36C10X26Q0266 - RFI - Questions v2.docx

DESCRIPTION

Introduction This is a REQUEST FOR INFORMATION only. Pursuant to FAR Part 10.002(b)(2)(iii) and (viii) (Market Research), the purpose of this notice is to:

1. Determine the commercial practices of companies (hotels/conference venues and event support providers) engaged in providing the services needed;

2. Determine feasibility of use of General Services Administration (GSA) Federal Supply Schedule (FSS) pursuant to FAR Part 8, FAR Part 12, and/or FAR Part 15; and

3. Determine availability of Service Disabled Veteran Owned Small Business (SDVOSB) and VOSB set-aside sources pursuant to FAR Part 19.

This notice in no way obligates the Government to any further action.

Requirement This notice is issued by the Department of Veterans Affairs (VA), Office of Finance (OF), Office of Financial Audit and Policy (OFAP), to identify sources capable of providing lodging, conference meeting space, audio-visual (AV) support, and related logistical services described in the attached Performance Work Statement (PWS) in support of the Financial Management Leadership Training (FMLT) event, to be held March 23–25, 2027, in Orlando, Florida.

THERE IS NO SOLICITATION AT THIS TIME.

RFI Submission Instructions All responses must be submitted to Tom Evans (Thomas.Evans3@va.gov) and Michael Silva(Michael.silva3@va.gov) by 3:00 PM EST, on or before September 28, 2026, with a Subject line of "FMLT Conference Support Services RFI Response." Responders will receive an electronic confirmation acknowledging receipt of a response but will not receive individualized feedback on any questions. If your company has the potential capability to perform these services, please respond to this Request for Information by providing a capability statement. The number of pages is limited to a total of 15 pages; size shall be no greater than 8½" x 11". The top, bottom, left, and right margins shall be a minimum of one inch each. Font size shall be no smaller than 12-point. Times New Roman font is required. VA is under no obligation to provide feedback to the company, or to contact the company for clarification of any information submitted in response to this RFI. The Capabilities Statement must include answers to the capability questions below. Please ensure the question number is referenced within the RFI response.

Capability Questions Corporate/Business Information

1. Provide a brief corporate profile of your company, including: Organization name; UEI; Organization's website; Contact Name; Contact Telephone; Contact E-mail address.

2. Business Size (Large, Small, SDVOSB/VOSB, etc.). NAICS code is [INSERT], if you believe a better NAICS code is suitable, please indicate which one and why.

3. Confirm your organization is actively registered and in good standing in SAM.gov. Provide your SAM.gov Unique Entity ID (UEI) and confirm there are no active exclusions against your organization.

4. For vendors that are SDVOSB/VOSB, are you able to perform at least 51% of the work with your own employees?

5. If applicable, provide your GSA Schedule/Contract Number, schedule, and applicable Special Item Number (SIN) category for hotel/conference or event management services.

6. Is the hotel currently listed, or does it plan to be listed, on the List of Approved Hotels and Motels for Federal Travelers (FEMA/USFA Hotel‑Motel National Master List)? Vendors may verify a property’s listing status at https://apps.usfa.fema.gov/hotel/. Hotels must be listed in this database to be eligible for use during the VA Finance Conference.

Facility & Date Availability

7. Can your property (or a property within your portfolio/network) accommodate the required event dates of March 21–26, 2027 (with the core conference occurring March 23–25, 2027)? If these exact dates are not available, please identify the nearest available alternative dates.

8. Confirm your ability to block/reserve up to 22 guest rooms on March 21, 2027, and up to 600 guest rooms nightly from March 22–25, 2027, with all guests checking out by March 26, 2027.

9. Confirm your property is located in the Orlando, Florida area and describe its proximity to a major airport and available ground transportation options.

10. Describe your ability to honor the applicable government per diem lodging rate for this location and timeframe.

Meeting & Conference Space

11. Can your facility provide a General Session/Plenary room of at least 7,200 square feet, set in classroom, hybrid classroom, or theater style, accommodating 600 attendees, and available all day Tuesday through Thursday (March 23–25, 2027)?

12. Can you provide at least three (3) concurrent breakout rooms of at least 4,000 square feet each, accommodating a minimum of 200 attendees per room?

