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This Notice is NOT a formal Solicitation. This Notice is, instead, a commercial-services Sources Sought Notice which asks interested hotel-companies, including, but NOT limited to, any interested SMAL... This Notice is NOT a formal Solicitation. This Notice is, instead, a commercial-services Sources Sought Notice which asks interested hotel-companies, including, but NOT limited to, any interested SMALL businesses, to please e-mail—to james.mowery@dot.gov and to Ronale.Taylor-Hoes@dot.gov, by 11:59 PM Pacific Time, December 2, 2019—their initial statements of interest, along with their Statements of Qualifications, for performing the meeting-hosting-project described below in this Sources Sought Notice. This project calls for any interested hotel in Guam to provide sleeping-rooms, meeting room space, audio visual support services, forum support services and to thereby serve as host hotel for the U. S. Department of Transportation’s (USDOT) 49th Asia-Pacific Economic Cooperation – Transportation Working Group (APEC TPTWG) to be held on April 20 – 23, 2019. The host hotel will need to provide: 20 sleeping rooms (guest rooms) at the federal government rate, 150 sleeping rooms (guest-rooms) over a five-day period at the group rate; a main conference room large enough to accommodate up to 250 people (configured summit style and with audio visual services) over a four-day period; a conference room large enough to accommodate up to 10 people (configured boardroom style and audio visual services) for one day; three break-out meeting rooms, each of which are large enough to accommodate up to 70 people (configured with summit style seating and with audio visual services) over a three-day period; and one meeting room large enough to accommodate up to 8 people (configured boardroom style and with computer system and high volume multi-color printer) over a four-day period. The 49th Asia-Pacific Economic Cooperation Transportation Working Group (APEC-TPTWG) (hosted by USDOT) is a multi-lateral group of transportation experts who address topics of common interest to improve the movement of goods and people within the Asia-Pacific region. Delegations from approximately twenty “economies” attend the twice-yearly meetings, and participation at the meetings themselves typically range between 200-250 attendees. All sessions are conducted in English. The U.S. delegation will be led by a high-ranking U.S. Department of Transportation official. Other participants will include U.S. Government officials from various agencies, foreign officials from the approximately 20 APEC member countries, and private sector officials. The APEC-TPTWG is comprised of four topical Experts Groups, which include the: (1) Aviation Experts Group; (2) Intermodal and Intelligent Transportation Systems Experts Group; (3) Land Transportation Experts Group; and (4) Maritime Experts Group. APEC-TPTWG meetings will begin with side meetings for select delegates on Monday, April 20, 2020. The following day, on Tuesday, April 21, 2020, will begin with the APEC-TPTWG Opening Plenary Session, a Lunch Buffet, meetings in the main Plenary Room and break-out meeting rooms, and conclude with an evening reception and/or dinner. Wednesday, April 22, 2020 will have a full day of the four Experts Group meetings with a buffet lunch. The final day, Thursday, April 23, 2020, will begin with break-out meetings of the four Experts Groups before transitioning mid-morning to the Closing Plenary, which will be split up by a buffet lunch. In preparation for this event, USDOT is charged with coordinating efforts, such as securing a venue for the APEC-TPTWG, reserving conference space, and blocking hotel guestrooms for the conference attendees. USDOT, however, will not be responsible for paying for the guest rooms. Each participate will make its own guestroom reservations and pay for the expenses. We do, however, request the government per diem rate for U.S. government officials, and a competitive rate for APEC member economy participants. Along with the cost of renting the meeting space, we will also need to secure additional services, to include audio visual support, photography, and event staff support for the APEC-TPTWG. DOT will also need to secure catering services for coffee breaks, but not services for the lunch buffet. USDOT is not authorized to pay for F&B services directly and will rely on sponsorship support. Therefore, F&B contracts will be procured separately. It is anticipated that USDOT’s Contracting Officer and the hotel selected by USDOT to host the Forum would both sign: (a) contract for USDOT’s rental of the hotel’s meeting rooms and the hotel’s audio-visual services; and (b) a Letter of Intent, pledging that USDOT’s cognizant personnel will encourage USDOT’s Forum-attendees to book their hotel guest rooms (sleeping-rooms) at the selected hotel by the designated deadline. USDOT’s detailed parameters and government requirements for the APEC TPTWG are as follows: Guestrooms at or below Federal Government per diem rate for up to 20 U.S. Government travelers Capacity to accommodate a block of 150 additional guestrooms over a four-day period (at competitive rate) Complimentary airport transfers Handicap accessible Complimentary business center (24-hour service) Complimentary internet in guest room (Wi-Fi) Complimentary breakfast No charges for package receiving Ample conference space Control Room with printer and computer sync up (will bring own computer) Meeting Space to accommodate Sessions: Registration Area with two skirted tables over a four-day period Foyer Area for coffee breaks (250 people) Opening and Closing Plenary Session (summit-style large table to accommodate 60 people, with six floor monitors/screens in middle and two rows of 200 seats surrounding the main table for additional delegates Breakout Sessions for four Expert Groups (one group can meet in Opening/Closing Plenary session room) arranged summit style to accommodate representatives from each member country and Expert Group leaders, and additional seating around main table Space for Lunch Buffet and Dinner (250 people) Audio Visual Needs: Podium/microphone for Opening and Closing Plenary Session Summit style microphones for each room (table-top) Laptop Computer / Projectors for audience in each room (as well as monitors in the interior of summit-style table for presentations in main summit style room) The U.S. Department of Transportation, Office of the Assistant Secretary for Aviation and International Affairs, Office of International Transportation and Trade, hereby asks all interested hotels in Guam, including, but not limited to, any interested SMALL businesses, to make themselves known by e-mailing an initial expression of interest and a Statement of Qualifications to Ronale.Taylor-Hoes@dot.gov not later than 11:59 PM Pacific Time Monday, December 2, 2019. It is not necessary that any such initial expression of interest contain a firm price-quotation, but an estimated price-range for the use of meeting rooms and audio-visual support would certainly be helpful. USDOT will review each such initial expression of interest and will determine whether or not the hotel which submitted it is fully qualified and capable of hosting the 49th APEC TPTWG at the high level of quality indispensable to USDOT, and USDOT will then determine whether this procurement can be a small-business set-aside or whether this procurement instead needs to be full-and-open-competitive; and USDOT reserves the right to then publish a formal Solicitation for this project and to then negotiate precise pricing-terms and other terms with either: (a) the one hotel which DOT determines is best qualified to host the Forum; or (b) the set of hotels which DOT’s Contracting Officer determines are within the competitive range with respect to qualifications to host the APEC TPTWG. Any hotel located in Guam, including, but not limited to, any SMALL business, which believes that it can meet the government’s requirements and parameters in providing hotel accommodations, conference/meeting room space and audio visual service to serve as host hotel for the 49th Asia-Pacific Economic Cooperation Transportation Working Group described above, and at the very HIGH level of QUALITY which is indispensable to USDOT, shall e-mail to Ronale.Taylor-Hoes@dot.gov, not later than 11:59 PM Pacific Time Monday, December 2, 2019, an initial expression of interest and a detailed Statement of Qualifications attempting to prove the submitter’s capabilities.