CONFERENCE SUPPORT - SOURCES SOUGHT NOTICE.pdf

NOTICE OF SOURCES SOUGHT

CONFERENCE FACILITIES, AUDIO VIDEO SUPPORT, LIGHT

REFRESHMENTS AND LUNCHEON FOR KOREA WAR ANNUAL

GOVERNMENT BRIEFINGS (SACRAMENTO, CA)

This Sources Sought Notice (herein: Notice) is for information and planning purposes only; it is not to be construed as a commitment by the Government. A contract may or may not be awarded as a result of this Notice. The requested capabilities statement as a result of this Notice is not to be a proposal/quotation, but rather responses to the questions asked below and statements regarding the vendor’s existing experience and capability. No reimbursement will be made for any costs associated with providing information in response to this announcement and/or any follow‐up information requests.

The Department of Defense (DoD), Washington Headquarters Services, Acquisition Directorate (WHS‐AD) is seeking vendors who can provide facilities, furniture, equipment and supplies, management, supervision, and labor to provide conference facilities space, audio video support, and light refreshments for the Sacramento Family Member Update (FMU) in support of the Defense POW/MIA Accounting Agency (DPAA). The purpose for the FMU is to meet with family members of missing servicemen from the WWII, the Korean War, the Cold War, and the Vietnam War and brief them on the U.S. Government’s efforts to recover their loved one’s remains and return them to their families for burial with full military honors.

The event will take place Saturday, February 22, 2025 in Sacramento, CA with an anticipated number of attendees to be 400. The facility is expected to maintain a minimum Three Star Hotel/Resort rating, located within 5 miles of Sacramento, CA and in a setting within reasonable walking distance to food establishments. The facility shall be handicap-accessible and have sufficient driveway clearance to allow passage for a buses, vans, and cars as well as for guests to load and unload luggage in close proximity to their guest rooms. Conference facilities, audio, video support and light refreshments are required for period of one (1) day (22 February 2025).

The Hotel will provide all of the function’s space required in accordance with the schedule of events which is described below:

SCHEDULE OF EVENTS

BALLROOM FOYER

Saturday, February 22, 2025 6:00 am – 5:00 pm

• 27 - Tripod Easels

• 2 - 6’ banquet tables, 4 chairs, 1 wastebasket (Registration)

• 3 - 6’ banquet table, 6 chairs, 1 wastebasket (DNA collection)

• 1 - 6’ table for handouts

BALLROOM

Saturday, February 22, 2025 6:00 am – 5:00 pm

• Ballroom to seat 400

• Tables to be configured in rounds or crescent rounds

Ballroom will have no columns in the room

• 2-12’ screens

• Draped projection stand

• 2-Projectors with HDMI Connection

• 1-HDMI Splitter (To Connect one Laptop to the projects and TVs)

• 1-lavalier microphones

• Power strips and VGA and HDMI extension cables as required for audio visual set-up

• 1-confidence monitor for briefings

• 2-75” TVs with HDMI connection (if needed depending on room set-up)

• 3-wireless handheld microphones

• podium and microphone

• microphone mixer with 4 outputs

• house sound system (as required for audio)

• A/V interface cable

• Small riser for podium

• Box tissues on each table

• Hard wired Internet connection

• Pen & paper at each place setting

• Water pitcher and glasses on each table

BREAKOUT ROOM ONE

February 22, 2025 (Saturday)

8:00 AM – 6:00 PM

• 1-tripod easel

• 1-8’ tripod screen

• 1-draped projection stand (client will bring projector)

• Power strips and VGA extension cables as required for audio visual

• 1-podium and microphone

• 1-anchor sound system (as required for audio)

• Breakout Room to hold 5 Rounds, 10 chairs per table

BREAKOUT ROOM TWO

February 22, 2025 (Saturday)

8:00 AM – 6:00 PM

• 1-tripod easel

• 1-8’ tripod screen

• 1-draped projection stand (client will bring projector)

• Power strips and VGA extension cables as required for audio visual

• 1-podium and microphone

• 1-anchor sound system (as required for audio)

• Breakout Room to hold 10 rounds, 10 chairs per table

Box Handling Fee

• 2 days storage for conference materials and delivery to ballroom by 6:00 AM Saturday.

