RFQ - 693JJ323Q000066.pdf

REQUEST FOR QUOTATION (RFQ) No. 693JJ323Q000066

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: 693JJ323Q000066

Agency Contact: Jason Motala Contracting Officer/Contract Specialist jason.motala@dot.gov

Title: 2024 FHWA Discipline Seminar venues

Solicitation Release Date: August 25, 2023

Technical Questions Due Date: 1:00 p.m., Eastern Time (ET), August 31, 2023.

Questions must be emailed to Jason Motala at jason.motala@dot.gov

Quotation Due Date: 1:00 p.m., ET, September 8, 2023. Quotes must be emailed to Jason Motala at jason.motala@dot.gov

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

Casino Hotels) and Motels.

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 Products and Commercial Services in conjunction with the policies and procedures for solicitation, evaluation, award as prescribed in FAR Part 13, Simplified Acquisition Procedures to include FAR Subpart 13.5, Simplified Procedures for Certain Commercial Products and Commercial Services. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-04.

This solicitation is a total 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 $40,000,000.00. 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.

The resulting purchase order (PO) from RFQ 693JJ323Q000066 may be issued to one (1) vendor or up to four (4) different vendors based on a Best Value evaluation. Vendors are encouraged to submit pricing for as many of these separate events and their alternative dates as able to. Submitting less than the four possible events will not negatively affect the vendors evaluation.

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 Quote: Narrative discussion addressing the quoter’s technical approach and technical merit factors identified in Part I, Section 6.0, Evaluation of Quotations. A description of how the Performance Work Statement (Part III) requirements will be completed. Multiple date options have been provided for each of the four (4) separate seminars.

Technical quote must not contain pricing information.

2. Past performance references: Provide a matrix of recent relevant past performance (within the last four (4) years), which shall 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 (3) references.

3. Price Quote: Submitted pricing in the format of the Contract Line Item Number (CLIN) Structure table shown in Part II. Vendors pricing must be only submitted on attached Attachment 1 - Pricing.xlsx Excel. Pricing must not be included in the Technical Quote. The Excel file must be provided back still in Excel format.

Quoters are encouraged to submit pricing for as many of these four (4) separate seminars with multiple dates as able to.

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

1. Confirmation your company accepts government purchase orders

2. Business Size (Small, Woman-Owned, Disadvantaged, Hub-Zone, Large, Non- Profit, etc.)

3. Payment Terms (Government Standard is NET 30)

4. SAM.gov Unique Entity ID (UEI)

5. Federal Tax Identification Number (TIN) (9-Digits)

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

Mailing address and entity name shall match the information in www.sam.gov Verification company information listed in the System for Award Management (SAM) current and accurate? https://www.sam.gov/SAM/

5. Instructions for Preparation of Quotations: Quotations shall 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 shall not exceed 10 Megabytes.

Quotations technical capability, past performance and organization information can be in one PDF however no pricing information (including room rates) can be including with this information.

Vendors pricing must be only submitted on attached Attachment 1 - Pricing.xlsx Excel.

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;

i. The Government will evaluate Technical based upon a tiered approach. Quotes submitted with Preferred Dates and Alternate Dates set of dates as specified below for each of the four (4) seminars*.

2. Past Performance; and

3. Price.

All evaluation factors other than cost or price, when combined, are significantly more http://www.sam.gov/ https://www.sam.gov/SAM/ important than cost or price.

*NOTE: The Government will evaluate each quotation for the Preferred Dates to include the Technical, Past Performance and Price. The Government will conduct a Best Value Tradeoff only for the Preferred Dates for each of the four (4) seminars (Technical, Past Performance, and Price). If award is not made utilizing the Preferred Dates, the Government will proceed with evaluation of the Alternate Dates (Technical, Past Performance, and Price). Tradeoff will be performed for the Alternate Dates. This will be done for each of the four (4) seminars independently.

TECHNICAL EVALUATION CRITERIA

Technical Evaluation and ranking of the quote will be based on the following elements:

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

1. Provide chart which outlines date availability as identified in the Detailed Requirements section, Part III, 1.4 – Detailed Requirements.

