Scientific Review Evaluation Activity (SREA)

Active

Contract Opportunity

The National Institutes of Health (NIH) Invites you to submit a quotation in support of the NIH Scientific Review Evaluation Activities (SREA) Program.

The services to be provided include:

• Commercially available conference and meeting support services


• Overnight lodging accommodations


• Audio/Visual Equipment and services

NIH is seeking price quotations to be in effect for the calendar years 2026 and 2027 from Hotels and Conference Facilities able to meet the requirements as stated in the attached documents including: statement of work, provisions, and clauses, and associated terms and conditions. This solicitation is for commercial services prepared in accordance with FAR Part 13 Simplified Acquisition Procedures.

NIH intends to establish Blanket Purchase Agreements (BPAs) with vendors whose submissions provide the best value. The ordering period for the BPAs will be valid from the time of award through December 31, 2027. The establishment of a BPA does not guarantee a vendor any orders or any order minimum.

Facilities shall be located in the following cities/regions: Maryland – Counties of Montgomery and Prince George’s; Northern Virginia – City of Alexandria and Counties of Arlington and Fairfax; and Washington, District of Columbia.

Ordering Period:

Upon award through December 31, 2027

Competitive Ordering Procedures:

The NIH intends to establish multiple BPAs within the locations provided in the description section. Under the established BPAs, orders over the micro-purchase threshold up to the maximum order limit (MOL) of $250,000, will be competed only amongst other established SREA BPA holders within the respective location needed by the requestor. No outside bidding will be sought beyond the original competition for the BPA. However, if there is an insufficient number of BPAs to ensure maximum competition for a location, the contracting officer shall follow ordering procedures under FAR 13.303-5(d).

Schedule for Pre-Bid Presentations:

Prior to the proposal submission deadline, CSR intends to schedule pre-bid presentations for potential Offerors. The presentations are ONLY for potential offerors that can provide commercially available conference and meeting support services, overnight lodging accommodations, and audio/visual equipment in support of CSR’s peer review.

Pre-Bid Presentation Schedule

TBD

TBD

Submission Requirements:

Offerors/entities shall be registered in SAM.gov at the time the application is uploaded.

1. Only quotations submitted online through the Hotel Application Tool (HAT) will be considered. Applications shall not be mailed as a streamlining measure.

Quotations in response to this solicitation will be evaluated based on the following:

1. Ability of vendors to meet specifications of Statement of Work and BPA Terms and Conditions.


2. Price

3. Availability of basic minimum amenities including:

a) Availability of continuous coffee service for purchase by guests.

b) Availability of break service stations, snack bars, or concession stands near meeting space.

c) Full-service restaurants located inside or within one-quarter mile of the facility.

d) Prepackaged or box meals available for purchase.

Additional amenities such as: Complimentary continental breakfast, complimentary coffee for all hotel guests, shuttle service, etc. may be offered and itemized in your response to this RFQ.

To respond to this Request for Quotation (RFQ):

The Offeror shall complete the following process to submit a quotation:

A) Quotations must be submitted in the online Hotel Application Tool (HAT) which may be accessed at the following link: https://www.csr.nih.gov/BPAHAT/

B) Log into the HAT system using a unique username and password.

-New participants will select Register – New Hotels to create an account and follow the prompts

-Returning participants will select Sign in – Returning Hotels to sign in and follow prompts

Read the Statement of Work (Document A) and the NIH SREA Blanket Purchase Agreement (Document E). These two documents form the basis of the agreement and will inform your quotation.

C) There are four (4) documents and signature pages that must be completed in the HAT system. Please print, sign, and submit the following documents with your quotation:

1) Statement of Work/Document A – Complete and sign

2) NIH BPA Meeting Package Rates/Document B-Complete and sign

3) NIH BPA AV Equipment Package Rates/Document C-Complete and sign

4) NIH SREA BPA Agreement/Document E-Complete and sign

All signature pages should be scanned and uploaded to the HAT after each step.

Please read each step carefully, follow all instructions and prompts, and fill in the requested information where required.

Attachments/Links