Conference Room Rental (Short Term)
Notice ID: 1461509459958

1.Background: Federal Emergency Management Agency (FEMA) has a requirement for approximately 3,000 square feet of conference room space to support a temporary workspace. At this location, FEMA will house disaster response personnel providing support to the State of Tennessee.

2.Scope/Specifications – The space must meet the following specifications to meet FEMA’s requirement:

  • Available minimum space of approximately 3,000 square feet.
  • Tables and Chairs to accommodate approximately 40 personnel.
  • Electric (wall and/or floor outlets) and Suitable Air Conditioning/Heat.
  • Space must be accessible Monday to Sunday between the operating hours of 7am to 7pm (with 24 hours FEMA Personnel dedicated access).
  • Within 3 miles or adjacent to Knoxville Airport.
  • Site must be Americans with Disabilities Act (ADA) compliant.
  • Site must be able to be secured and keys provided to FEMA personnel.
  • WiFi or other internet capability.
  • FEMA Staff can leave equipment in the conference room. 7 days a week
  • Hotel/vendor staff are not allowed to enter the conference room unless FEMA personnel are present or in the event of an emergency that involves police, fire, or ambulance services.
  • All housekeeping duties shall be conducted when FEMA personnel are present.  

3.Place of Performance: Immediate proximity of McGhee Tyson Airport, Knoxville, TN

4.Period of Performance: FEMA requires the conference space for a base period of 12 weeks:

Base Period:

  1. From March 25, 2024, through June 16, 2024 (CLIN 0001).

If no availability during the above time frame, you must quote:

  1. From April 8, 2024, through June 30, 2024. 

You may quote both periods above interchangeably; however, only one will be evaluated.

March 25, 2024, through June 16, 2024, period, if preferred, takes precedence and will be considered first.

Option Periods: There will be three (3) options to extend services for an additional 12 weeks each, for a total of period of performance of 48 weeks, inclusive of options.

  1. Option 1: 12 weeks after expiration of base period (CLIN 1001).
  2. Option 2: 12 weeks after expiration of option period 1 (CLIN 2001). 
  3. Option 3: 12 weeks after expiration of option period 2 (CLIN 3001). 


The following factors shall be used to evaluate your Firm-Fixed-Price quotations. These factors are listed in their relative order of importance: Technical Capability, Price and Past Performance. Technical and Price are of equal weight.

Factor I - Technical Capability (Use and submit attached document titled Proposal Conference Room Knoxville TN):

Contract Requirements: Quotations will be evaluated on the Quoter's ability to provide all the contract requirements relating to meeting/conference space as per the SOW. Quotations must address the Quoter's ability to comply with the Americans with Disability Act (ADA) as it relates to meeting space. Quotations will be evaluated on the quality of the facilities reflected in maintenance and upkeep of the conference room schedule.

Location: Quotations will be evaluated on the ability of Quoter to provide a centrally located facility as per the SOW requirements. Quotations must address safety and security issues both within the hotel complex and the surrounding area.

Availability of Dates: Quotations will be evaluated on the ability of the Quoter to provide the required services on the dates requested.

Factor Il - Price (Use and submit attached document titled Proposal Conference Room Knoxville TN):

Your price quotation will be evaluated against the Independent Government Price Estimate. Evaluations of quotations will consider the following pricing information: pricing provided for all line items listed in the Schedule of Supplies and Services of this RFQ in the units and format provided.

Factor III - Past Performance (Use and submit attached document titled Proposal Conference Room Knoxville TN):

The quoter must provide references for a minimum of three (3) government or non-government contracts which provide the same or similar services, contracts must have been awarded within the past (3) years. No more than 5 references.

The information for each reference shall include the following:

1. Name and address of government agency and other non-government client;

2. Name, title, email and telephone number of Contracting officer or other point of contact;

3. Name, title, email, and telephone number of client's program manager, if applicable;

4. Contract number, period of performance, and total dollar value of contract; and

5. Description of services provided.

List any problems encountered on each contract and the quoter's corrective actions. The Contracting Officer will evaluate past performance based on timeliness, customer. service and corrective actions taken (if necessary).

A quoter without a record of relevant past performance or for whom information on past performance is not available will not be evaluated favorably or unfavorably on past performance.

All questions and/or requests for clarifications must be submitted  before 14:00 EST on 03/01/2024.


If any vendor submitting a quotation has any supplemental agreements, those agreements must be submitted with their quotation. If the hotel requires signature of a supplemental agreement that was not submitted with the quotation, the quotation will be rejected.

Notice: The Government intends to evaluate quotations and make award without discussions (except clarifications as described in FAR 15.306(a)). Therefore, the quoter's initial quote should contain the vendor's best terms from a price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary.


The base period (CLIN 0001) is from the date of the award through 12 weeks thereafter.

The option CLINs 1001, 2001 and 3001 (12 weeks each) can be exercised anytime during the performance of this contract.

FEMA is an agency of the U.S. Government. Contracts with the FEMA are governed by the Federal Acquisition Regulation (FAR). To the extent that any provision of this agreement conflicts with the FAR, the FAR must control.

Applicable Provisions and Clauses:

The provisions at 52.212-1, Instructions to Offerors - Commercial Products and Commercial Services applies to this acquisition.

The vendor shall include a completed copy of the provisions at 52.212-3, Offeror Representations and Certifications - Commercial Products and Commercial Services, with their quote.

The contracting officer has determined that paragraph 52.212-3(k)(2) which pertains to exemption from the application of the Service Contract Labor Standards applies. The Clause 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services and Clause and 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Order-Commercial Products and Commercial Services are incorporated by reference.

Clause 52.203-6 Restrictions on Subcontractor Sales to the Government Alternate I,

Clause 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements,

Clause 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards,

Clause 52.204-23 Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities,

Clause 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment,

Clause 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment,

Clause 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations,

Clause 52.217-8 Option to Extend Services 

Clause 52.217-9 Option to Extend the Term of the Contract


Clause 52.222-3 Convict Labor,

Clause 52.222-19 Child Labor - Cooperation with Authorities and Remedies,

Clause 52.222-21, Prohibition of Segregated Facilities

Clause 52.222-26, Equal Opportunity,

Clause 52.222-35 Equal Opportunity for Veterans,

Clause 52.222-36 Equal Opportunity for Workers with Disabilities, Clause 52.222-37 Employment Reports on Veterans,

Clause 52.222-40 Notification of Employee Rights Under the National Labor Relations Acts,

Clause 52.222-41 Service Contact Labor Standards,

Clause 52.222-50 Combating Trafficking in Persons,

Clause 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While

Driving, Clause 52.225-13 Restrictions on Certain Foreign Purchases,

Clause 52.232-33, Payment by Electronic Funds Transfer - System for Award Management,

Clause 52.232-40, Providing Accelerated Payments to Small Business Subcontractors, Clause 52.233-3 Protest after Award,

Clause 52.233-4 Applicable Law for Breach of Contract Claim, and

Clause 52.222-53 Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services-Requirements.

Invoicing information will be provided at award.

To obtain the above provision/clauses in full text, please visit 


FEMA, by written notice, may terminate this RFQ, in whole or in part, when it is in the Government's best interest. The interested vendors shall not incur any charges in preparation for and in carrying out the requirements in this document. There is no guarantee that a contract will be issued/awarded as a result of this RFQ.

Important Note/Update:

The document titled Section B Conference Room Knoxville TN was removed and replaced by the document titled Proposal Conference Room Knoxville TN.

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