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NOTICE OF SOURCES SOUGHT CONFERENCE FACILITIES, AUDIO VIDEO SUPPORT AND LIGHT REFRESHMENTS FOR KOREAN/COLD WAR ANNUAL GOVERNMENT BRIEFINGS (arlington, va) This Sources Sought Notice (herein: Notice) i... NOTICE OF SOURCES SOUGHT CONFERENCE FACILITIES, AUDIO VIDEO SUPPORT AND LIGHT REFRESHMENTS FOR KOREAN/COLD WAR ANNUAL GOVERNMENT BRIEFINGS (arlington, va) 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 Korean Cold 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 Korean War and Cold 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, 17-18 August 2023 in Arlington VA with an anticipated number of attendees to be 550. The facility is expected to maintain a minimum Three Star Hotel/Resort rating, located within 5 miles of Arlington VA 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 (29-30 June 2023). Complimentary shuttle from and to Washington Reagan National Airport is also required. 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, August 17-18, 2023 6:00 am – 6:00 pm 2 - 6’ banquet tables, 4 chairs, 1 wastebasket (Registration) 1 - 6’ table for handouts BALLROOM Thursday-Friday, August 17-18, 2023 6:00 am – 6:00 pm Ballroom to seat 550 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 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 10mp Hard wired Internet connection 15 Wi-fi codes Pen & paper at each place setting Water pitcher and glasses on each table round BREAKOUT ROOM ONE - DPAA August 17-18, 2023 (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 Pens and pads at each table BREAKOUT ROOM TWO – Army August 17-18, 2023 (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 - boxes of tissues on each table BREAKOUT ROOM THREE – Air Force August 17-18, 2023 (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 August 17-18, 2023 (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 August 17-18, 2023 (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 August 17-18, 2023 (Thursday – Friday) 6:00 AM – 7:00 PM 4 - 6’ skirted banquet tables 12 - chairs 2 - tripod easels 1 - waste basket Box Handling Fee 2 days storage for conference materials and delivery to ballroom by 6:00 AM Saturday. 10 – 15”x12”x10” boxes 1 – 33”x50”x 8” poster case 1 – 31”x23”x19” IT case 1 – 18”x11”x32” flag stand case 1 – 54”x10”x8” flag case 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. Wednesday, August 16, 2023 – 160 Rooms 40-Govt / 120-Family Members Thursday, August 17, 2023 – 160 Rooms 40-Govt / 120-Family Members Friday, August 18, 2023 – 120 Rooms 40-Govt / 120-Family Members Saturday, August 19, 2023 – 45 Rooms 15-Govt / 30-Family Members Parking. Provide discounted parking vouchers for each day of conference. 2.0. CUSTODIAL/SANITATION/LINEN SERVICES 2.1. Daily services shall include, but not be limited to, room cleaning, table cleanliness, adequate quantities of hand sanitizer, sanitized drinking glasses, napkins, plates, and utensils. 3.0. EXTRA 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. 4.0 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. 5.0 ORDERING INSTRUCTIONS. AGB attendees may have specific needs, and the contractor shall be contacted at a minimum of 15 days beforehand by the requesting Government POC verifying availability of the facility and advising them of what the particular requirements for that AGB will be. 6.0. RESPONSIBILITIES 6.1. Government Co-ordinate availability with the contractor at least 15 days prior to event date. Place a purchase order request through the supporting contracting office. Confirm receipt of purchase order by contractor at least five (5) days prior to event date. Submit changes to requirement to the supporting contracting office and contractor at least 72 hours prior to event. 6.2. Contractor Once contacted by Government tentatively make the appropriate reservations. Contact the issuing contracting office of any requested changes to the terms and conditions of a purchase order. 7.0. CANCELLATIONS 7.1. In the event Government needs to modify its initial purchase order, either by postponing the event to another date, canceling the event altogether, or modifying the previously agreed upon terms, this must be done in accordance with the terms and conditions specified within the contract. 7.2 Notice to modify its initial purchase order, either by postponing the event to another date, canceling the event altogether, will be made by the issuing contracting office or the Contracting Officers Representative (COR). Notice will be by phone or email and followed by a purchase order modification confirming the change. 8.0. CODE OF CONDUCT. It is expected that that Service members, Government employees and family members attending events under this agreement shall conduct themselves in a good and orderly fashion. Incidents of misbehavior will be reported by the contractor immediately to the Government’s POC in attendance. 9.0. INVOICING. Services shall be invoiced after the final day of the event and in accordance with the Terms and Conditions of the Purchase Order. 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, Cynthia Vass-Lassiter at Cynthia.j.vass-lassiter.ctr@mail.mil AND Susie Lee at susie.m.lee3.civ@mail.mil. The submission is due NLT 4:00 PM EDT on Friday, July 28, 2023. Email responses should contain the following subject line “Sources Sought – Korean Cold War Annual Government Briefings 2023”. THE GOVERNMENT RESERVES THE RIGHT TO NOT CONSIDER CAPABILITY STATEMENTS RECEIVED AFTER THIS DATE.