NOTICE OF SOURCES SOUGHT
CONFERENCE FACILITIES, AUDIO VIDEO SUPPORT, LIGHT REFRESHMENTS AND LUNCHEON FOR VIETNAM WAR ANNUAL GOVERNMENT BRIEFINGS (WASHINGTON, DC)
This Sources Sought Notice (herein: Notice) is for information and planning purposes only; it is not to be construed as a commitment by the Government. A contract may or may not be awarded as a result of this Notice. The requested capabilities statement as a result of this Notice is not to be a proposal/quotation, but rather responses to the questions asked below and statements regarding the vendor’s existing experience and capability. No reimbursement will be made for any costs associated with providing information in response to this announcement and/or any follow‐up information requests.
The Department of Defense (DoD), Washington Headquarters Services, Acquisition Directorate (WHS‐AD) is seeking vendors who can provide facilities, furniture, equipment and supplies, management, supervision, and labor to provide conference facilities space, audio video support, and light refreshments for the Vietnam War Annual Government Briefings (AGB) in support of the Defense POW/MIA Accounting Agency (DPAA). The purpose for the AGB is to meet with family members of missing servicemen from the Vietnam War, and brief them on the U.S. government’s efforts to recover their loved one’s remains and return them to their families for burial with full military honors.
The event will take place Thursday and Friday, 27-28 June 2024 in Washington, DC with an anticipated number of attendees to be 250. The facility is expected to maintain a minimum Three Star Hotel/Resort rating, located within 2 miles of the Vietnam War Memorial and in a setting within reasonable walking distance to food establishments. Facility shall be handicap-accessible and have sufficient driveway clearance to allow passage for a bus, vans, and cars as well as for guests to load and unload luggage in close proximity to their guest rooms. Conference facilities, audio, video support and light refreshments will be for periods of two (2) days (27-28 June 2024). The Hotel will provide all of the function space required in accordance with the schedule of events which is described below:
SCHEDULE OF EVENTS
BALLROOM FOYER
Thursday-Friday, 27-28 June, 2024
6:00 am – 6:00 pm
- 2 - 6’ banquet tables, 4 chairs, 1 wastebasket (Registration)
- 1 - 6’ table for handouts
- 8 - Easels
BALLROOM
Thursday-Friday, 27-28 June, 2024
6:00 am – 6:00 pm
- Ballroom to seat 250
- Tables to be configured in rounds
Ballroom will have no columns in the room
- 2-12’ screens
- Draped projection stand
- 2-Projectors with HDMI Connection
- 1 - lavalier microphone
- Power strips and VGA and HDMI extension cables as required for audio visual set-up
- 3 - wireless handheld microphones
- podium and microphone
- confidence monitor for briefers
- microphone mixer with 4 outputs
- house sound system (as required for audio)
- A/V interface cable
- Small riser for podium
- Box tissues on each table
- Hard wired Internet connection
- Pen & paper at each place setting
- Water pitcher and glasses on each table round
- 10 – Wi-Fi codes each day
BREAKOUT ROOM ONE - DPAA
June 27-28, 2024 (Thursday – Friday)
6:00 AM – 7:00 PM
5 - skirted table rounds, 6 chairs at each table
1 - 6’ skirted banquet table against one wall
1 - tripod easel
1 - water station in room
1 – box of tissues on each table
BREAKOUT ROOM TWO – Army
June 27-28, 2024 (Thursday – Friday)
6:00 AM – 7:00 PM
2 – 6” skirted tables with 4 chairs each table placed around perimeter of room
5 – round tables with 6 chairs in center of room
6 - additional chairs placed along wall
1 - tripod easel
1 - water station
1 - box of tissues on each table
BREAKOUT ROOM THREE – Air Force
June 27-28, 2024 (Thursday – Friday)
6:00 AM – 7:00 PM
2 - 6’ skirted banquet tables with 4 chairs each, placed around perimeter of room*
5 - round tables with 6 chairs each, placed in center of room
1 - tripod easel
1 - water station
1 - box of tissues on each table
BREAKOUT ROOM FOUR – Marine Corps
June 27-28, 2024 (Thursday – Friday)
6:00 AM – 7:00 PM
2 - 6’ skirted banquet tables, 4 chairs at each table, placed around perimeter of room
5 - round tables with 6 chairs each, place in center of room
1 - tripod easels
1 - water station in room
1 – box of tissues on each table
BREAKOUT ROOM FIVE – Navy/State Dept
June 27-28, 2024 (Thursday – Friday)
6:00 AM – 7:00 PM
2 - 6’ skirted banquet tables, 4 chairs at each table, placed around perimeter of room
5 - round tables with 6 chairs each, place in center of room
2 - tripod easels
1 - water station in room
1 – box of tissues on each table
BREAKOUT ROOM SIX – AFMES DNA Collection
June 27-28, 2024 (Thursday – Friday)
6:00 AM – 7:00 PM
4 - 6’ skirted banquet tables
10 - chairs
2 - tripod easels
1 - water station in room
1 - waste basket
Sleeping Room Block – All rates or fees for lodging and parking offered to the purchaser or individual conference attendees (including U.S. Government personnel) shall be no higher than the lowest rate or fee offered to commercial or government customers at, or six months prior to, the date of the conference.
