SOURCES SOUGHT
X -- Defense Conference - Location/Venue RFI - RFI
- Notice Date
- 1/21/2015
- Notice Type
- Sources Sought
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Other Defense Agencies, Defense Security Service, Headquarters, Russell-Knox Building, 27130 Telegraph Rd., Quantico, Virginia, 22314, United States
- ZIP Code
- 22314
- Solicitation Number
- 15ConferenceRFI
- Archive Date
- 2/12/2015
- Point of Contact
- Paul L. Brinckhaus, Phone: 5713056718
- E-Mail Address
-
paul.brinckhaus@dss.mil
(paul.brinckhaus@dss.mil)
- Small Business Set-Aside
- N/A
- Description
- DSS Conference Space RFI The Defense Security Service (DSS) is issuing this notice as a Request for Information (RFI) as defined in 15.201(e) for market research purposes. This is not a Request for Quotation (RFQ), Request for Proposal (RFP), or Invitation for Bid (IFB). It is market research being used to determine the availability and adequacy of potential sources for planning purposes only. Responses to this notice are not considered offers and cannot be accepted by the Government to form a binding contract. The Government does not intend to award a contract on the basis of responses nor otherwise pay for the preparation of any information presented or the use of any such information. Requested Information: The purpose of this RFI is to seek information on sources that could host a large DoD conference. Specifically, DSS is seeking information on cities and venues capable of hosting large conferences. This RFI is for hotel and meeting facilities capable of meeting the requirements listed below. This is not a request for Event Planning Services or 3 rd Party Event Planning or Consultant Services. Questions concerning this RFI must be submitted via email to paul.brinckhaus@dss.mil AND shirley.green@dss.mil. RESPONSES due via email by January 28, 2015. Documents shall be in electronic format in Microsoft Word, Excel, Power Point, and/or Adobe Professional format. All information received in response to this RFI that is marked proprietary will be handled accordingly. 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 September 14 -17, 2015 OR September 21-24, 2015 for approximately 700+ participants. In accordance with FAR 10.001(a)(3), DSS intends to use the information received to better understand the offerings of the conference services in selected cities for a time specific. The proposed hotel shall be: 1) near a hub airport and be able to provide transportation; 2) located in close proximity to or have on site a variety of restaurants able to accommodate the 700+ attendees of this conference. The offeror must propose a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et. seq.), is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.dhs.gov/applications/hotel/, is compliant with the requirements of the Americans with Disabilities Act, and must be registered on the Central Contractor Registration website ( www.ccr.gov ). The proposed hotel must also accept Government purchase orders. Requirements: Guest Rooms Only hotels that can provide lodging for all attendees in one location will be considered. Preferred Overnight Date Alternate Overnight Date # of single occupancy Guest Rooms Saturday, September 12, 2015 Saturday, September 19, 2015 50 Sunday, September 13, 2015 Sunday, September 20, 2015 600 Monday, September 14, 2015 Monday, September 21, 2015 700 Tuesday, September 15, 2015 Tuesday, September 22, 2015 700 Wednesday, September 16, 2015 Wednesday, September 23, 2015 700 Thursday, September 17, 2015 Thursday, September 24, 2015 350 Conference / Meeting Rooms DSS' best estimate at this time is as follows: Room Function setup # of people to accommodate 1 Ball Room classroom 700 4 Breakout Rooms Classroom or theatre 100-175 2 Breakout Rooms Classroom or theatre 75-125 1 Breakout Room Custom 5-20 Alternate set ups will be considered if the breakout rooms cannot accommodate classroom or theater style. Breakout rooms should be in close proximity to the plenary/general session room, and there should be adequate space in the rooms for staff and audiovisual. In addition to breakout rooms, the following are required. Alternate configurations may be considered if a hotel cannot provide the exact specifications listed below. It is possible that room size/configuration may slightly change as the conference date nears. Room Function setup # of people to accommodate Storage Room Custom n/a Computer Room custom 2 Information Office custom 2 Staff Office Custom Up to 42 Speaker Preparation Room 3-5 rounds 2-10 Registration area custom 6-8 Exhibitor Space custom Evaluation Stations custom Audio Visual The venue must have the ability to provide audiovisual equipment and support. Aside from the equipment, 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. The AV requirements for each day of this program may include, but are not limited to: General session room (700 people in classroom style): LCD projector with two adequate sized screens for the room size Confidence monitor* Skirted stage Podium with lectern microphone Lavaliere microphone 3 wireless handheld microphones for questions/answers 4 channel analog audio mixer Video camera DVD player Internet connection *Confidence monitor - 46" or better. The control of the feed going to the display should be at a centralized location and should be switchable remotely by the AV tech from any of the selectable feed options. The two larger screens will also have independent feed controlled by the centralized AV tech. The separate feeds include presentations from a DVD player, video camera and/or an external laptop (VGA connector). Unless otherwise noted in the chart below, it is anticipated the following audio visual is needed in each of the breakout rooms. This is subject to change pending final configurations/attendee numbers: Podium LCD projector with screen 2 wireless handheld microphones Sound/channel mixer Hardwired Internet connection In addition, the venue/hotel must provide information on the ability of their website to be able to be linked to an outside website. Administrative Support The venue/hotel must provide information on their ability to provide general administrative support for a large conference of 700+ attendees. Food and Beverage The venue/hotel must provide information on their food and beverage offerings for a large conference of 700+ attendees.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/notices/660742ea727c021b83da5d5a82c30e29)
- Record
- SN03621666-W 20150123/150121235551-660742ea727c021b83da5d5a82c30e29 (fbodaily.com)
- Source
-
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