RFQ - 693JJ324Q000053.pdf

REQUEST FOR QUOTATION (RFQ) No. 693JJ324Q000053

Issuing Office: United States Department of Transportation

Federal Highway Administration (FHWA) Office of Acquisition & Grants Management (HCFA) 1200 New Jersey Avenue, SE Washington, DC 20590-0001

Solicitation Number: 693JJ324Q000053

Agency Contact: Jason Motala

Contracting Officer/Contract Specialist jason.motala@dot.gov

Title: FHWA 2025 Environment, Air Quality & Realty Disciplines Seminar

Solicitation Release Date: 07/26/2024

Technical Questions Due Date: 07/02/2024, by 11:00 AM Eastern Time (ET) and must be emailed to Jason Motala – jason.motala@dot.gov

Quotation Due Date: 08/09/2024, by 11:00 AM ET and must be emailed to Jason Motala – jason.motala@dot.gov

NOTE: As a result of this RFQ, FHWA anticipates awarding a single or multiple Firm-Fixed-Price (FFP) purchase order(s). This is a 100% small business set-aside for NAICS 721110; Hotels (except Casino Hotels) and Motels.

NOTE: Quotes cannot be accepted from hotels or venues that have a casino located within.

mailto:jason.motala@dot.gov

PART I - RFQ INFORMATION AND INSTRUCTIONS

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

This is an OPEN-MARKET Firm-Fixed-Price (FFP) RFQ. This solicitation is prepared in accordance with Federal Acquisition Regulation (FAR) Part 12, the acquisition of commercial items in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed in FAR 13, Simplified Acquisition Procedures. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-05 dated 05/22/2024.

This solicitation is a 100% Small Business set-aside and the North American Industry Classification System (NAICS) code is 721110; Hotels (except Casino Hotels) and Motels with an industry size standard of $40M. A responsible quoter is one whose quotation conforms to the solicitation and will be most advantageous to the Government. It is the contractor’s responsibility to be familiar with applicable clauses and provisions. FAR Provisions and Clauses may be viewed and/or downloaded from http://www.acquisition.gov/far.

All contractors must have a current active registration in the System for Award Management (www.SAM.gov) at the time of quote submission in order to be eligible to receive an award under this RFQ.

http://www.acquisition.gov/far http://www.sam.gov/

INSTRUCTIONS FOR PREPARATION OF QUOTATIONS

In responding to this RFQ, quotations MUST include the following:

1. Technical Capability Quote: Narrative discussion addressing the quoter’s technical approach and technical merit factors identified in Part I, Section 6, Evaluation of Quotations. A description of how the Performance Work Statement (Part III, page 8) requirements will be completed. Additionally, the quotation must provide availability for the dates listed for all choice dates. Technical quote will be submitted in a separate document from Price Quote.

2. Past performance references: Please provide a matrix of recent relevant past performance

(within the last four years), which must include the following: a short description of the work, the dates of work performance, the name of the client and a contact phone number and email address, so a reference check can be conducted. Quotations must include three references.

(Response form question 14)

3. Price Quote: Submitted pricing in the format of the Contract Line Item Number (CLIN)

Structure table shown in Part II. Price Quote will be submitted separately from Technical Quote.

4. Organizational Information: Quotations must include the following mandatory business information regarding your company in the body of the cover email message:

• Confirmation your company accepts government purchase orders

• Business Size (Small, Woman-Owned, Disadvantaged, Hub-Zone, Large, etc.)

• Payment Terms (Government Standard is NET 30)

• Unique Entity Identifier (Generally referred to as the Data Universal Numbering System

(DUNS) Number)

• Federal Tax Identification Number (TIN) (9-Digits)

• Correct Mailing Address for the order (include name, telephone, email address); Note:

Mailing address and entity name must match the information in www.sam.gov

• Verification company information listed in the System for Award Management (SAM) is current and accurate. https://www.sam.gov/SAM/

5. Instructions for Preparation of Quotations: Quotations must be submitted electronically as Adobe (.pdf) files with the technical capability, pricing, past performance and organizational information sections submitted in a SINGLE email whose size must not exceed 10 Megabytes.

Vendors pricing must be only submitted on attached Attachment 1 – Pricing_693JJ324Q000053.xlsx Excel

Vendors must complete Response form_RFQ 693JJ324Q000053.pdf. This form mirrors some of the required information in the in the Technical Capability section. A technical quote will still be needed to provide other information requested.

6. Evaluation of Quotations: The Government will evaluate quotes and make a best value award decision based on the following factors rated:

1 - Technical Capability; The Government will evaluate Technical Capability based upon a two-tiered approach based upon the First Choice, Second Choice, Third Choice and http://www.sam.gov/

Fourth Choice set of dates as specified below in section 1.4 of the PWS*.

2 - Past Performance; and 3 - Price

All evaluation factors other than cost or price, when combined, are significantly more important than cost or price.

