Renting meeting and training room space in Norfolk, Virginia

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

This is a Request for Quotes (RFQ) for commercial services in accordance with FAR Part 12. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-07.

U.S. Army Corps of Engineers interest in hosting its FY23 NAD/LRD Regional Collocation Meeting in Norfolk Virginia from March 20th thru March 24th, 2023. Funding is not currently available to pay expenses relating to this meeting, and this letter of intent does not commit the Government to incur any expenses.

SCOPE OF WORK:

The Government is interested in renting meeting/training room space and event technology equipment: Five (5) Boardroom Conference and break-room set up classroom style, Projector Packages (General Session and Training); Equipment requirement below:

a. Boardroom Projector Package

i. 3000 Lumen WXGA LCD Projector

ii. Safe lock Cover

iii. 8” Tripod Screen

iv. Safe lock Stand 17”x25” shelf v. Small Video Cable lot

b. Wireless Microphone

i. UHF Wireless Mic handheld

ii. UHF Wireless Mic receiver – single

iii. 4 Channel Mixer (4 mic 1 line) iv. 15” 2-way Powered speaker

c. Event Rooms

i. General Session Room (cap. 125)

ii. 3 Breakout rooms (cap. 25)

iii. Two technician for the General Conference room. One technician for both break-out room

Date           Day       Start               End                            

3/20/2023 Mon       8:00 AM    5:00 PM

3/21/2023 Tue         8:00 AM    5:00 PM General Session School (capacity 125 personnel)

3/21/2023 Tue         8:00 AM    5:00 PM Breakout room 1 (capacity 25 personnel)

3/21/2023 Tue         8:00 AM     5:00 PM Breakout room 2 (capacity 25 personnel)

3/21/2023 Tue          8:00 AM    5:00 PM Breakout room 3 (capacity 25 personnel)

3/22/2023 Wed        8:00 AM    5:00 PM General Session (capacity 125 personnel)

3/22/2023 Wed       8:00 AM     5:00 PM  Breakout room  1 (capacity 25 personnel)

3/22/2023 Wed       8:00 AM     5:00 PM Breakout room   2 (capacity 25 personnel)

3/22/2023 Wed       8:00 AM     5:00 PM Breakout room   3(capacity 25 personnel)

3/23/2023 Thu        8:00 AM     5:00 PM General Session (capacity 125 personnel)

3/23/2023 Thu        8:00 AM    5:00 PM Breakout room  1 (capacity 25 personnel)

3/23/2023 Thu       8:00 AM     5:00 PM Breakout room  2 (capacity 25 personnel)

3/23/2023 Thu        8:00 AM    5:00 PM Breakout room  3 (capacity 25 personnel)

Hotel should be  located within 3 miles Radius from Downtown, Norfolk VA

Additionally, in conjunction with the Meeting, the Government is interested in utilizing a block of approximately 125 sleeping rooms at the per diem rate of $98.00/day allowing for cancellations of up to 48 hours before date of arrival. Also include daily parking fee in quote.

Quotes should not include taxes.

INSTRUCTIONS TO QUOTERS:

Quotes shall be submitted by email, as a PDF document to Mohenda.r.surage@usace.army.mil  and must be received by the Contract Specialist by 24 February 2023 at 2:00PM.  Quotes must be signed and dated, and completed with prices for all contract line items (CLINs) for the base and all option years. Quoters are reminded to ensure that online Representations and Certifications in SAM are up to date, or may provide completed Representations and certifications with their quote.

FAR provision at 52.212-1, Instructions to Offerors – Commercial; FAR clause at 52.212-4, Contract Terms and Conditions -- Commercial Items; and FAR clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items applies to this acquisition  See attached addenda which provides applicable provisions and clauses.

Quotes must conform to the solicitation requirements to be eligible for award. The lowest price quote that conforms to the solicitation requirements will be considered the best value to the Government and will be selected for award of a firm fixed price contract. 

POINT OF CONTACT:

Contract Specialist:

Mohenda Surage

TEL: 917-790-8088

EMAIL: Mohenda.r.surage@usace.army.mil

U.S. Army Corps of Engineers, New York District

26 Federal Plaza, Room 1843

New York, NY 10028-0090