RFQ with Instructions - 83310124Q0089 - EXIM Annual Conference Venue (2025-29).pdf

REQUEST

FOR

QUOTATION

PROJECT: FAR Part 12, SAM.gov Open Market Solicitation for

EXIM Bank Annual Conference Venue

RFP DUE

DATE/TIME:

Tuesday, May 14, 2024

12:00PM Eastern Time (ET)

SUBMIT TO: Export-Import Bank of the United States (EXIM) Mark Jefferson – Contracting Officer (CO) Email: Mark.Jefferson@exim.gov

SOLICITATION

NUMBER:

83310124Q0089 mailto:Mark.Jefferson@exim.gov

FAR 12 Open Market Solicitation for EXIM Bank Annual Conference Venue

Solicitation # - 83310124Q0089

Table of Contents

SECTION A – STANDARD FORM (SF) 1449

A.1 SF 1449 SOLICITATION / CONTRACT / ORDER FOR COMMERCIAL ITEMS

A.2 DEFINITIONS & ACRONYMS

A.3 NAICS CODE & PSC ASSIGNMENTS

A.4 52.216-1 TYPE OF CONTRACT

SECTION B – CONTINUATION OF SF 1449

B.1 SUBMISSION OF INVOICES (CONTINUATION OF BLOCK 18(b)

B.2 SCHEDULE OF SUPPLIES / SERVICES (CONTINUATION OF BLOCK 19-24)

B.3 GENERAL

B.3.1 CANCELLATION / TERMINATION POLICY

B.3.2 LABOR STANDARDS AND WORK HOURS

B.3.3 SAFETY REQUIREMENTS

B.3.4 PERIOD OF PERFORMANCE (PoP)

B.3.5 PLACE OF PERFORMANCE – GENERAL

B.3.6 PLACE OF PERFORMANCE – OPERATIONAL CONTRACTORS

B.4 PERFORMANCE WORK STATEMENT (PWS)

B.4.1 INTRODUCTION

B.4.2 BACKGROUND

B.4.3 SCOPE DESCRIPTION

B.5 PERFORMANCE REQUIREMENT SUMMARY (PRS)

B.6 GOVERNMENT FURNISHED INFORMATION / EQUIPMENT

B.7 GENERAL CONTRACT REQUIREMENTS

B.8 COOPERATION

B.9 SECURITY REQUIREMENTS & PROHIBITIONS

B.10 HOLD HARMLESS & INDEMNIFICATION AGREEMENT

SECTION C – CONTRACT CLAUSES

C.1 PROVISIONS AND CLAUSES INCORPORATED BY REFERENCE (IBR) IAW FAR 52.102

52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial

Services

52.217-8 Option to Extend Services

52.217-9 Option to Extend the Term of the Contract

52.232-18 Availability of Funds

52.252-1 Solicitation Provisions Incorporated by Reference

SECTION D – CONTRACT EXHIBITS

D.1 (RESERVED)

SECTION E – SOLICTATION PROVISIONS

E.1 SOLICTATION DEADLINE & ACCEPTANCE REQUIREMENTS

E.2 BEST VALUE DETERMINATION & EVALUATION FOR BASIS OF AWARD

SECTION F – OFFEROR INSTRUCTIONS

F.1 TYPE OF AWARD

F.2 REQUIRED DOCUMENTS

F.3 OFFER VOLUME REQUIREMENTS

F.4 EVALUATION CRITERIA

F.5 BASIS OF AWARD

SECTION G – PAST PERFORMANCE QUESTIONNAIRE

SECTION A – STANDARD FORM (SF) 1449

A.1 SF 1449 SOLICITATION / CONTRACT / ORDER FOR COMMERCIAL ITEMS

Offerors wishing to compete shall respond by due date. Reference 52.212-1 Instructions to Offerors—

Commercial Products and Commercial Service for submission instructions.

Questions concerning this solicitation may be submitted to the Contracting Officer (CO) via email at Mark.Jefferson@EXIM.gov. QUESTIONS TO BE SUBMITTED NO LATER THAN FRIDAY, MAY 3, 2024 at 12:00PM Eastern Time (ET).

A.2 DEFINITIONS & ACRONYMS

Commercial Service Services of a type offered and sold competitively in substantial quantities in the commercial marketplace based on established catalog or market prices for specific tasks performed or specific outcomes to be achieved and under standard commercial terms and conditions.

Past Performance Past performance means an offeror’s or contractor’s performance on active and physically completed contracts (see 4.804-4). For reference and further definition see, https://www.acquisition.gov/far/12.206?searchTerms=past performance 12.206 Use of past performance, and Subpart 42.15 - Contractor Performance Information.

NAICS Code North American Industry Classification System (NAICS) Code is a standard used by Federal statistical agencies in classifying business establishments for the purpose of collecting, analyzing, and publishing statistical data related to the US business economy performed by the US Census Bureau.

PSC Manual Product and Service Code (PSC) Manual provide codes to describe products, services, and research and development (R&D) purchased by the federal government. These codes indicate “WHAT” was bought for each procurement action and reported and tracked in the Federal Procurement Data System (FPDS).

SBA US Small Business Administration (SBA) helps Americans start, build, and grow businesses. Through an extensive network of field offices and partnerships, the SBA assists and protects the interests of small business concerns.

mailto:Mark.Jefferson@EXIM.gov https://www.acquisition.gov/far/part-4#FAR_4_804_4 https://www.acquisition.gov/far/12.206?searchTerms=past%20performance https://www.acquisition.gov/far/12.206?searchTerms=past%20performance https://www.acquisition.gov/far/12.206?searchTerms=past%20performance https://www.acquisition.gov/far/subpart-42.15?searchTerms=past%20performance https://www.census.gov/naics/ https://www.census.gov/naics/ https://www.acquisition.gov/psc-manual https://www.acquisition.gov/psc-manual

A.2 DEFINITIONS & ACRONYMS

SBA sets the SBA Size Standards within the published Table of size standards per the North American Industry Classification System (NAICS) Code.

