2026 Senior Leaders Meeting

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 Requirements

The following requirements for the meeting are specified in terms of minimum requirement:

Accessibility:  All facilities, including meeting rooms, restrooms, and audio-visual equipment, must be fully accessible to individuals with disabilities in compliance with the Americans with Disabilities Act, as amended.  Accommodations for individuals with disabilities may include, but are not limited to, accessible parking spaces, elevators, wide aisles, wheelchair ramps, and adequate sound systems. The EEOC reserves the right to perform site visits prior to the award of this contract.

Transportation:  The quoter shall provide a price list of all local transportation options to and from the airport and rail station, if applicable. The quoter shall indicate in its quotation whether it provides free or low-cost shuttle services. The Contractor's meeting facility must have adequate free or low-cost on-site parking for all participants. The quotation shall list all facility parking cost options.

On-site Support: The Contractor shall assign an on-site event coordinator who will be responsible for managing room setup and configuration, coordinating audio-visual support, ensuring food and beverage service is delivered on schedule, and addressing any issues that arise during the event.

4.  Event Spaces

Specific requirements for each day are as follows:

Plenary Session Room: 

• Room that can accommodate up to 100 participants, with round table seating, available from: Day 1 and Day 2 (7:30 a.m. to 5:30 p.m.) and Day 3 (7:30 a.m. to 1:00 p.m.).
• Room shall include a raised platform no more than 24” high, which is wheelchair accessible on at least one side by a ramp with a rise ratio no more than 8.3%, if needed, and one table situated at the front of the room (for the presenter) equipped with one podium with a microphone on a riser.
• Long tables [two each] with chairs and table skirts arranged to accommodate six panelists/speakers
• There must be a long table [one each] with chairs and table skirts arranged at the back of the room to accommodate up to four guest speakers waiting to present, and the space must accommodate this setup comfortably.
• Large directional signage to guide attendees to the plenary room, placed in high‑traffic areas. Signs should be easy to read from a distance, include clear arrows, and be positioned at key decision points so attendees can easily navigate to the correct location.

Registration Space: 

• Day 1 – Two registration tables with three chairs at each table shall be positioned just outside the plenary session room for conference registration purposes which will occur from 7:30 to 8:30 a.m.
• Day 2 – Dedicated space for a one and one-half hour evening reception from 5:30 p.m. to 7:00 p.m. The space must accommodate approximately 100 people, with social seating available throughout the area and the duration of the reception. There should be one small registration table towards the front or entry of the space with two chairs.

Reception Space: 

• Day 2 – The space must accommodate approximately 100 people with social seating available throughout the area. The duration of the reception will be approximately one and one-half hours, from 5:30 p.m. to 7:00 p.m.
• Place a small number of directional signs just outside the reception area to help invited attendees easily locate the space.

Breakout/Meeting Room: 

• Day 1, Day 2, and Day 3 – One room that can accommodate 40-50 people with a U-shape seating arrangement. This room will need to be available for all three days from 7:30 a.m. to 5:30 p.m.
  • The quoter shall provide a separate price for the additional use of the breakout/meeting room from 1:00 p.m. to 5:30 p.m. on the last day. The separate pricing will allow the EEOC to clearly identify the cost associated with the additional half‑day of space usage on Day 3. 

Support Staff Workspace: 

• Day 1, Day 2, and Day 3 – Conference room that will accommodate at least six people (Support Staff).  Day 1 and Day 2 (7:30 a.m. to 5:30 p.m.) and Day 3 (7:30 a.m. to 1:00 p.m.).

All meeting rooms must have a suitable sound system so all participants can hear and ask the speakers questions. All meeting rooms should be arranged classroom style, with chairs and tables for writing and handouts. All chairs and tables shall be in acceptable condition (the furniture is not broken, soiled, rusted, or damaged in any way that would injure the individual or damage clothing). Aisle space, including the space between tables and chairs, needs to be accessible for persons in wheelchairs. Walls should be constructed in such a manner that they confine inside sound and reduce or prevent the transmission of extraneous sound.