2. Describe your cancellation procedures and fees associated, including a maximum cancellation fee.

i. Cancellation fees must be provided in dollars (not percentages) and cannot be more than the total quoted price for that seminar.

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.

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 Performance Work Statement. https://www.gsa.gov/travel/plan-book/per-diem-rates

2. Hotel located within a 35-mile radius of BWI, IAD, or 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 ten (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.

2. Break and refreshments services.

i. Beverage service (coffee, tea, hot water, ice water) will be available 7:00 am to 5:00 pm ET on each day of the event (refer to the Detailed Requirements section, Part III, 1.4 – Detailed Requirements) 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 conference event (refer to the Detailed Requirements section, Part III, 1.4 – Detailed Requirements).

iii. Optional Box Lunch Offering. Provide menu of available 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.

3. Cleaning services. Cleaning standards described, including cleaning protocols, requirements for staff, and include location of hand sanitizer stations.

5. Lodging and amenities:

1. Non-smoking lodging room block within the facility for up to capacity noted in the Detailed

Requirements section (Part III, 1.4 – Detailed Requirements).

2. Parking on-site is free (or comped) and accessible and provides spaces for up to capacities noted in the Detailed Requirements section (Part III, 1.4 – Detailed Requirements).

3. 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.

4. The facility must be of convenient and safe access to restaurants and attractions that are either within reasonable walking distance (10 minutes or less), and/or well connected by affordable public transportation, or ride share services (taxi, Uber, Lyft, etc.)

6. Staff qualifications: Provide resume(s) of qualifications demonstrating at least three (3) years of experience for each of the following:

1. Project Manager: with conference planning experience.

2. Onsite audio/video (AV) / information technology (IT)/ Maintenance support: with conference support experience.

7. Onsite support staff availability:

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

2. One (1) dedicated AV technical services support is available 7:00 am to 5:00 pm 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 conference schedule.

PAST PERFORMANCE - EVALUATION CRITERIA

1. Past Performance

a. References: Three (3) recent and relevant references to verify past performance. Recent and relevant is defined as similarly sized events within the past four (4) 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 PWS. 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

b. Information obtained from the vendors CPARS (https://www.cpars.gov/) and SAM.gov (https://sam.gov/content/home) Government websites.

https://www.cpars.gov/ https://sam.gov/content/home

PRICE -

EVALUATION CRITERIA

1. Price

a. Vendors must fill out the attached Attachment 1 - Pricing.xlsx Excel with pricing for each of the dates they are able to accommodate. As price might change for each of the dates requested, quoters must fill out each pricing section they are able to accommodate with pricing for all four (4) CLINs for each.

i.e., if quoter can quote all four (4) requested dates in the FHWA Disciple Seminar A tab, this would result in 16 cells being fill in with pricing info for that tab.

PART II - SCHEDULE OF SERVICES

FHWA 2024 Discipline Seminars A, B, C & D

The Contractor shall furnish all supplies/services to perform the tasks described under this purchase order entitled, Federal Highway Administration 2024 Discipline Seminars A, B, C & D. The Contractor shall 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 and Quoters shall quote a total price breakdown utilizing the Contract Line Item Number (CLIN) chart below.

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

However, these CLINs will not be included as part the resulting purchase order(s); these items will be charged to the individual attendee. This is applicable for all four (4) event options.

FHWA DISCIPLINE SEMINAR A (LARGE CAPACITY ~ 275 ATTENDEES)

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 $ EA $

Purchase Order

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

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) $

(275 Rooms X 4 nights) $ Individual Attendee

4 Taxes/fees for Lodging $

(275 Rooms X 4 nights) $ Individual Attendee

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

FHWA DISCIPLINE SEMINAR B (LARGE CAPACITY ~ 275 ATTENDEES)

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 $ EA $

Purchase Order

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

Payment

Obligation

Lodging (At Government Per Diem Rate or Below) $

(275 Rooms X 4 nights) $

Individual Attendee

4 Taxes/fees for Lodging $

(275 Rooms X 4 nights) $ Individual Attendee

FHWA DISCIPLINE SEMINAR C (MEDIUM-LARGE CAPACITY ~ 190 ATTENDEES)

