NRCS DCP Operational Meeting - New Orleans, LA

*** 12/11/2024** Providing Amendment to address questions received from industry in response to the solicitation.

The U.S. Department of Agriculture (USDA), Natural Resource Conservation Service is conducting an operational meeting. It is required to obtain a room block for lodging, conference space including am/pm light refreshments, and audio-visual equipment as outlined in Table A of the attached SOW for approximately 120 participants.

The Government will look at the available options in one location: Downtown New Orleans, LA. The hotel must be able to have lodging availability for approximately 120 participants for the dates of February 24-28, 2025. The conference dates will take place February 25-27, 2025.

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 general sessions
   
   room.


3. Provide acknowledgment of the lodging rate which is in accordance with the Federal Per Diem
   
   rates for New Orleans, LA.


4. Provide a description listing of light refreshments to be provided 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.
   
   For questions concerning this requirement contact the Contract Specialist, Crystal Baird, crystal.baird@usda.gov. Type in the subject line 12FPC425Q0009. Questions are due no later than 12:00 Noon Eastern Time on Wednesday December 11, 2024.

Quotes are due no later than 12:00 Noon Eastern Time on Wednesday December 18, 2024. Type in the subject line 12FPC425Q0009. Send quotes to crystal.baird@usda.gov.