HOTEL LODGING AND CONFERENCE SERVICES THIS IS A SOURCES SOUGHT FOR MARKET RESEARCH PURPOSES ONLY The Program Contracting Activity Central, St. Louis (PCAC) is in the process of determining the Hotels interested and capable of providing Lodging and Related Services in Orlando, Florida, Baltimore, Maryland, or Long Beach, California. IT IS NOT INTENDED FOR THIRD-PARTY HOTEL AGENTS. This is sources sought notice and request for information (RFI). This is not a formal solicitation. Any formal solicitation will be announced separately at a later time. Please note that the number used for this sources sought is different from the one that will be used in the pre-solicitation notice. Information provided to the Government as a result of this posting is strictly voluntary, given with no expectation of compensation, and clearly provided at no cost to the Government. The purpose of this RFI is to identify Hotels in Orlando, Florida, Baltimore, MD, or Long Beach, CA capable of and interested in providing Lodging and Related Services listed in the SOW. The summary of the requirement is as follows: 1. The requirement consists of providing all required for Lodging, Conference Rooms, Related Conference Room Equipment. 2. Estimated Period of Performance: The event will be held June 25-30, 2023, for 82 guests. The St. Louis PCAC Office needs the following information from the Hotels: 1. Hotel Name 2. Location of the Hotel 3. Accommodations at the Hotel 4. Capacity of the Hotel 5. Capabilities of Hotels. 6. CAGE Code 7. Copy of the Hotel's Brochure 8. Point of Contact Name and Title 9. Point of Contact Tel/Cell All socio-economic groups (small and large businesses) are encouraged to respond to this request. The North American Industry Classification System (NAICS) anticipated for this requirement is 721110. The size standard for this NAICS code is $40 Million. Interested Hotels in Orlando, Florida, Baltimore, Maryland, or Long Beach, California shall have a current Systems for Award Management (SAM) (www.sam.gov)) active registration. The registration shall be kept active throughout the contract's life if issued. SAM registrations shall incorporate the representations and certifications of the company identifying the NAICS of 721110. Please send your responses to this RFI via email to Sheila Vickers at: sheila.vickers@va.gov DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. STATEMENT OF WORK (SOW) Department of Veterans Affairs VHA Institute for Leadership, Education and Development (ILEAD) 1.0: TITLE OF PROJECT: Conference Services for the Health Care Leadership Development Program (HCLDP-Class B, Session 1/FY23) 2.0: BACKGROUND: The U.S. Department of Veterans Affairs (DVA), VHA Institute for Learning, Education and Development (ILEAD) provides educational services and instruments to VHA. One of the services ILEAD provides is formal educational meetings for discussions and training (i.e., Conferences). For fiscal year 2023, DVA will be hosting the Health Care Leadership Development Program (HCLDP-Class B, Session 1/FY23). To host this conference, DVA has determined that Conference Services are needed to obtain short-term lodging, conference rooms, and other services (Internet services, Shipping and Handling services). 3.0: OBJECTIVE: Per the desired event locations and dates, provide DVA with short-term lodging, conference rooms, and other services (Internet services, Shipping and Handling services). 4.0: SCOPE: In general, per the requirements in Section 7, the vendor shall provide: Short-term lodging Conference services (meeting space) Other services (Internet services, Shipping and Handling services). 5.0: PERFORMANCE PERIOD: June 25-30, 2023 Conference dates are June 26-30, 2023 6.0: PLACE OF PERFORMANCE: In one of the following locations (listed in order of preference) Orlando, FL Baltimore, MD Long Beach, CA 7.0: MANDATORY TASKS: 7.1 Short Term Lodging a specific number of sleeping rooms available at prevailing Government Per Diem Rate on specific dates listed, starting on Sunday, June 25, 2023 thru Friday, June 30, 2023. 7.2 Conference Services - Meeting Space set up starting at 12:00pm on Sunday, June 25, 2023. Start of Conference on Monday, June 26, 2023 at 8:00am thru Friday, June 30, 2023 at 12:00pm. Teardown after Adjournment. 8.0: MANDATORY DELIVERABLES: 8.1 Short Term Lodging 8.1.1 Sleeping Rooms DVA travelers shall check-in individually and shall pay guest room costs by individual Government or personal credit card. The Hotel shall provide a room block of 82 sleeping rooms (peak) per night (410 total room nights) and the required meeting space to be housed in the same facility but will accept alternate proposals for multiple facilities in close proximity. Lodging rates must be within the Government Per Diem rate or lower for selected area. Hotel shall provide state and local tax-exempt forms for DVA travelers to submit as this travel constitutes official business of the Federal Government if local and state laws permit. DAY DATE # OF ROOMS Sunday June 25, 2023 82 Monday June 26, 2023 82 Tuesday June 27, 2023 82 Wednesday June 28, 2023 82 Thursday June 29, 2023 82 Friday June 30, 2023 Check out Total Anticipated Room Nights: 410 8.2 Conference Services 8.2.1 Meeting Rooms Pricing for meeting room space shall be all-inclusive, to include, but limited to, services charges or any other related charges for the meeting space. 