PM Break 2:30 PM-4:15 PM

Actual break times for banquet may be subject to change.

IT REQUIREMENTS Wi-Fi needed in all meeting rooms

Teleconferencing and Virtual option for MS Teams Presenters in main meeting room and all breakout rooms Electric outlets (power strips) for 10 to charge their laptops (daily) Wi-Fi and Bandwidth to support Connection with Microsoft Teams to be projected on screen

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, 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 2-3 medium to large size boxes. The boxes must be made available upon arrival of the USDA representative organizing this meeting.