36C10X24Q0269 CONFERENCE_SOURCES_ SOUGHT.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

POINT OF CONTACT*

maribel.fratina@va.gov

PLACE OF PERFORMANCE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

The purpose of this Sources Sought (SS), is to identify SDVOSB, VOSB, or other Small Businesses capable and interested in supporting a future VA Lodging, and breakfast/lunch and morning and afternoon snacks and one plated dinner, Conference Rooms/Training Space requirement for the VA The Department of Veterans Affairs (VA), Office of Information Technology (OIT), Digital Modernization Council.

Description: See DRAFT PWS below

Vendor Responses:

If interested in responding to an official solicitation, for the above services, please provide:

A. Your Company name, SAM Unique ID, (POC), Socioeconomic Status. If SDVOSB, please provide events of verification.

B. The government is considering using NAICS (531120). Please provide your suggested NAICS and any rationale.

C. Up to two-page capability statement (include any info on past contracts providing the same or similar services).

D. Please provide Market Research/Pricing (Per room Pricing, conference room, breakfast, lunch, morning and afternoon snacks, and one plated dinner), based upon the below draft Performance Work Statement.

E. Check the Hotel and Motel National Master List. The Hotel and Motel Fire Safety Act of 1990 codified at 15 U.S.C. 2225 prohibits use of appropriated funds to sponsor or pay for, in whole or in part, a meeting, convention, conference or training seminar in a hotel or other place of public accommodation, unless the venue meets the fire prevention and control guidelines described in 15 U.S.C.1225. The Federal Emergency Management Agency (FEMA), United States Fire Administration (USFA) maintains the Hotel and Motel National Master List, a list of hotels and motels complying with Pub. L. 101-391. Contracting officers and purchase card holders shall contract only with listed hotels or motels to conduct meetings, conventions, conferences, or training seminars. Any advertisement, request for quotation, invitation for bid, or announcement for space shall include a requirement that the proposed facility be listed on USFA’s Hotel and Motel National Master List at https://apps.usfa.fema.gov/hotel/ .

F. Vendors do let the government know of your intention to quote.

Email all responses maribel.fratina@va.gov, and corey.mann@va.gov no later than 22 June 2024 at 10:00 am EST.

--DRAFT—

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Office of Information Technology (OIT)

WAYCON TRAINING EVENT 2024

5-9 August 2024

Introduction.

The Department of Veterans Affairs (VA), Office of Information Technology (OIT) by directive of the Transformation Planning Team (TPT) a steering committee under the Digital Modernization Council, has been asked to conduct a training event to bring together delivery leaders from across OIT for training focused on how OIT can become the best software product delivery organization in government. The Software Factory (SWF) Model is an effort to fully revamp the way VA delivers software. The model seeks to create standard, repeatable processes that result in OIT delivering secure, high-quality solutions to its customers as quickly as possible. By directive of the Transformation Planning Team (TPT) a steering committee under the Digital Modernization Council, this training event will target product line managers, portfolio directors, and key IT product stakeholders to increase SWF awareness and understanding and build up the application and utilization of core product management practices. This training serves as a platform to exchange insights, best practices, and strategies to drive transformation and enhance organizational efficiency. This will be an immersive and collaborative training experience, with a focus on fostering a culture of innovation and excellence. We aim to empower our IT leaders to navigate challenges, leverage emerging technologies, and propel our organizations towards success by embracing the following OIT working principles:

· Embrace “Better, Faster, Safer” – Deliver more value by building momentum through continuous, incremental, well-tested changes.

· Automate When Possible – Adapt out processes, our organization, and our technology to automate away manual, error-prone, and tedious work.

· Deliver What Matters – Maximize results for Veterans by working with our users and stakeholders to prioritize work based on what will drive the biggest impact to the outcomes that matter.

· Encourage a Safe and Transparent Culture of Learning – Nurture and build a culture around exploration, collaboration, and innovation – all while celebrating success along the way.

· Trust and Empower Focused Teams of Experts – Foster empowered teams of specialists to take ownership of their products and services.

· Standardize and Re-Use – Create an organization that collaborates on winning approaches, reuses processes and technology, and maximizes shared knowledge and resources.

1. Scope. This acquisition is for conference room space and available lodging space in a hotel for OIT to host its inaugural WayCon Training Event with an estimated 200 federal employees from Monday, August 5, 2024, to Friday, August 9, 2024, with August 5 and August 9 designated as travel days. This entails providing suitable conference facilities equipped with audiovisual amenities and accommodations for attendees. The services include booking appropriate meeting rooms, arranging catering services for breakfast, lunch and morning/afternoon breaks, managing lodging reservations for all available space that can be provided, and ensuring a seamless experience for participants throughout the duration of the training.

