Location: Herndon, Virginia This Request for Information/Sources Sought (RFI) synopsis is a tool to perform market research for a Department of the Interior¿s (DOI) potential requirement for a conference / seminar space and lodging. This is NOT a solicitation for proposals, proposal abstracts, or quotations. Market research is being performed to determine the availability and adequacy of potential sources for planning purposes only. Requested Information: The purpose of this RFI is to seek information on sources (cities and venues) that have the capacity and capability to host a conference. This RFI is for hotel and meeting facilities capable of meeting the requirements listed below. RESPONSES due via email by 5:00pm CD, October 13, 2023. Documents shall be in electronic format in Microsoft Word, Excel, Power Point, and/or Adobe format. Responses to the RFI will not be returned. Responses to this RFI are not offers for contract and will not be used by the Government to form a binding contract. Specifically, the information provided should highlight your organization¿s offerings by identifying and distinguishing your conference service capability and availability for the following: 1) Within 5 miles of Herndon, VA 2) Capacity of 125 participants 3) Date Availability of one or both weeks as follows: a. February 26 - March 01, 2024 b. April 15 - 19, 2024 Note: Most attendees will arrive on Monday and depart Thursday and Friday. The following room blocks are anticipated (dates and number of guest rooms). Room rental cannot be guaranteed. Sunday: 5 guest rooms Monday: 55 guest rooms Tuesday: 55 guest rooms Wednesday: 55 guest rooms Thursday: 30 guest rooms 4) Hotels must have close proximity to restaurants (within walking distance-no more than 5 min walk---.2 miles) or offer free shuttle to large restaurant area. 5) Hotel must provide reservation code for room block with a reasonable cutoff date (1 week prior to event) and still allow reservations if rooms are available. 6) Lodging rooms are on-site, in a single building and priced no higher than the published government per diem rates applicable to the location of the hotel. FY 2024 Per Diem Rates for Virginia | GSA February Per Diem: $193 per night as of September 2024. March & April Per Diem: $258 per night as of September 2024. 7) Lodging and taxes will be billed to room and paid by participants. 8) Each room will be comprised of 1 queen or larger bed or 2 double or larger beds, private bath, TV, Climate controlled and Free Wi-Fi. 9) At least 2 ADA compliant guest rooms available in room block. Meeting/Conference Rooms Requirements: (dates, room sizes, quantities) 1) Conferences space is required for Monday, Tuesday, Wednesday, and Thursday of conference week. 2) At a minimum, we need 1 large General Session conference room that holds up to 125 people, with table rounds that hold 8-12 people seated per circular table. 3) Additionally, we need 3 breakout rooms total. 1 of them can be the main General Session conference meeting room with 2 smaller rooms that hold ~40 people in each room. 4) General Session conference room: o Requirements include podium, space for 2 large screens, AV set-up and tear down, round table set-up for approximately 125 people, seating 8-12 per table. o This room needs to be large enough to accommodate aisles and adequate spacing between tables to maneuver. 5) 3 Breakout rooms (1 of the 3 rooms can be the General Session Conference room in the mix) o Requirements include AV set-up, podium, 1 large screen, projector and table round style set-up for ~40 people in each room 6) Breakout rooms and main conference area have "soundproofed" walls. 7) Lighting and environmental comforts (A/C and heat) are provided as needed. 8) Meeting rooms need to offer open and unobstructed space. 9) General Session and break out rooms need nearby electrical and data outlets. 10) Area for registration table close to conference rooms, which should also be contained in close proximity to the General Session room. 11) Hotel will provide some type of signage to direct conference participants where to go. 12) Hotel will provide easels, butcher block paper, markers for General Session Room, and Break Out rooms. 13) Access to meeting rooms starting at 6am and ending at 7pm. Meetings will start at 8am and end at 6pm. 14) If rooms are needed for another nightly event, then will need adequate storage for A/V equipment and other items in room. The government prefers exclusive use of the rooms to ensure that the rooms are secured at night but will work with venue to make sure that equipment is stored and secured. Audio Visual Support Requirements: 1) The venue must have the ability to provide audiovisual support. Personnel are needed to set up the site, be on-site throughout the event to trouble shoot the equipment and trouble shoot any problems that might arise during the conference, as well as take down the site after the conference. Food and beverage Requirements: 1) Meeting space only - no food or beverage services. 2) Provide cold water (tap) and cups to participants while in general session and breakout sessions. Submission Instructions: RFI Respondents are asked to provide a short capabilities statement that address the requirements above (no more than 10 pages) including the following areas: 1) Details/Marketing Information on hotel capacity, capability and amenities. 2) Drawings of conference space configuration or details on space. 3) Shuttle Schedule / Details on Shuttle. 4) Restaurant Information. 5) A copy of any agreement required by the hotel. RFI Respondents are asked to provide pricing information (not counted against the page count). Pricing for hotel rooms, meeting space, and any other relevant pricing that may apply. RFI Respondents are asked to provide name and address of the facility and principals to contact, including title and phone number. All responses shall be sent to
[email protected] by the time and date identified in the notice. Disclaimer DISCLAIMER: THIS RFI IS NOT A REQUEST FOR PROPOSAL (RFP) AND IS NOT TO BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT TO ISSUE A SOLICITATION OR ULTIMATELY AWARD A CONTRACT. RESPONSES WILL NOT BE CONSIDERED AS PROPOSALS NOR WILL ANY AWARD BE MADE AS A RESULT OF THIS SYNOPSIS. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed. Information provided will be used to assess tradeoffs and alternatives available for the potential requirement and may lead to the development of a solicitation. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. Any solicitation resulting from the analysis of information obtained will be announced as required under the FAR section used for this procurement. However, responses to this notice will not be considered adequate responses to a solicitation. All information contained in the RFI is preliminary as well as subject to modification and is in no way binding on the Government. FAR clause 52.215-3, Request for Information or Solicitation for Planning Purposes is incorporated by reference in this RFI. The Government does not intend to pay for information received in response to this RFI. Responders to this invitation are solely responsible for all expenses associated with responding to this RFI. This RFI will be the basis for collecting information on services available. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Responses to the RFI will not be returned nor will receipt be confirmed. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).