Hotel, Meeting Space, AV Support, Lodging, Food, 3-day event in Washington DC

This Sources Sought Notice is being issued for informational purposes only and shall not be construed as a solicitation or as an obligation on the part of the United States Department of Agriculture (USDA), Agricultural Research Service (ARS).

ARS is conducting a Market Survey to identify the availability and interest of firms as potential sources for a hotel venue for a three-day PFAS Center of Excellence Forum from September 10 to September 12, 2024, in Washington, DC. The forum will accommodate approximately 150 participants each day, including attendees, presenters, and event organizers. USDA ARS is currently seeking a venue in the Washington, DC area that can provide hotel accommodations, parking, a spacious meeting room seating 150 people comfortably, and up to four smaller breakout rooms. Additionally, they require audio-visual services and equipment, light refreshments, and breakfast and lunch for all three days. The contractor facilities shall comply with the Hotel and Motel Fire Safety Act of 1990, and public law 101- 391.

The North American Industry Classification System (NAICS) code for this project is 721110 (Hotels (except Casino Hotels) and Motels) with a Size Standard of $40 million.

Locality requirements: Venue/Hotel located within Washington DC

1. Meeting rooms and facility space(s):.
   1. Main Meeting Room: Conference room meeting to hold 150 people.  
   2. Breakout rooms: Separate breakout rooms meeting the quantities and capacities noted in the Detailed Requirements section.
   3. Registration area: One registration area located outside of the Main Meeting Room.
   4. ADA accessible: The Main Meeting Room and breakout rooms must comply with ADA standards, including elevators and ramps (annotate these on the floor plan).
2. Meeting space equipment and services:
   1. High speed wireless internet connection throughout all meeting rooms and common areas.

1. Light Refreshments and Beverage Service
   1. Beverage service (coffee, tea, hot water, ice water) will be available 7:00 am to 5:00 pm PT on each day of the event in a central location and ice water will be available in the Main Meeting Room and breakout rooms.
2. Lodging and amenities:
   1. Non-smoking lodging room block within the facility for up to 60 guests.
   2. The USDA attendees will have access to Wi-Fi, and other amenities available to standard hotel guests (such as exercise rooms, guest services) for the duration of the meeting.
   3. Cleaning services. Cleaning standards described.
   4. Eateries: Include a list of eateries and attractions that are within 2 miles of the venue that are accessible by walking or by affordable public transportation, or ride share services (taxi, Uber, Lyft, etc.)
3. Onsite support staff availability.

                  One dedicated AV technical services support is available 7:00am to 5:00pm EST each day of the event.

1. 1. Breakfast and lunch meals for three days. The contracted venue must provide breakfast and lunch. Need to include vegetarian, vegan, and gluten-free options.

THIS IS A SOURCES SOUGHT NOTICE ONLY. Interested firms are invited to respond to this announcement by providing the following information:

1. Firm’s name, address, point of contact, phone number, and e-mail address.

2. Firm’s level of interest in competing on the solicitation when it is issued.

3. Firm’s Business Size.

NO SOLICITATION EXISTS. THIS SOURCES SOUGHT NOTICE IS ISSUED ONLY TO IDENTIFY POTENTIAL SOURCES. The Government does not intend to award a contract on the basis of this sources sought announcement. The deadline to respond to this notice is July 18, 2021, by 10:00 noon, EST.  Requested information shall be limited to no more than 2 pages. Interested firms are instructed to submit written responses by e-mail to scott.ballweg@usda.gov.