Lease Conference Space for 2026 Senior Leaders Meeting

This is a Combined for commercial products and commercial services[SF1] prepared in accordance with the format in Federal Acquisition Regulation (FAR) 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 FAR Part 12, Acquisition of Commercial Products and Commercial Services. Solicitation Number 45310026Q0007 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-06 effective on October 1, 2025. Convention centers, hotels, and other full-service facilities that can satisfy the

requirements listed below are encouraged to submit a quotation. This solicitation is considered an unrestricted procurement. The U.S. Equal Employment Opportunity Commission (EEOC) (OCHCO) requires a Contractor to provide meeting facilities, rental of audio-visual equipment/support services, and food and beverages for a two and one half-day agency-wide meeting of executives sponsored by the EEOC (OCH). The meeting brings together Commission Senior Executive Service (SES) and Senior Level (SL) members to discuss agency strategies and goals. The EEOC encourages convention centers, hotels, and other full-service facilities that can satisfy the

requirements contained in this solicitation to submit a quotation. The agency will consider all quotations based on technical capability, past performance, and price. The contractor shall provide a full-service meeting facility, including meeting rooms, sleeping rooms, meals, business services, and audio-visual equipment and technical support. Interested parties must submit quotations with a detailed breakdown of all costs, to include meeting space, sleeping rooms, audio-visual equipment and technical support, food and beverage, and any other miscellaneous services and equipment necessary for the success of the meeting. A format for submissions is attached to this solicitation. 1. Definitions For purposes of this Statement of Work (SOW), the following terms apply: Attendees: All individuals present at the event, including participants, presenters, panelists, facilitators, agency staff, and support staff. Contractor: Refers to the individual or company engaged under this agreement to provide the specified goods or services. The contractor is responsible for performing all tasks,

deliverables, and obligations outlined in the SOW, either directly or through its authorized employees or subcontractors. Participants: Individuals enrolled in the conference, training, or program who are expected to attend scheduled sessions. Presenters: Individuals delivering presentations, instruction, or facilitation during any session. Panelists: Individuals participating in moderated panel discussions or multi‑speaker sessions. Support Staff: Individuals providing administrative, logistical, or technical support for the event, including agency staff and contractor personnel. Plenary Room: The primary meeting space used for all‑attendee sessions. Breakout/Meeting Room: A smaller meeting space used for concurrent sessions, workshops, or small‑group discussions/meetings. 2. Delivery and

Period of Performance All times referenced in this SOW are in Eastern Time. Primary Event Schedule: Day 1 [7:30 a.m. to 5:30 p.m.] Day 2 [7:30 a.m. to 5:30 p.m.] and reception from [5:30 p.m. to 7:00 p.m.] Day 3 [7:30 a.m. to 1:00 p.m.] Preferred Dates and Estimated Attendance: July 14-17, 2026 (July 14, 2026, is a travel day for participants). July 15 would serve as Day 1. The EEOC anticipates 60-65 participants but will need catering for approximately 70-85 attendees (which includes participants, facilitators, presenters, panelists, agency staff, and support personnel). Location: Washington, DC; the facility must be located within 15 miles of the U.S. Equal Employment Opportunity Commission Headquarters, located at 131 M Street, NE, Washington, DC 20507. Service Delivery Overview: The facility shall provide meeting space, food, and beverage service for breakfast, lunch, reception, and morning and afternoon breaks. A continental breakfast will start each day at 8:00 a.m. The sessions start each day at 9:00 a.m. and end at 5:30 p.m. On Day 2, the facility shall also provide additional space for a reception from 5:30 p.m. to 7:00 p.m. On the final day, Day 3, the Plenary Session Room shall be available from 8:00 a.m. until 1:00 p.m., and the breakout/meeting room shall remain available until 5:30 p.m. Lodging: Lodging rate must be at or below the federal per diem rate. Parking: Parking must be available for all participants at the lowest cost possible, but not to exceed 48 dollars per day. 3. General