Hotel for Govt Conference in Washington, DC or Arlington, VA Sept 2024

This is a USDA Request for Quote (RFQ). 

Product Service Code: X1AB – Lease/Rental of Conference Space and Facilities

NAICS Code: 721110 - Hotels (except Casino Hotels) and Motels

Hotel Location / Place of Performance: Washington, DC or Arlington, VA

Description: Rural Utilities Service (RUS) Telecommunication All Hands Conference

This Request for Quote (RFQ) is to provide competition and market research for the United States Department of Agriculture (USDA), Rural Development (RD) Department potential requirement for hotel room accommodations/lodging, conference space, internet, audio visual (AV), food and beverage required on specific dates: September 9-13, 2024, supporting the estimated one hundred and twenty (120) USDA/RD Government personnel attending.

This is a request for quote/proposals, proposal abstracts, or quotations. Market research is being performed to determine the availability and adequacy of potential hotel accommodations and conference room sources for planning purposes only. Only hotels with an “active” SAM registration will be reviewed for this RFQ.

Requested Quote Information:

The purpose of this RFQ is to seek hotel/venue quote information on hotels located in Washington, DC or Arlington, VA only that have the capacity and capability to host a three-day conference with conference rooms, lodging, AV, and internet.  Food and beverage support onsite preferred as option.  This RFQ is for hotel and conference facilities capable of meeting the requirements are identified in Attachment 1, Performance Work Statement dated July 3, 2024.

RESPONSES

1. Response quotes are due via email by Monday, 12PM EST July 15, 2024, and shall be emailed to juliet.hall@usda.gov and/or anthony.weedin@usda.gov. Documents shall be in electronic format in Microsoft Word, Excel, Power Point, and/or Adobe format not to exceed 5G in size. Responses to the RFQ will not be returned and responses will not be used by the Government to form a binding contract.
2. Specifically, the information provided should highlight your hotel/organization’s offerings by identifying and distinguishing your conference service capability and availability for the following:
   1. Capacity to handle up to 120 participants identified in this RFQ
   2. Confirmation on date and space availability: September 9-13, 2024

Note: Non-local, Government employees flying or driving in will arrive Monday (9 September) at various times throughout the day. For those arriving before the hotel check in time, we are requesting the early check in option (without an additional charge) and the earliest time authorized to check in. In the event of an employee must depart early before the last day of the event due to an unforeseen reason, i.e. family emergency, etc. would the remaining days be charged or waived? All are RD personnel expected to depart Friday (September 13, 2024).

1. Lodging and taxes will be billed to room and paid by occupant/participant however, the U.S. Federal Government is tax exempt in the state of Virginia and DC (USDA tax exempt letter provided at award). If a separate VA or DC specific tax-free form is required/mandated by the hotel, a copy of that tax exempt document shall be provided by the venue with their RFQ submittal.

No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant quote/solicitation(s). This RFQ incorporates provision and clauses that are in effect through Federal Acquisition Circular (FAC) 2024-05 effective 22 May 2024.  

Offerors must be registered in the System for Award Management (SAM) database prior to award, during performance and through final payment of any contract resulting from this solicitation.