HOTEL LODGING AND CONFERENCE SERVICES 561920 Convention and Trade Show Organizers Base Notice: THIS IS A SOURCES SOUGHT FOR MARKET RESEARCH PURPOSES ONLY. The Program Contracting Activity Central, St. Louis (PCAC) Office is in the process of determining the Hotels interested and capable of providing Lodging and Related Services to satisfy the requirement identified in the Statement of Work (SOW). This announcement is intended for Hotels in Portland, OR, San Diego, CA, or Seattle, WA. This is sources sought (SS) notice and request for information (RFI). This is not a formal solicitation. Any formal solicitation will be announced separately at a later time. Please note that the number used for this sources sought, is different from the one that will be used in the pre-solicitation notice. Information provided to the Government as a result of this posting is strictly voluntary, given with no expectation of compensation, and clearly provided at no cost to the Government. The purpose of this SS is to identify Conference facilities available to meet the needs identified in the SOW, capable of and interested in providers should provide their capabilities as they relate to the summary of the requirements as follows: 1. The requirement consists of providing all required for Lodging, Conference Rooms, Related Conference Room Equipment, and Parking for 300 guests. 2. Estimated Period of Performance: Base Period from August 6, 2023, thru August 10, 2023 the Date of the conference is August 8, 2023 thru August 10, 2023. See the SOW for specific room number requirements for the dates identified. The St. Louis PCAC Office needs the Contractor, Hotel or Conference Center, or Chamber of Commerce to provide the following information from the Hotels: 1. Hotel Name 2. Location of the Hotel 3. Accommodations at the Hotel 4. Capacity of the Hotel 5. Capabilities of Hotels. 6. CAGE Code 7. Copy of the Hotel's Brochure 8. Point of Contact Name and Title 9. Point of Contact Tel/Cell All socio-economic groups (small and large businesses) are encouraged to respond to this request. To include the type of small business you are registered as, and your GSA number if applicable. The North American Industry Classification System (NAICS) anticipated for this requirement is 561920. The size standard for this NAICS code is $17.5 Million. Interested Hotels in Portland OR, San Diego, CA, or Seattle, WA shall have a current Systems for Award Management (SAM) (www.sam.gov)) active registration. The registration shall be kept active throughout the contract's life if issued. SAM registrations shall incorporate the representations and certifications of the company identifying the NAICS of 561920. Responses Due: Responses to this SS are due by 2:00 P.M. EST February 15, 2023. Please send your responses to this SS via email to John Schiffhauer at:
[email protected]. STATEMENT OF WORK (SOW) Department of Veterans Affairs VHA Institute for Leadership, Education and Development (ILEAD) January 29, 2023 1.0: TITLE OF PROJECT: Conference Services for the VA / DoD Suicide Prevention Conference - 2023 2.0: BACKGROUND: The U.S. Department of Veterans Affairs (DVA), VHA Institute for Learning, Education and Development (ILEAD) provides educational services and instruments to VHA. One of the services ILEAD provides is formal educational meetings for discussions and training (i.e., Conferences). For fiscal year 2023, DVA ILEAD will be hosting the VA / DoD Suicide Prevention Conference - 2023. To host this conference, DVA ILEAD has determined that Conference Services are needed to obtain short-term lodging, conference rooms, and other services (Internet services, Shipping and Handling services). 3.0: OBJECTIVE: Per the desired event locations and dates, provide DVA ILEAD with short-term lodging, conference rooms, and other services (Internet services, Shipping and Handling services). 4.0: SCOPE: In general, per the requirements in Section 7, the vendor shall provide: Short-term lodging Conference services (meeting space) Other services (Internet services, Shipping and Handling services). 