All rooms should be equipped with working sound systems that can be controlled by the speaker and that project equally to all areas of the room. Rooms should be configured to allow every participant a clear view of the speaker and all visual aids. Each participant should have a clear view of the projection screen in use. Rooms should be well lit to accommodate extensive reading and writing, and all lighting should be uniform and should not produce a glare. Heating and air conditioning should provide a comfortable level of air quality and room temperature when rooms are at the maximum capacity.

5.  Audio-Visual (AV) Equipment and Technical Support

Specific requirements each day are:

• Plenary Session Room –

• Podium with wired microphone [one each];
• Hand-held cordless microphone [two each];
• Lavalier cordless microphone [one each];
• 10’ x 10’ Projection Screen [one each];
• Wired handheld microphones [two each] per panel table;
• Audio mixer with enough input channels to support all microphones and devices, paired with speakers that provide clear sound and full coverage for the room;
• AV connection to support laptop connection to projector;
• Power strip and power cord available at the presenter’s table for laptop use [one each]; and
• Reliable Wi-Fi access for presenters and participants throughout the full three-day duration of the event.

• Breakout/Meeting Session Room –
• Projection Screen [one each];
• Hand-held cordless microphone [one each]
  • Audio mixer with enough input channels to support all microphones and devices, paired with speakers that provide clear sound and full coverage for the room;
  • AV connection to support laptop connection to projector;
  • Power strip and power cord available at the presenter’s table for laptop use [one each]; and
• Reliable Wi-Fi access for presenters and participants throughout the duration of the event.

• Support Staff Workspace –
• Outlets, power strips, and power cords to accommodate at least 14 electronic devices.

Technical assistance in setting up all equipment to ensure that all registrants can hear and see all presentations.

The contractor must submit a detailed pricelist for the audio-visual equipment and technical support, including high speed wireless (Wi-Fi) Internet access and electrical connections.  Also, include the price for items, inclusive of an hourly rate and the number of labor hours with breaks included in a day rate for audio-visual support services (if needed), plus the gratuity/service charge.

6.  Food and Beverage

Specific requirements for each day are:

Continental Breakfast: Served each day from 7:30 a.m. to 9:00 a.m., and to include assorted pastries, breakfast breads, bagels and cream cheese, sliced fresh fruit and yogurt, freshly brewed coffee, decaffeinated coffee, tea, hot water, and assorted fruit juices.

Morning Break is to be served each day from 10:15 a.m. to 10:45 a.m., and shall include, at a minimum, refresher of coffee service and water. Provide a recommended list of beverages and prices.

Lunch:  Sit-down business plated luncheon to be served each day from 11:45 a.m. to 1:15 p.m. (banquet set-up in the room used for General Session). Typical lunch must consist of chicken or comparable entree, seasonal vegetables, a starch, dinner rolls/butter, dessert, coffee, decaffeinated coffee, and iced tea. Please provide recommended lunch menus, with prices per person served with regular and decaffeinated coffee, water, and tea (iced or hot) (NOTE: The last day of the meeting shall include a boxed ‘To Go’ lunch for each participant).

Afternoon Break:

• Day 1 and Day 2 – Served each day from 2:15 p.m. to 2:45 p.m., to include assorted soft drinks, bottled water, herbal teas, assorted soft drinks, milk, cookies and/or brownies, and whole fruit. Provide recommended list of beverages and snacks and their related prices.

Reception:

• Day 2 – Food will consist of hors d’oeuvres, finger foods, and non-alcoholic beverages. The space designated for the reception must accommodate approximately 100 people with social seating available throughout the area. The duration of the reception will be approximately one and one-half hours, from 5:30 p.m. to 7:00 p.m. A cash bar will be available for alcoholic drinks.

Attendance is expected to include approximately 60-65 participants and five support staff. In addition, the contractor shall provide food and beverage service for 10 panelists and/or facilitators each day. All food and beverage quantities, service areas, and staffing levels shall be planned to accommodate approximately 70-85 individuals per day.