1. 10 – 23”x11” boxes

1. 1 – 33”x50”x 8” poster case

2. 1 – 31”x23”x19” IT case

3. 1 – 18”x11”x32” flag stand case

4. 1 – 54”x10”x8” flag case

5. 1 – 48”x22”x14” display case

6. 1 - 24”x14”x10” table stands case

Sleeping Room Block – All rates or fees for lodging and parking offered to the purchaser or individual conference attendees (including U.S. Government personnel) shall be no higher than the lowest rate or fee offered to commercial or government customers at, or six months prior to, the date of the conference.

• Wednesday, February 19, 2025 5 Rooms

• Thursday, February 21, 2025 10 Rooms

• Friday, February 21, 2025 45 Rooms

• Saturday, February 22, 2025 45 Rooms

CUSTODIAL/SANITATION/LINEN SERVICES

Daily services shall include, but not be limited to, room cleaning, table cleanliness, adequate quantities of hand sanitizer, sanitized drinking glasses, napkins, plates, and utensils.

EXTRA SERVICES. All extra services not specified in this Performance Work Statement, or not normally included in the room rate, shall be paid for by the guest(s) requesting and receiving this extra service. The Contractor shall have the ability to provide guest services not covered by the Government in this contract (phone charges, movie rental) without placing holds on individual guests’ debit/credit cards or charging deposits.

SPECIAL REQUIREMENTS. Certain FMU attendees may have special attendee requirements, i.e., handicap rooms, special foods and or handicapped dependents. It is incumbent upon the Government to identify any special requirements at time checking availability with the facility.

ORDERING INSTRUCTIONS. FMU attendees may have specific needs, and the contractor shall be contacted at a minimum of 15 days beforehand by the requesting Government POC verifying availability of the facility and advising them of what the particular requirements for that FMU will be.

Schedule: The schedule will be finalized once all equipment is ordered and lead times are known.

All qualified and experienced sources are encouraged to respond to the Notice, including Other than Small Businesses, Small Businesses, 8(a) Small Businesses, Service-disabled Veteran-owned Small Businesses, HUBZone Small Businesses, Women-Owned Small Businesses and Economically Disadvantaged Women-Owned Small Businesses are encouraged to respond.

Interested parties who believe they have the ability to provide the above mentioned countermeasure boxes are invited to provide a capabilities statement of no more than three (3) pages (12 pt font). Submissions must include:

1. Complete Business Name, including DUNS Number and CAGE Code

2. Contact information (Respondent’s name and title, address, telephone, e-mail)

3. Business Size and Classification (other than small, small, SBA certified 8(a), service-disabled veteran owned small, HUBZone, woman-owned small and economically disadvantaged women-owned small, etc.)

4. Capability statement that addresses technical competencies to meet the specification and delivery date. If you are going to provide brand name, please indicate Brand Name and Model Number with specification.

5. Estimated delivery date after receipt of offer.

The following information is also requested and should be included with your capability information: Indicate whether your firm will submit a quotation if a Request for Quotation (RFQ) is issued and whether your firm’s interest is for prime contracting or as a subcontractor.

All interested parties capable of providing the required services as defined in the PWS are invited to submit the above documentation. Responses should be e‐mailed to Contract Specialist, Waun Priest at waun.a.priest.civ@mail.mil with cc: to Contracting Officer Brandiss Smith at brandiss.r.smith.civ@mail.mil. The submission is due NLT 4:00 PM EDT on Thursday, January 2e, 2025. Email responses should contain the following subject line “Sources Sought – Sacramento FMU 2025”.

THE GOVERNMENT RESERVES THE RIGHT TO NOT CONSIDER CAPABILITY

STATEMENTS RECEIVED AFTER THIS DATE.

mailto:waun.a.priest.civ@mail.mil mailto:brandiss.r.smith.civ@mail.mil