Event Rental Space in Puerto Rico June 17, 18, 20, and 21

**This solicitation has been amended to remove the A/V (Audio/Visual) Equipment Component**

The Internal Revenue Service (IRS) intends to award a purchase order for the acquisition of event venue rental space for an IRS orientation event. The purchase will be made using procurement procedures in accordance with Federal Acquisition Regulation (FAR) FAR Part 13 Simplified Acquisition Procedures. The venue must meet all the following requirements:

The vendor shall secure a venue with the capacity of 350 individuals (minimum 300 new employees, 10 IRS Employees to support staff for orientation efforts, and onsite facilitators). Other required materials and services needed for this event are as follows:

• 78 6’(foot) tables
• 78 tablecloths (to fit 6’ tables)
• 350 chairs
• Power outlets sufficient to power IRS provided power strips which would provide power to up to 350 laptops plus government hotspots
• WiFi service for 350 individuals

The vendor shall provide a space that the IRS can utilize to conduct the onboarding presentation that can accommodate 350 people in “training seating mode” in the same room. The space must also be big enough to accommodate facilitators, credentialing specialists, IT staff, and 350 pieces of IT equipment to issue to the new hires (laptop, monitor, etc.) within the same room or the vendor shall provide an adjacent room to accommodate IRS facilitators, credentialing specialists, IT staff, and 350 pieces of IT equipment to issue to the new hires (laptop, monitor, etc.). The vendor shall also provide an Information Technology (IT) Specialist to help establish and troubleshoot connections with the IRS internal VPN. The vendor shall also have appropriate options for parking and valet for candidates that commute to the venue. 
 

The vendor shall also either provide fast Wi-Fi to withstand the usage of 350 computers/laptops, sufficient 110 voltage power sources. The vendor shall provide Secure Wi-Fi connection with a SSID name and password. We must be able to bypass the landing page or be whitelisted to connect our laptops to the network by searching the network name and entering the password. If vendor is unable to provide the equipment themselves, they shall have a trusted subcontractor available to meet those needs. The vendors shall have these items delivered and set up no later than 6:00am on 06/17/2024 and returned on 6pm 06/21/2024. The vendor will be responsible for collecting and inventorying their equipment. The IRS is not liable for any rented equipment.

Travel will be the responsibility of the IRS new hires and IRS orientation and support staff. The vendor shall be accessible via public transportation and/or Ride-Share accessible.
 

The vendor shall also have appropriate options for parking and valet for candidates that commute to the venue. The location should within 25 miles from existing IRS PODs below:

• • 7 Tabonuco Street, Guaynabo, PR 00968
  • 652 Avenida Munoz Rivera, San Juan, PR 00968
     

The vendor shall set up event and provide cleanup of venue/conference space at the closure of every day. The vendor shall also have adequate restrooms and water fountains for the candidates.
 

Potential sources who believe they can provide the service listed above are invited to submit a capability package and official response to the RFQ in writing to louis.c.browniii@irs.gov and no later than 11:00 AM EST on June 12, 2024.

To be considered for award, please make sure the instructions listed in the solicitation are followed and submitted with your proposal. Failure to do so will cause your proposal to be deemed incomplete.

The Government will not cover any costs for any information or inquiry submitted as a result of this notice. The North American Industry Classification System Code (NAICS) for this acquisition is 721110. The small business size standard is $40.0 M.