99 -- Conference Facilities and Services for 2008 MED Week in Washington, DC

Type: Sources Sought Announcement. Posted: 06 November 2007. Due: 14 November 2007. Place of Performance: Washington, DC area. The U.S. Department of Commerce (DOC), National Oceanic and Atmospheric Administration (NOAA), Acquisition and Grants Office (AGO) is posting this sources sought notice on behalf of the Minority Business Development Agency (MBDA). National Minority Enterprise Development (MED) Week is an annual event sponsored by MBDA in collaboration with the U.S. Small Business Administration (SBA). The annual national observance of MED Week is conducted through a conference at which successful minority businesses, advocates, and corporations are recognized for their outstanding contributions and support of minority business enterprises. The conference also serves as a forum for information exchange through plenary sessions and seminars, and resource identification through opportunity fairs and other networking forums. Although one hotel facility has been identified, the objective of this sources sought notice is to identify other companies capable of hosting MED Week in accordance with the mandatory requirements described below. This market research is being conducted through FedBizOpps to reach the widest possible audience and to determine the availability and potential capability of hotels to provide these facilities and services. MBDA's needs for this event revolve around the following priorities: date, capacity and location. The date is an important factor because the President designates a week in September or October as the week for the observance of national minority enterprise development. The date cannot conflict with any major holidays or events (i.e. Hispanic and Black Congressional Caucus events). Based on these requirements, MBDA has determined that the 2008 MED Week Conference should be held during the week of September 1, 2008. Specifically, the conference would be held on September 3-5, 2008, with hotel contract requirements beginning on September 2, 2008. The conference capacity is the second order of priority. The capacity is a critical factor because experience has proven the event to be well attended. The functional space for exhibitors, conference meeting space, and hotel room capacity are also deemed critical to a successful event. The location is the third order of priority. Historically, MED Week is held in the Nation's Capital, Washington, DC and provides for the most effective national spotlight on the efforts of the Federal government as it relates to minority business development. The facility needs to be located within the general Washington, DC area, not more than 10 miles from the Department of Commerce Herbert C. Hoover Building at 1401 Constitution Avenue, NW, Washington, DC and in close proximity of Washington Reagan International Airport. Finally, the site shall be within a 1/4 mile of a Metro subway station. The contractor shall provide the necessary services and facilities (space, lodging, food, staffing, and basic equipment) for the conduct of the Annual National Conference in observance of Minority Enterprise Development Week (MED Week). Facilities for the Annual National MED Week Conference must accommodate the more than 1,000 persons participating in the planned events. A fixed price, single award is anticipated, with an estimated performance period beginning as early as January 1, 2008 through October 30, 2008. If your organization has the capacity to perform these services, please provide the following information: 1) Organization name, address, email address, web site address and telephone; and 2) Tailored capability statements addressing the particulars of this effort and any pertinent supporting documentation that clearly demonstrates the company's ability to deliver these supplies and services according to the requirements described above. Organizations responding to this market survey should keep in mind that only focused and pertinent information is requested. The Government will evaluate the capability information using the following criteria: 1) Contractor is able to meet date requirements; 2) Contractor is able to meet capacity requirements; 3) Contractor is located in Washington, DC; and 4) Contractor is able to provide lodging at the published government rate. To be considered an affirmative response, the response must include detailed technical information and other technical literature demonstrating the ability to meet the above requirements. Interest parties must address each of the mandatory data requirements listed in the Justification in sufficient detail to permit agency analysis to establish a bona fide capability to meet the requirement. THERE IS NO SOLICITATION AT THIS TIME. THIS IS NOT A REQUEST FOR PROPOSAL (RFP) AND ONE IS NOT CURRENTLY AVAILABLE. This request for capability information does not constitute a request for proposals and submission of any information in response to this market survey is purely voluntary; the Government assumes no financial responsibility for any costs incurred. Again, this is not a request for competitive proposals. A determination by the Government not to compete this action based on this notice is solely within the discretion of the Government. Any information received in response to this notice will be considered for the purpose of determining whether to conduct a competitive procurement. Responding firms should provide one (1) electronic copy of a tailored capability statement by 4:00pm (EST), Wednesday, November 14, 2007 via email to Matthew.Courtad@noaa.gov. Reference: "MBDA MED Week Services and Facilities - Sources Sought" in the subject line.