The Contracting Officer’s Representative (COR) will contact the Contractor 72 hours prior to the event to provide a preliminary participant count and will provide an updated count the day before the event. The contractor shall provide food and beverage for a minimum of 70 participants each day.

The contractor should also submit an all-day food and drink package with a per-person rate per day. The contractor shall invoice the EEOC at the agreed upon rates for meeting room rental, audio-visual equipment, and food and beverage service. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person. If the quoter requires supplemental agreements, those agreements should be submitted with the quotation. If the quoter requires signature of a supplemental agreement that was not submitted with the quotation, the quotation will be rejected.

All food and beverage services need to be in areas accessible to individuals with disabilities. The luncheon should be arranged so that all individuals can be seated and served sufficiently. Pricing for food and beverages shall include the price for the item(s), plus gratuity (service charge), and a statement from the contractor indicating whether the U. S. Government is exempt from state tax, if applicable. The EEOC is a tax-exempt federal agency; do not include any sales tax in quotations for which the federal government is exempt.

7.  Lodging Requirements

Costs associated with lodging will not be paid under this contract. Participants and presenters shall be directly responsible for payment of individual sleeping rooms and all incidental charges upon check-out. Federal tax will not be charged to guests who present government identification or tax-exempt forms at check-in/check-out. The EEOC requires that the contractor provide lodging accommodations, to include a block of 40 sleeping rooms per night for participants, presenters, and/or EEOC staff. The contractor shall provide the sleeping rooms for EEOC staff and presenters at or below the federal government’s domestic per diem rate, which is available on-line at http://www.gsa.gov. The contractor shall provide information regarding the sleeping room rates with their quotation for those participants who wish to reserve sleeping rooms. The contractor must provide accommodations for up to three nights, beginning the night before the event on July 14, 2026, and ending with checkout on the morning of the last day of the event on July 17, 2026. Sleeping rooms shall be accessible and located within the same building, hotel complex, or event facility as the meeting rooms. Sleeping rooms must be equipped with private bath, bed, dresser, table, chair, closet space, and heating and air conditioning and receive daily maid and linen service.

Rooms are to have secure locks and/or chains. The quantity of rooms specified above is an estimate only, and not representative to the contractor that this estimated quantity will be ordered. The government makes no commitment to this estimated quantity. State and local tax will not be charged to attendees with government identification consistent with local and state laws.

NOTICE: If government tax exemption is not recognized in the state hosting the conference for lodging, the quoter shall state so with their quote submission when responding to the Request for Quotation (RFQ). After award, the government will not recognize taxes for lodging if the certification is absent from the quote submission.

The contractor shall provide a secure, designated storage area on Day 3 for attendees to store their luggage and personal items after checking out of sleeping rooms that morning until 2:00 pm.

8.  Contract Administration – Inspection and Acceptance

The COR under the resulting contract shall be designated at the time of the contract award.

Invoicing and Method of Payment: The Contractor shall invoice the EEOC at the agreed upon rates for event space, audio-visual equipment and technical support, and food and beverage services. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person. The contractor shall submit a final invoice of all charges within five business days after completion of the conference to the COR and he/she shall be provided at least five business days to review the invoice charges and services provided for acceptance.

Payment will be issued via Electronic Funds Transfer after final invoice has been accepted and reconciled by the COR.

Cancellation:  If there is a cancellation within 72 hours of the scheduled event date, Paragraph (l), Termination for the Government’s Convenience, or (m) Termination for Cause of FAR Clause 52.212-4, Contract Terms and Conditions – Commercial Products and Commercial Services will govern.

SUBMISSION OF QUOTATION: All interested parties shall submit with their quotation a detailed breakdown of all costs to include conference space, rental of audiovisual equipment and technical support, food and beverage service, business services, and any other miscellaneous services and equipment which are necessary for the success of the conference.