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 $ EA $

Purchase Order

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

Obligation

Lodging (At Government Per Diem Rate or Below) $

(190 Rooms X 4 nights) $

Individual Attendee

4 Taxes/fees for Lodging $

(190 Rooms X 4 nights) $

FHWA DISCIPLINE SEMINAR D (MEDIUM CAPACITY ~ 125 ATTENDEES)

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 $ EA $

Purchase Order

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

Obligation

Lodging (At Government Per Diem Rate or Below) $

(125 Rooms X 4 nights) $ Individual Attendee

4 Taxes/fees for Lodging $

(125 Rooms X 4 nights) $

PART III - PERFORMANCE WORK STATEMENT

FHWA 2024 Discipline Seminars A, B, C & D

1.0 - OVERVIEW

This is a non-personal services contract to provide conference/event planning support services equipment, and a venue for FHWA 2024 Discipline Seminars A, B, C & D. The Government will not exercise any supervision or control over the contract service providers performing the services herein.

Such service providers shall be accountable solely to the Contractor, who, in turn is responsible to the Government as defined in this Performance Work Statement. The Contractor shall perform to the standards herein.

1.1- BACKGROUND

The FHWA Office of Innovation and Workforce Solutions (HIT) is hosting four (4) separate FHWA Discipline Seminars for employees. The discipline seminars provide technical learning and development opportunities to employees across FHWA with critical responsibilities for delivering the nation’s Federal-aid/Federal Lands Highway programs. FHWA will be offering four (4) seminars varying in number of attendees, not to exceed 300 participants per seminar.

Each seminar is a are multi-day residential training programs 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 seminars 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

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

B) The per diem rate cannot be equivalent to the Washington, D.C. metro area. The budget for the program is limited. Do not quote a hotel with Washington, D.C. per diem rates. This includes the cities of Alexandria, Falls Church, and Fairfax, and the counties of Arlington and Fairfax, in Virginia, and the counties of Montgomery and Prince George’s in Maryland. Pricing must be offered at the government per diem rate or below, and the facility must meet all specifications outlined in the PWS.

C) General Requirements: The Contractor must provide all materials, equipment, labor, and any other items necessary to carry out the discipline seminars, including provide meetings rooms, guest rooms, audio visual equipment, and break refreshment and beverage service from the venue for the duration of the event as defined in this Performance Work Statement and Technical Exhibit 1 and 2. Please refer to the Deliverable tasks in this document, section 4.0 - EXHIBIT LIST.

The facility must provide reasonable accommodations for participants with disabilities. Meeting space and lodging rooms must meet the Americans with Disabilities Act (ADA) requirements.

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.

1.4- DETAILED REQUIREMENTS

FHWA DISCIPLINE SEMINAR A (LARGE CAPACITY ~ 275 ATTENDEES)

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

A – Main Room Setup Only B – Breakout 1 Setup Only C – Breakout 2 Setup Only D – Breakout 3 Setup Only E – Breakout 4 Setup Only F – Registration Open Use G – Prep Room 10 A – Main Room 275 All Day Beverage B – Breakout 1 50-70 AM Refreshments C – Breakout 2 50-70 PM Refreshments D – Breakout 3 50-70 Optional Box Lunch* E – Breakout 4 50-70 F – Registration Open Use G – Prep Room 10 A – Main Room 275 All Day Beverage B – Breakout 1 50-70 AM Refreshments C – Breakout 2 50-70 PM Refreshments D – Breakout 3 50-70 Optional Box Lunch* E – Breakout 4 50-70 F – Registration Open Use G – Prep Room 10 A – Main Room 275 All Day Beverage B – Breakout 1 50-70 AM Refreshments C – Breakout 2 50-70 PM Refreshments D – Breakout 3 50-70 Optional Box Lunch* E – Breakout 4 50-70 F – Registration Open Use G – Prep Room 10 A – Main Room 275 All Day Beverage B – Breakout 1 50-70 AM Refreshments C – Breakout 2 50-70 PM Refreshments D – Breakout 3 50-70 Optional Box Lunch* E – Breakout 4 50-70 F – Registration Open Use G – Prep Room 10

