DSMAC Conf Purchase Description 20231031.docx
DOCX document 19 KB Posted
- Attached to
- Director’s Strength Maintenance Awards Conference (DSMAC) Support Federal contract opportunity
- Solicitation number
- W9133L24Q2001
About this file
This purchase description outlines requirements for conference space and services to support the Director's Strength Maintenance Awards Conference. The Army National Guard G1 requires a hotel in Houston, Texas to provide various rooms and audiovisual capabilities from March 10-15, 2024. Space is needed for a board room, main conference room accommodating up to 340 people, three breakout rooms each holding around 100 people, and an office/storage room. Wireless internet, setup and teardown support, and A/V equipment including microphones, projectors and screens must be provided across rooms. The main conference room requires an elevated stage and sound system. One breakout room must enable virtual meeting streaming. The venue must guarantee 270 hotel rooms from March 12-15, 50 from March 11-15, charging individuals upon check-in/out with no minimum fill requirement. A formal banquet for up to 340 people on March 14 must offer vegetarian and meat options while providing A/V services, charging attendees directly. This contract will not pay for food or beverages.
View the file
On GovTribe
Work with this file on GovTribe
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Purchase Description
1.0 Training Space/Location Requirement – The Army National Guard G1 requires a hotel with conference space within Houston, TX to conduct training and awards banquet events. The venue shall provide the required space and services per the below schedule:
| Room Type |
| Start and End Time |
| # of people to accommodate |
| Dates Required |
| Office/Storage Room |
| Accessible always, prefer if venue gives a key to customer staff. |
| 15 |
| 10-15 MAR 2024 |
| Board Room |
| 0800-1700 |
| 15 |
| 12 MAR 2024 |
Main Conference Room/Banquet Room*
0900-1600 for 12-13MAR24, 0900-2359 on 14MAR24
| 340 |
| 12-14 MAR 2024 |
One Breakout Room (Breakout Room A)**
| 0900-1600 |
| 100 (+/-) |
| 12-14 MAR 2024 |
Two (2x) Breakout Room (Breakout Rooms B and C)**
| 0900-1600 |
| 100 (+/-) |
| 13-14 MAR 2024 |
| Venue must provide labor to set/strike/re-arrange rooms to support events. |
| As required |
| 340 |
| 10-15 MAR2024 |
*Conference room shall be set up with rows of chairs for audience, then converted to banquet configuration (tables and chairs) by 1600 on 14MAR24.
**Breakout rooms shall each be set up with rows of chairs for audience.
2.0 Audio Video Capabilities Per Room: Venue shall provide the following services.
2.1 Services to provide for entire event.
2.1.1 Wireless Internet within the areas of the main conference room, break out rooms, office storage room, and board room.
2.1.2 Set-up and tear-down of AV should be included, to include on-site and responsive troubleshooting for the duration of service.
2.2 Main Conference/Banquet Room:
-Elevated Stage -Podium with static microphone and sound system -1 each Mobile microphone capability for additional presenters on stage -1 each 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 – HDMI, VGA, USB-C, etc.)
-Rear projection capability preferred to prevent presenters/stage personnel from interacting with projected slide.
2.3 All Breakout Rooms:
-Elevated stage NOT REQUIRED -Podium with static microphone and sound system -1 each Mobile microphone capability for additional presenters on stage for each break out room -Projection of slides/slideshows from customer-provided laptop (should include all required cables/projectors/screens)
2.3.1 Breakout Room A
-Room must be capable of streaming data to run virtual meetings (MS TEAMS or Zoom)
2.4 Blocked Rooms: The venue shall provide a guarantee of up to 270 hotel rooms available from 12-15 March 2024, with 50 of those available from 11-15 March 2024. Rooms shall be charged to the individual guests upon check in/check out.
2.4.1 The venue shall provide no minimum fill requirement or penalty for unfilled rooms.
2.5 Banquet Meal: The venue shall provide a formal banquet dining experience for the dinner meal. The venue shall provide at a minimum one vegetarian option and two meat options to be chosen by the guests. The venue shall host up to 340 people for the evening banquet 14 March 2024. Venue shall also provide audio visual services during the banquet.
2.5.1 The Government shall not pay for this meal or food as a cost in this contract. The venue shall charge the attendee directly or to their hotel room for this meal.
2.5.2 The venue shall provide a cash bar at no cost to the Government or the contract during the banquet meal. The venue shall charge the attendee directly or to their hotel room for the cash.
2.5.3 This contract shall not be used to pay for food or beverages.
File details come from the government source that posted it. Updated .