RFI.docx
DOCX document 38 KB Posted
- Attached to
- X1AB HCS TRAINING for EXCELLENCE SYMPOSIUM AUGUST 2024 Federal contract opportunity
- Solicitation number
- 36C10D24Q0074
- Issued by
- Department of Veterans Affairs
About this file
This Special Notice from the Department of Veterans Affairs requests hotel meeting and audiovisual services for a three-day training symposium in Chicago, Illinois from April 23-25, 2024. Interested offerors must respond by February 20, 2024 if interested in providing one general session room minimum 45,000 square feet with crescent seating for 900, twelve breakout rooms minimum 900 square feet each, administrative rooms for up to 20 people, a board room, and signage. Audiovisual equipment requirements include projectors, screens, microphones, speakers, and wireless capabilities for up to 500 users. The System for Award Management registration is required to enter into a contract for the meeting room rental and audiovisual services, which will be paid using a master account. Sleeping rooms at General Services Administration per diem rates are also noted for 900 attendees, though not part of the contract's scope of work.
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Text version
****This is a Special Notice RFI for hotel meeting/audio visual services****
SUBJECT* The Department of Veterans Affairs (VA) has a requirement for meeting space rental, and hotel A/V Services.
GENERAL INFORMATION
| CONTRACTING OFFICE’S ZIP CODE* | 20006 |
| SOLICITATION NUMBER* | 36C10D24Q0074 |
| RESPONSE DATE/TIME/ZONE | 02/20/2024 |
| ARCHIVE | 30 DAYS AFTER THE RESPONSE DATE |
| RECOVERY ACT FUNDS | N |
| PRODUCT SERVICE CODE* | X1AB |
| NAICS CODE* | 721110 |
| CONTRACTING OFFICE ADDRESS | Department of Veterans Affairs |
Veterans Benefits Administration Acquisition Directorate 1800 G. Street N.W. Washington, DC 20006
| POINT OF CONTACT* | Contract Specialist Michael Kendro |
| Michael.Kendro@va.gov |
DESCRIPTION
GENERAL: This is a SPECIAL notice only and does not constitute a pre- solicitation or a solicitation; accordingly, no response is due at this time, nor will any questions of a technical or contractual nature be answered. Please respond to notice by Tuesday February 20, 2024, by 2:00PM PST if any interest.
PROJECT SCOPE: The Department of Veterans Affairs, Veterans Benefits Administration requires the services of a hotel to conduct a three-day HCS Training for Excellence Symposium in April 2024 with 900 participants.
Event Dates: April 23-25, 2024 (Tue – Thu) Event Space set up date: April 22, 2024
Conference Requirements:
1. Hotel must have current registration in the System for Award Management (SAM) to be able to enter into a contract for AV and Meeting room rental costs. AV and Meeting room rental costs will be paid using a contract and Master Account.
2. Hotel sleeping rooms at GSA Per Diem rate for 900
a. Check-In Date: Mon
b. Check-out Date: Fri
| c. Total Room Nights: | 3,600 |
| d. Peak Room Nights: | 900 |
3. Sleeping rooms are for information only and are not part of the contract.
4. Contract information:
Meeting room requirements:
Location: Chicago, IL Meeting room dates required: April 23-25, 2024 (Tue – Thu) Meeting room set up date: April 22, 2024
a. One general session room, minimum 45,000 square feet. Crescent seating for four to accommodate up to 900 people with round tables with 4 seats for Tuesday to Thursday. There should be a head table (with 4 seats) on a riser to include a podium, with access to the riser by both ramp and steps. General session room is needed for Tuesday – Thursday.
b. Twelve breakout rooms, minimum 900 square feet each.
Eight breakout rooms 2,500sf. Classroom style, to accommodate up to 70 people each with rounds of 8: 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room.
Breakout rooms are needed Tuesday - Thursday.
c. Four admin rooms, classroom style, to accommodate up to 20 people needed Tuesday – Thursday.
d. Board Room – Available for phone calls and brief meetings, with Wi-Fi and connection available for laptops. (Tuesday - Thursday for up to 10 people)
e. 20 - 30 easels for signage placement
a. Registration Area:
Preference for the registration area is near the general session room (ideally directly outside the room). There should be three six-foot tables with skirting, four to six chairs, and a large trash can. Appropriate signage directing attendees to registration should be provided.
Participants, presenters and staff will have meals on their own. We would like to have a water station and water available at the tables, as well as coffee (if that can be complimentary).
Audio Visual Equipment requirements: – Tuesday - Thursday 7:30 am – 5:30 pm
1. General Session
2 60” Confidence Monitor
| 6 | 60" LCD Monitor - Placed Throughout the Room – Used for Closed Captioning |
| 1 | Closed Captioning |
| 2 | 18'X24' Wide Screen |
| 150 | AC Cord/ Power Strip- One per round table |
| 6 | Complimentary Easels |
| 1 | Digital Mixer 16 Channel |
| 4 | JBL (type) Speakers |
| 2 | LCD Projectors (Whatever is required for screen size/front or rear projection) |
| 2 | Projector Tower (if required) |
| 1 | Mx418 Low Profile Gooseneck Microphone at the podium |
| 50 | Pipe & Drape (Blue) per foot |
| 1 | Roland B40HD Switcher |
| 1 | SDI Dist. Amplifier |
| 1 | Video Delay Package |
| 1 | Video Switching Package |
| 1 | Digital Video Recording kit |
| 1 | Production Station Package |
| 1 | Speaker Timer System with Large Display |
| 4 | Video Distribution Amplifier |
| 24 | Wireless Handheld Mic |
12 Microphone Floor stands.
| 6 | Microphone Table Stands |
| 6 | Wireless Lavalier Mic |
| 1 | Wireless Presentation Remote |
| 1 | Camera I-MAG Package, AV Sub Con Equipment with video |
recording and external hard drive for video transfer
| 1 | 9" Video Monitors |
| 1 | Studio Camera with Tripods |
| 1 | WI-FI for up to 500 users |
30 Up lights/stage lights
| 2 | Stage Spotlights (if required) |
| 2 | Camera Operator |
| 2 | Technician Full Day Rate up to 8 Hours – Audio |
| 2 | Technician Full Day Rate up to 8 Hours - Presentation and Switcher |
WIFI for General Session Room for 600 users
2. Breakout Rooms (in all breakout rooms)
| a. | 2 Easels in each room |
| b. | 1 8'X14' Wide Screen and LCD Projector (7000 Lumens) or 48” LCD Monitor with computer cable and audio/microphone |
PLACE OF PERFORMANCE: The Hotel that is awarded the contract in the Chicago, IL area.
NORTH AMERICAN INDUSTRIAL CLASSIFICATION SYSTEM (NAICS) CODE AND SMALL BUSINESS SIZE STANDARD: The NAICS code for this project is 721110-Hotels (except for casinos) & Motels.
SYSTEM FOR AWARD MANAGEMENT: Offerors shall be required to have a UEI number and an active registration in SAM, System for Award Management (www.sam.gov) in order to conduct business with the Federal Government. Offerors will be required to complete Online Representations and Certifications at the SAM website.
POINT OF CONTACT: Michael Kendro, Contract Specialist, Michael.Kendro@va.gov .
Contracting Office Address: Department of Veterans Affairs, Veterans Benefits Administration, Office of Acquisitions 1800 G. Street, N.W Washington, DC 2006 Special Notice
Special Notice
Information contained in this announcement is subject to change.
File details come from the government source that posted it. Updated .