1. Period-of-Performance (POP). Monday, August 5, 2024, through Friday, August 9, 2024

1. Place-of-Performance. Chicago, IL; Charlotte, NC; Boston, MA; or Charleston, SC.

1. Travel. Not applicable

5. Contract Type This will be a firm fixed price (FFP) contract.

6. Contractor Staff Qualifications. Contractors shall have the necessary experience and equipment to facilitate the arrangements for conferences, symposiums, seminars and trade shows.

7. Certifications. The Contractor shall have specialized experience in IT technical services and support, event planning, and project management.

8. The Contractor shall provide all personnel, equipment, supplies, facilities, paper, pens, poster papers, markers, and name tags and other items necessary to provide video conferencing for the WayCon Training Event as defined in this PWS. Signage to direct attendees to rooms/breakrooms shall be provided. No set-up or take-down labor is required from the government for any of the provided materials specified in the PWS. Daily housekeeping for each room, including carpet vacuuming, trash removal, and ensuring the conference room areas are neat and "show ready" for each of the three open days. Additional arrangements and services required by the vendor include, but are not limited to the following items:

9. Task statement. Tasks performed shall be of a non-personal nature. VA organizations and personnel will not provide supervision of Contractor personnel. Contractor personnel shall at no time allow an employer/employee relationship to develop with VA organizations or their staff. VA organizations will refrain from any activities that create the appearance of such a relationship. Contractors shall not perform inherently governmental functions including decision-making, supervision of Government employees, supervision of other Contractors on other contracts and activities that create the appearance of performing such functions.

Task 9.1 Registration Area The Contractor shall furnish a registration space on August 5, 2024, with a table and 8-12 chairs.

Task 9.2 Provide OIT Leadership Conference Large Meeting Room The Contractor shall provide one (1) large main meeting room that can accommodate and seat 200 federal employees and have the flexibility to make set-up changes at no additional cost.

· Large conference room must be made available from Tuesday, August 6, 08:00 AM to Thursday, 8, August 5:00 PM

· Theater style seating

· Stage with three (3) chairs

· Three wireless microphones on stage

· Internet connection

· Podium

· Water station

Task 9.3 Provide Break-out Rooms The Contractor shall provide eight (8) breakout rooms that can accommodate as follows: five (5) of the breakout rooms shall accommodate 40 federal personnel each.

Task 9.4 The Contractor shall provide three (3) additional breakout rooms for back of house that can accommodate 5-10 administrative personnel each. All breakout rooms shall be in close proximity of each other with the following:

· Break-out rooms must be made available from Tuesday 09:00 AM to Thursday 5:00 PM

· Theater style seating with tables

· providing for an unobstructed view of presentation area

· layout featuring rows of chairs arranged in an angled format, which prevents visual blockage caused by the audience members seated in front to best utilize the space

· seating format allows organizations to accommodate a large number of attendees in a relatively compact space

· forward-facing setup of theater style seating helps minimize distractions

· Stage

· Table with drape and 2 chairs on stage

· Projector and Video screen

· One microphone

· Internet connection

· Water station

· Connectivity Cords from laptops to presentation screens

· Power connectivity to the tables

Task 9.5 Occupancy Lodging Rooms The Contractor shall block/reserve lodging services for federal employees at U.S. Government per-diem rate during the event dates for the hotel’s geographic location for approximately 200 federal employees and parking for very limited local staff. Per Diem rates may be accessed at Per Diem Rates | GSA. The Contractor shall provide ability to cancel and modify existing reservations without penalty.

The conference facility must be handicapped accessible, provide dedicated resources, with backup capability to manage the logistics surrounding conference events. It should be near an airport that accommodates flights from multiple airlines and origins across the nation, within walking distance of restaurants. In-house audio-visual technical support will be required to set up, troubleshoot and monitor room A/V equipment and usage in conference rooms, remaining flexible to the needs of the conference planners.

Task 9.6 Catering The Contractor shall provide food and beverage, preparation, setup, and cleanup services for lunch meal from August 6 to August 8 for approximately 200 federal employees. Breakfast and lunch should be “chef’s choice” on Tuesday, Wednesday, and Thursday. Morning breaks should be “assorted granola bars with coffee/tea service” and afternoon breaks should be “pre-packaged chips/pretzels with assorted soda and water station”. Tuesday should include a plated dinner. See the schedule for times below; this can be adjusted on Monday August 4. All should be setup before the time and available until after the time shown.

10. Delivery Schedule.

DAY 1 – Monday, August 5, 2024 Federal employees traveling to location.