*NOTE: The Government will evaluate each quotation for the First Choice to include the Technical Capability, Past Performance and Price. The Government will conduct a Best Value Tradeoff only for the First Choice dates (Technical Capability, Past Performance, and Price). If award is not made utilizing the First Choice, the Government will proceed with evaluation of the Second Choice dates (Technical Capability, Past Performance, and Price). Tradeoff will be performed for the Second Choice dates. If award is not made utilizing the Second Choice, the Government will proceed with evaluating the Third Choice dates (Technical Capability, Past Performance, and Price). Tradeoff will be performed for the Third Choice dates. If award is not made utilizing the Third Choice, the Government will proceed in evaluating the Fourth Choice utilizing the same methodology utilized above.

TECHNICAL CAPABILITY– EVALUATION FACTORS

1. Facility availability. As described in the Performance Work Statement (PWS) Section 1.1:

1. Provide chart which outlines date availability for the First Choice, Second Choice, Third Choice and Fourth Choice Dates as identified in section 1.4 of the PWS. (Response form question 1)

2. Describe your cancellation procedures and fees associated including a maximum cancellation fee. (Response form question 2)

3. Draft Venue Contract/Agreement: If you plan to ask the government to sign such a document, you must provide a draft contract/agreement which does not include taxes, insurance, or an indemnity clause, and does include wording to the effect that where the government’s contract conflicts, the government contract will take precedence. There are specific items and terms which the government cannot permit in a binding contract. (Response form question 3)

2. Locality requirements:

1. Per diem rate cannot be equivalent to the Washington, D.C. metro area, GSA Locality of the

District of Columbia. Pricing must be offered at the government per diem rate or below and be 15% less than the cumulative (hotel and M&IE) rates of the District of Columbia GSA posted rates. The facility must meet all specifications outlined below in the PWS. (Response form question 4)

2. Hotel located within a 35-mile radius of Baltimore/Washington International Thurgood Marshall Airport (BWI), Dulles International Airport (IAD), or Ronald Reagan Washington National Airport (DCA) airports.

3. Meeting rooms and facility space(s): Include a floor plan of all spaces, indicating which meeting rooms and facility spaces are being offered. Refer to Detailed Requirements section for quantity, and capacity requirements.

1. General Session Conference room: Conference room meeting the capacity noted in the Detailed Requirements section.

2. Breakout rooms: Separate breakout rooms meeting the quantities and capacities noted in the Detailed Requirements section.

3. Prep room: One (1) instructor’s prep room for up to 10 guests.

4. Registration area: One (1) registration area located outside of the General Session

Conference room.

5. ADA accessible: The conference room, breakout rooms, instructor prep room, and areas conducive to small group work must comply with ADA standards, including elevators and ramps (annotate these on the floor plan).

4. Meeting space equipment and services.

1. High speed wireless internet connection throughout all meeting rooms and common areas.

(Response form question 7)

5. Break and refreshments services. (Responses form question 8)

i. Beverage service (coffee, hot water, ice water) will be available 7:00am to 5:00pm on each day of the event (refer to the Detailed Requirements section) in a central location and ice water will be available in the conference and breakout rooms.

ii. Refreshment services (assorted beverages and light snack offerings) will be available for both morning and afternoon on each day of the seminar event (refer to the Detailed Requirements section).

iii. Optional Box Lunch Offering. Provide menu of three boxed lunch options. Must include options for gluten intolerance, vegan, vegetarian, or ability to modify offerings based on other dietary restrictions for lunches and break and refreshment services.

6. Lodging and amenities: (Responses form question 9)

1. Nonsmoking lodging room block within the facility for up to capacity noted in the Detailed

Requirements section.

2. Parking onsite is free (or comped) and accessible and provides spaces for up to capacities noted in the Detailed Requirements section. The FHWA attendees will have access to parking, Wi-Fi, and other amenities available to standard hotel guests (such as exercise rooms, guest services) for the duration of the seminar event.

3. Cleaning services. Cleaning standards described, including cleaning protocols, requirements for staff, and include location of hand sanitizer stations. (Response form question 10)

4. Eateries: Include a list of eateries and attractions that are within 1 mile of the venue that are accessible by walking. (Response form question 11)

7. Staff qualifications: Provide resume of qualifications demonstrating at least three years of experience for each of the following.

1. Project Manager: with conference planning experience. (Response form question 12)

2. Onsite AV/IT/Maintenance support: with conference support experience. (Response form question 13)

8. Onsite support staff availability.

1. One dedicated conference services/planner available 7:00am to 4:00pm ET each day of the event.

2. One dedicated AV technical services support is available 7:00am to 5:00pm ET each day of the event.

3. IT/AV/Maintenance support on an as needed basis during set-up and for the duration of the seminar schedule.

9. Performance work statement response.

1. Describe the plan to meet and or/to deliver all items as specified in the PWS.

2. References: Three recent and relevant references to verify past performance. Recent and relevant is defined as similarly sized events within the past four years. Please provide the name of the client, event, and phone number/email address so a reference check can be conducted. Verify satisfactory past performance. Demonstrated past performance that will meet the Government's requirements outlined in the statement of work. Factors that may be reviewed include:

i. Timeliness—Delivery or Performance

ii. Problem Responsiveness

iii. Quality of Purchased Product or Services

iv. Technical Support

v. Delivered Quantities

10. Although the FHWA is fairly confident that we will hold the seminars during one of the identified weeks, there may be a need to cancel or move the seminar. Describe your cancellation procedures and all fees associated including a maximum cancellation fee. Cancellation fees must be provided in dollars (not percentages) and cannot be more than the total quoted price for the seminar. (Response form question 15)

