DSMAC Conf Purchase Description 20230719.docx
DOCX document 18 KB Posted
- Attached to
- DSMAC CONFERENCE Federal contract opportunity
- Solicitation number
- W9133L24Q2001
About this file
This purchase description outlines requirements for conference event space and services to support a Department of the Army National Guard Readiness Center training event. The vendor will provide a main conference room that can seat 340 people and accommodate a banquet meal for up to 300, as well as five breakout rooms ranging from 15 to 100 people each. Audiovisual capabilities must include projection, microphones, and streaming. The vendor must block 270 hotel rooms from March 12-15 with 50 rooms available from March 11-15, to be paid individually by attendees. While attendees will pay for the banquet meal themselves, the customer will not pay any food and beverage minimum as part of this contract. The itemized costs will cover room rental and audiovisual support only.
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Text version
1. Training Space/Location Requirement – The Government is seeking to pay for the following space to conduct training and awards banquet events, per the included training schedule:
| Room Type |
| Start and End Time |
| # of people to accommodate |
| Dates Required |
| Office/Storage Room |
| Accessible always, prefer if vendor gives a key to customer staff. |
| 15 |
| 10-15 MAR 24 |
| Board Room |
| 0800-1700 |
| 15 |
| 12 MAR 24 |
Main Conference Room/Banquet Room*
| 0900-1600 for 12-13MAR24, 0900-2359 on 14MAR24 |
| 340 |
| 12-14 MAR 24 |
One Breakout Room (Breakout Room A)**
| 0900-1600 |
| 100 (+/-) |
| 12-14 MAR 24 |
Two (2x) Breakout Room **
| 0900-1600 |
| 100 (+/-) |
| 13-14 MAR 24 |
| Vendor must provide labor to set/strike/re-arrange rooms to support events. |
| Constant |
| 340 |
| 10-15 MAR24 |
*Conference room should be set up with rows of chairs for audience, then converted to banquet configuration (tables and chairs) by 1600 on 14MAR23.
**Breakout rooms should each be set up with rows of chairs for audience.
2. Audio Video Capabilities Per Room:
Main Conference/Banquet Room -Elevated Stage -Podium with static microphone and sound system -Mobile microphone capability for additional presenters on stage -Mobile microphone capability for audience members to present questions/comments -Capability to manage AV levels (a sound booth) with capability to play digital music -Projection of slides/slideshows from customer-provided laptop (should include all required cables/projectors/screens) -Rear projection capability preferred to prevent presenters/stage personnel from interacting with projected slide.
All Breakout Rooms -(elevated stage NOT NEEDED) -Podium with static microphone and sound system -Mobile microphone capability for additional presenters on stage -Projection of slides/slideshows from customer-provided laptop (should include all required cables/projectors/screens)
Breakout Room A -room must be capable of streaming data to run virtual meetings (MS TEAMS or Zoom)
Wifi must be available in and around all training space.
Set-up and tear-down of AV should be included, to include on-site and responsive troubleshooting for the duration of service.
3. Blocked Rooms – The vendor should provide a guarantee of up to 270 hotel rooms available from 12-15MAR24, with 50 of those available from 11-15MAR24. These rooms should be charged to the individual guests upon check in/check out. No minimum fill requirement or penalty for unfilled rooms.
4. Banquet Meal – The vendor should provide a banquet meal (one vegetarian option and two meat options to be chosen by the guests) for up to 300 people the evening of 14MAR24. The Government/customer MAY NOT pay for this meal as a cost in this contract. The most ideal solution is for guests to pay cash or charge the meal to their room. Preference (but not requirement) is to provide a cash bar at no cost to the customer during the banquet meal.
Notes – Customer may not pay for food as part of this contract, so we can not accept offers that include a “food and beverage minimum” purchase amount. The itemized costs must include use/rental of the event rooms and AV support, but vendor must be able to support the blocked hotel rooms and the banquet meal independent of the contract.
File details come from the government source that posted it. Updated .