FAR 52.219-1 Small Business Program designations is determined by the definitions per 13 CFR, FAR 19, and this FAR clause. With the exceptions of SBA certification, the socioeconomic designations are self-certified by the company(ies) based on definitions per mentioned regulations.

13 CFR 121: https://www.ecfr.gov/current/title-13/chapter-I/part-121 FAR 19: https://www.acquisition.gov/far/part-19 FAR 52.219-1: https://www.acquisition.gov/far/52.219-1 SBA Table of Size Standards: https://www.sba.gov/document/support-table-size-standards

Prime Contractor Per the Small Business Administration's (SBA's) definition of Prime Contracting found at, https://www.sba.gov/federal-contracting/contracting-guide/prime-subcontracting#section-header-0

"Prime contractors work directly with the government. They manage any subcontractors and are responsible for ensuring that the work is completed as defined in the contract. To become a prime contractor, you must first register your business with the System for Award Management (SAM). []"

Business Entity(ies) For this solicitation, the recognized legal business entities include:

1) Prime contractor * (A single awardee contract holder of a GSA Multiple Award Schedule (MAS) contract. A small business prime must perform at least 50 percent of the value of the work to meet the limitations on subcontracting requirements.)

2) Subcontractor (A subcontractor carries out work for a company as part of a larger project and does not have privity of contract with the federal government.)

3) Joint-Venture (JV) * (A JV is considered a new legal entity that requires approval by the Small Business Administration (SBA), a separate federal identification number, and a new SAM user account.)

4) Contractor Team Arrangement (CTA) *

* IAW FAR 8.4, all business entities must be a GSA Multiple Award Schedule (MAS) contract holder with the preponderance SIN / Category / NAICS which this solicitation is soliciting.

CONUS Continental United States (CONUS) OCONUS Outside Contiguous United States (OCONUS) only includes Alaska, Hawaii, US territories, and US possessions outside the contiguous 48 United States of America.

Foreign (overseas) For the purpose of this solicitation requirements, foreign means a place or country situated outside both the Continental United States (CONUS) and Outside Contiguous United States (OCONUS).

Travel Regulations FAR 31.205-46 Travel costs

CONUS – General Services Administration (GSA) OCONUS – Department of Defense (DoD) Foreign (overseas) – Department of State (State)

TDY Temporary Duty (TDY) may include CONUS, OCONUS, or foreign travel. For the purpose of this solicitation (if travel is authorized), TDY is identified as 50 miles or 80.47 kilometers from the official location / duty station of the contractor’s facilities.

COR Contracting Officer’s Representative (COR) has specific written delegated authority from the contracting officer to perform approved tasks.

The COR serves as a technical liaison between EXIM and the Contractor with respect to the award. The COR also performs contract administration duties as directed by the Contracting Officer. The COR is also responsible for the acceptance of all deliverables for the award and/or orders specified herein, and such other responsibilities as may be specified in the award and/or orders. The COR assists the Contracting Officer in the administration of the contract, and each order issued thereunder.

The COR is not authorized to make any commitments or otherwise obligate EXIM or authorize any changes, which affect the award pricing, terms, or conditions, or of any order(s) issued thereunder. Any requests for changes by the Contractor shall be submitted to the Contracting Officer directly or through the COR. No such changes shall be made to the award and/or any orders issued thereunder without the express prior authorization of the Contracting Officer.

https://www.sba.gov/federal-contracting/contracting-guide/size-standards https://www.sba.gov/document/support-table-size-standards https://www.census.gov/naics/ https://www.gsa.gov/small-business/register-your-business/subcontracting-and-other-partnerships https://www.sba.gov/federal-contracting/contracting-guide/types-contracts#section-header-12 https://www.sba.gov/federal-contracting/contracting-guide/types-contracts#section-header-12 https://www.gsa.gov/buy-through-us/purchasing-programs/gsa-multiple-award-schedule/schedule-features/contractor-team-arrangements https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.defensetravel.dod.mil/site/perdiemCalc.cfm https://aoprals.state.gov/web920/per_diem.asp

A.2 DEFINITIONS & ACRONYMS

CO Contracting Officer (CO or KO) is a government employee empowered to bind the US Federal

Government to the terms of a federal contract for the procurement of goods and/or services.

Contracting Officer's Authority - The Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this award and/or orders issued thereunder, and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely in the Contracting Officer. In the event the contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and the contractor will be operating at its own risk of being compensated for the changed work. No adjustment will be made in the contract terms and conditions, including price, on the basis of any unauthorized change. Only the Contracting Officer has the authority to:

(1) authorize any changes in the performance work statement;

(2) modify or extend the period of performance;

(3) change the delivery schedule,

(4) authorize reimbursement to the Contractor for any costs incurred during the performance of this award and/or orders issued thereunder; or

(5) otherwise change any terms and conditions of this award and/or orders issued thereunder.

Communications pertaining to award and/or orders contract administration matters shall be addressed to the Contracting Officer. No changes in or deviation from the scope of the work shall be affected without a supplemental agreement (award and/or orders modification) executed by the Contracting Officer authorizing such changes. Contract administration shall be addressed in each order to be issued hereunder. In the event an order fails to address a contract administration matter that is addressed in this award and/or orders, the terms of this award shall apply to any order.

