X1AB--Executive Leadership Training Conference - Conference Rooms/AV Services

Solicitation / RFP / RFQ

This is a synopsis for conference rooms, meeting rooms, and audiovisual services to support the Department of Veterans Affairs (VA) Executive Leadership Training Conference. The conference is scheduled for April 20–22, 2026, and will be held at the Baltimore Marriott Waterfront, 700 Aliceanna Street, Baltimore, MD. This acquisition is currently unrestricted.

• Meeting Space:

  • One (1) general session room (min. 8,000 sq ft) with crescent seating for 100, round tables, and a head table on a riser (with ramp/step access).
  • Three (3) breakout rooms (min. 1,000 sq ft each) in classroom style for up to 45 people.
  • Two (2) admin rooms in classroom style for up to 10 people.
  • One (1) boardroom for calls/meetings with Wi-Fi.
  • 20-30 easels for signage.
  • Registration area with three 6-foot tables, chairs, and trash can.

• Audiovisual (AV) Equipment: (Monday-Wednesday, 7:30 am - 5:30 pm)

  • General Session: Includes confidence monitor, LCD monitors, wide screens, power strips, digital mixer, speakers, LCD projectors, microphones, pipe & drape, switcher, distribution amplifiers, speaker timer system, wireless mics, presentation remote, camera I-MAG package, studio camera with operator, and technicians (audio/presentation).
  • Breakout Rooms: Easels, wide screen/LCD projector or LCD monitor.
  • Admin Rooms & Boardroom: Power strips and Wi-Fi access.

• Services: Water station and coffee service (complimentary preferred).

• NAICS Code: 721110 – Hotels (except Casino Hotels) and Motels

• PSC Code: X1AB – Lease/Rental of Conference Space and Facilities

• Place of Performance: Baltimore Marriott Waterfront, Baltimore, MD

• Contingent upon: Availability of funds.

• Solicitation Method: Quotes will be sought directly from suppliers within a two-mile distance of the approved hotel, in accordance with FAR 12.2011(c)(2).

• Evaluation: Comparative evaluation of technical capability and price.

• Response Date: April 10, 2026, 08:00 AM Eastern Time, New York, USA.

• Anticipated Award Date: April 13, 2026.

• Set-Aside: Unrestricted.

• Requirements: Offerors must be registered in SAM.gov and meet all requirements outlined in the Statement of Work (SOW).

• This notice does not constitute a solicitation.

• Additional technical requirements are detailed in the Statement of Work (SOW).

Solicitation / RFP / RFQ

This is a Sources Sought notice for meeting room rental and audiovisual support services for the Department of Veterans Affairs (VA), Veterans Benefits Administration (VBA). The VA requires commercial conference space and AV support for an Executive Leadership Training (ELT) event for approximately 100 participants.

• Event Dates: Monday, April 20 – Wednesday, April 23

• Location: Within a 2-mile radius of Baltimore Marriott Waterfront, Baltimore, MD 21202.

• Meeting Room Requirements:

  • One (1) general session room (min. 8,000 sq ft) with crescent seating for 100, including a riser with ramp/steps for a head table.
  • Three (3) breakout rooms (min. 1,000 sq ft each) in classroom style.
  • Two (2) admin rooms in classroom style for up to 10 people.
  • One (1) boardroom for calls/meetings with Wi-Fi.
  • 20-30 easels for signage.
  • Registration area with tables, chairs, skirting, and trash can, preferably near the general session room.

• Audiovisual Equipment: Comprehensive AV package for general session and breakout rooms, including monitors, projectors, screens, microphones, mixers, switchers, cameras, technicians, and Wi-Fi.

• Services: Water stations and complimentary coffee preferred.

• This notice is for Sources Sought only; no contract details are specified at this time.

• This is a Sources Sought notice, not a solicitation. No response is due at this time, and technical/contractual questions will not be answered.

• Interested parties should respond by April 1, 2026, 10:00 AM EST.

• Offerors must have a UEI number and active registration in SAM.gov.

• Offerors must complete Online Representations and Certifications at SAM.gov.

• NAICS Code: 721110 - Hotels (except for casinos) & Motels.

• Place of Performance: Within a 2-mile radius of 700 Aliceanna Street, Baltimore, MD 21202. Bidders should identify parking and local transportation costs.