RFI_2020_DoD_Sec_Conference.pdf

HS0021-20-RFI-Sec Conference

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This RFI is issued solely for information and planning purposes; it does not constitute a Request For Proposal (RFP), Request for Quote (RFQ), or a promise to issue an RFP or RFQ. Furthermore, those who respond to this RFI should not anticipate feedback with regards to its submission; other than acknowledgement of receipt – IF a request for an acknowledgement is requested by the submitter. This RFI does not commit the Government to contract for any supply or service. The Defense Counterintelligence and Security Agency (DCSA) is not at this time seeking proposals. Responders are advised that the U.S. Government will not pay any cost incurred in response to this RFI. All costs associated with responding to this RFI will be solely at the responding party’s expense. Not responding to this RFI does not preclude participation in any future RFP or RFQ. If a solicitation is released, it will be via the Government Wide Point of Entry (GPE) at http://www.fedbizopps.gov. It is the responsibility of the potential offerors to monitor the website for any information that may pertain to this RFI. All submissions become the property of the Federal Government and will not be returned.

PURPOSE OF THIS RFI

This is a RFI used to identify potential sources that are interested in and capable of providing a venue that will accommodate sleeping rooms, food and beverage, audio-visual equipment and services and conference space for 320 attendees of the 2020 Department of Defense (DoD) Security Conference.

QUESTIONS

Questions regarding this announcement shall be submitted in writing by e-mail to twana.e.harper.civ@mail.mil and adriene.f.brown.civ@mail.mil. Verbal questions will NOT be accepted. (No phone calls please.) DCSA will respond to any question at its discretion. Any questions sent via email to the above addresses shall be submitted by Tuesday, October 8, 2019 and shall NOT contain proprietary information. The Government does not guarantee that questions received after the due date will be acknowledged or answered.

SUBMISSION DIRECTIONS

Responses to the RFI should be in the form of a .pdf file no longer than ten (10) pages with type face no smaller than 12 point and include the name of the firm which the respondent represents. The e-mail subject must contain this RFI number in the subject line. Each respondent shall provide their North American Industry Classification System (NAICS) code and the associated size standard. All submissions shall be submitted in writing no later than Tuesday, October 15, 2019 @ 10:00am ET via e-mail to twana.e.harper.civ@mail.mil with a copy to adriene.f.brown.civ@mail.mil.

Those who respond to the RFI should not anticipate feedback with regards to their submission other than acknowledgement of receipt – IF a request for an acknowledgement is requested by the submitter, DCSA reserves the right to review late submissions but makes no guarantee that they will be reviewed.

DESCRIPTION OF REQUIREMENT

1. Objective. This Statement of Work (SOW) defines the effort required to facilitate the production of the 2020 DoD Security Conference.

2. Background. The DCSA is the functional manager for security education, training, and certification for the Department of Defense, government partners, and cleared industry. Biennially, DCSA facilitates and hosts an in-person forum for the DoD security community to come together to collaborate, discuss emerging trends, and exchange information over a broad spectrum of issues. Virtual sessions will also be available for those who cannot physically attend.

http://www.fedbizopps.gov/ mailto:twana.e.harper.civ@mail.mil mailto:twana.e.harper.civ@mail.mil

3. Requirement Summary. The DCSA Center for Development of Security Excellence (CDSE) requires a venue that will accommodate sleeping rooms, food and beverage, audio-visual equipment and services and conference space for the 2020 DoD Security Conference. The government anticipates a minimum 320 attendees. The following is an overview of services required under this contract:

The Defense Counterintelligence and Security Agency (DCSA) has a need for a venue with sleeping rooms, meeting and other event space, food, beverage and audio-visual equipment services for attendees of the DoD Security Conference. This three-day event will take place during Tuesday thru Thursday in April 2020. Travel days are authorized for Monday and Friday.

Cities for consideration are: Kansas City, MO; Oklahoma City, OK; Orlando, FL; Cincinnati, OH; San Antonio, TX;

Indianapolis, IN; Biloxi, MS; and Albuquerque, NM; however, alternate locations may recommended for possible consideration.

Proposed Dates: April 21-24, 2020 (Preferred) April 14-17, 2020 (Alternate)

1. Venue

1.1. The hotel shall be rated as a 3 Star/3 Diamond or better venue, within a 30 mile radius of a metropolitan airport, and shall have:

• A reception desk capable of handling busy check-in/check-out times for a large group.

• A reception desk open 18 hours, accessible by phone 24 hours from inside and outside.

• 24 hour per day room service.