Subject Matter Expert (SME) Various SMEs may be assigned to the award and/or orders. SMEs serve as oversight to work on the day-to-day activities within the scope of the order and will provide technical direction to the Contractor on the timing and manner in which services are to be performed and will provide technical review and recommendations to the COR for final acceptance of work products and deliverables.

Government Roles and Responsibilities

Primary Points of Contact (POC) for the Government on matters regarding contract administration as well as other administrative information will be identified at time of award and for each order. The Government reserves the right to unilaterally change any of these individual assignments at any time.

Limitation of Authority Questions from the contractor relating to the terms and or conditions of the IDV shall be referred to the IDV Contracting Officer. Questions regarding award and/or orders shall be addressed to the Contracting Officer identified on the order. No written or oral statement of the COR or the SMEs or Project Managers or any other person shall serve as a basis for modification of the terms of the IDV or of any order, unless confirmed in writing by the appropriate CO.

If the COR, the EXIM Project Attorney, or any other EXIM employee requests the Contractor to provide services which are outside the scope of the award and/or orders, the Contractor should promptly advise the Contracting Officer immediately of the requested change, preferably in writing if time permits. The Contractor understands that providing services at the request of a person other than the Contracting Officer, to include services that are outside of the scope of the award and/or orders issued thereunder, will result in nonpayment for those services unless the Contracting Officer ratifies the change request.

Ordering Contracting Officer

(OCO)

An Ordering CO is a CO issuing an order off an IDV, i.e., IDIQ, BPA, or BOA.

Operational Contractors An Operational Contractor per this solicitation are individuals that may be physically seated among government employees at a government facility or working remotely and are providing some or all integrated support to the government.

IDV Indefinite Delivery Vehicle (IDV) a shortened acronym that is inclusive of IDIQs, Blanket Purchase Agreements (BPAs), Blanket Ordering Agreements (BOAs), or other base / master contracts or agreements under which orders or delivery orders may be issued.

RFQ Request for Quotation (RFQ) is a business document that announces a project, describes it, and solicits offers / proposals from qualified contractors to complete it.

TOR Request for Task Order (TOR) is a business document that announces a project, describes it, and solicits offers / proposals from specific contractors under an IDV i.e., IDIQ or BPA or BOA.

Time-and-Material (T&M) T&M must have fixed labor hour rates. The contract shall specify separate fixed labor hour rates that include wages, overhead, general and administrative expenses, and profit for each category of labor.

Time-and-Materials Contracts include:

Direct materials that are used or consumed directly in connection with the furnishing of the end product or service.

A.2 DEFINITIONS & ACRONYMS

Hourly rate means the rate(s) prescribed in the contract for payment for labor that meets the labor category qualifications of a labor category specified in the contract that are-

(1) Performed by the contractor;

(2) Performed by the subcontractors; or

(3) Transferred between divisions, subsidiaries, or affiliates of the contractor under a common control.

Materials means-

(1) Direct materials, including supplies transferred between divisions, subsidiaries, or affiliates of the contractor under a common control;

(2) Subcontracts for supplies and incidental services for which there is not a labor category specified in the contract;

(3) Other direct costs (e.g., incidental services for which there is not a labor category specified in the contract, travel, computer usage charges, etc.); and

(4) Applicable indirect costs.

A time-and-materials contract provides for acquiring supplies or services on the basis of-

(1) Direct labor hours at specified fixed hourly rates that include wages, overhead, general and administrative expenses, and profit; and

(2) Actual cost for materials (except as provided for in 31.205-26(e) and (f)).

Labor-Hour (LH) Labor-hour contract is a variation of the time-and-materials contract, differing only in that materials are not supplied by the contractor.

Level-of-Effort (LoE) Required level of effort may be identified and agreed upon in advance for a specific order. As applicable for a specific order, the contractor is to provide a specified level of effort, over a stated period of time, on work that can be stated only in general terms; and the government is to pay the contractor a fixed dollar amount. Payment is based on the effort expended rather than on the results achieved.

Indirect Costs An indirect cost is any cost not directly identified with a single, final cost objective, but identified with two or more final cost objectives or an intermediate cost objective. It is not subject to treatment as a direct cost

Order of Precedence In acquiring commercial products or commercial services, the requirements of part 12 apply subject to the order of precedence provided at 12.102(c).

Underserved Communities “[] Term “underserved communities” refers to populations sharing a particular characteristic, as well as geographic communities, who have been systematically denied a full opportunity to participate in aspects of economic, social, and civic life. In the context of the Federal workforce, this term includes individuals who belong to communities of color, such as Black and African American, Hispanic and Latino, Native American, Alaska Native and Indigenous, Asian American, Native Hawaiian and Pacific Islander, Middle Eastern, and North African persons. It also includes individuals who belong to communities that face discrimination based on sex, sexual orientation, and gender identity (including lesbian, gay, bisexual, transgender, queer, gender non-conforming, and non-binary (LGBTQ+) persons);

persons who face discrimination based on pregnancy or pregnancy-related conditions; parents; and caregivers. It also includes individuals who belong to communities that face discrimination based on their religion or disability; first-generation professionals or first-generation college students; individuals with limited English proficiency; immigrants; individuals who belong to communities that may face employment barriers based on older age or former incarceration; persons who live in rural areas;

veterans and military spouses; and persons otherwise adversely affected by persistent poverty, discrimination, or inequality. Individuals may belong to more than one underserved community and face intersecting barriers. []”

FCA False Claims Act (FCA), 31 U.S.C. §§ 3729 - 3733, [] provides for any person who knowingly submit[s] false claims to the government [is] liable for treble damages plus a penalty that is linked to inflation.