09:00 AM – 12:00 PM

Federal employees register DAY 2 – Tuesday, August 6, 2024

DAY 3 – Wednesday, August 7, 2024

DAY 4 – Thursday, August 8, 2024

DAY 5 – Friday, August 9, 2024 Federal employees departing from location.

11. Government-Furnished Information, Equipment, and Facilities. The VA will be providing laptops for making presentations in each room.

12. Security Requirements. N/A

13. Key Personnel. N/A

14. QUALITY ASSURANCE SURVEILLANCE PLAN

Performance Standards define required performance for specific tasks. The Government performs surveillance to determine if the Contractor exceeds, meets or does not meet these standards. The Government may utilize the Performance Based Service Assessment Survey, provided as Attachment E, or other methods to compare Contractor performance to the Acceptable Levels of Performance (ALPs).

Customer (VA) support satisfaction, having no more than 5 incidents of dissatisfaction.

service/professionalism

14.1 METHODS OF SURVEILLANCE

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

a. Regardless of the surveillance method, the COR shall always contact the Contractor's task manager or on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR, with assistance from the CO, shall be responsible for monitoring the Contractor’s performance in meeting a specific performance standard/AQL.

· DIRECT OBSERVATION. Can be performed periodically or through 100% surveillance.

· PERIODIC INSPECTION. Uses a comprehensive evaluation of selected outputs. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.

· VALIDATED USER/CUSTOMER COMPLAINT. Relies on the user of the service to identify deficiencies. Complaints are then investigated and validated. Highly applicable to services provided in quantity and where quality is highly subjective.

· 100% INSPECTION. Evaluates all outputs. Most applicable to small quantity, but highly important services. May be used where there are written deliverables and stringent requirements such as tasks required by law, safety, or security.

14.2 ACCEPTABLE PERFORMANCE LEVELS (APLS)

customer service/professionalism

14.3 DOCUMENTING PERFORMANCE

Acceptable Performance:

The Government shall document acceptable performance in accordance with the table above.

Unacceptable Performance:

When unacceptable performance occurs, the COR shall inform the CO. This will always be in writing although when circumstances necessitate immediate verbal communication, that communication will be followed in writing. The COR shall document the discussion and place it in the COR file.

When the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the Contractor's program manager.

The Contractor shall acknowledge receipt of the CDR in writing to the CO. The CDR will state how long after receipt the Contractor has to take corrective action. The CDR will also specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CO shall review the Contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

PERFORMANCE BASED SERVICE ASSESSMENT

CONTRACT/ORDER NUMBER/TITLE:

PERIOD COVERED:

Excellent Very

Satisfactory

Good

A. MEETING TECHNICAL NEEDS:

1. What level of understanding does the Contractor have of my technical needs and my mission requirements?

2. What level of efficiency and effectiveness does the Contractor demonstrate in meeting my requirements?

3. Overall, how well does the Contractor meet my technical needs and mission requirements?

4. Overall, the quality of the products/services provided are

B. PROJECT MILESTONES AND SCHEDULE:

1. How well does the Contractor meet my established milestones and project dates?

2. How timely are products, reports, and invoices completed, reviewed, and delivered?

3. How would you assess the reasonableness of cost of the services being provided and the accuracy of submitted invoice?

4. How well does the Contractor notify me in advance about potential milestones and scheduling problems so that I have enough time to correct them?

C. PROJECT STAFFING

1. How current is the expertise of those Contractors performing requested tasks?

2. Do Contractor personnel possess the necessary knowledge, skills, and ability to accomplish assigned tasks?

3. Are the staffing levels assigned by Contractor appropriate for accomplishing the mission?

D. VALUE OF THE CONTRACTOR:

1. How would you assess the value of the services provided by the Contractor?

2. How do you rate the quality of the products delivered by the Contractor?

3. What overall rating would you give to the Contractor's performance?

***Poor and Below Satisfactory ratings must be explained in Section II (Narrative Clarification) below. Must be supportive and objective.

SECTION II. NARRATIVE CLARIFICATION (USE ADDITIONAL SPACE AS REQUIRED):

Typed Name and Title of Government Project Lead/COR:

Signed Name of Government Project Lead/COR:

CONTRACT DISCREPANCY REPORT

CO/COR Findings:

CO/COR (sign and date):

Contractor Response:

Contractor Project Manager (sign and date):

CO/COR Determination/Recommendation:

CO/COR (sign and date):

Contracting Officer Acknowledgement and Recommendation (if not original author of CDR):

14.4. RATINGS

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following rating definitions can be used as a guide when completing the Performance Based Service Assessment:

Sources Sought Notice

Sources Sought Notice