Intent to Sole Source - NRC 2026 Regulatory Information Conference (RIC) Conference and Meeting Space

The Nuclear Regulatory Commission (NRC) intends to award a sole source contract to Bethesda North Marriott Hotel and Conference Center 5701 Marinelli Rd. Rockville, MD 20852, UEID# TRP2FSD3MF43, for Conference and Meeting space with AV support, specifically for the Regulatory Information Conference held annually by the US Nuclear Regulatory Commission. 

The objective of this contract is to procure conference space, light refreshments in accordance with 31 U.S.C. § 1345 B-300826, and audio-visual equipment, as well as set aside 770 hotel room nights for conference attendees (both Federal Government and non-Government attendees) who will individually reserve and pay for their rooms. The anticipated number of attendees is 2600 – 3000 in-person attendees on a flow basis. The conference dates for this contract are March 10-12, 2026, March 9-11, 2027, March 14-16, 2028, March 13-15, 2029, and March 12-14, 2030.  The Regulatory Information Conference (RIC) brings together NRC staff, regulated utilities, materials users, and other interested stakeholders to discuss nuclear safety topics and significant and timely regulatory activities through informal dialogue to ensure an open regulatory process.

The RIC continues to draw over 3,000 participants annually on a hybrid basis (both in-person and virtual attendance).  With continued interest in energy sources, and renewed focus on safety and security of regulation in the nuclear arena, participation at the RIC is expected to be well attended.  Most RIC attendees are associated with the nuclear power industry, including manufacturers, architect/engineering firms, senior NRC officials, corporation presidents, chief executive officers and government executives, as well as head regulators and representatives of foreign countries and the general public. The RIC’s success is contingent on reserving space for, at a minimum, an anticipated number of in-person attendees is 2600 – 3000 attendees (comprising of NRC employees, invitees, and other interested parties) and on a flow basis.

For the NRC to maintain its mission, the Commission and EDO would need to be within close proximity to NRC headquarters (HQ) to allow flexibility for members of the Commission, Executive Director for Operations, and senior leadership to return to NRC HQ in the event that there is a time-sensitive, or safety and security-related matter requiring their immediate attention.  Proximity is defined as being within a 15-minute commute to NRC headquarters (HQ) and shall be no more than a .5 mile walk from a Metrorail Station on the red line between the Shady Grove Metro Station and the Friendship Heights Metro Station. 

Transportation (i.e., metro smart trip cards) for NRC employees to attend the RIC at a farther location would add considerable costs to the NRC. As a point of comparison, below is a breakdown of cost savings to the agency for each employee attending the RIC at a conference facility within Rockville, MD, vs. attending the RIC at a conference facility located within Washington D.C. area:

• ~70 minutes round-trip (via metro) per day x 3 days = 3.5 hours total travel
  time x ~1,000 NRC employees traveling from NRC HQ to conference facility.
• ~$14.00 round-trip (via metro) per day x ~1,000 NRC employees = ~$14,000
  per day, x 3 days = $42,000 total metro fare costs.

The Bethesda North Marriott Hotel and Conference Center (Marriott) is the only hotel / conference facility that meets the following three NRC requirements for a facility/meeting space:

• The Marriott is in close proximity (approximately 5-miles or a 15-minute commute), to NRC HQ; it is located approximately 0.2 miles from NRC HQ. 
• The Marriott has the capacity to accommodate approximately 3,000 in-person attendees’ theatre-style for the RIC.
• The Marriott is available over the requested conference dates.

The period of performance for the new award will be 12 months with four- twelve-month option years, from 09/01/2025 to 08/31/2030. The total estimated dollar value of the new award (base year and all options is approximately $1,098,028.00.

The authority for this non-competitive award is FAR 6.302-1 Only one responsible source and no other supplies or services will satisfy agency requirements. THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE PROPOSALS and a solicitation will not be issued. Interested concerns must show clear and convincing evidence, that competition of this requirement would be advantageous to the Government. If no affirmative written responses are received by 09:00 Eastern Time on 08/30/2024, an award will be made without further notice. Oral communications are not acceptable in response to this notice. A determination by the government not to compete this proposed requirement is solely within the discretion of the government. Responses may be submitted to April.thomas@nrc.gov.