Conference Space

Solicitation

Conference Space

Post Date May 24, 2024

Contract Location: John Joseph Moakley Courthouse, 1 Courthouse Way, Boston MA 02210

Solicitation Type: Lodging, meals, Conference Meeting room space, On-Site Parking, Audio/Visual Equipment Rental.

Solicitation Number: MA-PROB24-0001

Agency:                       United States Judiciary

Office:                         U.S. Probation and Pretrial Services Agency

Location:                     U.S. Probation and Pretrial Services Agency, District of Massachusetts

                                    John Joseph Moakley Courthouse

1 Courthouse Way, Suite 1-200

Boston MA 02210

1. Instructions, Conditions, and notices to Offerors:

Summary:      

This request is to provide commercial hotel, conference center/meeting and/or training facility space for trainings to be held by the U.S. Probation Office, District of Massachusetts.

U.S. Probation will contract directly with the venue which MUST have onsite catering and AV equipment.

Event Dates – 9.25.24 -9.27.24 – no substitute dates.

Components:   Lodgings, Meals, Light Refreshments, Parking, Audio/Visual Equipment Rental:

Lodging:

The lodging facility shall support 80 single occupancy rooms, for a 2-night stay with each night based on U.S. Government Per Diem for lodging (www.gsa.gov/perdiem).

Example:

Check in                      9.25.24  

Check out                    9.27.24

Rooms                         80

Single Occupancy        Government Rate (see U.S. Government Rate above)

Nights                          2

Meals:

To be provided for approximately 80 attendees at the U.S. Government Per Diem Rate (www.gsa.gov/perdiem)

Example

9.25.24 – Afternoon Break, Dinner

9.26.24 – Breakfast, Morning Break, Lunch, Afternoon Break, Dinner (Award Ceremony)

9.27.24 – Breakfast, Morning Break 

Meeting Space:

The venue must also be able to provide 2 breakout rooms that can each hold at a minimum 1/3 of the participants as well as a main room that can accommodate the entire staff of approximately 80 people.

Parking:

On-site parking is required for the entirety of the stay 3 days/2 nights based on the confirmed number of attendees and must be available for either the initial or alternate dates.

Audio/Visual Equipment Rental Requirements:

• House Sound System Package – includes mixer, wired podium microphone, wireless lavalier microphone, and PC audio (through HDMI and 3.5 mm stereo connection).
• Tripod Screen Package – includes high-definition projector and all cabling to connect to client laptop (VGA, HDMI cabling, power strip).
• Audio, Visual and power connections need to be located at same place to connect client laptop.
• Provide in house on -site support for Audio/Visual.
• Include setup/breakdown cost as well as all fees.

• Place of Performance:    

  • Hyannis Massachusetts
  • Provincetown Massachusetts
  • Berkshires Massachusetts

• Newport Rhode Island
• Gloucester Massachusetts

• Contract Type:

The Government intends to grant an award, Firm Fixed Price contract, subject to funding, to fulfill this requirement.

• Date of Award:

The contract award date is dependent upon final budget approval and availability of funding.  

• Contract Award Evaluation Criteria:

  • The Government will award a contract resulting from the solicitation to the lowest price responsible offeror, whose offer conforms to the solicitation in accordance with FAR Part 13.
  • The award is contingent that the hotel and/or meeting venue must be in one of the locations listed under Place of Performance with U.S. Probation representative viewing the site prior to the final award.
  • A Purchase Order will be issued to the selected offeror and payment made by invoicing U.S. Probation for the agreed upon services.

• SAM Registration:

All offerors must be registered in the System of Award Management (SAM) database to be considered for contract award.  Offerors can obtain further information in SAM via the website https://www.sam.gov.  There is no fee to register for this site.

• Availability of Funds:

Due to the competitive standard of the places of performance as well as other factors that can affect availability of these requirements, sourcing for the listed services must be done in advance. 

• Communications Prior to Award:

All communication should be directed – via email – to the points of contact:

KrisAnn O’Herron – Budget and Procurement Manager; krisann_oherron@map.uscourts.gov

Vonder Lucas – Budget and Procurement Specialist; vonder_lucas@map.uscourts.gov

All questions must be submitted to the points of contact no later than 5:00pm Eastern Standard Time; Thursday June 13, 2024.

• Quotes/Offers Due Date:

Quotations are to be submitted electronically via email to all contacts, no later than 5:00 pm Eastern Standard Time Monday June 17, 2024.

The subject line of the email must contain “Solicitation – MA -PROB24 – 0001 Hotel/Conference Space.”

Place of Contract Performance:

U.S. Probation and Pretrial Services Agency, District of Massachusetts

John Joseph Moakley Courthouse

1 Courthouse Way, Suite 1-200

Boston MA 02210