A.3 NAICS CODE & PSC ASSIGNMENTS

Preponderance NAICS Code and PSC Assignment:

• 531120 – Lessors of Nonresidential Buildings (Except Miniwarehouses) o $34M SBA Table of Small Business Size Standard per NAICS Code

• X1AB – Lease/Rent of Conference Space and Facilities

Reference Section B.4 of this solicitation for additional information.

https://www.acquisition.gov/far/part-31#FAR_31_205_26 https://www.acquisition.gov/far/part-12#FAR_Part_12 https://www.acquisition.gov/far/subpart-12.1#FAR_12_102 https://www.whitehouse.gov/briefing-room/presidential-actions/2021/06/25/executive-order-on-diversity-equity-inclusion-and-accessibility-in-the-federal-workforce/ https://www.justice.gov/civil/false-claims-act https://www.govinfo.gov/content/pkg/CFR-2018-title28-vol2/xml/CFR-2018-title28-vol2-sec85-5.xml

A.4 52.216-1 TYPE OF CONTRACT

As a Firm-Fixed-Price Contract, per Federal Acquisition Regulations (FAR) Part 12, this acquisition will be treated as an acquisition of commercial products or commercial services. The contract format is generally IAW FAR 12.303, Contract Format for Acquisition of Commercial Products and Commercial Services.

IAW FAR 12.214, the resulting contract is exempt from 48 CFR § 9903.201-1 - CAS applicability, Cost Accounting Standards (CAS).

Contractor is to provide best customer pricing to cover all the requirements.

SECTION B – CONTINUATION OF SF 1449

B.1 SUBMISSION OF INVOICES (CONTINUATION OF BLOCK 18(b)

Offeror / contractor must be registered in the System for Award Management (SAM) https://www.sam.gov.

Invoicing instructions below will be provided upon receipt of an award.

Domestic – US Companies IPP Invoice Instructions o http://www.ipp.gov/vendors/index.htm

▪ EXIM needs one email for person to have access to IPP.

B.2 SCHEDULE OF SUPPLIES / SERVICES (CONTINUATION OF BLOCK 19-24)

Proposed pricing shall be in United States Dollars (USD) and rounded to the nearest whole cent.

As applicable, the contractor must follow Department of Labor (DOL) Wage Determination(s) and identify the most recent DOL WD applicable to any labor category proposed.

B.3 GENERAL

B.3.1 CANCELLATION / TERMINATION POLICY

The US Government may terminate award or the period of performance of any order issued thereunder, for any reason, before or after the commencement of any work. The US Government shall be liable for costs of a Termination for Convenience or Cause, as the case may be, IAW FAR 52.212-4. There is no required minimum guarantee for this award.

B.3.2 LABOR STANDARDS AND WORK HOURS

All work performed by the prime contractor and each of its subcontractors/suppliers shall be performed in accordance with commercial business practices and regulated labor standards prevailing in the jurisdiction where the services are being performed. The contractor is responsible for ensuring that all such practices and labor standards are enforced and followed and agrees to hold harmless and indemnify the US Government for any violation of same.

B.3.3 SAFETY REQUIREMENTS

Reference FAR 52.212-4(q) and (r): the contractor shall comply with the US Occupational Safety and Health Administration's (OSHA) safety and health regulations and other such regulations applicable to the sites of the contractor’s performance of services, whether issued by a State within the US, or a foreign jurisdiction.

http://www.ipp.gov/vendors/index.htm

B.3.4 PERIOD OF PERFORMANCE (PoP)

The period of performance will be up to five (5) years after award start date which may be extended up to six (6) months, per Clause 52.217-8.

IAW FAR 52.232-18 Availability of Funding and 52.232-19 Availability of Funds for the Next Fiscal Year, may be included at the award and/or orders under circumstances as described in FAR 32.706-1(a) and (b).

B.3.5 PLACE OF PERFORMANCE – GENERAL

The primary place of performance will be on-site at the contractor’s venue, consistent with all requirements identified in the Statement of Work.

The location of the contractor’s facilities must comply with any and all requirements set forth in the Statement of Work, pertaining to location and/or proximity of the venue, in order to successfully complete performance of each order.

B.3.6 PLACE OF PERFORMANCE – OPERATIONAL CONTRACTORS

The primary place of performance will be the location identified in B.3.5. Operational contractors requiring access to EXIM facilities and/or IT systems shall comply with EXIM’s facilities and IT policies and requirements. Reference B.9.1.1 COMPLIANCE WITH INFORMATION TECHNOLOGY SECURITY POLICES, PROCEDURES, AND REQUIREMENTS for details.

B.4 PERFORMANCE WORK STATEMENT (PWS)

B.4.1 INTRODUCTION

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, as defined, except for those items / services specified as government furnished equipment / property and services.

B.4.2 BACKGROUND

EXIM is an independent federal agency that helps create and maintain U.S. jobs by filling gaps in private export financing at no cost to American taxpayers. EXIM provides a variety of financing mechanisms, including working capital guarantees, export-credit insurance, and financing to help foreign buyers purchase U.S. goods and services.

B.4.3 SCOPE DESCRIPTION

See Performance Work Statement (PWS) below.

PERFORMANCE WORK STATEMENT (PWS)

EXIM BANK’S ANNUAL CONFERENCE VENUE

1. GENERAL:

The Export Import Bank of the U.S. (EXIM) is an independent U.S. Government agency that helps finance the overseas sales of U.S. goods and services. To accomplish its mission of creating and sustaining jobs through exports, EXIM Bank provides loans, guarantees and insurance products.

