All employee meeting OHIO NRCS

This is Amendment 0001 making changes to the Statement of Work and providing Questions and Answers. Refer to S01 amendment 0001.  No other changes are made by this amendment.

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This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 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 solicitation number 12FPC424Q0119 is issued as a Request for quotation (RFQ), and the acquisition procedures at FAR Part 13 are being utilized. The Government intends to issue a firm fixed price purchase order to the quote that meets the requirement in the attached SOW and is the lowest price. 

This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-05 effective 05/22/2024. 

This solicitation is set aside 100% for small business. The applicable NAICS code is 721110 - Hotels (except Casino Hotels) and Motels, which has a size standard of $40.0 million. For more information on size standards visit http://www.sba.gov/size. 

Description of Requirement: The U.S. Department of Agriculture (USDA), Natural Resource Conservation Service Ohio State Office is conducting an employee meeting. It is required to obtain a room block for lodging, conference space including am/pm light refreshments, a plated lunch, and audio-visual equipment with an onsite technician as outlined in Table A of the attached SOW for approximately 270 participants. 

Award will be made to the lowest price technically acceptable quote. Award is made to the quoter who demonstrates that they meet the minimum technical requirements below, and then is the lowest price. 

To be considered technically acceptable, the offeror must meet the below criteria and return with the quote: 

1. Provide a description of the hotel facilities/amenities (brochure) that meets the requirements of the SOW. 

2.  Provide a layout of the conference space and the square feet for each conference room planned to be utilized for the event. Layout must show the proximity of the breakout rooms to the main ballroom.  

3. Provide acknowledgment of the lodging rate which is in accordance with the Federal Per Diem rates for Columbus, Ohio. 

4. Provide a description listing of light refreshments to be provided and the menu to be provided for the plated lunch in accordance with the SOW requirements. 

5. Provide certification of being on the Federal Emergency Management Agency (FEMA) approved list of hotels (www.usfa.fema.gov/hotel/search.cfm) or provide certification that it offers the minimum level of fire safety by having at least one, single-station, hard-wired smoke alarm in each guest room; and if the building is four or more stories in height, each room must have additional protection provided by an automatic fire sprinkler system. 

6.  Return price quote utilizing the Line-Item structure contained on page 1 of this solicitation separate from the other stated required submission items in this section for the services described in section (vi)- Line Items above. 

7. The hotel must have at least three eating facilities within a five-minute walk for lunch break. 

8.  If an event coordinator, must submit with your quote, the Hotel Intent Letter signed by an official of the hotel to hold the room block. 

For questions concerning this requirement contact the Contract Specialist, Kris Baker kristina.baker@usda.gov. Type in the subject line 12FPC424Q0119. Questions are due no later than Noon Eastern Time on Tuesday July 30, 2024. 

Quotes are due no later than Noon Eastern Time on Tuesday August 14, 2024. Type in the subject line 12FPC424Q0119. Send quotes to kristina.baker@usda.gov.