13. Can you provide a Staff Office (approximately 600 square feet, with 24-hour card-key access) and an Executive Meeting Room (minimum 400 square feet) for the duration of the event?

14. Can you provide an Ad Hoc Meeting Room (minimum 400 square feet) for presenter rehearsal and small group use?

15. Describe your registration desk/lobby space capabilities to support on-site check-in for up to 600 attendees beginning at noon on March 22, 2027.

16. Confirm that all meeting spaces are accessible via elevator/escalator, and confirm that no classified meeting space is required for this event.

Audio-Visual Capability

17. Describe your in-house AV capabilities, or your relationship with a preferred AV subcontractor, for supporting general session and breakout room requirements (projection screens, LCD projectors, confidence monitors, mixers, cameras, staging/risers, podium and wireless microphones).

18. Can you provide a minimum of two (2) dedicated AV technicians on-site daily to support setup, troubleshooting, and monitoring of all meeting room AV equipment?

19. Describe your experience supporting rehearsal/dry-run sessions the day prior to a multi-day conference (e.g., March 22, 2027).

Food & Beverage / Miscellaneous Services

20. Describe your cash concession food and beverage capabilities (grab-and-go breakfast, AM/PM snacks, lunch) for up to 600 attendees over three days. Note that under this requirement, the contractor may not purchase or provide food/beverages directly — attendees pay individually using per diem funds.

21. Describe your ability to provide dedicated Wi-Fi and printer support in the Staff Office, including setup, technical support, and equipment removal at event conclusion.

22. Describe your security capabilities, including guest room security (interior locks, peep holes), building access control, and safeguarding of small high-value personal property.

Past Performance / Administrative

23. List any previous or existing contracts you have held with VA or other federal agencies for similar conference lodging/logistics support, including the size and scope of the event(s) supported.

24. What contract vehicle do you recommend for this requirement (e.g., existing GSA Schedule, open market, other)?

25. What pricing structure do you recommend (e.g., per-room, per-attendee, bundled package)?

26. Does your organization have reach-back capability or additional resources to support surge requirements (e.g., a last-minute increase in attendees)? If so, please describe along with an estimated timeline to activate such support.

27. What key questions or clarifications would you need answered in a final PWS/SOW before deciding whether to respond to a resulting solicitation?

Rough Order of Magnitude (ROM) Cost Estimate

27. Please provide a Rough Order of Magnitude (ROM) cost estimate for the following, based on the requirements outlined in the attached PWS:

· Meeting/Conference Room Rental: General Session/Plenary room (min. 7,200 sq ft), three (3) Breakout Rooms (min. 4,000 sq ft each), Staff Office (approx. 600 sq ft), Executive Meeting Room (min. 400 sq ft), and Ad Hoc Meeting Room (min. 400 sq ft) for the full event period (March 21–25, 2027).

· Audio Visual Equipment/Services: All AV equipment, labor, and technician support described in PWS Section 13.2 (Task 2), including projection screens, LCD projectors, cameras/camera operators, microphones (podium, table, wireless handheld), mixers, staging/risers, recording equipment, and a minimum of two (2) AV technicians daily.

Please break out your ROM estimate separately for (a) meeting room rental and (b) AV equipment/services, and note any assumptions used (e.g., whether meeting room rental is waived/discounted based on the room-night sleeping room commitment, whether AV is bundled with the hotel or requires a separate subcontractor, etc.).

This estimate is for market research and planning purposes only and does not constitute a quote, offer, or binding commitment by either party.

Disclaimer This Request for Information is for market research purposes only and does not constitute a Request for Quotation. It is not considered to be a commitment by the Government to award a contract nor will the Government pay for any information provided. No basis for a claim against the Government shall arise from a response to this Request for Information or Government use of any information provided. Failure to submit information in sufficient detail may result in considering a company as not a viable source and may influence competition and set-aside decisions. Regardless of the information obtained from this Request for Information, the Government reserves the right to consider any arrangement as deemed appropriate for this requirement. Respondents are advised the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. No proprietary, classified, confidential, or sensitive information should be included in your response to this Request for Information.

See attached document: FMLT Support Performance Work Statement (PWS).