This Performance Work Statement (PWS) outlines the need for EXIM’s Annual Conference to accommodate approximately 1,000 attendees. Venue must be in Washington, DC within a 3-mile radius of EXIM headquarters (811 Vermont Avenue NW, Washington, DC).

The Conference is held over a three (3) day period.

Day 1 – Setup, Pre-registration, Advisory Committee and Council Meetings, and evening reception

Day 2 – Full day of conference meetings and an evening reception

Day 3 – Conference meetings concluding by 3:00 pm

2. EVENT SPACE, SLEEPING ROOM, & FOOD & BEVERAGE REQUIREMENTS:

2.1 Event Meeting Space Requirements

A. General/Plenary Sessions

Ballroom space is required to accommodate approximately 1,000 attendees banquet seating style for general sessions and luncheons in ballroom on days 2 and 3 of conference. Space is requested to be available by 8:00 am, and required to be available no later than 12:00 pm, on

Day 1 for setup, A/V testing, and rehearsal.

B. Speaker Ready Room/Green Room

Room to be located backstage of the ballroom for general sessions is required beginning at

12:00 pm on Day 1 through 5:00 pm on Day 3.

C. Government-to-Business Networking/Exhibit Hall

Space to fit at least 25 tables or exhibit booths and room for attendees/guests to meet with exhibitor and network with each other. Anticipated need of at least 6,000 square feet, depending on room layout.

D. Registration and Continental Breakfast Area

Space is required to be available no later than 12:00 pm on Day 1 so that pre-registration can be hosted the evening of Day 1.

E. Breakout Rooms

Four (4) large breakout rooms on Day 2 and Day 3 to accommodate 300 guests each in a theatre set.

Rooms required to be available no later than 12:00 pm on Day 1.

F. EXIM Staff Command Center

1-2 rooms, which in total, will have space for tables or desks to hold at least 5 computers, 3 printers, and 10 chairs.

Rooms required to be available no later than 12:00 pm on Day 1 until 4:00 pm on Day 3.

G. Press Room

Room to accommodate 10-15 people to be seated at multiple tables.

Room required to be available no later than 12:00 pm on Day 1.

H. Storage Space/IT Room

Room to store IT equipment and other EXIM items throughout conference, separate from the EXIM Staff Command Center.

Room required to be available no later than 8:00 am on Day 1 through 4pm on Day 3.

I. Meeting Rooms

At least 5 rooms to accommodate meetings of 10-30 people in a conference or u-shape set.

One room will be designated as Chair’s Meeting Room.

Rooms required to be available no later than 12:00 pm on Day 1.

J. Advisory Meetings

A room of approximately 5,000 sq feet is required for a meeting of up to 150 participants seated in rounds on Day 1. Room should be available on Day 1 no later than 12:00 pm for setup, through at least 6:00 pm.

5-6 meetings rooms to accommodate approximately 30 participants in each room, either around a conference table or hollow square. Rooms should be available no later than 12:00 pm for setup, through at least 6:00 pm.

Space is required for a reception of up to 150 participants. The reception will take place from approximately 5:00-7:30 pm, with exact time to be determined, and will include catering services.

2.2 Sleeping Room Block and Rates

EXIM is requesting a room block of 800 room nights, including a portion of the block at the prevailing government rate. Preferred room block allocation:

General Attendee Room Block:

Day -2 Day -1 Day 1 Day 2 Day 3

5 Rooms 25 Rooms 335 Rooms 320 Rooms 3 Rooms

Government-Rate Room Block:

Day -2 Day -1 Day 1 Day 2 Day 3

5 Rooms 15 Rooms 45 Rooms 45 Rooms 2 Rooms

2.3 Requested Concessions

▪ One complimentary room night per every 30 revenue rooms

▪ Cumulative 80% attrition clause.

▪ Two complimentary bottles of water per guestroom upon arrival

▪ Complimentary Wi-Fi internet in guestrooms for all guests within block

▪ Complimentary Wi-Fi in all meeting rooms

▪ Waive any resort or destination fees

▪ One complimentary upgrade to Presidential Suite or equivalent level suite for three nights

▪ Four complimentary Suite upgrades for two nights

▪ Late check-out for EXIM staff at 3:00 pm

▪ 25 complimentary parking passes for each day

▪ Additional short term complimentary parking for speakers to be arranged as needed

2.4 Catering

▪ On Day 2 and Day 3, there will be a continental breakfast available for approx. 800- 1,000 guests.

▪ Day 2 lunch (for approximately 900-1,000 attendees

▪ Day 3 lunch (approximately 800-850 attendees);

▪ Snacks and beverage during the Day 1 Advisory meetings

▪ Reception to be held the evening of day 1 for approximately 150 guests.

▪ Reception to be held the evening of day 2 for approximately 800-1000 guests.

▪ Mid-morning and afternoon coffee on Day 2 and Day 3.

▪ Snacks and beverage services in speaker-ready room, Chair’s office, and EXIM staff offices.

2.5 In-House Equipment

▪ Venue shall provide all furniture and equipment necessary for the success of the conference in accordance with the Request for Proposal and SOW. Our intention is to utilize in-house A/V, but we reserve the right to utilize an outside A/V company without financial penalty or barrier to access.

2.6 Hotel Setup

▪ Hotel should note there is a major setup on Day 1 prior to the official start of the conference. Space in specific areas noted in Section 2.1 is required no later than 8:00 am on Day 1, with all remaining areas required to be available by 12:00 pm on Day 1.

▪ All space should be on a 24-hour hold from setup on Day 1 through the close of the conference on Day 3.