PART II - SCHEDULE OF SERVICES

FHWA 2025 Environment, Air Quality & Realty Disciplines Seminar

The Contractor must furnish all supplies/services to perform the tasks described under this purchase order entitled, Federal Highway Administration 2025 Environment, Air Quality, and Realty Disciplines Seminar. The Contractor must furnish all supplies/services in support of the mission of the FHWA.

This is a SMALL BUSINESS SET-ASIDE, FIRM FIXED PRICE Request for Quotation. Quoters must quote a total price breakdown utilizing the Contract Line Item Number (CLIN) chart below.

Contract Line Items 3 and 4 will be included in the price evaluation total price for award purposes.

These CLINs will not be included as part of the resulting purchase order; these items will be charged to the individual attendee.

Item Description Unit Price Quantity Total

Payment Obligation

Meeting room(s) and facility space rental (refer to Part III, 1.4 – Detailed Requirements), Break Refreshment and Beverage Service, AV Equipment, and Planning Support Services Pricing: Firm-Fixed-Price $ 1 Lump Sum $

Purchase Order

Taxes/fees/service charges for Break Refreshment and Beverage Service (if applicable) Pricing: Firm-Fixed-Price $ 1 Lump Sum $

Purchase Order

Total Price Purchase Order Items (Lines 1-2) $

Item Description Unit Price Quantity Total

Payment Obligation

Lodging (At Government Per Diem Rate or

Below) $

(270 Rooms X

4 nights) $ Individual Attendee

4 Taxes/fees for Lodging $

(270 Rooms X

4 nights) $ Individual Attendee

Total Price for Evaluation Purposes Only (Lines 1-4) $

PART III - PERFORMANCE WORK STATEMENT

FHWA 2025 Environment, Air Quality & Realty Disciplines Seminar

1.0 – OVERVIEW

This is a non-personal services contract to provide conference/event planning support services equipment, and a venue for 2025 Federal Highway Administration Environment, Air Quality, and Realty Disciplines Seminar. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such service providers must be accountable solely to the Contractor, who, in turn is responsible to the Government as defined in this Performance Work Statement (PWS). The Contractor must perform to the standards herein.

1.1- BACKGROUND

The FHWA is hosting an Environment, Air Quality, and Realty Disciplines Seminar for employees in March or May 2025, not to exceed 270 participants. The discipline seminar provides technical learning and development opportunities to employees across FHWA with critical responsibilities for delivering the nation’s Federal-aid/Federal Lands Highway programs.

The seminar will be a multi-day residential program taught by FHWA leaders and technical experts with breakouts where participants and instructors learn and engage formally and informally during classroom time and non-classroom time. The seminar will be held at an on-site residential conference facility, where lodging and conference rooms are co-located.

1.2- OBJECTIVE

The objective of this contract is to procure conference/event planning support services, equipment, and a venue that meet FHWA’s requirements.

1.3- REQUIREMENTS

Geographic Requirements: The facility must be located within a 35-mile radius of either BWI, DCA, or IAD airports.

The per diem rate cannot be equivalent to the Washington, D.C. metro area. The budget for this program is limited. Pricing must be offered at the government per diem rate or below and be 15% less than the cumulative (hotel and M&IE) rates of the District of Columbia GSA posted rates. Pricing must be offered at the government per diem rate or below, and the facility must meet all specifications outlined in the PWS.

General Requirements: The Contractor must provide all materials, equipment, labor, and any other items necessary to carry out the discipline seminar as defined in this PWS and Technical Exhibit 1 and

2. Please refer to the Deliverable tasks in this document.

NOTE: The Government reserves the right to request a change in venue through formal modification by the Contracting Officer based on the kick-off meeting or hotel walkthrough. The Contractor must provide meetings rooms, guest rooms, audio visual equipment, and break refreshment and beverage service from the venue for the duration of the event.

NOTE: All FHWA participants will pay for their lodging and meals separately using their government travel card. The Government is not obligating funds for lodging and meal services under this contract and makes no assurances to quantity purchased by FHWA attendees.

NOTE: The facility must provide reasonable accommodations for participants with disabilities.

Meeting space and lodging rooms must meet the Americans with Disabilities Act (ADA) requirements.