ADDITIONAL BREAKOUT ROOMS:

EVENT DESCRIPTION: FHWA DISCIPLINE SEMINAR A (LARGE CAPACITY ~ 275 ATTENDEES)

PROPOSED SEMINAR DATES:

LENGTH OF SEMINAR (DAYS):

ESTIMATED TOTAL ATTENDEES:

DAY ACTIVITY MEETING

SPACE USE

MEETING SPACE BREAK SERVICES

BEVERAGE & REFRESHMENTS

OVERNIGHT ROOM PARKING

SPACESUSE / NO. OF ATTENDEES USE / ESTIMATED NO. OF LODGING ROOMS

N/A MON Setup 11:00A – 9:00P N/A

TUE Seminar (Day 1) 7:00A – 9:00P Yes 275

7:00A – 9:00P Yes 275 138

275 138

Yes – Check In

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

Preferred Date (options):

Alternate Date (options):

o Option D: March 11, 2024 – March 15, 2024

FRI Seminar (Day 4) 7:00A – 6:00P Yes 0 138

THU Seminar (Day 3) 7:00A – 9:00P Yes 275 138

WED Seminar (Day 2)

FHWA DISCIPLINE SEMINAR B (LARGE CAPACITY ~ 275 ATTENDEES)

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

A – Main Room Setup Only B – Breakout 1 Setup Only C – Breakout 2 Setup Only D – Breakout 3 Setup Only E – Breakout 4 Setup Only F – Registration Open Use G – Prep Room 10 A – Main Room 275 All Day Beverage B – Breakout 1 50-70 AM Refreshments C – Breakout 2 50-70 PM Refreshments D – Breakout 3 50-70 Optional Box Lunch* E – Breakout 4 50-70 F – Registration Open Use G – Prep Room 10 A – Main Room 275 All Day Beverage B – Breakout 1 50-70 AM Refreshments C – Breakout 2 50-70 PM Refreshments D – Breakout 3 50-70 Optional Box Lunch* E – Breakout 4 50-70 F – Registration Open Use G – Prep Room 10 A – Main Room 275 All Day Beverage B – Breakout 1 50-70 AM Refreshments C – Breakout 2 50-70 PM Refreshments D – Breakout 3 50-70 Optional Box Lunch* E – Breakout 4 50-70 F – Registration Open Use G – Prep Room 10 A – Main Room 275 All Day Beverage B – Breakout 1 50-70 AM Refreshments C – Breakout 2 50-70 PM Refreshments D – Breakout 3 50-70 Optional Box Lunch* E – Breakout 4 50-70 F – Registration Open Use G – Prep Room 10

ESTIMATED TOTAL ATTENDEES:

EVENT DESCRIPTION: FHWA DISCIPLINE SEMINAR B (LARGE CAPACITY ~ 275 ATTENDEES)

PROPOSED SEMINAR DATES:

Preferred Dates:

Alternate Dates:

o Option D: May 13, 2024 – May 17, 2024

LENGTH OF SEMINAR (DAYS):

ADDITIONAL BREAKOUT ROOMS:

DAY ACTIVITY MEETING

SPACE USE

TIME

MEETING SPACE BREAK SERVICES

BEVERAGE & REFRESHMENTS

OVERNIGHT ROOM

ACCOMMODATIONS*

PARKING

SPACES

USE / NO. OF ATTENDEES USE / ESTIMATED NO. OF LODGING ROOMS

N/A MON Setup 11:00A – 9:00P N/A Yes – Check In 275 138

TUE Seminar (Day 1) 7:00A – 9:00P Yes 275 138

WED Seminar (Day 2) 7:00A – 9:00P Yes 275 138

THU Seminar (Day 3) 7:00A – 9:00P Yes 275

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

FRI Seminar (Day 4) 7:00A – 6:00P Yes 0 138

FHWA DISCIPLINE SEMINAR C (MEDIUM-LARGE CAPACITY ~ 190 ATTENDEES)