▪ Please note that some affiliate groups may request to host hospitality events or other meetings. EXIM welcomes the additional business for the hotel but would need to approve the timing of all affiliate events.

3. AUDIO / VISUAL & INTERNET / WIFI ACCESS REQUIREMENTS:

3.1 Current audio / visual requirements are as follows:

A. Ballroom

• Microphones o Lavaliere for speakers o At podium

• Lectern/Podium

• Lighting

• Sound System o All equipment necessary for sound mixing, speakers, etc.

• Video Cameras o With I-Mag capability

• Screens o One large screen on each side of stage o Confidence Monitor and/or teleprompter as required o Speaker Timer/Countdown Clock

B. Breakout Rooms

• Microphones o Lavaliere for speakers o Handheld for audience Q&A

• Sound System

C. Speaker Ready Room/Green room

• TV to livestream plenary sessions

D. Chair’s Meeting Room

• TV to livestream plenary sessions

E. Reception Rooms/Areas

• Two (2) TVs to play videos on loop

• Possible need for microphone and sound system for remarks or presentations

F. High-Speed Internet/WIFI

• Free WIFI for conference attendees in all meeting rooms, public spaces of the venue, and sleeping rooms in the room block

G. Advisory Committee Meeting Rooms on Day 1

• Free WIFI for conference attendees

• Lectern/Podium with microphone

• Lavalier microphones for onstage speakers

• Handheld microphones for attendee comments

• Virtual capability including cameras and computers

• Screens

4. CONFERENCE DATE REQUIREMENTS:

Please provide venue space availability during the following preferred dates for Base Year (2025) and Option Years (2026 – 2029). Alternate dates of availability outside of the preferred dates can be shared, avoiding federal and religious holidays.

4.1 Base Year - 2025

Preferred Dates are listed in order of preference:

May 7-9 May 6-8 May 15-17 May 14-16 Apr 30-May 2 Apr 29-May 1 June 3-5 June 4-6

Holidays and other Events to avoid:

Apr 12-20 – Passover Apr 20 – Easter May 26 – Memorial Day

4.2 Option Period One (1) - 2026

Preferred Dates are listed in order of preference:

Apr 14-16 Apr 15-17 Apr 21-23 Apr 22-24 Apr 28-30 Apr 29-May 1 May 5-7 May 6-8 May 12-14 May 13-15

Apr 1-9 – Passover Apr 5 – Easter May 25 – Memorial Day

4.3 Option Period Two (2) - 2027

Mar 30-Apr 1 Mar 31-Apr 2 Apr 6-8 Apr 7-9 Apr 13-15

Apr 14-16

May 4-6 May 5-7 May 11-13 May 12-14

March 28 – Easter Apr 21-29 – Passover May 31 – Memorial Day

4.4 Option Period Three (3) - 2028

Mar 21-23 Mar 22-24 Apr 11-13 Apr 12-14 Apr 18-20 Apr 19-21 Apr 25-27 Apr 26-28 May 2-4 May 3-5

Apr 16 – Easter Apr 10-18 – Passover May 29 – Memorial Day

4.5 Option Period Four (4) - 2029

Apr 3-5 Apr 4-6 Apr 10-12 Apr 11-13 Apr 17-19 Apr 18-20 Apr 24-26 Apr 25-27 May 1-3 May 2-4 May 15-17 May 16-18

Mar 30-Apr 7 – Passover Apr 1 – Easter May 28 – Memorial Day

(End of Performance Work Statement)

B.5 PERFORMANCE REQUIREMENT 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.

Task or Deliverable

Performance Standard

Acceptable Quality Level

(AQL)

Surveillance Method

Performance Rating Incentives / Disincentives

Schedule On time All deliverables as described in the award and/or orders and specified in the approved Schedule of Deliverables

100% Inspection

Exceptional, Very Good, Satisfactory, Marginal, or Unsatisfactory

Positive or negative CPARS rating

Cost Control According to the FFP listed in the approved budget per task in the schedule of deliverables

All deliverables as described in the award and/or orders and specified in the approved Schedule of Deliverables

100% Inspection

Exceptional, Very Good, Satisfactory, Marginal, or Unsatisfactory

Positive or negative CPARS rating

Business Relations

Professional and respectful of all parties

Regular and ad-hoc meetings between contractor and Government

CPARS annual Performance Evaluation

Exceptional, Very Good, Satisfactory, Marginal, or Unsatisfactory

Positive or negative CPARS rating

Management of Key Personnel

Appropriate credentials for the work involved.

Attends scheduled meetings if needed.

Available for ad-hoc meetings as necessary for contractual concerns

Time is scheduled per the staff loading chart in the contractor’s proposal

Regular and ad-hoc meetings between contractor and Government as needed

CPARS annual Performance Evaluation

Exceptional, Very Good, Satisfactory, Marginal, or Unsatisfactory

Positive or negative CPARS rating

B.6 GOVERNMENT FURNISHED INFORMATION / EQUIPMENT

The primary place of performance will be the location identified within B.3.5 and/or B.3.6. In the event the contractor requires access to EXIM computer systems, equipment, or information, the contractor will be provided such access subject to EXIM security requirements.

Access to EXIM Staff: The contractor is expected to communicate with EXIM primarily with the COR or CO for all communications. Access to other EXIM personnel or contractors will be permitted when reasonably necessary and in coordination with the COR. The contractor shall provide the COR with a list of contractor personnel who may need access to EXIM personnel. The Contractor’s project manager shall maintain the list and update as needed. As applicable, the contractor’s project manager will provide the COR with current copies of this list.