1.4- DETAILED REQUIREMENTS

Environment, Air Quality, and Realty Disciplines Up to 270 attendees; 3-day seminar

• First Choice Dates: March 10 – 14, 2025

• Second Choice Dates: March 17 – 21, 2025

• Third Choice Dates: March 24 – 28, 2025

• Fourth Choice Dates: May 5 – 9, 2025

DAY ACTIVITY MEETING

SPACE USE

TIME

MEETING SPACE

Use/# of attendees

BREAK

SERVICES

Beverage &

Refreshments

OVERNIGHT ROOM

ACCOMMODATIONS

USE/ESTIMATED NO.

OF LODGING

ROOMS

PARKING

SPACES

SUN N/A N/A N/A N/A N/A N/

A

N/A

MON Set up 11:00a- 9:00p

Main Room Set up only

N/A Yes – Check in 27

Breakout 1 Set up only

Breakout 2 Set up only

Breakout 3 Set up only

Breakout 4 Set up only

Registration Open Use

Prep Room 10 TUE Seminar

(Day 1) 7:00a-9:00p Main Room 270 All Day Beverage

AM Refreshments PM Refreshments Optional Box lunch*

Yes 27

Breakout 1 60-70 Breakout 2 60-70 Breakout 3 60-70 Breakout 4 60-70 Registration Open

Use Prep Room 10

WED Seminar (Day 2)

7:00a-9:00p Main Room 270 All Day Beverage AM Refreshments PM Refreshments Optional Box lunch*

Yes 27

Breakout 1 60-70 Breakout 2 60-70 Breakout 3 60-70 Breakout 4 60-70 Registration Open

Use Prep Room 10

THUR Seminar (Day 3)

7:00a-9:00p Main Room 270 All Day Beverage AM Refreshments PM Refreshments Optional Box lunch*

Yes 27

Breakout 1 60-70 Breakout 2 60-70 Breakout 3 60-70 Breakout 4 60-70 Registration Open

Use Prep Room 10

FRI N/A N/A N/A N/A N/A No – Check out N/ A

N/A

*Item is ordered by individual attendees and billed directly to attendee. Items are not eligible for reimbursement from the resulting Purchase Order.

1.5- PAYMENT OBLIGATIONS

The Government and individual attendee’s payments obligations are as follows:

GOVERNMENT PURCHASE ORDER

Items are eligible for reimbursement through Government Purchase Order Agreement.

INDIVIDUAL ATTENDEE

Item ordered by individual attendees, billed to and paid by the attendee directly.

Meeting Rental Spaces (e.g., Conference Room, Breakout Room)

Sleeping rooms

Audio Visual (AV) Equipment Lodging taxes/fees

Break Refreshments and Beverages (e.g., Morning and afternoon refreshments, and all-day beverage services)

Parking fees (If applicable)

Taxes, fees, and service charges (If applicable)

Box lunch costs (If opted for by individual attendee)

2.0- TASK: MEETING SPACE

Both the general session room and breakout session meeting rooms must be near each other (co-located in the same building/same floor). All meeting rooms will be on a 24-hour hold during each day of the event and will not be available for other hotel customers during FHWA’s seminar.

Meeting space must be clearly labeled for FHWA attendees and directional signs/posters should be provided if needed, per the Technical Point of Contact’s (TPOC) request.

A) GENERAL SESSION ROOM

Meeting space and set-up of general session room to hold the number of participants, noted in

1.4 Detailed Requirements section, comfortably for the duration of the event. An approval of room set up by the TPOC is required prior to the event.

1. Room set up requirements:

a. General seating must be set as round tables.

b. One (1) 18’x8’ skirted riser.

c. Two (2) 18”x6’ skirted panel tables and four (4) chairs on the riser.

d. One (1) American flag with pole in stand on the left side of the riser (audience view).

e. Eight (8) high-top standing tables at the rear of the room.

f. Pens and notepads for the number of participants.

g. Water cooler or pitchers in back of room.

2. AV requirements:

a. One (1) Windows compatible laptop computer with high-speed internet access and Microsoft Office (version 2021 or newer) with mouse. Laptop must be connected to the projector provided by the Contractor. System set to play sound.

b. High speed wireless internet connection (provided as complimentary to participants).

c. One (1) confidence monitor.

d. One (1) podium and one (1) microphone.

e. Three (3) lavalier microphones.

f. Two (2) wireless handheld microphones with stands.

g. Two (2) flipcharts and easels with markers and self-adhesive paper.

h. Two (2) LCD 10K minimum projectors and two (2) FASFO 7’x10’ screens or appropriately sized screens for the room and number of people seated.

i. One (1) laser pointer.

j. One (1) USB remote slide advance device.

k. Two (2) HDMI connections to each projector.

l. One (1) ethernet connection.

m. Speakers for computer audio connection.

n. One (1) 16 channel mixer.

o. One (1) dedicated AV technical point of contact available 7:00am until 5:00pm ET to ensure technology is set up in time to start at 7:00am on Day 2 (the first day of the seminar). The technician must be available on an as needed basis during FHWA’s seminar.

NOTE: It is anticipated that each seminar participant will have at least one device that will connect to Wi-Fi. It is required that the conference wireless network can maintain the appropriate number of connections.

