MEETING VENUES

expired opportunity(Expired)
From: Federal Government(Federal)
started - 12 Jul, 2021 (17 months ago)

Start Date

12 Jul, 2021 (17 months ago)
due - 12 Jul, 2021 (17 months ago)

Due Date

22 Jul, 2021 (16 months ago)
Bid Notification

Opportunity Type

Bid Notification
CAW-071221

Opportunity Identifier

CAW-071221
COMMERCE, DEPARTMENT OF

Customer / Agency

COMMERCE, DEPARTMENT OF
ACQUISITION MANAGEMENT DIVISION 100 BUREAU DR.  GAITHERSBURG , MD 20899  USA

Location

ACQUISITION MANAGEMENT DIVISION 100 BUREAU DR. GAITHERSBURG , MD 20899 USA
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This is a request for information for market research purposes.  THIS IS NOT A REQUEST FOR PROPOSALS OR A REQUEST FOR QUOTATIONS.
The National Institute of Standards and Technology (NIST)/Public Affairs Office (PAO) works to help ensure strong, mutually beneficial relationships with NIST's major stakeholder groups. The Conference Program and Audiovisual Services Group of the PAO supports NIST Laboratories and major programs by providing professional conference planning and audiovisual services in a cost-effective manner and in accordance with all Government rules and regulations.
NIST is conducting market research to identify meeting venues that can provide meeting space, catering services, audio-visual services, and sleeping rooms for official conferences and meetings that include pre-registered participants and invited guests. Attendee numbers will vary by event; Numbers may be as few as 25 or as many as 500. This market research seeks meeting venues that can provide these services. The Government is not seeking the service services of third-party conference planners. 
Meeting venues will be required on an as-needed basis, for a period of performance of one year with four one-year option periods. Meeting venues must be located not more than 50 miles from the NIST campus in Gaithersburg, MD.
The list of requirements is being provided for market research purposes only.  Final requirements shall be determined based on information received and the Government’s minimum need. 
SPACE REQUIREMENTS:
- Plenary Space shall be required to accommodate up to 500 attendees;
- Breakout Rooms must accommodate 25, 50 or 100 individuals, relevant to totals of 100, 150, or 500 attendees;
-Area to host poster presentation sessions. Space must be sufficient to accommodate up to 100 posters
-A registration desk area
-Seating for meals;
-Per Sections 501 and 504 of the Rehabilitation Act of 1973, as well as Title III of the Americans with Disabilities Act of 1990 (ADA), the venue shall be physically accessible to people with disabilities.
AUDIO VISUAL REQUIRMENTS:
-On-site audio-visual equipment and support personnel
- Equipment and personnel to support hybrid (in person and virtual) conferences;
-WiFi must be available to conference attendees.
SLEEPING ROOM REQUIREMENTS:
-The property shall meet the Hotel and Motel Fire Safety Act of 1990 (Pub. L. No.101-391, September 25, 1990 as amended by Pub. L. No.105-85, November 18, 1997)
-If room block is requested, sleeping rooms shall be available at the government per diem rate
- Off-site sleeping rooms must be available within a -minute walking distance from the venue.
FOOD AND BEVERAGE REQUIREMENTS:
-Venue shall offer the following food and service offerings:
-Continental and Hot Breakfast 
-AM and PM Coffee Breaks 
-Boxed Lunches 
-Buffet-Style Lunches 
-Receptions with Cash Bar(s)
-Banquet Dinners 
Required Information for Submission
NIST is seeking responses from responsible sources. Responses are being sought from all business sizes. Small businesses are defined under the associated NAICS code for this effort, 541611 Administrative Management and General Management Consulting Services, as those domestic sources having annual revenues of $16.5M or less
After the results of this market research are obtained and analyzed, NIST may conduct a competitive procurement(s) and subsequently award a contract. If at least two qualified small business are identified during this market research stage, then a competitive procurement would be anticipated to be conducted via a small business set-aside.
If a small business set-aside results, a Limitation Subcontracting clause will be applicable to the anticipated procurement action. Businesses meeting the classification of the set-aside would be required to perform 50% of the labor for the required work with qualified in-house personnel. Sources must maintain adequate staff to perform the work in-house.
Responses to this sources sought shall not exceed ten pages in length and shall demonstrate the respondent’s capability to perform the anticipated work. The response must provide detail well beyond a written capability statement.
Documentation submitted shall include all of the following:
-Organization Name
-DUNS Number for the Company’s active SAM.Gov Registration
-Organization Website
-Contact Name
-Contact Telephone
-Contact E-mail address.
-Total number of sleeping rooms available;
-Sleeping room rates and any service charges associated with rates;
-Total number of meeting rooms available;
-Floor plans of the meeting space, room dimensions, room configurations, and capacity charts for meeting rooms;
-Precautions taken at the site to prevent the spread of COVID-19;
-Food and beverage minimums;
-Whether site is a AV union facility;
-Information regarding Metro accessibility and/or availability of Metro shuttle;
-Restaurants within walking distance to venue;
-Airport shuttle services availability;
-Availability of onsite parking.
-Price Information.   It is requested that estimated prices and/or price ranges for audio-visual equipment and services, meeting rooms, furniture, and food and beverage services, be submitted. Estimates will be utilized for budgeting purposes. Therefore, it is preferred that prices and/or price ranges be within 10-15% of the actual price. This estimate is non-committal and will be held by NIST as confidential.
The above information and any other information considered pertinent to this notification must be submitted to Carol A. Wood, Contracting Officer, not later than July 22, 2021 at 3:30 PM Eastern Time. Email submission is required.
Product Service Code:- R499 - SUPPORT- PROFESSIONAL: OTHER
NAICS Code:- 541611 - Administrative Management and General Management Consulting Services
Primary point of contact:- Carol A. Wood  
carol.wood@nist.gov  
Phone Number 3019758172  
Fax Number 3019756273
Secondary point of contact:-

Dates

Start Date

12 Jul, 2021 (17 months ago)

Due Date

22 Jul, 2021 (16 months ago)

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Location

Country : United StatesState : Maryland