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

A – Main Room Setup Only B – Breakout 1 Setup Only C – Breakout 2 Setup Only D – Breakout 3 Setup Only E – Breakout 4 Setup Only F – Registration Open Use G – Prep Room 10 A – Main Room 190 All Day Beverage B – Breakout 1 40-60 AM Refreshments C – Breakout 2 40-60 PM Refreshments D – Breakout 3 40-60 Optional Box Lunch* E – Breakout 4 40-60 F – Registration Open Use G – Prep Room 10 A – Main Room 190 All Day Beverage B – Breakout 1 40-60 AM Refreshments C – Breakout 2 40-60 PM Refreshments D – Breakout 3 40-60 Optional Box Lunch* E – Breakout 4 40-60 F – Registration Open Use G – Prep Room 10 A – Main Room 190 All Day Beverage B – Breakout 1 40-60 AM Refreshments C – Breakout 2 40-60 PM Refreshments D – Breakout 3 40-60 Optional Box Lunch* E – Breakout 4 40-60 F – Registration Open Use G – Prep Room 10

FRI N/A N/A N/A N/A N/A No - Check Out N/A N/A

EVENT DESCRIPTION:

PROPOSED SEMINAR DATES:

Preferred Date (options):

o Option A: April 29, 2024 – May 2, 2024 Alternate Date (options):

LENGTH OF SEMINAR (DAYS):

ESTIMATED TOTAL ATTENDEES:

ADDITIONAL BREAKOUT ROOMS:

DAY ACTIVITY MEETING

SPACE USE

TIME

MEETING SPACE BREAK SERVICES

BEVERAGE & REFRESHMENTS

OVERNIGHT ROOM

ACCOMMODATIONS*

PARKING

SPACES

USE / NO. OF ATTENDEES USE / ESTIMATED NO. OF LODGING ROOMS

N/A MON Setup 11:00A – 9:00P N/A Yes – Check In 190

Seminar (Day 1) 7:00A – 9:00P Yes 190 95

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

FHWA DISCIPLINE SEMINAR C (MEDIUM-LARGE CAPACITY ~ 190 ATTENDEES)

THU Seminar (Day 3) 7:00A – 9:00P Yes 190 95

WED Seminar (Day 2) 7:00A – 9:00P Yes 190 95

TUE

FHWA DISCIPLINE SEMINAR D (MEDIUM CAPACITY ~ 125 ATTENDEES)

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

A – Main Room Setup Only B – Breakout 1 Setup Only C – Breakout 2 Setup Only D – Breakout 3 Setup Only F – Registration Open Use G – Prep Room 10 A – Main Room 125 All Day Beverage B – Breakout 1 30-50 AM Refreshments C – Breakout 2 30-50 PM Refreshments D – Breakout 3 30-50 Optional Box Lunch* F – Registration Open Use G – Prep Room 10 A – Main Room 125 All Day Beverage B – Breakout 1 30-50 AM Refreshments C – Breakout 2 30-50 PM Refreshments D – Breakout 3 30-50 Optional Box Lunch* F – Registration Open Use G – Prep Room 10 A – Main Room 125 All Day Beverage B – Breakout 1 30-50 AM Refreshments C – Breakout 2 30-50 PM Refreshments D – Breakout 3 30-50 Optional Box Lunch* F – Registration Open Use G – Prep Room 10

FRI N/A N/A N/A N/A N/A No - Check Out N/A N/A

ESTIMATED TOTAL ATTENDEES:

EVENT DESCRIPTION: FHWA DISCIPLINE SEMINAR D (MEDIUM CAPACITY ~ 125 ATTENDEES)

PROPOSED SEMINAR DATES:

Preferred Date:

o Option A: May 20, 2024 – May 24, 2024 Alternate Date (options):

LENGTH OF SEMINAR (DAYS):

ADDITIONAL BREAKOUT ROOMS:

DAY ACTIVITY MEETING

SPACE USE

TIME

MEETING SPACE BREAK SERVICES

BEVERAGE & REFRESHMENTS

OVERNIGHT ROOM

ACCOMMODATIONS*

PARKING

SPACES

USE / NO. OF ATTENDEES USE / ESTIMATED NO. OF LODGING ROOMS

N/A MON Setup 11:00A – 9:00P N/A Yes – Check In 125

TUE Seminar (Day 1) 7:00A – 9:00P Yes 125 63

WED Seminar (Day 2) 7:00A – 9:00P Yes 125

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

THU Seminar (Day 3) 7:00A – 9:00P Yes 125 63

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 Equipment Lodging taxes/fees Break Refreshments and Beverages (e.g.; Morning and afternoon refreshments, and all day beverage services)

Box lunch costs (If opted for by individual attendee)

Taxes, fees, and service charges (If applicable)

2.0- TASK: MEETING SPACE

Both the general session room and breakout session meeting rooms shall 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 conference.

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 space to hold the number of participants, noted in 1.4 Detailed Requirements section, configured in crescent rounds/cabaret set up for comfort, 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 shall be set as round tables configured as crescent rounds/cabaret, maximum of 8 attendees per table.

b. One (1) state 18’x8’ skirted riser.

c. Two (2) 18”x8’ skirted panel tables and four (4) chairs on the riser.

d. One (1) American flag with pole on the riser.

e. Four (4) tables with eight chairs 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. Audio Visual (AV) requirements:

a. One (1) Windows compatible laptop computer with high-speed internet access and Microsoft Office (version 2016 or newer) with mouse. Laptop must be connected to the projectors provided by the Contractor.

b. One (1) Presenters monitor (portable or standard monitor), connected to the laptop for presenters use.

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

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

e. Two (2) lavalier microphones.

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

g. Four (4) flipcharts and easels with markers, paper and masking tape.

h. LCD projectors and screen(s) appropriately sized for the room and number of people seated (i.e.; 8ft screen or larger for ≤100 attendees; 12ft screen or larger for ≤200 attendees; 16ft screen for ≥ 200 attendees or more).

a) For seminars with fewer than 200 attendees, provide two (2) projectors and screens;

b) For seminars with more than 200 attendees, supply three (3) LCD projectors and screens. Two screens at the front of the room, placed on each side of the stage. The third setup placed midway within the conference space (to the side with less foot traffic), for better visual experience for attendees in the back of the space. The third projector and screen must connect to the main displays, to project the same content as the screens/projectors in front of the space.

i. One (1) laser pointer.

j. Two (2) HDMI connections to projector.

k. One (1) ethernet connection.

l. Speakers for computer audio connection.

m. One (1) 16 channel mixer.

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

NOTE: Anticipate 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 shall be set to hold the number of participants per room (Refer to the Detailed Requirements section, Part III, 1.4 – Detailed Requirements for quantities and capacities).

1. Room set up requirements:

a. Participants should be arranged comfortably in either a classroom style or round table style setup (set as crescent shaped), each breakout rooms final configuration to be determined 10 business days in advance of the event.

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

c. Each breakout room shall have two (2) flipchart easels with markers, paper, and masking tape.

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

e. Each breakout room shall 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 with mouse. Laptop must be connected to the projector provided by the Contractor.

a. One (1) Presenters monitor (portable or standard monitor), connected to the laptop for presenters use.

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) projector screen (i.e.; 8ft screen or larger for ≤100 attendees; 12ft screen or larger for ≤200 attendees; 16ft screen for ≥ 200 attendees or more).

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. One (1) flipchart easel with markers, paper, and masking tape.

D) REGISTRATION AREA – outside general session room

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

2. One (1) flipchart easel with markers, paper, and masking tape.

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

4. 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 shall 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 shall be ready for the conference attendees to access at the times indicated in the Detailed Requirements section of this PWS.

2.2- TASK: SLEEPING ROOMS

A) The Contractor shall 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 shall be available at check-in time on Day 1 through check-out time on final day or sooner/later, depending on guests’ 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 purchase order. Lodging room, taxes, and fees are the responsibility of each individual attendee. This solicitation and resulting purchase order(s) requires the availability of the rooms.

