X1AB--Meeting Room / AV Services in Baltimore, MD

GENERAL: This is a Sources Sought notice only and does not constitute a pre-solicitation or a solicitation; accordingly, no response is due at this time, nor will any questions of a technical or contractual nature be answered. Please respond to notice by April 1, 2026 10:00AM EST if any interest.

PROJECT SCOPE: The Department of Veterans Affairs (VA) has a requirement for meeting space rental and audiovisual support. VBA is looking for commercial conference space and audiovisual support for Monday, April 20 Wednesday, April 23

PLACE OF PERFORMANCE: Within a 2 mile radius from Baltimore Marriott Waterfront, located at 700 Aliceanna Street, Baltimore, MD 21202. Please identify any associated parking costs or transportation locally such as proximity to bus stop or Baltimore Metro Subway.

NORTH AMERICAN INDUSTRIAL CLASSIFICATION SYSTEM (NAICS) CODE AND SMALL BUSINESS SIZE STANDARD: The NAICS code for this project is 721110-Hotels (except for casinos) & Motels.

SYSTEM FOR AWARD MANAGEMENT: Offerors shall be required to have a UEI number and an active registration in SAM, System for Award Management (www.sam.gov) in order to conduct business with the Federal Government. Offerors will be required to complete Online Representations and Certifications at the SAM website.

POINT OF CONTACT:

Bridget R. Bartolomei, Contracting Officer.

Contracting Office Address:

Department of Veterans Affairs,

Veterans Benefits Administration,

Office of Acquisitions

1800 G. Street, N.W

Washington, DC 2006

VBA Executive Leadership Training (ELT)

Statement of Work

The Department of Veterans Affairs, Veterans Benefits Administration requires the services of a hotel to conduct a three-day VBA Executive Leadership Training (ELT) for 100 participants.

Event Dates: Monday, April 20 Wednesday, April 23

Conference Requirements:

1. Hotel must have current registration in the System for Award Management (SAM) to be able to enter into a contract for AV and meeting room rental costs.

Meeting room requirements:

1. One (1) general session room, minimum 8,000 square feet. Crescent seating for six to accommodate up to 100 people with round tables with four seats for Monday to Wednesday. There should be a head table (with 4 seats) on a riser, with access to the riser by both ramp and steps. General session room is needed for Monday to Wednesday.

2. Three (3) breakout rooms, minimum 1,000 square feet each. Classroom style, to accommodate up to 45 people with one (1) rectangular table in the front, one (1) podium, and one (1) rectangular table in the rear of the room.

3. Two (2) admin rooms, classroom style, to accommodate up to 10 people needed Monday to Wednesday.

4. Boardroom Available for phone calls and brief meetings, with Wi-Fi and connection available for laptops.

5. 20 - 30 easels for signage placement throughout the hotel.

6. Two (2) keys for the event staff for all rented meeting rooms.

7. Registration Area: Preference for the registration area is in close proximity to the general session room (ideally directly outside the room). There should be three six foot tables with skirting, four to six chairs, and a large trash can. Appropriate signage directing attendees to registration should be provided.

Participants, presenters and staff will have meals on their own. We would like to have a water station and water available at the tables, as well as coffee (if that can be complimentary).

Audio Visual Equipment requirements: Monday to Wednesday 7:30 am 5:30 pm

1. General Session

a. 1 50 Confidence Monitor

b. 2 60" LCD Monitor - Placed Throughout the Room

c. 2 12'X18' Wide Screen

d. 30 AC Cord/ Power Strip- One per round table

e. 6 Complimentary Easels

f. 1 Digital Mixer 16 Channel

g. 2 JBL Speaker

h. 2 LCD Projectors (7000 Lumens)

i. 1 Podium

j. 1 Mx418 Low Profile Gooseneck Microphone at the podium

k. 35 Pipe & Drape (Blue/Black) per foot, stage lights and up-lights

l. 1 Roland B40HD Switcher

m. 1 SDI Dist. Amplifier

n. 1 Speaker Timer System with Large Display

o. 4 Video Distribution Amplifier

p. 8 Wireless Handheld Mic

q. 3 Wireless Lavalier Mic

r. 1 Wireless Presentation Remote

s. 1 Camera I-MAG Package, AV Sub Con Equipment

t. 1 9" Video Monitors

u. 1 Studio Camera with Tripods

v. 1 Camera Operator

w. 1 Technician Full Day Rate up to 8 Hours Audio

x. 1 Technician Full Day Rate up to 8 Hours - Presentation and

Switcher

y. 1 WIFI for General Session Room

2. Breakout Rooms

a. 2 Easels in each room

b. 1 8'X14' Wide Screen and LCD Projector (7000 Lumens) or 48 LCD

Monitor with computer cable

3. Admin Room

a. 3 AC Cord/ Power Strip

b. 1 WIFI access

4. Boardroom

a. 1 AC Cord/ Power Strip

b. 1 WIFI access