8.2.2 General Session Room One (1) General Session: Room required on Monday at 7:00 AM until Friday at 12:00 PM Conference starts on Monday at 8:00 AM Set in Crescent Rounds of 6 for 72 people. Room to be 1,300 sq. ft. or larger, with no pillars. Set one (1) six-foot table near entrance door, against wall for conference materials Set four (4) six-foot tables with 10-chairs at front of room for presenter(s) at back of room near wall, for faculty/staff Set two (2) six-foot tables with 2-chairs at back of room to the side for AV Technicians Podium/Standing Lectern 1-US American Flag/Flagpole at front of room 1-Easel for Signage 24-hour hold 8.2.3 Registration Area One (1) Registration Area: Area to be outside General Session Room Set with two (2) six-foot skirted tables, 2-classroom tables behind, against wall for conference materials, 2-chairs, 2-wastecans Area required on Monday at 6:30 AM Conference starts on Monday at 8:00 AM and ends on Friday at 12:00 PM 1-Easel for Signage 24-Hour Hold 8.2.4 Lockable Office One (1) Lockable Office/Storage Room Room to be in proximity of General Session Room required on Sunday at 3:00 PM until Friday at 12:00 PM Set in Boardroom Style for 15 people Set 3-classroom tables around perimeter of room, against walls, for conference materials 4-Keys for staff 24-Hour Hold 8.2.5 Breakout Rooms Four (4) Breakout Rooms Rooms required on Monday at 7:00 AM until Friday at 12:00 PM Conference starts on Monday at 8:00 AM Set in Crescent Rounds for up to 30 people. Rooms to be 400 sq. ft. or larger, with no pillars. Set one (1) classroom table with 2-chairs at front of room for presenter(s) Water Station at back of room may use paper/plastic cups 1-Easel for Signage 24-hour hold Eight (8) Breakout Rooms Rooms required on Monday at 7:00 AM until Friday at 12:00 PM Conference starts on Monday at 8:00 AM Set in Crescent Rounds for up to 7 people. Rooms to be 150 sq. ft. or larger 1-Easel for Signage 24-hour hold 8.3 Other Services 8.3.1 Internet Connections Internet Service - (2) wired, (82) SSID basic wireless Internet connections required. One (1) General Session (Sun-Fri) (82) basic wireless for all attendees (2) wired for presenters and AV Technician Four (4) Breakout Rooms (30 ppl ea) (Mon-Fri) (82) basic wireless for presenters and all attendees Eight (8) Breakout Rooms (7 ppl ea) (Mon-Fri) (56) basic wireless for presenters and all attendees Registration (Sun-Fri) (2) wireless Lockable Office/Storage Room (Sun-Fri) (15) basic wireless Storage/Handling/Shipping Provide a quote to receive, hold/store and deliver conference training materials. 5-boxes up to 50 lbs. each, 2-crates up to 75 lbs. each, incoming 2-boxes up to 50 lbs. each, 2-crates up to 75 lbs. each, outgoing 9.0: SECURITY SERVICE: Vendor shall provide security for the equipment. DVA shall not be liable for lost, stolen or misplaced equipment that is furnished by the vendor, as perquisite of this SOW. 10.0: LABOR: Vendor shall abide by all labor laws IAW all the U.S Department of Labor, as it relates to pay rates, hours worked and other pertinent aspects of labor law. 11.0: EXTRANEOUS HOTEL FEES (IF APPLICABLE): DVA shall not pay for extraneous hotel venue charges related to the conference setup and strike down for services that are not outlined in the SOW, identified in the government issued solicitation and priced in the price proposal for these services. Examples of these types of extraneous hotel charges are power outlet usage within the confines of the conference/event space, audio patch fees (i.e. house sound system), and rigging fees (i.e. video camera, tripods, stage lighting, etc.). Prior approval for extraneous venue charges, which extend beyond the examples listed in this SOW, shall be approved by the issuing Contracting Officer, in writing, prior to accepting those charges on behalf of DVA. 12.0: ACCEPTABLE MEANS OF CONTRACT MODIFICATION: DVA employees attending the conference/event specified by this SOW DO NOT have any contractual authority whatsoever. Therefore, no attendees can make any requests that will be considered a material change to the contract. All contract modifications shall be made and executed by the Contracting Officer or the assigned Contract Specialist, to include funding requests for this level of effort. 13.0: SUPPLEMENTAL SERVICES: Vendor shall participate in a technical crew rehearsal if applicable. Vendor shall provide the level of service such that the government s event is not disrupted or delayed unduly, due to equipment failures, particularly equipment provided by the vendor. Vendor shall provide a single customer focused POC on site and prior to the event. The POC shall assist in technical direction of Audio-Visual placement and environment to ensure a successful event. 14.0: FORCE MAJEURE (COVID-19): The performance of the Agreement by either party shall be subject to Force Majeure, including but not limited to acts of God, fire, flood, natural disaster, war or threat of war, acts or threats of terrorism, civil disorder, unauthorized strikes, governmental regulation or advisory, recognized health pandemic as determined by the World Health Organization, the Centers for Disease Control, or local government authority or health agencies including but not limited to the health threats of COVID-19 and all variants to include (Delta -Â B.1.617.2), (Omicron -Â B.1.1.529), (BA.2) and all other subsequent variants of COVID-19, mandated VHA travel ban for non-mission-critical employees due to COVID-19 surge, or other similar occurrences beyond the control of the parties, where any of those factors, circumstances, situations, or conditions or similar ones prevent, dissuade, or unreasonably delay at least 25 percent of prospective Event attendees from appearing at the Hotel, or where any of them make it illegal, impossible, inadvisable, or commercially impracticable to hold the Event or to fully perform the terms of the Agreement. The Agreement may be cancelled by either party, without liability, damages, fees, or penalty for any one or more of the above reasons. 15.0: SYSTEM SECURITY: The Certification and Accreditation (C&A) requirements do not apply, and that a Security Accreditation Package is not required. END OF STATEMENT OF WORK
