5 - 6 Feb 26 300th MI Language Conference

Questions & Answers / Clarifications

This document provides a clarification regarding onsite requirements for meeting space coordination.

• Question: Is the vendor/contractor required to be onsite for meeting space coordination?
• Answer: Yes, the vendor would be required to be onsite for meeting space coordination.

This clarification confirms an onsite requirement for meeting space coordination, which bidders should consider in their proposals and planning.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding an upcoming opportunity, clarifying requirements for lodging, meeting space, A/V, and registration.

• Lodging: Two nights minimum (5-6 Feb) are required, with 3 nights preferred. This lodging cost will be paid on individual DTS and is not part of the contract.
• General Session Space: Theater seating is required, with a stage and A/V (including lighting, microphones, projector/screens, and live stream) for a panel of 6 VIPs. Specific A/V requirements are noted for 0800-0920 and 1730-1830 on Feb 6th.
• Breakout Spaces: These spaces need to fit 250 people each, with theater seating and a lectern. The government will provide A/V for breakouts.
• Onsite Meeting Space: Full access to the main general session space (1600-1700) for a town hall (approx. 600 pax) and rehearsal (1700-1720) is required.
• Registration: A two-stage process is outlined, starting with website registration for attendee roster building, followed by check-in at tables with computers for registered guests and lanyard distribution during specific times on Feb 5th and Feb 6th.
• Exhibitor Booths: Each booth will have one 6' table with adequate spacing for conversation. Pipe and drapes are not required.

This Q&A document clarifies several key aspects of the event requirements, which may influence how potential bidders prepare their proposals or understand the scope of work. Specifically, it details the exact seating arrangements, A/V needs, and logistical requirements for lodging and registration.

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

The primary purpose of this conference is to discuss solutions to national-level issues within the Military Intelligence and language communities, reinforcing the unique linguist mission of the 300th MIB (Ling).

• Provide an indoor conference space for informational briefs and presentations regarding the future of linguists in military intelligence operations.

• Ensure sufficient space and proper equipment resources are available.

• The contractor shall provide the required space and equipment from February 5-6, 2026.

• Climate-controlled, ADA-compliant facility with a minimum of 10 years of experience hosting professional conferences.

• Venue must be within 0.5 miles of public transportation in Salt Lake Valley.

• 250 rooms available at the prevailing GSA per diem rate as of 11DEC25.

• Adequate space for 20-30 exhibitor booths.

• Wi-Fi accessible to at least 20 devices.

• Separate registration space for up to 100 people.

• General Session space: minimum 20,000 sq ft, seating for 1,100 people, 2 drop-down screens and projectors, internal A/V system, staging, and streaming capabilities for live online broadcast.

• Break Out Sessions: 6 separate spaces, minimum 3,000 sq ft each, seating for 250 people each, with power outlets within 50' of presenters.

• Coordination with federal protective agencies for security requirements.

• Information on parking availability and cost (if applicable).

• Conference Registration: Feb 5, 2026, 1800-2000

• Conference Setup: Feb 6, 2026, 0600-0730

• Morning Registration: Feb 6, 2026, 0630-0730

• General Session: Feb 6, 2026, 0730-1200

• Lunch Break: Feb 6, 2026, 1200-1300

• Break-Out Sessions: Feb 6, 2026, 1300-1550

• Town Hall: Feb 6, 2026, 1600-1700

• Award Ceremony Rehearsals: Feb 6, 2026, 1700-1730

• Closing Ceremony: Feb 6, 2026, 1730-1830

Solicitation / RFP / RFQ

This solicitation is for the "300th MI Language Conference" event. The government is procuring a venue and associated services for a language conference.

• Conference venue for the 300th MI Language Conference.

• Dates: February 5-6, 2026.

• Includes general session conference room, break-out rooms, registration and booth space.

• General support and A/V support.

• Detailed requirements are provided in an attached Statement of Work (SOW).

• Pricing Arrangement: Firm Fixed Price.

• Period of Performance: February 5, 2026 to February 6, 2026.

• Offer Due Date: January 21, 2026, 07:00 AM Local Time.

• Solicitation Number: W911YP26RA002.

• The solicitation incorporates FAR clauses 52.212-1, 52.212-3, and 52.212-4 by reference, and these are attached.

• The acquisition is unrestricted.

• NAICS Code: 561920.

• Size Standard: Not specified in the provided pages, but typically associated with NAICS 561920.

• The document includes numerous FAR and DFARS clauses incorporated by reference, covering various aspects of commercial contracting, including representations and certifications, payment instructions (WAWF), and compliance requirements.