SAM #134440-26-0001

Sole-source conference facilities and services for BIS export controls conference

The U.S. Department of Commerce (DOC), on behalf of the Bureau of Industry and Security (BIS), plans to sole-source conference facilities and related services for its export controls conference. - Agency and notice: DOC’s Office of Acquisition Management, Shared Services Procurement Office, issued a notice of intent to award a sole-source contract; this is not a solicitation. - Requirement: Facilities and associated services for the BIS Update Conference on Export Controls and Policy. - Venue named: Washington Hilton Hotel. - Capacity and setup: Approximately 1,630 participants, with theater seating and round-table lunch arrangements. Space must be configurable to support comfort, accessibility, and operational efficiency. - Sole-source rationale: DOC reports that market research and site assessments found the Washington Hilton to be the only venue demonstrating the required capacity and flexibility. - Responses: Capable sources may submit a written response describing how they can meet the requirements. - Timing and value: The requirement covers one conference event; specific dates, duration, and contract value are not stated.

Description

This is a Notice of Intent to award a sole-source contract in accordance with Revolutionary Federal Acquisition Regulations Overhaul (RFO) 12.102(b), which permits Contracting Officers to solicit from one source when it is determined that only one source is reasonably available to satisfy the agency’s requirement, as supplemented with additional information in this notice. 

The U.S. Department of Commerce (DOC), Office of Acquisition Management (OAM), Shared Services Procurement Office (SSPO), located in Washington, D.C., intends to negotiate and award a sole-source contract to the Washington Hilton Hotel on behalf of the Bureau of Industry and Security (BIS) for conference facilities and associated services supporting the BIS Update Conference on Export Controls and Policy.

The proposed acquisition is being conducted under the authority of the Revolutionary Federal Acquisition Regulation (FAR) Overhaul (RFO) 12.102(b) and in accordance with 41 U.S.C. 1901. This acquisition will result in a contract for a base period for one conference event.

The BIS Update Conference on Export Controls and Policy is the Department of Commerce’s flagship event addressing U.S. export controls. The Conference provides an opportunity for exporting companies to interact with U.S. Government officials who implement export control regulations, practices, and policies intended to advance U.S. national security, foreign policy, and economic interests. Presenters and attendees include high-level U.S. Government officials, foreign government and business representatives, export managers, corporate attorneys, and consultants. In addition, government and private sector vendors participate as exhibitors to offer information and services related to export control and compliance activities.

Based on market research, market analysis, and site visit assessments, the proposed contractor emerged as the only vendor capable of fully meeting the agency's specific requirements for participant capacity and flexible space configuration. During market research, alternative vendors were evaluated, but none demonstrated the same level of capacity, capability and flexibility, essential for our event's unique requirements.

Specifically, Washington Hilton Hotel demonstrated the ability to accommodate approximately 1,630 participants in both theater seating and round-table lunch arrangements without compromising comfort, accessibility, or operational efficiency. This flexibility is indispensable to our commitment to a high-quality participant experience and is a capability no other vendor demonstrated during the vetting process.

As previously stated, this is NOT a solicitation for quotations, quotation abstracts, a request for competitive quotations; or request for competitive proposals; There is no solicitation package available for review due to the Government’s intention to conduct this requirement as a sole source award. If a company determines that their company can meet all requirements mentioned above, the company shall submit a written response within 15 days from the date of publication of this synopsis for it to be taken into consideration by the Government.  Responses must clearly and thoroughly defend any claims or assertions that attempt to refute the Government’s claim. A determination by the Government not to proceed with this proposed action based upon responses to this notice is solely with the discretion of the Government.

Information received will normally be considered for the purpose of determining whether to conduct a competitive procurement. Information received on this notice must eliminate the Government's concerns and address how the required services can be provided.

If no qualified/affirmative responses are received within 15 days of this notice to determine whether a qualified source is more advantageous to the Government, a contract will be awarded to Washington Hilton Hotel.

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