B) BREAKOUT ROOMS

In each breakout room ordered, the room must be set to hold the number of participants per room (refer to the Detailed Requirements section of this PWS for quantities and capacities).

1. Room set up requirements:

a. Participants should be arranged comfortably at round tables (set as crescent shaped) or crescent tables.

b. Each breakout room must have two (2) panel style tables and three (3) chairs in front of the room.

c. Each breakout room must have two (2) flipchart easels with markers and self-adhesive paper.

d. Pens and notepads for the number of participants in each breakout room.

e. Each breakout room must have a water cooler or pitchers.

2. AV setup requirements:

a. One (1) Windows compatible laptop computer with high-speed internet access and Microsoft Office (version 2021 or newer) with mouse. Laptop must be connected to the projector provided by the Contractor. System set to play sound.

b. High-speed wireless internet connection.

c. One (1) wireless mic.

d. One (1) lavalier mic.

e. One (1) USB remote slide advance device.

f. One (1) FASFO 7’x10’ projector screen.

g. One (1) ethernet connection.

h. One (1) AV cart with LCD projector or mounted LCD projector in room.

C) INSTRUCTOR’S PREP ROOM

1. Table(s) set with ten (10) chairs.

2. High-speed wireless internet access.

3. Small refrigerator.

D) REGISTRATION AREA – outside general session room

1. Three (3) skirted tables and six (6) chairs with (3) three power strips outside of the general session room to support the seminar registration with access to high-speed wireless internet.

2. One (1) message board (such as a cork or bulletin board) for posting messages to participants.

3. Four (4) skirted exhibit tables with power strips in the general session foyer/pre-function space.

E) ADDITIONAL MEETING SPACE

During each day of the seminar, the breakout groups will break out into even smaller groups to collaborate. These small groups of 8 – 10 people will have the option of using the breakout rooms, the general session room, and/or the instructor prep room. However, there may also be occasions when the groups would like to disperse throughout the facility. The facility must provide 2 – 3 areas that would be conducive to this sort of informal idea-generating activity.

The Contractor must work with the Government TPOC for approval of available areas.

2.1- TASK: SCHEDULE FOR CONFERENCE AND MEETING ROOMS

All equipment, meeting rooms, and staff assistance must be ready for the seminar attendees to access at the times indicated in the Detailed Requirements section of this PWS.

2.2- TASK: SLEEPING ROOMS

A) The Contractor must have available guest sleeping rooms for the number of participants. Refer to the Detailed Requirements section of this PWS for quantities and capacities.

1. Rooms will be reserved by seminar participants.

2. Lodging rooms must be available at check-in time on Day 1 through check-out time on

Day 5 or sooner/later, depending on schedules.

3. The Government makes no assurances in this contract of room occupancy and amount of room rentals throughout this period of performance.

4. No funding obligation for room rentals is made through this contract. Lodging room, taxes, and fees are the responsibility of each individual attendee. This contract requires the availability of the rooms.

5. Some of our employees may need to check in as early as one (1) day prior to the seminar start date and/or check-out late, depending on participant’s flight schedules. For those within driving distance, guests may arrive the morning of the seminar start date, and check-out the seminar end date.

6. Attendees will make their individual reservations and payments. All reservation information must be provided by the Government by 3 weeks prior to the seminar start date. After this date, the Contractor’s obligation to hold the rooms is removed.

7. Complimentary parking for up to 75% of total attendees’ cars each day. Refer to the Detailed Requirements section of this PWS for quantities and capacities.

8. Meet ADA standards and include “Barrier-free” room availability for persons requiring such rooms.

2.3- TASK: FACILITY AMENITIES

A) Facility

1. The facility must be of convenient access to multiple restaurants and attractions within 1 mile of the venue that are accessible by walking.

a. Attendees must have access to multiple restaurants and attractions within 1 mile of the venue that are accessible by walking.

2. Cleaning Standards:

a. All meeting spaces are cleaned and sanitized before each meeting and maintain cleanliness of spaces during breaks. Ensure sanitizer, wipes, and other cleaning supplies are located in all meeting spaces.

b. High-touch equipment such as mixers, remote controls, and video switches are cleaned continually with alcohol-based sanitizer throughout all events.

3. Accessibility:

a. The meeting facility meets the accessibility requirements as required by the

Americans with Disabilities Act (ADA).

b. All conference restroom facilities must meet federal accessibility requirements. An accessible route to each restroom must be provided.

B) Amenities: FHWA attendees will have access to parking, Wi-Fi, and other amenities available to standard hotel guests (such as exercise rooms, guest services) for the duration of the seminar event.

2.4- TASK: PRE-CONFERENCE SUPPORT

The Contractor must:

A) Coordinate a virtual kick-off meeting to review program requirements, between

1. FHWA Contracting Officer or Contracting Officer Representative;

2. FHWA Technical Point of Contact; and

3. Relevant hotel staff

B) Arrange and lead an on-site visit of the venue within ten business days of award, accompanied by the FHWA TPOC or designee. The visit must include a tour of the hotel conducted by a member of the hotel staff and discussion on the program requirements.

