Orientation Event Space

** This Sources Sought Notice announcement is issued for the purpose prescribed in the Federal Acquisition Regulations (FAR) Part 10 “Market Research” and is for informational and acquisition planning purposes only.  This announcement is not a request for quote (RFQ)/request for proposal (RFP) and a formal solicitation is not available at this time.  If a formal RFQ/RFP is released, its contents may differ from the information contained in this announcement.  This announcement does not constitute a commitment by the government to issue an RFQ/RFP, contract, or order.  The government will not pay for any effort expended or any material provided in response to this announcement, nor will the government return any data provided.  Proprietary information, if any, should be minimized and must be clearly marked.  To aid the Government, please segregate proprietary information.  Please be advised that all submissions become Government property and will not be returned.  **

Sources Sought Notice for IRS Hiring Event in Memphis, TN

The Internal Revenue Service (IRS) is seeking the services of a contractor to secure a venue to host an IRS Direct Hiring Event for onboarding and orientation for up to 300 new employees for various IRS Business Units (BU).  The BU representatives will be conducting orientation task, issuing laptops and PIV cards.

The vendor would be responsible for ensuring the venue has the capacity of up to 300 individuals. Other required materials and services needed for this event are as follows:

• 38 6’(foot) tables
• 38 tablecloths
• 300 chairs
• Power outlets sufficient to power IRS provided power strips which would provide power to up to 300 laptops plus government hotspots
• WiFi service for 300 individuals
• Sufficient Audio/Visual Equipment to present to 300 participants (for example 1 projector screen and cabling to connect to IRS provided laptop computer)

The services shall be in accordance with the attached Statement of Work (SOW) entitled “SOW Memphis Orientation Event.”

This Sources Sought Notice will be available on December 5, 2024, under NAICS 561920 – Conference, Meeting, Event and Trade Show Planning Services.

The requirement:

• Will use commercial terms and conditions (FAR Part 12).
• Is intended to be a single award firm, fixed-price purchase order
• Has an estimated period of performance of December 16, 2024 – December 20, 2024.

Interested parties should respond to this Sources Sought Notice by providing the requested information/answering the following questions, in addition to providing a capabilities statement as they relate to the requirement set forth in this announcement.  Results of this Sources Sought Notice may impact the selection of the acquisition approach, and as such, interested parties are requested to fully respond to the following questions. 

Interested sources shall provide detailed responses by 12:00 PM PST on Wednesday, December 11, 2024, to the following 7 questions***

1. Does your venue have availability for December 16, 2024 – December 20, 2024, for the hiring event, with access for set-up prior to December 16, 2024?
2. Have you been a prime contractor for hosting events for up to 300 people for similar scopes of work?
3. Please describe the vendors Wi-Fi capacity to withstand the usage of up to 300 computers/laptops (sufficient 110 voltage power sources).
4. Please describe the public transportation and/or ride-share accessibility to the venue.
5. Please describe the venue’s parking and valet capacity and options.
6. Please indicate the venue’s distance in miles to 167 N Main Street, Memphis, TN.
7. Please describe the vendors restroom and water fountain availability within the venue.

Responses to this Sources Sought Notice shall be provided no later than 12:00 PM, PDT, on Wednesday, December 11, 2024.  The requested information shall be submitted via e-mail to Parvinder Brar at Parvinder.S.Brar@IRS.gov.

Note:  No telephone inquiries will be accepted.  The government does not commit to providing a response to any comments or questions.  No basis for a claim against the government shall arise as a result of this announcement.