The U.S. Department of Agriculture (USDA), Natural Resources Conservation Service is conducting a National Leadership Team (NLT) meeting and requires lodging, meeting space, and related services within a specific geographic area within a facility in Philadelphia, PA for approximately 140 employees.
The Government will look at the available options in one location: Philadelphia, PA. The hotel must be able to have lodging availability for approximately 140 participants for the dates of July 8-12, 2024. The conference dates will take place July 9-11, 2024.
Each employee will make their own lodging reservations using the room block name and pay for lodging rate using their government issued travel card. Lodging will not be paid for through the purchase order payment process.
This solicitation is set aside 100% for small business. The applicable NAICS code is 721110 - Hotels (except Casino Hotels) and Motels, which has a size standard of $40.0 million.
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 price.
To be considered technically acceptable, the offeror must meet the below criteria and return with the quote:
- Provide a description of the hotel facilities/amenities (brochure) that meets the requirements of the SOW.
- Provide a layout of the conference space and the square feet for each room.
- Provide acknowledgment of the lodging rate which is in accordance with the Federal Per Diem
rates for Philadelphia, PA.
- Provide a description listing of light refreshments to be provided in accordance with the SOW requirements.
- Provide certification of being on the Federal Emergency Management Agency (FEMA) approved list of hotels (www.usfa.fema.gov/hotel/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.
- Return price quote separate from the other stated required submission items in this section for the services described in section (vi)- Line Items above.
- 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.
- Provide written confirmation that the hotel hosting the conference has the capacity to hold boxes containing meeting material shipped one week prior to the training at no additional cost to the Government in accordance with Attachment A of the Statement of Work.