1. Provide a Work Plan with necessary due dates for required information (i.e., meal counts, hotel reservation procedures and cutoff dates, menu approvals, etc.) and next steps per the kick-off meeting and on-site visit within seven business days after the kick-off meeting.

2. Provide a hotel lodging list of participants to the TPOC and provide updates when changes are received.

3. Guarantee all attendees are able to make reservations. Work with hotel staff to ensure a positive solution and that no attendees are turned away.

NOTE: The TPOC reserves the right to work directly with the hotel (copying 3rd party contractors) as appropriate.

2.5- TASK: ON-SITE MEETING SUPPORT

The Contractor must:

A) Coordinate set-up and seating arrangements for all meeting rooms and registration in coordination with the TPOC. Ensure proper AV and equipment set-ups in accordance with this Performance Work Statement.

B) Manage logistics, oversee all breaks, and ensure proper AV hookups and equipment set-ups on-site. Mitigate all complaints and problems that arise with the hotel, provided from the TPOC, in a timely fashion and notify the TPOC immediately if any issues occur on-site.

C) Ensure all attendees who made reservations have a room at the hotel upon arrival and resolve any lodging problems with the hotel staff.

D) Handle any last-minute changes or meeting support needs required by the TPOC, such as additional AV equipment to support meeting goals and special presentation needs, additional bandwidth needs due to unexpected Governmental emergency, additional ad-hoc meeting room space, and additional local or non-local travel arrangements due to unexpected logistical occurrences.

E) Break Refreshment and Beverage Service

1. The Contractor must provide continuous beverage service (coffee, hot water, ice water) from 7:00am to 5:00pm ET on seminar days.

2. Refreshments, including morning and afternoon snacks, must be provided for attendees at the breaks. Both the break refreshment and beverage service will be charged to the Government Purchase Order.

3. The break refreshment and beverage service must be sufficient for the number of total attendees. Exact numbers will be provided 10 business days prior to the start of the seminar.

4. The TPOC will have final approval of the break refreshment and beverage service choices.

Current estimates are included under the Detailed Requirements section of this Performance Work Statement.

F) Optional Box Lunch Service

1. FHWA attendees must be provided a boxed lunch option (3 varieties) at the per diem rate, including taxes and all fees.

2. Payment for these lunches will be funded individually by each attendee.

3. The Government will provide lunch counts and selections to the Contractor 10 business days prior to the seminar start date.

4. Revisions after this date by the Government will be minor in nature.

5. Estimated attendee numbers are included in the Detailed Requirements section of this

PWS.

6. Boxed lunch varieties must have the option for gluten intolerance, vegan, vegetarian, or to modify offerings based on other dietary restrictions.

The lunches will be billed at the local per diem rates for lunch (not full per diem for the day), including taxes and fees, and willbe charged to the attendees’ lodging bills. The hotel will be prepared to accept payment for lunches from non-lodgers.

3.0- PERIOD OF PERFORMANCE

The period of performance for this order is from the date of award until June 30, 2025.

3.1- PLACE OF PERFORMANCE

The place of performance will be at the hotel selected for the seminar.

3.2- PROGRESS MEETINGS

The Contractor agrees to attend progress meetings. The Contracting Officer (CO) or Technical Point of Contact’s (TPOC), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor’s performance. At these meetings, the CO will apprise the Contractor of how the Government views the Contractor’s performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action will be taken to resolve outstanding issues. These meetings must be at no additional cost to the Government.

4.0- EXHIBIT LIST

4.1- TECHNICAL EXHIBIT 1 – Performance Requirements Summary

4.2- TECHNICAL EXHIBIT 2 – Deliverable Schedule

4.1- TECHNICAL EXHIBIT 1 – Performance Requirements Summary

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Failure to meet performance thresholds may result in reduced CLIN values.

Performance Objective Performance Standard Performance Threshold (Maximum Error Rate)

Method of Surveillance

PRS # 1.

The Contractor must provide a kick-off meeting between the CO, TPOC, and hotel no later than 10 business days after award.

The Contractor facilitated a successful meeting that reviewed technical requirements of the PWS, addressed any questions/concerns from all parties, and identified clear next steps and timeframes for deliverables (i.e. reservation cut-off, final meal counts, special dietary accommodations).

Meeting must occur no later than 10 business days after award. Unanswered questions or issues must have a solution no later than 3 business days after the kick-off meeting.

Review and acceptance by the

TPOC &

CO.

PRS # 2

The Contractor must provide a Work Plan for the seminar, outlining next steps, due dates for information, onsite resources, concerns, and questions. The Work plan should be delivered no later than 7 business days after kick-off meeting.

Work Plan was delivered on time and in accordance with objectives. Incorporated any changes recommended by the CO and/or TPOC.

Work plan must be provided to TPOC no later than 7 business days after kick-off meeting.

