Inactive

1. BACKGROUND The Department of Justice, Civil Division (DOJ CIV) has a requirement for conference space to hold its 2020 False Claims Act Litigation Conference. A purchase order will be awarded to a ... 1. BACKGROUND The Department of Justice, Civil Division (DOJ CIV) has a requirement for conference space to hold its 2020 False Claims Act Litigation Conference. A purchase order will be awarded to a qualified vendor who can provide conference space, WIFI access and audio/visual (A/V) services for approximately 160 attendees in Washington DC on May 4 and May 5, 2020. We will not consider venues in other surrounding cities. The venue must be within a three block walking radius to hotels, restaurants and a metro station (attendees will not have cars). This requirement is for conference space and A/V services only (no sleeping rooms or food/beverages will be required). This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. DOJ will only consider proposals submitted directly from hotels. The contractor must be able to provide all requirements specified for conference needs in this solicitation. 2. LOCATION The venue should be located in Washington, D.C. within a three block walking radius to food establishments and a metro station. 3. CONFERENCE DATES The conference will be held on May 4-5, 2020. These dates have been pre-established and are unlikely to change; therefore, interested vendors must be able to provide accommodations available for the dates listed. 4. ROOM SET UP, WIFI, and A/V REQUIREMENTS Tables should be set-up classroom style. WIFI should be available to access from in the room. Note: The room set-up must accommodate clear visibility to the stage area, no large columns or visual obstructions will be acceptable. DATE TIME ACTIVITY SET UP, WIFI, AND A/V REQUIREMENTS Day 1 7:30 a.m. through 5:00 p.m. Check-in space Two (2) tables in close proximity to general session hall for attendee check in 7:30 a.m. through 5:30 p.m. General Session with A/V, WIFI Stage, A/V set up, classroom style tables for 160 attendees Day 2 7:30 a.m. through 5:30 p.m. General Session with A/V, WIFI Stage, A/V set up, classroom style tables for 160 attendees 5. AUDIO/VISUAL (A/V) REQUIREMENTS The following A/V requirements will be needed for the length of the conference: Day 1 & Day 2 A/V (Proposed A/V needs) Five (5) microphones with speaker for presenter Speakers to accommodate the adequate hearing needs of 160 persons Projector Wireless presentation advancer Laptop with Vista or higher software, Microsoft Office suite, WIFI capabilities and DVD playing capabilities. Two (2) large screens to accommodate views of 160 people in classroom style tables Four (4) wireless microphones On site AV technician for both days Two (2) easels with flip chart paper One (1) Lectern on stage/riser All necessary labor for setup/operation 6. NON-GUARANTEED SLEEPING ROOMS Attendees will not be required to book rooms at the selected hotel, therefore, the government cannot guarantee a minimum number of sleeping rooms. Following is an estimate of sleeping rooms should attendees decide to stay at the selected hotel: Sunday May 3, 2020 for 100 sleeping rooms. Monday May 4, 2020 for 100 sleeping rooms. Rooms must be individual/private sleeping rooms at or below the government per diem rate for Washington, DC. (currently at $256.00 exc. taxes). The Government would also like these rates available for two (2) days after the conference. Reservations and payment for sleeping rooms shall be the sole responsibility of each participant including incidentals, damage, no-show fees, etc. Interested vendors should submit a quote based on the availability of the conference space and not the availability of sleeping rooms. 7. AMERICAN DISABILITIES ACT AND FEMA REQUIREMENTS Federal Regulations require that any hotel/conference space contracted shall comply with the American Disabilities Act (ADA) requirements and the FEMA, Fire Prevention and Control Guidelines. 8. SYSTEM FOR AWARD MANAGEMENT (SAM) REGISTRATION The vendor selected to receive an offer from the Department is required to have an active registration in the System for Award Management (SAM) or show proof of registration and maintain an active registration during the life of the purchase order. SAM can be accessed at https://www.sam.gov. QUOTATION INSTRUCTIONS: 9. QUOTATION SUBMISSION REQUIREMENTS Quotation shall include the following: Description of the meeting space and A/V services Confirmation that conference space is available and will be held for this event WIFI fees Meeting space pricing inclusive of tables and chairs A/V requirements pricing, including any additional fees for using outside vendors DUNS Number and SAM.GOV registration status All meeting space, WIFI and AV pricing should be priced out so that the Department can view and analyze the various pricing elements of each offeror’s overall price. 10. MISCELLANEOUS REQUIREMENTS The United States Government is tax exempt for performance of services under this order. Any and all changes to this solicitation and resultant purchase order shall be made by the contracting officer. The Government does not intend to sign a hotel agreement. The purchase order, along with the applicable Federal Acquisition Regulation clauses, are binding and legally sufficient to protect both parties. Acceptance of any hotel agreement requires the Government’s legal review and negotiations and thus will cause undue administrative delay. Cancellation - The performance of this proposed contract/order by either party is subject to acts of God, war, terrorism, natural and man-made disasters, civil disorder, strikes, Federal Regulations, or Federal Laws that make this event impossible. If the Government should cancel for reasons other than those beyond physical control, the performing contractor shall be entitled to an equitable adjustment. 11. EVALUATION CRITERIA This Request for Quotation (RFQ) is issued in accordance with FAR Subpart 13 titled “Simplified Acquisition Procedures”. Quotations are due on March 11, 2020 by 5:00 p.m EST. The Government will award a purchase order resulting from this RFQ to the responsible offeror whose offer conforms to the RFQ and is the “Best Value” to the Government. The following factors in descending order of importance shall be used to evaluate offers: The following factors shall be used to evaluate offers: a. Acceptability of accommodations b. Price The hotel must be able to accommodate the entire conference in one facility. The facility shall be 4 or 5-star/diamond hotel with full restaurant, business support services, handicap access, and audiovisual services including high-speed Internet access in meeting rooms. Acceptability is defined as the offeror’s ability to meet or exceed the Government’s requirements as stated in the solicitation. Acceptability factors include but are not limited to: suitability of the proposed location, quality of the proposed items of supply, and fitness of the accommodations proposed. The Government may require a site visit of the proposed location in order to determine overall acceptability. Offerors should submit descriptive literature and documentation to support the information in the quotation. Questions concerning this acquisition shall be submitted in writing and emailed to the contracting officer’s address provided no later than March 4, 2020. Telephonic questions will not be accepted. All answers will be provided in an amendment to the solicitation. The point of contact for this requirement is Mark Buckner, Contracting Officer, email: Mark.Buckner@usdoj.gov.