MODIFICATION
R -- VENUE LOCATION, CATERING REQUIREMENTS, RECEPTION AND, AUDIOVISUAL FOR 2003 BRONZE MEDAL CEREMONY
- Notice Date
- 8/15/2003
- Notice Type
- Modification
- Contracting Office
- Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Acquisition and Grants Office, SSMC4 - Room 7601/OFA61 1305 East West Highway, 7th Floor, Silver Spring, MD, 20910
- ZIP Code
- 20910
- Solicitation Number
- Reference-Number-DG1330-03-RQ-0100(GJH)
- Response Due
- 8/26/2003
- Archive Date
- 9/10/2003
- Point of Contact
- G. Jean Hairston, Purchasing Agent, Phone 301-713-0838 x133, Fax 301-713-0808,
- E-Mail Address
-
jean.hairston@noaa.gov
- Description
- THIS ANNOUNCEMENT IS CANCELLED IN ITS ENTIRETY EFFECTIVE IMMEDIATELY R-U.S. Department of Commerce, National Oceanic Atmospheric Administration (NOAA) invites your company to quote on the following: Provide venue location, catering requirements, reception, and audiovisual requirements, for 2003 Bronze Medal Ceremony - Each fall, NOAA holds its Bronze Medal ceremony to recognize winners of the Bronze Medal Awards as well as a handful of other bureau awards. This event consists of a pre-ceremony buffet breakfast beginning at approximately 8:00 a.m. The celebration then moves into an auditorium (or similar setting) where NOAA officials address the recipients and publicly distribute the awards. Following the ceremony is a small, informal dessert reception. DATE OF CEREMONY Preferred dates: Friday, October 24, 2003 Friday, October 17, 2003 Other possible dates: Wednesday, October 22, 2003 Thursday, October 23, 2003 ***Please note that we require use of the venue the day prior to the event for set-up. This means full access to the stage and seating area. VENUE LOCATION The ceremony should take place within a reasonable distance from the NOAA Silver Spring Campus (intersection of East-West Highway and Colesville Road). A "reasonable" distance is considered to be within 10 miles of the Silver Spring Campus. The venue should also have ample parking for at least 200 - 300 guests. CEREMONY TIMES Day prior to ceremony: full access to the auditorium or stage as well as the seating area from 12:00 p.m. through close of business for set-up, delivery of plaques and other awards Day of ceremony: Breakfast to begin at 8:00 a.m. Ceremony to begin at 10:00 a.m. Reception to begin at approximately 11:30 a.m. (should last until 1:00 p.m.) CAPACITY This year, NOAA plans to recognize over 200 Bronze Medal recipients in addition to approximately 30 other awards recipients. An additional 30 NOAA officials will attend the ceremony. As a result, with guests the event requires seating capacity for 800 individuals. BREAKFAST REQUIREMENTS The venue should be able to provide a catered breakfast buffet prior to the presentation of the awards. Seating at the breakfast will not be assigned, but the venue must provide tables, linens to dress the tables, and non-disposable table settings and cutlery. The venue should also provide staff to work the buffet. The breakfast menu should include, but not necessarily be limited to, the following items: Eggs Bacon and/or sausage Potatoes/hash browns Muffins and breakfast pastries Coffee, tea, and decaf Fresh fruit Juice (orange, at a minimum) Pitchers of ice water CEREMONY REQUIREMENTS Raked seating should be provided during the presentation of the awards. There should also be a raised platform or stage which is used to seat at least three NOAA dignitaries and present the awards. AUDIO-VISUAL REQUIREMENTS (during presentation of awards) NOAA ceremonies are always filmed for both archival and re-broadcast purposes. In addition, NOAA's ceremonies consist of at least two short films, played during the ceremony, as well as a visual presentation (usually projected onto a screen) which follows the ceremony script. The requirements for these presentations are as follows: Audio ? Podium on stage or platform for addressing audience ? Computer audio input for house playback ? Mike input for house playback (preferably wireless) Video ? Computer video playback through two simultaneous projectors on two wall-mounted screens ? Video recording of ceremony, with live feeds to projector ? Ability to switch video feeds (live camera feed vs computer video) to projectors ? Potential for house playback of DVD and beta sources Lighting ? Theatrical lighting typical for stage switchable among a minimum of three presets. DESSERT/RECEPTION REQUIREMENTS The dessert reception is informal and no seating will be provided. The desserts should consist of one large sheet cake decorated with NOAA symbols plus coffee, brownies, cookies, and water. The venue will should provide staff during the dessert/reception to keep the area clean. Basis for Award: Award will be made on a best value basis taking into consideration approach which includes items such as appearance, quality of menu, layout for awards ceremony, adequacy of parking, past performance, and price. We are seeking an elegant presentation at a modest price. Contractors quotations must include pricing for both the breakfast and reception and include the items that will be provided for the price. A complete description of the venue proposed, along with the name and resume/credentials of the event planner should be provided. Additionally, the proposal should provide a sketch with a narrative showing how you would set up for our requirement. Your proposal should include at least three past performance references (include names and phone numbers and brief description of event that you have provided similar in nature). Quality of the approach and past performance are considered to be more important than price. However, the closer quotations are in terms of the quality of approach, the more important price will become. Be sure to carefully address all elements in this RFQ so that your quotation can be fully evaluated. For additional information please contact Jean Hairston, NOAA, fax 301-713-0808, jean.hairston@NOAA.GOV, the subject of the e-mail should state the venue for 2003 Award Ceremony. Reference DG1330-03-RQ-0100(GJH)
- Place of Performance
- Address: TO BE DETERMINED
- Country: US
- Country: US
- Record
- SN00402890-W 20030817/030815213847 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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