RFI_v3.pdf

Request for Information (RFI)

DESCRIPTION

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY – This RFI is issued solely for information and planning purposes – it does not constitute a Request for Quote (RFQ) or a promise to issue an RFQ in the future. Solicitations are not available at this time. Requests for a solicitation will not receive a response. This notice does not constitute a commitment by the United States Government to contract for any supply or service whatsoever. All information submitted in response to this announcement is voluntary; the United States Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the United States Government. Not responding to this RFI does not preclude participation in any future RFQ, if any is issued. If a solicitation is released, it will be synopsized on Federal Business Opportunities (FBO.gov). It is the responsibility of the potential quoter to monitor this site for additional information pertaining to this requirement.

REQUIREMENT. The US Army Garrison – Miami (USAG-M) has a requirement for conference facilities in order to support the integrated Advance 2019 Final Planning Conference (IA19 FPC). The Period of Performance will be 11-15 February 2018 in Miami, Florida.

CONFERENCE FACILITIES:

The contractor shall provide nine (9) conference rooms in close proximity for this event. One (1) main conference room with a capacity for 200 persons (theater seating); three (3) medium conference rooms with a capacity of 30 each (30 around a U shaped table); and five (5) small administrative room with room for 25 people. The conference rooms shall be set-up not later than 6:30 am on 11 February 2019. Conference rooms shall be scheduled for use from 11-15 February 2019 from 7:00 am to 6:00 pm. NOTE: contractor can break up the main conference room to provide the smaller rooms, if necessary as the main room will not be used at the same time as the breakouts. The contractor shall allow the Government Representative (GR) full access to all conference rooms twenty-four (24) hours per day, for the purpose of rehearsals, setting up office equipment, audio visual equipment, and distributing conference materials. All conference rooms must be set up at least two (2) hours prior to their scheduled use. Tables shall be covered with tablecloths, preferably white, and have pitchers of ice water and glasses available for all participants. The ice water pitchers are to be refilled by the contractor’s staff during each scheduled break and throughout the day, and the contractor shall remove used glasses, cups, trash, and etc. throughout the day as well. The contractor’s personnel shall be available for changes in room configuration as needed. Additional details provided below:

5.2 Main Conference Room. The contractor shall provide one (1) first-class main conference facility for two-hundred (200) people where meetings/sessions can be conducted with minimum distractions. The main conference room shall have dimmer switches and blackout curtains to allow for slide and audiovisual presentations. The layout of the main conference room shall be directed by the GR. Main conference room shall be set up with theater seating for 200 persons from 7:00 am to 6:00 pm 11-15 February 2019. One (1) small table shall be placed on the side of the main conference room for the placement of A/V.

The contractor will provide one (1) public announcement system to include two (2) microphones and one (1) illuminated podium; sufficient power cables and uninterrupted power sources will be provided to support the proper functioning of the equipment in the areas designated.

Day Mon Tue Wed Thu Fri

Main Room (1)

Date: February 2019

11th

7:00am

6:00pm

12th

7:00am

6:00pm

13th

7:00am

6:00pm

14th

7:00am

6:00pm

15th

7:00am

6:00pm

Main Conference Room Capacity

200 200 200 200 200

Wireless Microphones 2 2 2 2 2

9’ x 12’ Screen 1 1 1 1 1

Illuminated Podium 1 1 1 1 1

Table for Projector/laptop 1 1 1 1 1

Surge Protectors for projector/laptop

2 2 2 2 2

Conference Audio System 1 1 1 1 1

Projector 1600 Lumens or better

1 1 1 1 1

5.3 Medium Conference Rooms. The contractor shall also provide three (3) separate medium conference rooms with a capacity for 30 personnel (30 chairs around a U shaped table) from 11- 15 February 19. The contractor shall provide one (1) small (4’ X 8’) media projection screen;

and one (1) data show projector with cabling allowing for connection to a standard laptop computer in each room. Sufficient power cables and surge protectors will be provided to support the proper functioning of the equipment in the areas designated.

Medium Rooms (3)

7:00am

6:00pm

12th

7:00am

6:00pm

13th

7:00am

6:00pm

14th

7:00am

6:00pm

15th

7:00am

6:00pm

Breakout

Room Capacity

30 30 30 30 30

Chairs 30 30 30 30 30

4’x 8’ Screen 1 1 1 1 1

Table for Projector/laptop

1 1 1 1 1

Surge Protectors for projector/laptop

3 3 3 3 3

Projector 1600 Lumens or better

5.4 Small Conference Room – Administrative Room. The contractor shall also provide five

(5) separate small conference rooms with a capacity for 25 personnel (25 chairs around a U shaped table) from 11-15 February 19. The contractor shall provide one (1) small (4’ X 8’) media projection screen; and one (1) data show projector with cabling allowing for connection to a standard laptop computer in each room. Sufficient power cables and surge protectors will be provided to support the proper functioning of the equipment in the areas designated.

Medium Rooms (5)

7:00am

6:00pm

12th

7:00am

6:00pm

13th

7:00am

6:00pm

14th

7:00am

6:00pm

15th

7:00am

6:00pm

Breakout

Room Capacity

25 25 25 25 25

Chairs 25 25 25 25 25

4’x 8’ Screen 1 1 1 1 1

Table for Projector/laptop

1 1 1 1 1

Surge Protectors for projector/laptop

3 3 3 3 3

Projector 1600 Lumens or better

Respondents shall not be obligated to provide the services described herein and it is understood by the United States Government that the cost estimates provided as a result of this request are “best” estimates only.

The response date for this Request for Information (RFI) is December 13, 2018 at 1000 hrs. (10 am EST). No calls/collect calls will be accepted. All responses to this RFI may be submitted via e-mail to Eustace McKenzie, Contract Specialist, Eustace.mckenzie.civ@mail.mil, courtesy copy to Catherine P. Richardson, Contracting Officer, Catherine.p.richardson.civ@mail.mil.