• Five (5) or more restaurants at various price points within 1 mile radius walking distance and at a minimum one on site restaurant to accommodate 75% of the 320 attendees of this event for daily breakfast, lunch, and dinner.

• Inclusion of any or all of the following services, at no additional cost, is desirable but not mandatory:

parking, hot/continental breakfasts, newspapers, resort amenities, local phone calls and access to fitness center.

1.2. All guest-sleeping rooms, meeting and other space identified must be available at the same property, during the preferred or alternate dates.

1.3. Guestrooms must be accessible by stairs and elevator as well as via internal corridors.

1.4. The hotel shall provide documentation with the submission of its proposal whether construction or similar impediments are scheduled at the facility during the period of the DSC. If construction is scheduled or anticipated during the period of performance, include a description of the type and location of construction to be conducted.

1.5. The hotel shall provide a brief description of events/conferences/conventions, etc. that are scheduled or anticipated to be held at the facility during the period of performance. If no other events are scheduled during the period of performance, provide a statement to that effect.

1.6. Site Inspection:

• The Event Program Manager will conduct a site visit at the appropriate time;

• A Threat Risk Vulnerability Assessment of the potential venue will be conducted by the DCSA Office of

Security prior to final venue location approval/awarding of contract.

1.7. Parking: The Contractor’s venue shall provide parking spaces to attendees preferably on site or, at minimum, within one block radius with in/out privileges at no extra cost.

1.8. Transportation: A dedicated shuttle to/from the airport for guests is important but not mandatory. In lieu of this option, accessibility to public transportation at a rate of approximately $30 round trip (RT) via airport shuttle, taxi, and Uber is required.

1.9. Shipping:

• The hotel shall have the ability to receive and store shipment 2-3 days before the event and store for shipping, at most, one day after the event ends.

• The hotel shall provide weekend access to the shipment to prepare for a Sunday setup, provide access to, use of a freight elevator and cart before and after the event, as appropriate.

2. Guest Sleeping Rooms.

2.1. All pricing for guest room accommodations for attendees shall be at the Government Per Diem rate or the prevailing rate, if it is lower. Each attendee requires an individual guestroom with free Wi-Fi/internet access and no resort fees. Payment of all guest room accommodations and incidentals shall be the sole responsibility of each participant, to include no-show fees.

2.2. The total number of attendees, speakers and staff expected is 320. Guest type breakdown is: 15 VIP, 30 Speakers, 245 Attendees and 30 Staff. All VIP will require king bed or higher-quality rooms at the Government Per Diem rate or lower (if market rate or other promotional offers allow). Please include criteria for obtaining such an offer in your capability statement. If confirmed rooms are not available, request comparable housing and free transportation between properties.

2.3. DCSA requests accommodations for early arrival for specific event staff.

2.4. DCSA requests no additional charge or penalty for early departure, only for time occupied.

2.5. DCSA requests a code be provided following award to help with the reservation process/attendee tracking.

2.6. Expected guest room pickup is as follows with some variation:

Preferred Overnight Date Alternate Overnight Date # of single occupancy Guest Rooms

Saturday, April 18, 2020 Saturday, April 11, 2020 4 Sunday, April 19, 2020 Sunday, April 12, 2020 30 Monday, April 20, 2020 Monday, April 13, 2020 265 Tuesday, April 21, 2020 Tuesday, April 14, 2020 300

Wednesday, April 22, 2020 Wednesday, April 15, 2020 320 Thursday, April 23, 2020 Thursday, April 16, 2020 300

Friday, April 24, 2020 Friday, April 17, 2020 125 Saturday, April 25, 2020 Saturday, April 18, 2020 30

3. Meeting Space.

3.1. Meeting space shall include one dual-purpose general/breakout session room and five (5) separate breakout rooms.

3.2. Breakout rooms should be in close proximity to the plenary/general session ballroom, and there should be adequate space in the rooms for audiovisual.

3.3. All meeting space must be placed on a 24-hour hold. DCSA requires that all meeting room space be made available on the day before the room is needed to allow for the setup and testing of audiovisual.

3.4. All meeting rooms should be supplied with water.

3.5. It is possible this number and setup of breakout rooms will change depending on the final agenda of the conference. DCSA’s best estimate at this time is as follows:

Qty and Room

Function

Setup # of people to accommodate

Days Needed

Notes

1 General Session Room

Classroom 300-320 Tuesday- Friday

Need to setup and test AV capability on the day before the conference kicks off

5 Breakout Rooms

Classroom or Theater

50-75 Tuesday- Friday

Need to setup and test AV capability on the day before the conference kicks off

4. Other Event Space.

4.1. In addition to general and breakout rooms, the following rooms are required. Alternate configurations may be considered if a hotel cannot provide the exact specifications listed below.

