23rd Annual Symposium Hotel & AV Support

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation RFQ1301330024, specifically addressing details related to sleeping rooms, venue requirements, conference space, and AV support.

• Sleeping Rooms: Confirms a requirement for fifteen (15) sleeping rooms per night for May 5, 6, and 7, at the federal per diem rate of $199. These rooms are to be paid for by individuals, not the government.
• Venue Proximity: The venue must be within a five (5) mile radius of NPS. Flexibility is not permitted if a property does not meet technical and per diem requirements. An adjacent hotel is acceptable only if it is less than a 5-minute walk and all requirements are met within a single integrated event footprint.
• Conference Space: The stated 4,600 square foot ballroom requirement for the command center has no additional ceiling height considerations. Load-in and adjacency considerations are the responsibility of the hotel AV team, provided minimum technical requirements are met.
• AV/Webinar Support: Minimum upload/download speed requirements for the MS TEAMS webinar environment are to be proposed by the hotel AV team based on PWS requirements.
• Food & Beverage: No food and beverage services are required under this procurement. The scope is limited to hotel sleeping rooms, conference space, and AV technical support.

This Q&A clarifies specific requirements and confirms the scope of services, which may influence how bidders prepare their proposals and technical approaches. No changes to deadlines or submission rules are indicated.

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding solicitation RFQ1301330024 (Part 2).

• Question 4: This is not a new requirement. The incumbent is Tucson Hotels LP dba Embassy Suites by Hilton Monterey under Contract No. N00244-25-P-0044, a Firm Fixed Price (FFP) contract awarded via Lowest Price Technically Acceptable (LPTA) criteria for $156,998.13.
• Question 5: The contract has not been awarded and work has not started. The solicitation is active to find a capable vendor. Performance will begin after award. The solicitation is for Full and Open Competition with HUBZone Preferences.
• Question 6: Eligibility requirements are detailed in RFQ Section L&M (Instructions to Offerors and Evaluation Criteria). Vendors must meet these standards and receive an "Acceptable" rating after the Technical Evaluation to be considered for award.

This Q&A clarifies incumbent information, contract status, and eligibility criteria, reinforcing the requirements outlined in the main solicitation document.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding RFQ1301330024, specifically concerning conference/meeting space and AV support requirements, venue location, and room layout.

• Lodging Accommodations: The document clarifies whether overnight lodging is required in addition to conference/meeting space and AV support, referencing Sections 2.0 Scope and 3.3 Conference Room Block of the PWS.
• Venue Location Radius: It addresses the specific mileage radius requirement from Joint Base Lewis-McChord (JBLM) for the proposed hotel venue, referencing Section 3.2 Venue Location of the PWS.
• Room Layout and Attendee Count: The document confirms whether a preferred room layout or estimated attendee count will be provided to assist with the conference space diagram requirement, referencing Section 3.4 Command Center Layout – Use for Placement of the PWS.

This Q&A document provides essential clarifications that bidders should consider when preparing their proposals to ensure compliance with the PWS requirements regarding venue, services, and layout.

Solicitation / RFP / RFQ

This solicitation seeks proposals for Hotel and AV Support for the 23rd Annual Acquisition Research Symposium and Innovation Summit. The government intends to award a Firm Fixed Price (FFP) purchase order. The procurement is being conducted as Full and Open Competition.

Offerors must demonstrate their Technical Approach, including how they will accomplish tasks outlined in the Performance Work Statement (PWS), manage resources, and address potential issues. A detailed narrative is required. Offerors must also provide a Drawing/Diagram of the proposed conference space, including square footage and relevant images. Specific price quotes are required for:

• Block of hotel rooms at the per diem rate.
• Conference space(s) and affiliated accessories.
• Audio visual tech services.

• Contract Type: Firm Fixed Price (FFP) purchase order.

• Evaluation Basis: Best Value Lowest Price Technically Acceptable (LPTA).

• Submission Deadline: Two (2) business days prior to solicitation closing for questions. Offerors must submit their quote by the solicitation closing date.

• Questions: Must be submitted via email. All questions and answers will be posted publicly.

• Evaluation: Award will be based on LPTA. Proposals must meet minimum technical requirements and not take exception to any solicitation/PWS terms to be considered technically acceptable. Price will be evaluated by summing all items and services to determine a total fair and reasonable price.

• Responsibility: Offerors must be deemed responsible in accordance with FAR Part 9. The government will conduct an independent review, including the Supplier Risk System (SPRS), and may request additional information (e.g., financial resources, past performance, transition plan, technical skills, quality assurance, facilities, subcontractor information, representations and certifications) to determine responsibility. Failure to promptly respond to requests for information may indicate non-responsibility.

