HOTEL LODGING AND CONFERENCE SERVICES 721110 Hotels (except Casino) Motels Base Notice: THIS IS A SOURCES SOUGHT (SS) FOR MARKET RESEARCH PURPOSES ONLY. The Program Contracting Activity Central, St. Louis (PCAC) Office is in the process of determining the Hotels interested and capable of providing Lodging and Related Services to satisfy the requirement identified in the Statement of Work (SOW). This announcement is intended for Hotels in either Atlanta, GA, Nashville, TN, Orlando, FL, Dallas, TX, Grapevine, TX, Denver, CO, Phoenix, AZ, Las Vegas, NV, Baltimore, MD, Washington D.C, Long Beach/Las Angeles, CA, Chicago, Illinois, or Kansas City, MO. 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 SS 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 SS is to identify Conference facilities available to meet the needs identified in the SOW, capable of and interested in providers should provide their capabilities as they relate to the summary of the requirements as follows: 1. The requirement consists of providing all required for Lodging, Conference Rooms, Related Conference Room Equipment, and Parking for 300 guests. 2. Estimated Period of Performance: Preferred week: May 16, 2023, thru May 19, 2023, Alternate Dates in order of Preference: May 23 26, May 9 12, May 2 5. See the SOW for specific room number requirements for the dates identified. The St. Louis PCAC Office needs the Contractor, Hotel or Conference Center, or Chamber of Commerce to provide 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. Please identify the type of Small Business and GSA numbers if applicable. The North American Industry Classification System (NAICS) anticipated for this requirement is 721110. The size standard for this NAICS code is $35 Million. Interested Hotels in Atlanta, Ga Nashville, TN, Orlando, FL, Dallas, TX, Grapevine, TX, Denver, CO, Phoenix, AZ, Las Vegas, NV, Baltimore, MD, Washington D.C, Long Beach/Las Angeles, CA, Chicago, Illinois, or Kansas City, MO 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. Responses Due: Please provide your responses to this SS -RFI by 2:00 P.M. EST February 16, 2023. Please send your responses to this RFI via email to John Schiffhauer at: John.Schiffhauer@va.gov. 6 Page 6 of 6 STATEMENT OF WORK (SOW) Department of Veterans Affairs (DVA) VHA Institute for Leadership, Education and Development (ILEAD) February 9, 2023 1.0: TITLE OF PROJECT: Conference Services (Hotel Meeting Space) for the Field Health Informatics (FHIC) Symposium for 2023. 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 ILEAD will be hosting the Field Health Informatics (FHIC) Symposium for 2023 for up to 300 people. To host this conference, DVA ILEAD has determined that Conference Services are needed to obtain short-term lodging, conference rooms, and other services such as Internet services and Shipping and Handling services. 3.0: OBJECTIVE: Per the desired event locations and dates, provide DVA ILEAD with short-term lodging, 1 General Session Room capable of holding 300 people, a lockable office/Storage room, and 5 breakout conference rooms, and other services such as Internet services and Shipping and Handling services as outlined below. 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 Audio Visual Support Services will be procured via a separate contract. 5.0: PERFORMANCE PERIOD: TBD 6.0: PLACE OF PERFORMANCE: TBD 7.0: MANDATORY TASKS: 7.1 Short Term Lodging 300 sleeping rooms shall be available at the prevailing Government Per Diem Rate on specific dates listed, starting on Monday, May 15 Friday, May 19 . 7.2 Conference Services - Meeting Space set up starting at 12:00pm on Monday. Start of Conference on Tuesday, at 7:00am thru Friday, at 5:30pm. 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 300 sleeping rooms (peak) per night (1200 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. DAY DATE # OF ROOMS Sunday N/A Monday May 15, 2023 300 Tuesday May 16, 2023 300 Wednesday May 17, 2023 300 Thursday May 18, 2023 300 Friday N/A Check out Total Anticipated Room Nights: 1200 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 to be large enough to hold 300 attendees no pillars, minimum square feet of 5200, 12 foot or higher ceiling Room required on Monday at 12:00 PM (for set-up) until Thursday at 5:30 PM for teardown Conference starts on Tuesday at 7:00 AM and ends on Thursday at 5:30 PM Set in Crescent Rounds for 300 people. Set four (4) six-foot tables with 12-chairs at back of room near wall to one side, for faculty/staff Set two (2) six-foot skirted tables with 4-chairs at back of room to one side, near wall, for AV staff Podium next to panel table on Riser Riser with steps on one side with railing, and ramp on the other side with railing for the disabled. Place stage at least 5 feet away from back wall to place equipment cases behind the curtain. 24-Hour Hold 8.2.3 Registration Area One (1) Registration Area: Area to be outside the General Session room Area required on Tuesday at 7:00 AM until Thursday at 5:30 PM Conference starts on Tuesday at 7:00 AM ends on Thursday at 5:30 PM Set (2) six-foot tables with 4-chairs on each side of the main entry door. Set six (6) six-foot tables behind, against wall, for conference materials 24-Hour Hold 8.2.4 Lockable Office One (1) Lockable Office/Storage Room Room to be in proximity of the general session and registration area Room required on Tuesday at 6:00 AM until Thursday at 5:30 PM Room large enough to accommodate 15 people, set in Boardroom style Keys for conference staff 24-Hour Hold Five (5) Breakout Rooms Five (5) Rooms required on Tuesday at 7:00 AM until Thursday at 5:30 PM Set in Crescent Rounds for 50 each with no pillars blocking the view Conference starts on Tuesday at 7:00 AM and ends on Thursday at 5:30 PM Set one (1) classroom or six-foot table in rear of each room 24-Hour Hold 8.2.6 Exhibit/Poster Session One (1) Exhibit (Room or Area)/Poster Session/Vendor Table Exhibits (may set up Hallway or Foyer Area : Area/Room to be large enough to accommodate 300 people walking through to view Poster Boards and Vendor Table Exhibits Area/Room required on Monday at 12:00 PM for Poster Board and Vendor Exhibits to be set up, until Thursday at 5:30 PM for poster boards to be torn down and taken out Space for 100 Vendors requiring one 6 panel table each 24-Hour Hold 8.3 Other Services Internet Connections Internet Service - (5wired, basic wireless Internet connections required. Registration Area (required Mon-Thurs) (2) basic wireless Exhibit Area/Room (required Mon-Thurs): None One (1) General Session (required Mon-Thurs): (1) basic wireless Office / Storage (2) basic wireless Storage/Handling/Shipping Provide a quote to receive, hold, store and deliver conference training materials. 6-boxes up to 50 lbs. each, 5-crates up to 100 lbs., 6-crates up to 85 lbs. each, incoming 6-boxes up to 50 lbs. each, 5-crates up to 100 lbs. each, 6-crates up to 85 lbs. each, outgoing 9.0: SECURITY SERVICE: Vendor shall provide security for the equipment. DVA ILEAD 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 ILEAD 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 ILEAD. 12.0: ACCEPTABLE MEANS OF CONTRACT MODIFICATION: DVA ILEAD and DoD 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. 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. End of Document
