Presolicitation Notice - Meeting Room with AV Equipment and Support

The National Oceanic and Atmospheric Administration (NOAA), through its Western Acquisition Division in Seattle, is procuring meeting rooms, audiovisual equipment, and technical support services for the IATTC-WCPFC Joint Working Group on Pacific Bluefin Tuna meeting scheduled for March 11-13, 2026, in Newport Beach, California. The procurement is being conducted on a sole source basis under 41 U.S.C. 1901 and FAR Part 12.102(a), with NOAA justifying the single source determination based on the Hyatt Regency Newport Beach's unique ability to provide all required services at the specified location. The requirement includes three meeting room rentals for three days, projector equipment, audiovisual systems, and on-site technical support capable of supporting a complex hybrid meeting format with simultaneous live-streaming, real-time microphone systems for both in-person and virtual participants, and real-time document presentation capabilities. NOAA has determined this venue is the only hotel with necessary availability, appropriate room configurations, and the intricate audiovisual technical capabilities to meet the meeting's specialized requirements, particularly since all international delegations are already accommodated at this property. Interested firms that believe they can fully meet the government's requirements may submit substantiating documentation or requests for additional information to Hannah Elwell, Contract Specialist, at hannah.elwell@noaa.gov within 15 days of the February 17, 2026 publication date.

No set-aside designation applies to this procurement. The identified sole source vendor is the Hyatt Regency Newport Beach located at 1107 Jamboree Road, Newport Beach, California 92660. The contract type is Firm-Fixed Price with a period of performance from date of award through March 13, 2026, indicating a compressed timeline aligned with the meeting dates. The procurement falls under NAICS code 721110 (Hotels except Casino Hotels and Motels) and PSC code X1AB (Lease/Rental of Conference Space and Facilities). This is a pre-solicitation notice under Simplified Acquisition Procedures, and no competitive solicitation package is available; however, the government reserves the right to convert this to a competitive procurement based on responses received addressing whether other vendors can meet all requirements. Only written communications are acceptable in response to this notice, and oral communications will not be considered.