5.0: PERFORMANCE PERIOD: August 6-10, 2023 - Conference dates are August 8-10, 2023 6.0: PLACE OF PERFORMANCE: Portland, OR San Diego, CA Seattle, WA 7.0: MANDATORY TASKS: 7.1 Short Term Lodging a specific number of sleeping rooms available at prevailing Government Per Diem Rate on specific dates listed, starting on Friday, August 4, 2023 thru Friday, August 11, 2023. 7.2 Conference Services - Meeting Space set up starting at 8:00am on Sunday, August 6, 2023. Start of Conference on Tuesday, August 8, 2023 at 8:00am thru Thursday August 10, 2023 at 5:00pm. Teardown after Adjournment. 8.0: MANDATORY DELIVERABLES: 8.1 Short Term Lodging 8.1.1 Sleeping Rooms DVA and DoD travelers shall check-in individually and shall pay guest room costs by individual Government or personal credit card. The Hotel shall provide a room block of 1475 sleeping rooms (peak) per night (6,048 total room nights) and the required meeting space to be housed in the same facility but will accept alternate proposals for multiple facilities in close proximity. Lodging rates must be within the Government Per Diem rate or lower for selected area. Hotel shall provide state and local tax-exempt forms for DVA and DoD travelers to submit as this travel constitutes official business of the Federal Government. DAY DATE # OF ROOMS Friday August 4, 2023 8 Saturday August 5, 2023 15 Sunday August 6, 2023 300 Monday August 7, 2023 1475 Tuesday August 8, 2023 1475 Wednesday August 9, 2023 1475 Thursday August 10, 2023 1300 Friday August 11, 2023 Check out Total Anticipated Room Nights: 6,048 8.2 Conference Services 8.2.1 Meeting Rooms Pricing for meeting room space shall be all-inclusive, to include, but limited to, services charges or any other related charges for the meeting space. 8.2.2 General Session Room One (1) General Session: Room to be 16,000 sq. ft. or larger no pillars Room required on Sunday at 8:00 AM (for AV set up) until Thursday at 9:00 PM for AV teardown Conference starts on Tuesday at 8:00 AM and ends on Thursday at 5:00 PM Set in theater for 1500 people. Set up tables/chairs around 12pm on Monday, so AV techs can set up equipment in open space. Set four (4) club/lounge chairs for panelists on riser with podium in middle 2 chairs on one side, 2 on other Set four (4) six-foot tables with 12-chairs at back of room near wall to one side, for faculty/staff Set two (2) six-foot skirted tables with 4-chairs at back of room to one side, near wall, for AV staff Podium next to panel table on Riser 12 x24 x24 Riser with steps on one side with railing, and ramp on the other side with railing for the disabled. Place stage at least 5 feet away from back wall to place equipment cases behind the curtain. Two (2) 4 x4 x24 Risers with rope stanchions around the risers to deter participants from sitting on the risers. Place at back of room. Require 2-stools for Cameramen Conference Staff to provide US, VA, DoD and Six Military Service Flags, Poles and Stands on the Riser GS not to be used as a breakout room 24-Hour Hold 8.2.3 Registration Area One (1) Registration Area: Area to be outside the General Session room Area required on Monday at 8:00 AM (for conf. materials set up) until Thursday at 5:00 PM Early registration for participants on Monday from 10:00 AM-7:00 PM Conference starts on Tuesday at 8:00 AM ends on Thursday at 5:00 PM Set four (4) six-foot tables with 4-chairs on each side of the main entry door. Set one (1) six-foot table with 2-chairs separate on the other side of registration tables for walk-ins. (Total of 9-tables and 10-chairs) Set six (6) six-foot tables behind, against wall, for conference materials 24-Hour Hold 8.2.4 Lockable Offices One (1) Lockable Office for DoD: Room to be in proximity of the general session and registration area Room required on Sunday at 8:00 AM until Thursday at 5:00 PM Room large enough to accommodate 20 people, set in boardroom style Set ten (10) six-foot tables around perimeter of room, against walls for conference materials One (1) mini refrigerator Ten (10) Keys for conference staff 24-Hour Hold One (1) Lockable Office for VA: Room to be in proximity of the general session and registration area Room required on Sunday at 8:00 AM until Thursday at 5:00 PM Room large enough to accommodate 20 people, set in boardroom style Set ten (10) six-foot tables around perimeter of