Active

Contract Opportunity

Location: Winter Park, Florida

This Request for Information/Sources Sought (RFI) synopsis is a tool to perform market research for a Department of the Interior's (DOI) potential requirement for lodging and training space. This is NOT a solicitation for proposals, proposal abstracts, or quotations. Market research is being performed to determine the availability and adequacy of potential sources for planning purposes only.

Requested Information:

The purpose of this RFI is to seek information on sources (venues) that have the capacity and capability to provide lodging and/or conference space to support a training event. Responses should clearly state availability for lodging only, training space only, or able to provide both training space and conference space at the same facility. This RFI is for hotel and meeting facilities capable of meeting the requirements listed below.

RESPONSES due via email by Close of Business (COB) January 4, 2024. Documents shall be in electronic format in Microsoft Word, Excel, Power Point, and/or Adobe format. Responses to the RFI will not be returned. Responses to this RFI are not offers for contract and will not be used by the Government to form a binding contract.

Specifically, the information provided should highlight your organizations offerings by identifying and distinguishing your hotel capability and availability for the following:

LODGING REQUIREMENTS

1)        Minimum of 30 guest rooms, prefer 40 guest rooms (indicate on your response the number available between 30 and 40)
2)        Dates Required (at least one of the three date ranges indicated must be met):
a.        Monday, June 3, 2024 to Friday, August 9, 2024
b.        Monday, June 3, 2024 to Friday, July 26, 2024
c.        Monday, June 17, 2024 to Friday, August 9, 2024
3)        Potential ability for the rooms contracted for to be reserved for entire period and key management (issuance/return) will be handled by the Government. (Note: the bulk of rooms will be for the same individual, however, some rooms will have new personnel each week or two)
4)        Have a valid Federal Emergency Management Agency (FEMA) code
5)        Have hotel name on the FEMA National List that matches the exterior signage at the property
6)        Have a minimum 2 Crown Northstar Travel Media rating of equivalent AAA Diamond rating
7)        Have 24-hour security monitoring via video monitoring of the property or 24-7 on-site personnel who have been training in emergency security protocols
8)        Comply with the Americans with Disabilities Act (ADA) and the Virginia Graeme-Baker Act (pool suction entrapment avoidance)
9)        Offer non-smoking rooms
10)        Ensure hallways, parking lots and public spaces are well-lit
11)        Provide deadbolts, safety chains and door viewers
12)        Provide a fire evacuation plan
13)        On-site fitness center preferred
14)        Free on-site parking
15)        Complimentary breakfast
16)        On-site guest self-service laundry
17)        Daily housekeeping service
18)        Hotels must be located within 10 miles from downtown Winter Park, FL
19)        Lodging rooms are priced no higher than the published government per diem rates applicable to the location of the hotel. FY 2024 Per Diem Rates for Florida | GSA, Per Diem: $140 per night as of September 2024
20)        Lodging will be billed to the Government. The U.S. Federal Government is tax exempt in the state of Florida.
21)        Each room will be comprised of 1 queen or larger bed or 2 double or larger beds, private bath, TV, Climate controlled and Free Wi-Fi.
22)        Provide in-room kitchenettes which include at a minimum a refrigerator and microwave. Prefer stove-top and possible dishwasher.
23)        At least 2 ADA compliant guest rooms available

TRAINING SPACE REQUIREMENTS

1)        Date Availability (one of the three date ranges indicated):
a.        Saturday, June 1, 2024 to Saturday, August 10, 2024
b.        Saturday, June 1, 2024 to Saturday, July 27, 2024
c.        Saturday, June 15, 2024 to Saturday, August 10, 2024
2)        1 meeting room for 50 personnel, classroom style
3)        1 meeting room for 10 personnel, boardroom style (near 50 personnel room)
4)        1 meeting room for 5 personnel, desk style
5)        Free Wi-Fi
6)        Meeting rooms must have (soundproofed) walls
7)        Lighting and environmental comforts (A/C and heat) are provided as needed
8)        Meeting rooms need to offer open and unobstructed space
9)        Meeting rooms need nearby electrical and data outlets, at a minimum, to operate individual computers for all 50 personnel
10)        Hotel will provide some type of signage to direct conference participants where to go.
11)        Access to meeting rooms starting at 6am and ending at 6pm, Monday to Friday
12)        Exclusive use of rooms during the dates requested
13)        If you are responding with Training Space only, the meeting room space must be located within 1 mile from Winter Park, FL Amtrak station

Submission Instructions:

RFI Respondents are asked to provide a short capabilities statement that address the requirements above (no more than 10 pages) including the following areas:

1)        Details/Marketing Information on hotel capacity, capability and amenities.
2)        Drawings of conference space configuration or details on space, if applicable
3)        Restaurant Information, if applicable
4)        A copy of any agreement required by the hotel.

RFI Respondents are asked to provide pricing information (not counted against the page count). Pricing for hotel rooms, meeting space, and any other relevant pricing that may apply.

RFI Respondents are asked to provide name and address of the facility and principals to contact, including title and phone number.

All responses shall be sent to Stephanie_Mccullough@ibc.doi.gov and Kori_Martin@ibc.doi.gov by the time and date identified in the notice.

DISCLAIMER: THIS RFI IS NOT A REQUEST FOR PROPOSAL (RFP) AND IS NOT TO BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT TO ISSUE A SOLICITATION OR ULTIMATELY AWARD A CONTRACT. RESPONSES WILL NOT BE CONSIDERED AS PROPOSALS NOR WILL ANY AWARD BE MADE AS A RESULT OF THIS SYNOPSIS.
This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed. Information provided will be used to assess tradeoffs and alternatives available for the potential requirement and may lead to the development of a solicitation. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted.

Any solicitation resulting from the analysis of information obtained will be announced as required under the FAR section used for this procurement. However, responses to this notice will not be considered adequate responses to a solicitation.

All information contained in the RFI is preliminary as well as subject to modification and is in no way binding on the Government. FAR clause 52.215-3, Request for Information or Solicitation for Planning Purposes is incorporated by reference in this RFI. The Government does not intend to pay for information received in response to this RFI. Responders to this invitation are solely responsible for all expenses associated with responding to this RFI. This RFI will be the basis for collecting information on services available. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Responses to the RFI will not be returned nor will receipt be confirmed. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract.

No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

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