• Competition Type: Full and Open Competition.

• Offerors should NOT submit any additional information with their quote beyond what is explicitly requested.

• The government may require offerors to submit information to demonstrate responsibility after the solicitation closing date.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for planning and executing the virtual "Accelerating Warfighting Capabilities" Acquisition Research Symposium and Innovation Summit, hosted by the Acquisition Research Program (ARP) at the Naval Postgraduate School (NPS) in Monterey, CA, on May 6-7, 2026.

• Event Execution: Plan and execute a virtual symposium using Microsoft TEAMS webinar licenses provided by the government. This includes setting up an advanced technical command center at a local hotel.

• Technical Support: Provide technical staff experienced in MS TEAMS webinars to run practice sessions (May 4-5, 2026) and the live event (May 6-7, 2026). Support two keynote addresses and twelve panel sessions daily, with three webinars running concurrently.

• Venue Requirements: Secure a venue within a five-mile radius of NPS, capable of hosting a 4,600 sq ft command center. Provide 19 tables, 35 chairs, and stage setup for flags and a podium.

• Accommodation: Secure a block of 15 sleeping rooms at the federal per diem rate ($199.00) with free overnight parking.

• AV Equipment: Provide necessary audio-visual equipment, monitors, headsets, and WiFi for the command center and support areas.

• Event Coordination: Provide a dedicated event coordinator and Symposium Facility Representative (SFR) to manage logistics and technical issues.

• Event Execution Plan: Submit a detailed plan within 30 days of award.

• Technical Staff: Ensure all technical staff have at least 2 years of experience and MS TEAMS webinar training.

• Equipment: Provide 100% of required AV equipment as per the Command Center Diagram.

• Availability: SFR available during specified hours for event support.

• Period of Performance: Date of Award – May 10, 2026.

• Event Dates: Practice sessions May 4-5, 2026; Live event May 6-7, 2026.

• Place of Performance: Vendor's facility (for planning) and a hotel venue in Monterey, CA (for event execution).

• Technology: Must use government-provided MS TEAMS webinar licenses exclusively.

• Security: Contractor personnel must be U.S. Citizens. OPSEC and counter-intelligence training are required. Background investigations (NACLC or T3/T3R equivalent) are necessary for access to facilities and IT systems. Specific requirements for Common Access Card (CAC) eligibility apply.

• Personnel: Contractor employees must identify themselves as contractor personnel and wear appropriate identification.

Solicitation / RFP / RFQ

This solicitation is for Hotel and Audio Visual (AV) Support for the 23rd Annual Acquisition Research Symposium and Innovation Summit, hosted by the Naval Postgraduate School (NPS) in Monterey, CA, on May 6-7, 2026. The event aims to foster dialogue on defense acquisition policy and modernization.

• Venue: A single facility within a five-mile radius of NPS, Monterey, CA, with at least 4,600 sq ft of ballroom space.

• Sleeping Rooms: A block of 15 sleeping rooms at the federal per diem rate ($199.00) for May 4-7, 2026, with free overnight parking and dedicated local reservation coordination.

• Command Center: An advanced technical command center setup (4,600 sq ft) with specific AV equipment and technical support.

• AV Support: Technical staff to manage MS TEAMS webinars, including practice sessions (May 4-5, 2026) and the live event (May 6-7, 2026). This includes supporting two keynote addresses and twelve concurrent panel sessions daily.

• Event Coordination: Dedicated event coordinator, setup of tables, chairs, and banner hanging.

• Deliverables: An Event Execution Plan, confirmation of venue and room block, command center setup, conference space setup, AV technical support, and an Event/Facility Representative.

• Contract Type: Firm Fixed Price (FFP) purchase order.

• Period of Performance: Date of Award - May 10, 2026.

• Estimated Value: Not explicitly stated in this document.

• Evaluation: Best Value Lowest Price Technically Acceptable (LPTA).

• Technical Approach: Offerors must demonstrate how they will accomplish deliverables and tasks, outlining resources, expertise, processes, and issue resolution.

• Price Quote: Separate quotes for hotel rooms, conference space, and AV services, submitted in Excel format.

• Deadline for Questions: Two business days prior to the solicitation closing date.

• Offer Due Date: February 25, 2026, 09:30 AM.

• This acquisition is being competed as Full and Open Competition.

• The solicitation includes numerous FAR and DFARS clauses related to contract terms, security, payment, and reporting.

• Offerors are instructed not to submit any additional information with their quote beyond what is requested.