RFI.docx

****This is a Special Notice RFI for hotel meeting/audio visual services****

SUBJECT* The Department of Veterans Affairs (VA) has a requirement for meeting space rental, and hotel A/V Services.

GENERAL INFORMATION

Veterans Benefits Administration Acquisition Directorate 1800 G. Street N.W. Washington, DC 20006

DESCRIPTION

GENERAL: This is a SPECIAL notice only and does not constitute a pre- solicitation or a solicitation; accordingly, no response is due at this time, nor will any questions of a technical or contractual nature be answered. Please respond to notice by Thursday February 29, 2024, by 2:00PM PST if any interest.

PROJECT SCOPE: The Department of Veterans Affairs, Veterans Benefits Administration requires the services of a hotel to conduct a three-day USB Senior Leaders Symposium April 2024 with 120 participants.

Event Dates: April 9-11, 2024 (Tue – Thu) Event Space set up date: April 8, 2024

Conference Requirements:

1. Hotel must have current registration in the System for Award Management (SAM) to be able to enter into a contract for AV and Meeting room rental costs. AV and Meeting room rental costs will be paid using a contract and Master Account.

2. Hotel sleeping rooms at GSA Per Diem rate for 120

a. Check-In Date: Mon

b. Check-out Date: Fri

3. Sleeping rooms are for information only and are not part of the contract.

4. Contract information:

Meeting room requirements:

Location: Denver, Colorado Meeting room dates required: April 9-11, 2024 (Tue – Thu) Meeting room set up date: April 8 2024 Meeting room requirements:

One general session room, minimum 8,000 square feet. Crescent seating for four to accommodate up to 120 people with round tables with 4 seats for Tuesday to Thursday. There should be a head table (with 4 seats) on a riser to include a podium, with access to the riser by both ramp and steps. General session room is needed for Tuesday – Thursday.

Four breakout rooms, minimum 1,000 square feet each. Classroom style, to accommodate up to 25 people each with rounds of 8. Breakout rooms are needed Tuesday - Thursday.

Breakout rooms are needed Tuesday - Thursday.

One breakout room, minimum 2,500 square feet each. Classroom style, to accommodate up to 75 people each with rounds of 8. Breakout room is needed Tuesday - Thursday.

Two admin rooms, classroom style, to accommodate up to 10 people needed Monday – Thursday.

Board Room – Available for phone calls and brief meetings, with Wi-Fi and connection available for laptops. (Tuesday - Thursday for up to 10 people)

Registration Area:

Preference for the registration area is in close proximity to the general session room (ideally directly outside the room). There should be three six foot tables with skirting, four to six chairs, and a large trash can. Appropriate signage directing attendees to registration should be provided.

Participants, presenters and staff will have meals on their own. We would like to have a water station and water available at the tables, as well as coffee (if that can be complimentary).

Audio Visual Equipment requirements: – Tuesday - Thursday 7:30 am – 5:30 pm

1. General Session 50 Confidence Monitor

1 Streaming ability 1 Studio Camera with Tripods 2 Stage lights 10 Stage up-lights

2. Breakout Rooms (in all 5 breakout rooms) 2 Easels in each room 1 8'X14' Wide Screen and LCD Projector (7000 Lumens) or 48” LCD Monitor with computer cable

PLACE OF PERFORMANCE: The Hotel that is awarded the contract in the Denver, Colorado area.

NORTH AMERICAN INDUSTRIAL CLASSIFICATION SYSTEM (NAICS) CODE AND SMALL BUSINESS SIZE STANDARD: The NAICS code for this project is 721110-Hotels (except for casinos) & Motels.

SYSTEM FOR AWARD MANAGEMENT: Offerors shall be required to have a UEI number and an active registration in SAM, System for Award Management (www.sam.gov) in order to conduct business with the Federal Government. Offerors will be required to complete Online Representations and Certifications at the SAM website.

POINT OF CONTACT: Michael Kendro, Contract Specialist, Michael.Kendro@va.gov .

Contracting Office Address: Department of Veterans Affairs, Veterans Benefits Administration, Office of Acquisitions 1800 G. Street, N.W Washington, DC 2006 Special Notice

Special Notice

Information contained in this announcement is subject to change.