room, against walls for conference materials One (1) mini refrigerator Ten (10) Keys for conference staff 24-Hour Hold One (1) Lockable VIP Board Room (for DoD Director, VA Secretary, Staff & Secret Service): Room to be in proximity of the general session for quick and easy access Room required on Monday at 8:00 AM until Thursday at 5:00 PM Room large enough to accommodate 10 people set in Boardroom Style Set one (1) six-foot table against wall One (1) mini refrigerator Five (5) Keys for conference staff 24-Hour Hold One (1) Lockable Speaker Ready Room: Room to be in proximity of the general session Room required on Monday at 8:00 AM until Thursday at 5:00 PM Room large enough to accommodate one (1) six-foot table with 6-chairs Set one (1) six-foot table against wall Five (5) Keys for conference staff 24-Hour Hold 8.2.5 Lockable Storage Room One (1) Lockable Storage Room for AV: Room to be in proximity of the general session Room required on Sunday at 8:00 AM until Thursday at 5:00 PM Room large enough to accommodate several 6-foot sized crates, laying vertical on floor. Set four (4) six-foot tables with 4-chairs against walls Five (5) Keys for staff 24-Hour Hold 8.2.6 Breakout Rooms Fifteen (15) Breakout Rooms: Eight (8) Rooms required on Monday at 8:00 AM (by 11:00 AM) for AV set up until Thursday at 7:00 PM for AV teardown Pre-Conference Meetings to be held in eight (8) rooms on Monday at 1:00 PM-5:00 PM set in classroom style (18 tables) for up to 175 people Monday only (2600 sq. ft. or larger), with no pillars, then set in theater style Tues-Thurs. (These rooms will be large enough to accommodate up to 275 people theater style and be designated for the more popular breakouts) Set seven (7) rooms in theater for up to 175 people (1600 sq. ft. or larger) on Monday All fifteen (15) rooms to be set in theater style Tues-Thurs Conference starts on Tuesday at 8:00 AM and ends on Thursday at 5:00 PM Set one (1) classroom or six-foot table with 2-chairs at front of rooms for presenters, next to podium Podium 24-Hour Hold One (1) Breakout Room for 400 VA Attendees: Room to be 6200 sq. ft. or larger with no pillars Room required on Sunday at 8:00 AM for AV setup until Monday at 7:00 PM for AV teardown Pre-Conference Meeting on Monday at 1:00 PM-5:00 PM Set in Classroom Style (18 tables) for up to 400 people Riser Podium on Riser 24-Hour Hold One (1) Breakout Room for 300 DoD Attendees: Room to be 5000 sq. ft. or larger with no pillars Room required on Monday at 8:00 AM for AV setup until Monday at 7:00 PM for AV teardown Pre-Conference Meeting on Monday at 1:00 PM-5:00 PM Set in Classroom Style (18 tables) for up to 300 people Riser Podium on Riser 24-Hour Hold 8.2.7 Exhibit/Poster Session One (1) Exhibit (Room or Area)/Poster Session/Vendor Table Exhibits in Foyer Area or Room(s): Area/Room to be large enough to accommodate 1500 people walking through to view Poster Boards and Vendor Table Exhibits (up to forty (40) 8x10 sized areas/booths with pipe and drape separation) Area/Room required on Sunday at 8:00 AM for Poster Board and Vendor Exhibits to be set up, until Thursday at 6:00 PM for poster boards to be torn down and taken out Fifteen (15) 4x8 double-sided poster boards will be set up and placed in middle of room Set Fifteen (15) classroom tables (18 ) under each poster board to place brochures Set forty (4) six-foot tables with 2-chairs at each table, around the perimeter of the room for vendor table exhibits Exhibit room and Poster Session Room/Area may be separate but must be in close proximity to each other. Prefer them to be on the way to the GS, if possible. 24-Hour Hold 8.3 Other Services 8.3.1 Internet Connections Internet Service - (19) wired, (1595) basic wireless Internet connections required. Registration Area (required Mon-Thurs) (10) basic wireless Office for DoD (required Sun-Thurs): (20) basic wireless Office for VA (required Sun-Thurs): (20) basic wireless VIP Board Room (required Tues-Thurs): (10) basic wireless Speaker Ready Room (required Mon-Thurs): (6) basic wireless (1) wired Exhibit Area/Room (required Mon-Thurs): (40) basic wireless One (1) General Session (required Mon-Thurs): (1500) basic wireless (3) wired for presenter laptop and AV tech laptops Thirteen (13) Breakout Rooms (required Mon-Thurs) (1500) basic wireless (13) wired for presenters One Breakout Room for 300 Attendees (required Mon) (300) basic wireless (1) wired for each room for presenter One Breakout Room for 400 Attendees (required Mon) (400) basic wireless (1) wired for each room for presenter Storage/Handling/Shipping Provide a quote to receive, hold, store and deliver conference training materials. 