Meetings: Status Meetings and Project Reviews shall be held as scheduled to ensure effective program management and efficient and effective resolution of problems throughout the life of the contract. The

Contractor’s manager shall meet on a periodic basis with the EXIM to discuss the project’s progress, planned activities, issues, and other items as requested by the Contractor or the EXIM. The frequency of these meetings will be determined as mutually agreed between the Contractor and the Government.

Order Closeout: The contractor shall submit a final invoice within forty-five (45) calendar days after the end of award and/or order Performance Period. After the final invoice of award and/or each order has been paid the contractor shall furnish a completed and signed Release of Claims to the Contracting. This release of claims is due within fifteen (15) calendar days of final payment. Release of Claims is to be on an award and/or order basis.

B.7 GENERAL CONTRACT REQUIREMENTS

Contract Management: The Contractor shall be responsible for total management during the performance of this contract; administration of the contract requires maximum coordination between the Government and the Contractor. The Contractor shall establish processes and assign appropriate resources to effectively administer the requirements. The Contractor shall respond to Government request for contractual actions in a timely fashion. The following individuals shall be the Government point of contact during the performance of this contract:

Contracting Officer (CO): All contract administration shall be affected by the CO. Communications pertaining to the contract administration shall be addressed directly to the CO. No changes to the performance work statement are authorized without a written modification to the contract executed by the CO. If at any time the Contractor believes any person other than the CO has given direction that changes the performance work statement, the Contractor shall immediately inform the Contracting Officer Representative (COR) and CO by the most expeditious means.

Contracting Officer Representative (COR): The COR monitors all technical aspects of the contract and assists in contract administration. The COR is the Contractor’s primary point of contact. The COR is authorized to perform the following functions:

- ensure the contractor performs the technical requirements of the award,

- perform inspections necessary in connection with contract performance,

- maintain written/oral communication with the contractor concerning technical aspects of the award,

- monitor contractor's performance and notify both the CO and contractor of any deficiencies

The COR is not authorized to change any of the terms and conditions of the resulting award.

B.8 COOPERATION

The contractor will be required to cooperate with any other firms or individuals such as other contractors of EXIM as directed by EXIM.

The contractor shall provide a Point of Contact(s) (POC(s)), telephone number(s), and emails for necessary communication for each award.

B.9 SECURITY REQUIREMENTS & PROHIBITIONS

Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor owned or privately-owned vehicle while on US Federal Government property.

B.10 HOLD HARMLESS & INDEMNIFICATION AGREEMENT

The contractor shall save, defend and hold harmless and indemnify the US Government against any and all liability, claims, and costs of whatever kind and nature for injury to or death of any person or persons and for loss or damage to any property occurring in connection with, or in any way arising under the terms of this award and/or orders issued thereunder, resulting in whole or in part from the negligent act or omissions or willful misconduct of the contractor, its employees or subcontractors, or any one of them. This term of this award takes precedence over any other limitation of liability term of this award and/or orders.

SECTION C – CONTRACT CLAUSES

C.1 PROVISIONS AND CLAUSES INCORPORATED BY REFERENCE (IBR) IAW FAR 52.102

All provisions and clauses are incorporated herein, as applicable, either by reference or in full text, as shown herein.

52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services.

SAM.gov prime contractor information shall be used for 52.212-3.

52.217-8 Option to Extend Services.

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within five (5) days.

(End of clause)

52.217-9 Option to Extend the Term of the Contract.

(a) The Government may extend the term of this contract by written notice to the Contractor within one (1) day; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least thirty (30) days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

(End of clause)

52.232-18 Availability of Funds.

As prescribed in 32.706-1(a), Funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

(End of clause)

52.252-1 Solicitation Provisions Incorporated by Reference.

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 https://www.acquisition.gov/far/32.706-1#FAR_32_706_1 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 this/these address(es): www.acquisition.gov (End of clause)

SECTION D – CONTRACT EXHIBITS

D.1 (RESERVED)

SECTION E – SOLICTATION PROVISIONS

E.1 SOLICTATION DEADLINE & ACCEPTANCE REQUIREMENTS

The deadline for submission quotations / proposals is no later than the offer due date / local time listed in Block 8 on page one of the SF1449. Local Time is Eastern Time. Proposals will only be accepted via email (reference solicitation cover page). If offeror does not receive a response of “in receipt”, the offeror is to follow-up no later than 2 hours to the same email address.

Proposals received after the offer due date / local time will be late and will not be considered for award.

E.2 BEST VALUE DETERMINATION & EVALUATION FOR BASIS OF AWARD

This is a best value determination in accordance with FAR Part 2.101, Best value means the expected outcome of an acquisition that, in the Government's estimation, provides the greatest overall benefit in response to the requirement and whose quotation / proposal is determined responsible in accordance with FAR Subpart 9 and by an integrated assessment of price/cost and non-price evaluation factors, to provide the best value to the government using procedures consistent with FAR 12.

Evaluation of best value procedures will be performed IAW FAR Subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services.

SECTION F – OFFEROR INSTRUCTIONS

F.1 TYPE OF AWARD

Ex-Im Bank intends to award a single, indefinite-delivery, indefinite quantity (IDIQ) contract, as a result of this solicitation. Performance period will be for a one-year base period, with four subsequent, one-year option period, with the annual conference to take place as described herein.

F.2 REQUIRED DOCUMENTS

A response to this RFQ must be formatted as follows. The Offeror shall furnish one electronic copy of their quote using email. All materials submitted must address the specific requirements of this RFQ.A cover letter may accompany the quote, at the offeror’s discretion. The price quote must contain a signed SF 1449.

