PWS All Hands Conference Meeting_7.3.2024.pdf

Attachment 1

Performance Work Statement USDA RUS Meeting September 2024

Conference in Washington, DC or Arlington, VA

July 3, 2024

1. Description of Services. This is a Firm Fixed Price (FFP) contract for a training/meeting event for federal employees to host a training event. Sleeping room accommodations, three-day conference space, food and beverage, and hotel services are required. The dates must be from September 9-13, 2024.

2. Meeting/Conference Dates/Location. The dates must be Sept 9-13, 2024. USDA RUS staff will arrive on Monday, September 9th and depart on Friday, September 13th. A conference space will be needed from Tuesday September 10th to Thursday, September 12th. The location must include a large conference room and a breakout room accommodating USDA RUS staff with light snacks, coffee, and water for 3 full days in the main room. The setup shall be as follows: The first conference room must accommodate six-ten people per round table and be able to accommodate 120 personnel. The second room can accommodate a minimum of 10 people for meetings. The venue provided must be situated within walking distance (less than 1 mile) to a Washington Metropolitan Area Transit Authority (WMATA) Metro Station in Northwest Washington, DC, Southwest Washington, DC or in Arlington, VA. The hotel must conduct the set-up and breakdown of the event space the day prior and after the meeting (Monday, September 9th and Friday, September 13th).

3. The conference space must have audio visual support, and a microphone that enables everyone to see and hear the program within their table location. We are requesting power strips to each table in the conference room. We are requesting access to, at a minimum, the following audiovisual equipment or similar alternatives: 2-3500 Lumen 1280x800 Short Throw 1-DLP, 3-50' HDMI Cable, 2-10’ Tripod Screen, 1-Wood Floor Podium, 1-Podium Gooseneck Microphone, and 3-Handheld Microphones. Wi-Fi with a minimum of 50/10 Mbps speed and 35GB data allowance per day is requested.

4. Scope of Work. The contractor is responsible for supplying lodging of a AAA 3-diamond rating or higher (or equivalent rating system). The resort facility must accommodate 120 individuals with in-house breakfast. All hotel rooms reserved, and conference rooms must be located within the same hotel.

5. Hotel Lodging. The contractor shall provide a AAA 3 Diamond or better facility to accommodate 65 rooms for either of the dates mentioned above for federal employees at the per diem rate ($261 per night). All coordination and procurement of lodging with central A/C and heating, daily housekeeping, gym, and access to free Wi-Fi. The lodging venue must house a maximum of 65 individuals. Any charges to the room for food and beverage tabs, room service meals, movies, and/or services is solely chargeable to the

Attachment 1 guest. The hotel must provide a room block link for the guest to make reservations.

6. Conference/Meeting Space. The location must include a large conference room with a breakout room accommodating USDA RUS staff with Wi-Fi, coffee, and water all day Tuesday, Wednesday, and Thursday for the meeting in the main event space.

The setup shall be as follows: The first conference room must accommodate six-10 people per round table and be able to accommodate 120 people, The conference space must have audio, visuals, and a microphone that enables everyone to see and hear the program within their table location.

7. Dining Area and Meals: The resort facility must accommodate 120 individuals with in-house breakfast, lunch, and dinner options or be within walking distance to restaurants.

8. Alternate Dates. The week of September 23rd (9/23 – 9/27) may serve as an alternative. The Government or contractor may re-schedule an event due to extenuating circumstances, to be interpreted based on the principles of reasonableness, fairness, and the specific circumstances impacting contract performance. Examples might include natural disasters, unforeseen government actions, or other significant events beyond the control of the contracting parties.

9. Pre-arrival inspection

9.1. The contractor shall permit inspection of the premises by the customer in accordance with

Federal Acquisition Regulation (FAR) Subpart 46.4, Government Contract Quality Assurance and 46.202-3, Standard Inspection Requirements.

9.2. The contractor shall provide reasonable access to the designated areas of work to authorized representatives of the customer for the purpose of inspecting work progress, quality, and compliance with contract requirements. Such inspections shall be conducted at mutually agreed-upon times during regular business hours or as otherwise specified in the contract, to occur no later than 14 business days prior to execution of the contract.

9.3. The contractor shall ensure that all necessary arrangements are made to facilitate efficient and effective inspections, including but not limited to providing advance notice of any access restrictions or safety requirements. The contractor shall cooperate fully with the customer's inspectors and promptly address any deficiencies or discrepancies identified during inspections.