This Request for Information/Sources Sought (RFI) synopsis is a tool to perform market research for a Department of the Interior's potential requirement for a large Acquisitions Training Conference. 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 that could host a large DOI conference. Specifically, Acquisitions Services is seeking information on cities and venues capable of hosting a large conference. This RFI is for hotel and meeting facilities capable of meeting the requirements listed below. RESPONSES due via email by COB March 31, 2017. 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 week of October 16, 2017 OR October 24, 2017 for approximately 250 participants. The proposed hotel shall be: 1) in close proximity to restaurants (within walking distance-no more than 5 min walk---.2 miles); 2) provide free shuttle service to and from Dulles International Airport for approximately 100 guests who will arrive and depart at separate times; 3) offer free and adequate parking for 100 (approx.) local attendees. Requirements: Lodging Only hotels that can provide lodging for all attendees in one location will be considered. Arrival day for non-local participants will be Monday; departure day will be Thursday or Friday. The following room blocks are anticipated (dates and number of guest rooms). Room rental cannot be guaranteed. Monday - _100_ guest rooms Tuesday - _100_ guest rooms Wednesday - _100_ guest rooms Thursday - _60_ guest rooms Hotel will be required to provide reservation code for room block with a reasonable cutoff date (1 week prior to event) and still allow reservations if rooms are available. o 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. ($97/night in Loudoun County, $231/night in Fairfax County). (https://gsa.gov/portal/category/100120) o Lodging and taxes will be billed to room and paid by participants. o Each room will be comprised of 1 queen or larger bed or 2 double or larger beds, private bath, TV, Climate controlled and Free WiFi. o At least 2 ADA compliant guest rooms available in room block. Meeting Rooms (dates, room sizes, quantities) (Required for Tues, Wed, Thurs of conference week) o General Session conference room: requirements include stage, podium, space for 2 large screens, AV set-up and tear down, classroom style or auditorium set-up for approximately 230 people. This room needs to be large enough to accommodate aisles and adequate spacing between tables (if classroom), seats (if auditorium). o (4) Breakout rooms: AV set-up, podium, 1 large screen, projector and classroom style set-up for 50 people each o Breakout rooms and main conference area have soundproof walls o Lighting, environmental comforts (A/C and heat) are provided as needed. o Meeting rooms need to offer open and unobstructed space o General Session and break out rooms need to include podium and space for AV equipment (at least 2 large screens in general session room, 1 screen in break out rooms) as well as nearby electrical and data outlets. o Area for registration table close to conference rooms, which should also be contained in close proximity to the General Session room. o 2 extra break out rooms near conference rooms for support personnel and for storage o Hotel to provide some type of signage to direct conference participants where to go. o Hotel to provide easels, butcher block paper, markers for General Session Room and Break Out rooms o Access to meeting rooms starting at 6am and ending at 7pm. Meetings will start at 8am and end at 6pm. o If rooms are needed for another nightly event, 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 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 Provide both hot and 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 (no more than 10 pages)to include a copy of any agreement required by the hotel to be signed. The agreement is not counted in the page count. Provide pricing information for the requirements above, breaking out each component. If an item is not separately priced, please indicate as such. Pricing information is not counted against the page count. The capabilities shall include successful efforts by the contractor to provide a similar solution. Contract numbers and POCs, with phone numbers and e-mails, shall be given. The government is considering the capabilities and provided information to make a determination on the best acquisition strategy. The selected North American Industry Classification System (NAICS) code is 721110 (size standard - $32.5 million); however, respondents may suggest a different NAICS with a succinct description of why that NAICS is more applicable. Responses to this synopsis are requested to determine interest and capability to provide these services. Your statement of capabilities must include, as a minimum, the following items: name and address of the firm; size standard ownership; year firm established; names of two principals to contact, including title and phone number; company profile to include number of employees, annual revenue history; office locations; DUNS number; and CAGE code. Include pertinent information for on-going contracts completed within the last five years and identify any that were under NAICS code 721110. Pertinent information is: name of contracting activity; contract number; contract type; period of performance, total contract value, and total dollar value under the contract that the firm was actually responsible for under this NAICS code; contracting officer's name and current telephone number, and contracting officer's technical representative (name and current telephone number). Responses should reference the solicitation number. All responses shall be sent to
[email protected] and
[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).