United States Department of Agriculture (USDA) Farms Service Agency (FSA) Management and Strategy (M&S) FLP Conference - Houston, TX

Combined Synopsis/Solicitation

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

The U.S. Department of Agriculture (USDA), Farm Service Agency (FSA) is conducting an employee meeting.  It is required to obtain a room block for lodging, conference space including am/pm light refreshments, and audio-visual equipment with an onsite technician as outlined in Appendix A of the attached SOW for approximately 300 participants. 

This is a total small business set-aside. 

The Government will look at the available options in one location:  Houston, TX.  The hotel must be able to have lodgining available for approximately 300 participants for the dates of August 18-23, 2024.  The conference will take place August 19-22, 2024.

Award will be made to the lowest price technically acceptable quote. Award is made to the quoter who demonstrates that they meet the minimum technical requirements below, and then is the lowest priced.  

To be considered technically acceptable, the quoter must meet the below criteria and retunr with the quote:

1. Provide a description of the hotel facilities/amenities (brochure) that meets the requirements of the SOW.
2. Provide a layout of the conference space and the square feet for each room.
3. Provide acknowledgement of the lodging rate which is in accordance with the Federal Per Diem rates for Houston, TX.
4. Provide a description listing of light refreshments to be provided in accordance with the SOW requirements.
5. Provide certification of being on the Federal Emergency Management Agency (FEMA) approved list of hotels (www.usfa.fema.gov/hote/search.cfm ) or provide certification that it offers the minimum level of fire safety by having at least one, single-station, hard-wired smoke alarm in each guest room; and if the building is four or more stories in height, each room must have additional protection provided by an automatic fire sprinkler system.
6. Return price quote utilizing the Line Item structure described in Section (v) – Line Items above of this solicitation separate from the other stated required submission items in this section for the services.
7. If an event coordinator, must submit with your quote the Hotel Intent Letter signed by an official of the hotel to hold the room block.
8. Provide written confirmation that the hotel hosting the conference has the capacity to hold boxes containing meeting materials shipped one week prior to the training at no additional cost to the Government in accordance with Attachment A of the Statement of Work.