5. Some of our employees traveling from Hawaii or Alaska (and other distant locations) may need to check in as early as one (1) day prior to the seminar start date and/or check-out one (1) day 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 shall be provided by three (3) weeks prior to the seminar start date. After this date, the Contractor’s obligation to hold the rooms is removed.

7. Parking for up to 50% of total participants cars each day (provided as complimentary to participants). Refer to the Detailed Requirements section of this PWS for quantities and capacities.

8. Meet Americans with Disabilities Act (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 restaurants and attractions that are either within reasonable walking distance, and/or well connected by affordable public transportation, or ride share services (taxi, Uber, Lyft, etc.).

a. Attendees must have access to on-site restaurants or options within walking distance for meals that are not provided as part of the seminar.

2. Cleaning Standards:

a. All Meetings 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. Ten percent (10%) of 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 shall:

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

1. FHWA Contracting Officer, TPOC or any other federal personnel directly involved in this acquisition;

2. Hotel staff

B) Arrange and lead an on-site visit of the venue within ten (10) business days of award, accompanied by the FHWA TPOC or designee. The visit shall 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, special dietary needs, hotel reservation procedures and cutoff dates, menu approvals, etc.) and next steps per the kick-off meeting and on-site visit within seven (7) 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 shall:

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 conference call capabilities 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 shall provide continuous beverage service (coffee, tea, hot water, ice water) from 7:00am to 5:00pm ET on seminar days.

2. Break refreshments, including morning and afternoon snacks and alternate beverages, shall be provided for attendees at the breaks. Both the break refreshment and continuous beverage service will be charged to the Government Purchase Order.

3. The break refreshments and continuous beverage service shall be sufficient for the number of total attendees. Exact numbers will be provided by nine (9) days prior to the start of the seminar.

4. The TPOC shall 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 shall be provided a boxed lunch option (minimum 3 varieties) at the per diem rate, including taxes and all fees.

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

3. The Government will provide lunch counts and selections to the Contractor nine (9) 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

Performance Work Statement.

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

7. The Contractor shall work with the TPOC to determine how individual attendees will make payment for lunches. For example, charges for lunches will be included in the attendees’ lodging bill, or, payments for lunches incurred by day attendees (non-lodgers) can be paid at the hotel’s front desk. The TPOC must have final approval of the payment process.

a. The lunches shall be billed at the per diem rates for lunch (not full per diem for the day), including taxes and all fees.

3.0- PERIOD OF PERFORMANCE

The period of performance for this order is from the date of award until September 30, 2024.

3.1- PLACE OF PERFORMANCE

The place of performance shall be at the hotel selected for each for the four (4) seminars.

3.2- PROGRESS MEETINGS

The Contractor agrees to attend progress meetings. The Contracting Officer (CO) or 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 shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the Government.

PWS – EXHIBITS

4.0- EXHIBIT LIST

4.1- TECHNICAL EXHIBIT 1 – Performance Requirements Summary (PRS) 4.2- TECHNICAL EXHIBIT 2 – Deliverable Schedule

4.1- TECHNICAL EXHIBIT 1 – Performance Requirements Summary (PRS) 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 shall 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 shall occur no later than 10 business days after award. Unanswered questions or issues shall 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 shall 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 shall 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 shall 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 shall be generated as quickly as possible.

Review and acceptance by the TPOC

& CO.

PRS #4

The Contractor shall 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 shall be generated as quickly as possible.

Review and acceptance by the TPOC

& CO.

PRS #5

The Contractor shall 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 shall be generated as quickly as possible.

Review and acceptance by the TPOC

& CO.

PRS #6

The Contractor shall 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 shall communicate on a weekly basis.

The Contractor shall 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 shall 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 to whom/where it is to be submitted. A deliverable is anything that can be physically delivered and 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 shall 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/COR, 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

(End of provision)

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 (Mar 2023)

52.212-3 Offeror Representations and Certifications -- Commercial Items (Dec 2022)

1252.239-71 Information Technology Security Plan and Accreditation (Apr 2005)

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…