This is a combined synopsis/solicitation for Commercial Products and Commercial Services prepared in accordance with the format in Federal Acquisition Regulation Part 12, Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a written solicitation will not be issued. The Contracting Officer is utilizing policies and procedures prescribed in Part 12, Acquisition of Commercial Products and Commercial Services. Solicitation Number RFQ 45310025Q0008 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-01 effective on November 12, 2024. Convention centers, hotels, and other full service facilities that can satisfy the requirements listed below are encouraged to submit a quotation.  Quotations from third-party entities will not be considered. This solicitation is considered an unrestricted procurement.

The U.S. Equal Employment Opportunity Commission Office of Field Programs, State, Local and Tribal Programs has a requirement for a contractor to provide meeting facilities, rental of audio visual equipment/support services, food and beverages, business services and lodging to conduct a four-day Joint FEPA-TERO Conference. The United States Equal Employment Opportunity Commission (EEOC) is conducting a joint training conference for Fair Employment Practices Agencies (FEPAs) and Tribal Employment Rights Offices (TEROs).

The Government anticipates with a minimum of 225 attendees and an anticipated maximum of 250 attendees. To be eligible for consideration, the contractor’s proposed facility for the seminar must be located in downtown Phoenix, Arizona.

The government contemplates the award of a firm-fixed price (FFP) contract.

The quotation package shall include the following line items in a written quotation:

(FY 2025): Contract Line Item Number:  CLIN 0001, Rental of Conference Space – Quantity 4 days each (See below list of Conference Space Requirements), Unit Price $  , Total CLIN 0001 $   ;

CLIN 0002, Food and Beverage Services (see below list of food and beverage requirements, Unit Price $                                                                                      per person rate per day, Unit Price

$              , Total for CLIN 0002, $                      .

CLIN 0003, Rental of Audio Visual Equipment and Technical Support – Quantity 4 days each (See below list of audio visual requirements), Unit Price $   , Total for CLIN 0003 $   ;

CLIN 0004, Business Services Expenses – 4 days (See below list of Business Services requirements), Unit Price $  ____,

Total for Base Period CLIN 0004 $    . Total Price for CLINs 0001 through 0004: $   

The preferred dates for consideration in order of preference June 1-June 5, 2025 (1st Choice), June 8-June 12, 2025, (2nd Choice), and July 13-July 17, 2025 (3rd Choice).

Please indicate availability for each date in the technical portion of the quotation. No other dates or combination of dates will be considered by the Government.

The conference provides for meeting space for training sessions, along with food and beverage service for buffet breakfast, buffet lunch, and morning and afternoon breaks. Registration starts Monday from 8:30am to 4:30pm ET. The conference starts Tuesday and Wednesday 7:30 am to 6:00 pm ET, Thursday, 7:30am to 1:30pm ET.

A contract will be awarded to the responsible quoter whose quotation represents the best value to the Government. The prospective contractor must be registered in the System for Award Management (SAM) database at the time the quotation is submitted. Registration is free and can be completed on-line at http://www.sam.gov. Each quotation must clearly indicate the capability of the quoter to meet the requirements specified in this combined synopsis/solicitation.