No more than three grammatical errors and/or technical errors, defined as not in accordance with the tasks outlined in this PWS.

Review and acceptance by the

TPOC &

CO.

PRS #3

The Contractor must provide meeting rooms and AV equipment to the specifications outlined in Tasks 2.4-2.5.

All requirements were provided during the conference. Any onsite changes needed by the CO and/or TPOC were addressed immediately. Attendees were seated comfortably, and the meeting space was a conducive learning environment. AV equipment was tested each morning, and any on-site issues were handled immediately.

Zero unresolvable issues.

Any problems with meeting space temperature, set-up, location, or AV must be acted on immediately per recognition of the problem.

A solution must be generated as quickly as possible.

Review and acceptance by the

TPOC &

CO.

PRS #4

The Contractor must provide sleeping rooms to the specifications outlined in Task 2.2.

All guests requiring sleeping rooms were accommodated and able to make reservations in a timely manner. Any issues with rooms (cleanliness, amenities, technology) were handled effectively by the Contractor.

Zero unresolvable issues.

Any problems arising with sleeping rooms must be acted upon by the Contractor immediately. A solution must be generated as quickly as possible.

Review and acceptance by the

TPOC &

CO.

Performance Objective Performance Standard Performance Threshold (Maximum Error Rate)

Method of Surveillance

PRS #5

The Contractor must provide break refreshment/beverage service to the specifications outlined in Task 2.5.

Break refreshment and beverage services are effectively set-up.

Zero unresolvable issues.

Solutions to issues must be generated as quickly as possible.

Review and acceptance by the

TPOC &

CO.

PRS #6

The Contractor must provide meeting support before and during the conference, to the specifications outlined in Tasks 2.4, 2.5; and Exhibits 4.1 and 4.2. The Contractor and TPOC must communicate on a weekly basis.

The Contractor must communicate with the TPOC on a weekly basis and provide updates on any issues, questions, or points of clarification.

Effective support by the Contractor is provided leading up to and during the conference.

The Contractor must communicate with the TPOC no less than once per week, via email or phone, and keep the TPOC updated on any issues. Issues must be resolved as quickly as possible.

Review and acceptance by TPOC.

4.2- TECHNICAL EXHIBIT 2 – Deliverables Schedule

This technical exhibit lists any reports or documentation that is required as a deliverable to include the frequency, number of copies, medium/format and who/where it is to be submitted. A deliverable is anything that can be physically delivered by may include non-physical things such as meeting minutes.

Unless stated elsewhere, the TPOC will have two (2) business days to review draft deliverables and make comments. The Contractor will have two (2) business days to make corrections and return the corrected deliverable to the Government. Upon receipt of the final deliverables, the TPOC will have two (2) business days for final review prior to acceptance of providing documented reasons for non-acceptance.

Deliverable Frequency Medium/Format Submit To Kick-off call with FHWA CO, TPOC, and hotel.

Within 10 business days of award date.

Phone, with follow up email from Contractor.

Email confirming date/time to

TPOC

Site visit of hotel with FHWA staff.

Once, within 10 business days of award date or as FHWA attendees’ schedules permit.

In-person In-person with

TPOC

Work plan for the seminar.

Document should outline next steps, due dates for information, onsite resources, concerns, and questions.

Delivered within 7 business days of kick-off meeting.

Email Email to TPOC

Means of making room reservations and information provided for attendees.

Within 10 business days of award date.

Email Email to TPOC

Hotel room reservation list. As requested by TPOC Email Email to TPOC Seminar set-up, testing of equipment, management of breaks, and onsite meeting support.

24 hours prior to the start of the actual seminar (Conference implementation week)

In-person In-person with

TPOC

PART IV - PROVISIONS AND CLAUSES

FEDERAL ACQUISITION REGULATION (FAR) AND TRANSPORTATION

ACQUISITION REGULATION (TAR)

PROVISIONS

FAR & TAR PROVISIONS INCORPORATED BY REFERENCE

52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at https://www.acquisition.gov/far

52.204-7 System for Award Management (Oct 2018)

52.204-16 Commercial and Government Entity Code Reporting (Aug 2020)

52.212-1 Instructions to Offerors -- Commercial Items (Sep 2023)

52.212-3 Offeror Representations and Certifications -- Commercial Items (May 2024)

1252.239-71 Information Technology Security Plan and Accreditation (Nov 2022)

FAR & TAR PROVISIONS IN FULL TEXT

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021)

The Offeror shall not complete the representation at paragraph (d)(1) of this provision if the Offeror has represented that it "does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument" in paragraph (c)(1) in the provision at 52.204-26, Covered Telecommunications Equipment or Services—Representation, or in paragraph (v)(2)(i) of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products or Commercial Services.

The Offeror shall not complete the representation in paragraph (d)(2) of this provision if the Offeror has represented that it "does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services" in paragraph (c)(2) of the provision at 52.204-26, or in paragraph (v)(2)(ii) of the provision at 52.212-3.

