Event Space for Leadership Development Workshop March 2022

This is a request for market research purposes only. The information provided in response to this notice will assist the Government in determining the extent of available resources to support lodging and event space in Richmond, VA on March 12-13, 2022. In addition, the information will assist the government in developing a requirements package which incorporates commercial terms to the extent allowable by law, regulations and local policy. In the event adequate small business contractors are not available, the requirement may be issued unrestricted without further notice. The event being conducted, Leadership Development Training Workshop, is comprised of multiple stakeholders, many of whom will be responsible for funding and contracting their specific portion of the event. Any solicitation(s) issued or award(s) made by the Virginia National Guard Acquisition Support Office will be for the federally funded portion of the event only. As it is anticipated lodging and meals will be predominately paid for by individuals, the primary type of work will include the rental/lease of event space. Overall, the event will be comprised of approximately 1,500 individuals and consist of one large meeting room for all attendees, ten separate breakout sessions,, a vendor area and a 5,500 sf area for set-up of a static display. Three breakout session areas must accommodate 500 attendees with conference style set-up. Three breakout session areas will require round table with chair set-up for 25 attendees. One breakout session area must accommodate 45 attendees with conference style set-up. One breakout session area must be set as a boardroom for 15 senior leaders. One breakout session area will require set-up as a dining area for 75 attendees. One breakout session will require conference style set-up for 105 attendees. Fifteen tables with chairs shall be set along the walls for vendor set-ups and displays. The meeting room for all attendees and each breakout room will require audio visual equipment and support. Interested business concerns are to provide the following information, via email, to Mrs. Rebecca Fowler at rebecca.l.fowler6.civ@mail.mil. (1) Company Name, Dun and Bradstreet (D&B) Data Universal Number System (DUNS) number, Commercial and Government Entity (CAGE) code, Point of Contact name and email address; (2) Event space floor plan(s) identifying what space is currently available for use; (3) Number of sleeping rooms available on site (if applicable); (4) Proximity to other lodging and event space locations; and, (5) A copy of commercial terms and conditions. At a minimum, identify a date or timeframe in which the government would have to give notice in order to secure the location, acceptable payment terms, costs included in rental cost (i.e. food, parking fees, etc.), cancellation policy, and final count policies for lodging or meal requirements.