F.3 OFFER VOLUME REQUIREMENTS

Your offer, to consist of the following volumes, must include all requested information.

http://www.acquisition.gov/

Volume I - Technical Quotation

Technical quotations must be devoid of pricing information. These shall not exceed twenty (20) pages, (exclusive of cover sheet, cover letter, table of contents, and past performance documents). Applicable definition(s) of pass / fail with each criterion are included, as further described in the award basis section herein.

At a minimum, the following must be included:

a.) Technical / Managerial Approach

The Government will evaluate the Offeror’s proposed approach to providing all the services, etc., as described in the SOW. It should, at a minimum, address the overall approach in hosting this type of event, proposed dates available at your facility, and ability to provide quality food and beverage service in keeping with hospitality industry standards for events of this nature.

Sample menus for food and beverage service should be included with this section. This volume should include proposed menus and beverage service(s) for all catered events identified in the

SOW.

Pass: The standard is met when the offeror’s technical/managerial quote addresses all of the SOW requirements, and their venue is available for the intended dates.

Fail: The offeror’s technical quote does not address all of the SOW requirements, and/or does not demonstrate the ability to successfully perform them.

b.) Facility Provided

The Government will evaluate the Offeror’s proposed facility, and whether or not the venue includes all the required spaces, guest rooms, meeting spaces, parking, proximity, and other requirements in the SOW.

Pass: The standard is met when the offeror’s technical/managerial quote demonstrates ability to successfully meet all of the facility requirements described above.

Fail: The offeror’s technical/managerial quote does not address or does not demonstrate the ability to meet all the facility requirements described above.

c.) Past Performance and Corporate Experience

The Government will evaluate the Offeror's relevant recent experience and past performance in the hosting of other events of similar magnitude. The Offeror’s submitted quote should contain:

a. Summaries of three (3) recent (within the last 5 years) events hosted at the proposed facility. Events should be of similar type, scope, and size as outlined in the SOW.

b. Three (3) past performance references from events within the last 5 years. The attached form is to be used. These references do NOT necessarily need to correspond to the events indicated above in part (a.). This is to be forwarded to your intended references, then sent directly to the indicated Contracting Officer.

Information submitted under section (a) above must describe the size and nature of the event(s) hosted, and include a reference (name, position, phone number, and/or email address). This information will be used to assess the offeror’s corporate experience. Information submitted under section (b) will be used to assess past performance in meeting customer requirements and customer satisfaction levels.

Pass: Standard is met if the described summaries and past performance information reflect offeror’s ability to successfully host events similar in size and scope to that described in the

SOW.

Fail: Described summarizes/past performance information do not reflect the ability to successfully host events similar in size and scope to that described in the SOW.

Volume II - Price Quotation

This section of the quotation shall consist of:

I. a completed SF-1449, with extended pricing included. Pricing is divided into three areas, summarized on the SF-1449. For offer comparison and evaluation purposes, an overall attendance of 1000 should be used.

II. Your own attachments, breaking out supporting information, should also be included, however pricing must clearly indicate amounts for each of the three-line items shown in the solicitation.

NOTE: To be eligible for award, your company must be registered in the federal government’s SAM (System for Award Management) system, which can be found at: www.sam.gov

F.4 EVALUATION CRITERIA

The evaluation criteria are as follows:

F.5 BASIS OF AWARD

Award will be on a lowest-priced, technically acceptable (LPTA) basis. Award will be made to the responsible offeror whose offer conforms to all solicitation requirements, such as terms and conditions, representations, and certifications, as well as technical requirements.

A decision on the technical acceptability of each offeror’s proposal will be made. Among the offers determined to be technically acceptable, award will be made to that vendor with the lowest overall price.

ITEM

DESCRIPTION

FACTOR 1

TECHNICAL APPROACH

FACTOR 2

FACILITY

FACTOR 3

PAST PERFORMANCE AND CORPORATE EXPERIENCE

http://www.sam.gov/

SECTION G – PAST PERFORMANCE QUESTIONNAIRE

PAST PERFORMANCE QUESTIONNAIRE

Your assistance is requested in support of a source selection

Please complete this questionnaire and return it by:

Tuesday, May 14, 2024, no later than 12:00PM

Mark Jefferson, Contracting Officer RFQ No: 83310124Q0089

811 Vermont Ave, NW Email:mark.jefferson@exim.gov

Washington, DC 20571 Phone: (202) 565-3333

When complete, the information on this form is SOURCE SELECTION SENSITIVE

INFORMATION (41 U.S.C. 423) and shall be protected accordingly.

TO BE COMPLETED BY CONTRACTOR

A. CONTRACTOR’S NAME AND

ADDRESS

3. CONTRACT No.:

4. AWARD DATE:

5. COMPLETION DATE:

6. CONTRACT VALUE:

B. PROJECT NAME:

7. TYPE OF CONTRACT:

8. DESCRIPTION OF PROJECT’S KEY CHARACTERISTICS:

Please add a continuation page if additional space is necessary.

TO BE COMPLETED BY EVALUATING ORGANIZATION REPRESENTATIVE

9. EVALUATION

a. EVALUATOR’S NAME, POSITION AND NAME OF ORGANIZATION:

b. EVALUATOR’S PHONE

NUMBER:

c. MONTHS PERFORMANCE MONITORED

BY EVALUATOR:

Please check the response code for each topic that best reflects your experience with this contractor:

EX = Exceptional VG = Very Good S = Satisfactory MG = Marginal

US = Unsatisfactory N/O = Not Observed mailto:mark.jefferson@exim.gov

A. Quality of Products and Services- Assess the contractor’s conformance to BPA requirements.

EX VG S MG US N/O

B.…