(a) Definitions. As used in this provision—

Backhaul, covered telecommunications equipment or services, critical technology, interconnection arrangements, reasonable inquiry, roaming, and substantial or essential component have the meanings provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

https://www.acquisition.gov/far

(b) Prohibition. (1) Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2019, from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.

Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements;

or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(2) Section 889(a)(1)(B) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2020, from entering into a contract or extending or renewing a contract with an entity that uses any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. This prohibition applies to the use of covered telecommunications equipment or services, regardless of whether that use is in performance of work under a Federal contract. Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements;

or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(c) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) ( https://www.sam.gov) for entities excluded from receiving federal awards for "covered telecommunications equipment or services".

(d) Representation. The Offeror represents that—

(1) It □ will, □ will not provide covered telecommunications equipment or services to the Government in the performance of any contract, subcontract or other contractual instrument resulting from this solicitation. The Offeror shall provide the additional disclosure information required at paragraph (e)(1) of this section if the Offeror responds "will" in paragraph (d)(1) of this section; and

(2) After conducting a reasonable inquiry, for purposes of this representation, the Offeror represents that—

It □ does, □ does not use covered telecommunications equipment or services, or use any equipment, system, or service that uses covered telecommunications equipment or services. The Offeror shall provide the additional disclosure information required at paragraph (e)(2) of this section if the Offeror responds "does" in paragraph (d)(2) of this section.

(e) Disclosures. (1) Disclosure for the representation in paragraph (d)(1) of this provision. If the Offeror has responded "will" in the representation in paragraph (d)(1) of this provision, the Offeror shall provide the following information as part of the offer:

(i) For covered equipment—

(A) The entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the original equipment manufacturer (OEM) or a distributor, if known);

(B) A description of all covered telecommunications equipment offered (include brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); and

(C) Explanation of the proposed use of covered telecommunications equipment and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(1) of this provision.

(ii) For covered services—

(A) If the service is related to item maintenance: A description of all covered telecommunications services offered (include on the item being maintained: Brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); or

(B) If not associated with maintenance, the Product Service Code (PSC) of the service being provided;

and explanation of the proposed use of covered telecommunications services and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(1) of this provision.

(2) Disclosure for the representation in paragraph (d)(2) of this provision. If the Offeror has responded "does" in the representation in paragraph (d)(2) of this provision, the Offeror shall provide the following information as part of the offer:

(i) For covered equipment—

(A) The entity that produced the covered telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the OEM or a distributor, if known);

(B) A description of all covered telecommunications equipment offered (include brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); and

(C) Explanation of the proposed use of covered telecommunications equipment and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(2) of this provision.

(ii) For covered services—

(A) If the service is related to item maintenance: A description of all covered telecommunications services offered (include on the item being maintained: Brand; model number, such as OEM number, manufacturer part number, or wholesaler number; and item description, as applicable); or

(B) If not associated with maintenance, the PSC of the service being provided; and explanation of the proposed use of covered telecommunications services and any factors relevant to determining if such use would be permissible under the prohibition in paragraph (b)(2) of this provision.

(End of provision)

1252.237-71 -- Certification of Data (Nov 2022)

NOTICE: The Secretary of Transportation has determined that this certification shall be retained in accordance with Section 4301(b)(1)(B)(i)(II) of the Federal Acquisition Reform Act (Public Law 104- 106, 41 U.S.C. 425, note) and DOT Memorandum dated July 17, 1996.

(a) The offeror represents and certifies that to the best of its knowledge and belief, the information and/or data (e.g., company profile; qualifications; background statements; brochures) submitted with its offer is current, accurate, and complete as of the date of its offer.

(b) The offeror understands that any inaccurate data provided to the Department of Transportation may subject the offeror, its subcontractors, its employees, or its representatives to: (1) prosecution for false statements pursuant to 18 U.S.C. 1001 and/or; (2) enforcement action for false claims or statements pursuant to the Program Fraud Civil Remedies Act of 1986, 31 U.S.C. 3801-3812 and 49 CFR Part 31 and/or; (3) termination for default under any contract resulting from its offer and/or; (4) debarment or suspension.

(c) The offeror agrees to obtain a similar certification from its subcontractors.

Signature: ____________________________________________ Date: ____________________________________________ Typed Name and Title: ___________________________________ Company Name: ______________________________________ This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.

(End of provision)

***End of Provisions***

CLAUSES

FAR CLAUSES INCORPORATED BY REFERENCE

52.252-2 -- Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at http://www.acquisition.gov/far

52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020)

52.212-4 Contract Terms and Conditions - Commercial Items (Nov 2023)

52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Mar 2023)

TAR CLAUSES INCORPORATED BY REFERENCE

The following Transportation Acquisition Regulation (TAR) clauses are incorporated by reference. The full text of the clauses can be accessed electronically at https://www.transportation.gov/assistant-secretary-administration/procurement/tar-part-1252-solicitatons-provisions-and-contract

FAR & TAR CLAUSES IN FULL TEXT

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (May 2024)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743…