- Tuesday, June 25, 2024 – 40 Rooms 20-Govt / 20-Family Members
- Wednesday, June 26, 2024 – 120 Rooms 40-Govt / 85-Family Members
- Thursday, June 27, 2024 – 120 Rooms 40-Govt / 85-Family Members
- Friday, June 28, 2024 – 120 Rooms 40-Govt / 85-Family Members
- Saturday, June 29, 2024 – 45 Rooms 15-Govt / 30-Family Members
Parking. Provide 65 $40 discounted parking vouchers.
June 26, 2024 15 Vouchers
June 27, 2024 25 Vouchers
June 28, 2024 25 Vouchers
Parking. Provide discounted parking vouchers for each day of conference.
Vendor shall provide daily services to include, but not be limited to, room cleaning, table cleanliness, adequate quantities of hand sanitizer, sanitized drinking glasses, napkins, plates, and utensils.
Additional Services. All extra services not specified in this Performance Work Statement, or not normally included in the room rate, shall be paid for by the guest(s) requesting and receiving this extra service. The Contractor shall have the ability to provide guest services not covered by the Government in this contract (phone charges, movie rental) without placing holds on individual guests’ debit/credit cards or charging deposits.
Special Requirements. Certain AGB attendees may have special attendee requirements, i.e., handicap rooms, special foods and or handicapped dependents. It is incumbent upon the Government to identify any special requirements at time checking availability with the facility.
Schedule: The schedule will be finalized once all equipment is ordered and lead times are known.
All qualified and experienced sources are encouraged to respond to the Notice, including Other than Small Businesses, Small Businesses, 8(a) Small Businesses, Service-disabled Veteran-owned Small Businesses, HUBZone Small Businesses, Women-Owned Small Businesses and Economically Disadvantaged Women-Owned Small Businesses are encouraged to respond.
Interested parties who believe they have the ability to provide the above mentioned countermeasure boxes are invited to provide a capabilities statement of no more than three (3) pages (12 pt font). Submissions must include:
- Complete Business Name, including DUNS Number and CAGE Code
- Contact information (Respondent’s name and title, address, telephone, e-mail)
- Business Size and Classification (other than small, small, SBA certified 8(a), service-disabled veteran owned small, HUBZone, woman-owned small and economically disadvantaged women-owned small,
etc.)
- Capability statement that addresses technical competencies to meet the specification and delivery date. If you are going to provide brand name, please indicate Brand Name and Model Number with specification.
- Estimated delivery date after receipt of offer.
The following information is also requested and should be included with your capability information: Indicate whether your firm will submit a quotation if a Request for Quotation (RFQ) is issued and whether your firm’s interest is for prime contracting or as a subcontractor.
All interested parties capable of providing the required services as defined in the PWS are invited to submit the above documentation. Responses should be e‐mailed to Contract Specialist, Joyce Fields at joyce.a.fields19.ctr@mail.mil with cc: to Contracting Officer, Susie M. Lee at Susie.m.lee3.civ@mail.mil. The submission is due NLT 4:00 PM EDT on Thursday, May 23, 2024. Email responses should contain the following subject line “Sources Sought – Vietnam Meeting 2024”. THE GOVERNMENT RESERVES THE RIGHT TO NOT CONSIDER CAPABILITY STATEMENTS RECEIVED AFTER THIS DATE.