65-boxes up to 50 lbs. each, 5-crates up to 100 lbs., 6-crates up to 85 lbs. each, incoming 25-boxes up to 50 lbs. each, 5-crates up to 100 lbs. each, 6-crates up to 85 lbs. each, outgoing 9.0: SECURITY SERVICE: Vendor shall provide security for the equipment. DVA ILEAD shall not be liable for lost, stolen or misplaced equipment that is furnished by the vendor, as perquisite of this SOW. 10.0: LABOR: Vendor shall abide by all labor laws IAW all the U.S Department of Labor, as it relates to pay rates, hours worked and other pertinent aspects of labor law. 11.0: EXTRANEOUS HOTEL FEES (IF APPLICABLE): DVA ILEAD shall not pay for extraneous hotel venue charges related to the conference setup and strike down for services that are not outlined in the SOW, identified in the government issued solicitation and priced in the price proposal for these services. Examples of these types of extraneous hotel charges are power outlet usage within the confines of the conference/event space, audio patch fees (i.e. house sound system), and rigging fees (i.e. video camera, tripods, stage lighting, etc.). Prior approval for extraneous venue charges, which extend beyond the examples listed in this SOW, shall be approved by the issuing Contracting Officer, in writing, prior to accepting those charges on behalf of DVA ILEAD. 12.0: ACCEPTABLE MEANS OF CONTRACT MODIFICATION: DVA ILEAD and DoD employees attending the conference/event specified by this SOW DO NOT have any contractual authority whatsoever. Therefore, no attendees can make any requests that will be considered a material change to the contract. All contract modifications shall be made and executed by the Contracting Officer or the assigned Contract Specialist, to include funding requests for this level of effort. 13.0: SUPPLEMENTAL SERVICES: Vendor shall participate in a technical crew rehearsal if applicable. Vendor shall provide the level of service such that the government s event is not disrupted or delayed unduly, due to equipment failures, particularly equipment provided by the vendor. Vendor shall provide a single customer focused POC on site and prior to the event. The POC shall assist in technical direction of Audio-Visual placement and environment to ensure a successful event. 14.0: FORCE MAJEURE (COVID-19): The performance of the Agreement by either party shall be subject to Force Majeure, including but not limited to acts of God, fire, flood, natural disaster, war or threat of war, acts or threats of terrorism, civil disorder, unauthorized strikes, governmental regulation or advisory, recognized health pandemic as determined by the World Health Organization, the Centers for Disease Control, or local government authority or health agencies including but not limited to the health threats of COVID-19 and all variants to include (Delta -Â B.1.617.2), (Omicron -Â B.1.1.529), (BA.2) and all other subsequent variants of COVID-19, mandated VHA travel ban for non-mission-critical employees due to COVID-19 surge, or other similar occurrences beyond the control of the parties, where any of those factors, circumstances, situations, or conditions or similar ones prevent, dissuade, or unreasonably delay at least 25 percent of prospective Event attendees from appearing at the Hotel, or where any of them make it illegal, impossible, inadvisable, or commercially impracticable to hold the Event or to fully perform the terms of the Agreement. The Agreement may be cancelled by either party, without liability, damages, fees, or penalty for any one or more of the above reasons. 15.0: SYSTEM SECURITY: The Certification and Accreditation (C&A) requirements do not apply, and that a Security Accreditation Package is not required. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. End of Document