Quotations shall be submitted in three (3) separate volumes as follows: Volume 1 - Technical Capability; Volume 2 - Past Performance; and Volume 3 - Price.  A separate attachment may be included in Volume 3 for pricing information on menu items, transportation, parking, applicable tax rates, and sleeping room rates. Your quotation in response to solicitation number 45310026Q0007is due March 6, at 10:00 a.m. ET (Washington, D.C. local time). Quotations will be accepted via e-mail. One (1) electronic copy of the quotation may be submitted via e-mail, addressed to [email protected] and [email protected].

QUESTIONS: Questions regarding this request for quotation should be submitted to Steven McClellan, Contracting Officer via e-mail at [email protected] and Doreen Starkes, Director, Acquisition Services Division at [email protected] . Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding solicitation number 45310026Q0007 is due March 3, 2026, 10:00 a.m. ET (Washington, D.C. local time). Any questions received after the above-mentioned date and time will not be considered. The Government will not reimburse interested parties for any cost associated with responding to this business opportunity. All responsible sources may submit a quotation which shall be considered by the agency. The anticipated contract award date is on or before March 20, 2026.

BASIS FOR AWARD: The government intends to award a firm fixed-price contract to the responsible quoter whose quotation is responsive to the solicitation and is determined to be the best value to the Government, using the tradeoff approach. Selection of the best value to the Government will be achieved through a process of evaluating the strengths and weaknesses of each quoter’s quotation against the below described evaluation criteria. In determining the best value to the Government, the Technical Capability and Past Performance Evaluation Criteria, when combined, are more important than the evaluated price. The Government is more concerned about obtaining a superior Technical Capability quotation than making an award at the lowest evaluated price. However, the Government will not make an award at a price premium it considers disproportionate to the benefits associated with the evaluated superiority of one technical and management quotation over another. Thus, to the extent that quoter’s technical and past performance quotations are evaluated as close or similar in merit, the evaluated price is more likely to be a determining factor.

EVALUATION FACTORS FOR AWARD

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

Tie-Breaker Rule: In the event two or more Quoters receive identical overall scores, the award will be made to the Quoter with the higher Technical Capability score. If still tied, the Quoter with the lower price will be selected. 

Factor I – Technical Capability:

Contract Requirements: Quotations will be evaluated on the Quoter’s ability to provide all the contract requirements relating to lodging, meeting space, food and beverage, AV support and equipment, Business Center, and comply with the reporting requirements.

Quotations must address the Quoter’s ability to comply with the Americans with Disabilities Act (ADA) as it relates to lodging and meeting space. Quotations will be evaluated on the quality of the customer service provided and the quality of the facilities reflected in maintenance and upkeep of the facilities.

Location: Quotations will be evaluated on the ability of Quoter to provide a centrally located facility with affordable inexpensive transportation options to and from the airport. Additionally, restaurants must be within a short walking distance of (ten (10) minutes or less) of the proposed facility. 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 II – Past Performance:

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 three (3) years. 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 EEOC 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.

Factor III – Price:

The price quotation will be evaluated against the Independent Government Price Estimate (IGPE). 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 Request for Quote (RFQ) in the units and format provided (see attachments).

Site Visits: The EEOC will conduct a site visit of all quoters who are rated to be technically acceptable. The site visit will review and evaluate the same technical items identified in the Technical Capabilities Portion of the technical evaluation factors.

SUPPLEMENTAL AGREEMENTS:

If any hotel Quoter 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.

PERIOD OF PERFORMANCE:

The period of performance is from the date of the award through the execution of the 2026 conference.

Applicable Provisions and Clauses: The provisions at 52.212-1, Instructions to Offerors - Commercial Products and Commercial Services. Items apply 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 your 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, Proposed for Debarment or Voluntarily Excluded.

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

(End of clause)

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 52.222-36 Equal Opportunity for Workers with Disabilities,

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 52.225-13 Restrictions on Certain Foreign Purchases,

Clause 52.232-33, Payment by Electronic Funds Transfer – System for Award Management are incorporated by reference,

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.

To obtain the above provision/clauses in full text, please visit https://www.acquisition.gov/far.

See Attachment- Custom Clause for Electronic Invoicing