4.2. Room configuration is subject to change as the event date nears.

Room Function Setup # of people to accommodate

Days needed

Notes

Pre-function/ check-in area custom 4-6 Monday- Friday

• Dual-purpose on-site check-in and information desk

• Immediately outside of Ballroom or within close proximity to meeting space

• Need four 6’ tables and 2 chairs per table

Storage Room n/a n/a Saturday- Friday

• Controlled, limited access secure room;

store government property

• Minimum 10’x10’ space

1 Speaker Prep Room

Rounds 4-6 Tuesday- Thursday

Four (4) tables with chairs

Several Electrical outlets for laptops

Podium for presentation practice

1 Staff Office Custom 20 Saturday- Friday

Additional tables and chairs requested.

Limited number of keys issued

1 Information Desk

Custom 2 Monday- Friday

• Dual-purpose on-site check-in and information desk

• Immediately outside of Ballroom or within close proximity to meeting space

• Need four 6’ tables and 2 chairs per table

5. Room Specifications, Audio-visual Equipment and Services.

5.1. Technical services will only be required for set-up, troubleshooting, and breakdown.

5.2. DCSA will provide laptops, laptop power cords and clickers for the meeting and other event space rooms.

5.3. The hotel shall provide Wi-Fi access that is restricted to this event’s attendees in the meeting and other event spaces.

5.4. General Session room: A total of one General Session room is necessary and will be used for breakout sessions.

5.4.1 The overall room specifications are as follows:

• Raised stage with skirted dais

• Dark blue pipe draping backdrop

• Hard wall or retractable air-wall. Glass walls are not acceptable.

• Long narrow room is not acceptable

• Proper lighting

• Adjustable HVAC

5.4.2. The AV requirements are as follows:

• 42” Confidence monitor for the speaker

• 1-2 LCD projectors appropriate for the size of the room and audience

• 1-2 screens appropriate for the size of the room and audience

• 1 podium sized to fit a laptop with a microphone

• 6 total handheld microphones and receiver (2 with floor stands for audience questions)

• A sound mixer board with at least 4 separate channels, each with the ability, whether native or via adapters, to receive audio via XLR cable, ¼ inch TS audio cable, 1/8 inch TRS audio cable, and RCA audio cables, and with multiple outputs to facilitate room audio and broadcast to the phone system

• Sundry XLR, RCA, TS and TRS cables of various lengths

• Internet connection

5.5. Breakout rooms: A total of five break out rooms minus the general session room are necessary. The AV quantities are as follows:

• 1 LCD projector appropriate for the size of the room and audience

• 1 screen appropriate for the size of the room and audience

• 1 podium with a microphone

• 1 lavalier microphone

• 1 wireless handheld microphones for audience questions

• In one (1) breakout room:

o A sound mixer board with at least 4 separate channels, each with the ability, whether native or via adapters, to receive audio via XLR cable, ¼ inch TS audio cable, 1/8 inch TRS audio cable, and RCA audio cables, and with multiple outputs to facilitate room audio and broadcast to the phone system o Sundry XLR, RCA, TS and TRS cables of various lengths

5.6. Hotel shall provide 8-10 easels, or alternative, for signage.

6. Food and Beverage.

6.1. The contractor shall provide daily break packages that are in close proximity to the meeting space.

6.2. A two hour minimum AM/PM coffee break is required with early morning service 7:00 AM – 8:00AM and during breaks.

RFI RESPONSES REQUESTED:

DCSA would like information and comments on the following:

1. Provide your company name, point of contact, business size (large or small), socio-economic status for all North American Industry Classification Standard (NAICS) codes you operate under.

2. Please email a capability statement that specifically addresses your ability to meet the following requirement:

a. Ability to meet the preferred timeframe April 2020;

b. Ability to accommodate the attendance of up to 320 persons in an unclassified environment;

c. Ability to meet the required conference, meeting spaces and sleeping rooms required;

d. Ability to provide Government Per Diem rate, or lower;

e. Ability to provide the audio visual requirements as listed above for the conference.

f. Ability to provide light refreshments (give examples of suggested menu)

g. Ability to accept Government purchase orders.

h. Third party responses will not be reviewed by the Government.

3. Provide a rough order magnitude (ROM) that represents the overall costs associated with the services requested in this RFI. Request a cost breakdown of pre-conference support, website development, A/V equipment, event materials, refreshments, and post-conference support. This information will be used for planning purposes only.