USDA NRCS All Employee Conference

Issuing Amendment A0001 to provide questions and answers received in response to the solicitation. 

The U.S. Department of Agriculture (USDA), Natural Resource Conservation Service is conducting an employee meeting. It is required to obtain a room block for lodging of 170 rooms, conference space including am/pm light refreshments, a plated lunch, and audio-visual equipment with an onsite technician as outlined in Table A of the attached SOW for approximately 440 participants.

The Government will look at the available options in one location: Sacramento, CA. The hotel must be able to have lodging availability for approximately 170 participants for the dates of October 21-25, 2024. The conference dates will take place
October 22-24, 2024.

This solicitation is set aside 100% for small business. The applicable NAICS code is 721110 - Hotels (except Casino Hotels) and Motels, which has a size standard of $40.0 million.

Award will be made to the lowest price technically acceptable quote. Award is made to the quoter who demonstrates that they meet the minimum technical requirements below, and then is the lowest price.

To be considered technically acceptable, the offeror must meet the below criteria and return with the quote:

1. Provide a description of the hotel facilities/amenities (brochure) that meets the requirements of the    SOW.
2.   Provide a layout of the conference space and the square feet for each conference room planned to be  
           utilized for the event. Layout must show the proximity of the breakout rooms to the main ballroom.
3.  Provide acknowledgment of the lodging rate which is in accordance with the Federal Per Diem    
    rates for Sacramento, CA.
4.  Provide a description listing of light refreshments to be provided and the menu to be provided for the plated lunch in accordance with the SOW requirements.
5. Provide certification of being on the Federal Emergency Management Agency (FEMA) approved list of hotels (www.usfa.fema.gov/hotel/search.cfm) or provide certification that it offers the minimum level of fire safety by having at least one, single-station, hard-wired smoke alarm in each guest room; and if the building is four or more stories in height, each room must have additional protection provided by an automatic fire sprinkler system.
6.  Return price quote utilizing the Line-Item structure contained on page 1 of this solicitation separate from the other stated required submission items in this section for the services described in section (vi)- Line Items above.
7.  If an event coordinator, must submit with your quote, the Hotel Intent Letter signed by an official of  
           the hotel to hold the room block.