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FBO DAILY ISSUE OF JULY 16, 2004 FBO #0963
SOLICITATION NOTICE

99 -- Annual Conference Planner

Notice Date

7/14/2004
 

Notice Type

Solicitation Notice
 

NAICS

541690 — Other Scientific and Technical Consulting Services
 

Contracting Office

Export - Import Bank of the United States, Office of Contracting Services, Contracting Services, 811 Vermont Avenue, N.W., Washington, DC, 20571
 

ZIP Code

20571
 

Solicitation Number

EXIM-04-R-0002
 

Response Due

8/16/2004
 

Archive Date

8/31/2004
 

Point of Contact

Glenna Paulson, Contracting Officer, Phone 202-565-3333, Fax 202-565-3528, - Mark Pitra, Contracting Officer, Phone (202) 565-3338, Fax (202) 565-3528,
 

E-Mail Address

glenna.paulson@exim.gov, mark.pitra@exim.gov
 

Description

Description This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the solicitation; however a copy of the written solicitation, evaluation criteria, and Statement of Work (SOW) must be requested from the Contracting Officer as stated below. The Request for Quotation number is EXIM–04-R-0002. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular number 01-14 (effective 6/3/03). The acquisition size is unrestricted. The purchase order shall be a firm-fixed- priced contract. There are four line items. LINE ITEM 0001 is the Base Year. Dates of Conference have not been determined yet; however potential dates are as follows: April 14-15, 2005 or April 21-22, 2005 or May 5-6, 2005. LINE ITEM 0002 is Option Period 1. Potential dates are as follows: April 6-7, 2006 or April 27-28, 2006 or May 11-12, 2006. LINE ITEM 0003 is Option Period II. Potential dates are as follows: April 12-13, 2007 or April 19-20, 2007 or April 26-27, 2007. LINE ITEM 0004 is Option Period III. Potential dates are as follows: April 10-11, 2008 or April 17-18, 2008 or May 1-2, 2008. The Government reserves the right to exercise these Options in accordance with FAR Part 52.217-9 Option to Extend the Term of the Contract. All work shall be completed IAW contractor’s SOW and additional Government direction. DESCRIPTION/SOW: STATEMENT OF WORK FOR ANNUAL CONFERENCE PLANNING FOR THE EXPORT-IMPORT BANK OF THE UNITED STATES 2005 ANNUAL CONFERENCE. 1. BACKGROUND: The overall objectives of this Statement of Work outlines the needs for Ex-Im Bank's Annual Conference Planner. 2. SCOPE OF WORK: 2.1 Planning Meetings: Contractor shall participate in up to five (5) planning meetings that will be held either at EX-Im Bank or the host hotel. 2.2 Registration and Accounting Services: Contractor shall set-up and host an on-line registration form that links to the conference “home page” that will be hosted by Ex-Im Bank. Contractor shall set-up an on-line database so that Ex-Bank can view an up-to-the-second list of registered participants. Contractor shall provide current (detailed) registration rosters to Ex-Im Bank upon request or based on an agreed upon schedule. Contractor shall collect all payments (credit cards and checks) and forward payments to Ex-Im Bank on agreed upon schedule. All credit card payments will be processed by Ex-Im Bank. Contractor shall work with Ex-Im Bank to facilitate refunds for cancelled registrations. Contractor shall track “HOW” participants heard about the conference, to assist with future marketing efforts. 2.3 Conference Staffing: The Contractor shall provide up to ten (10) staffers for the first day of registration and six (6) on day two of the conference, as needed. Contractor shall be responsible for running the entire registration process. This includes pre-registration setup the evening before the conference at the hotel site, as well as, general registration the day of the event and second day as needed. As well as on-site trouble shooting as needed. 2.4 Conference Marketing: Contractor shall facilitate all requests for exchanges of exhibit space for complimentary advertisements if the exchange is favorable to Ex-Im Bank. Contractor will be responsible for obtaining advertisement specs so that Ex-Bank can create artwork. Contractor shall market the conference to previous conference participants by sending periodic email announcements. 2.5 Name Badges: Contractor shall arrange for SmartCard name badges or a comparable system in order to track attendance and limit access to all conference events. This will involve being able to print badges on-site and furnish badge readers for scanning at all conference events. Contractor shall provide Ex-Im Bank with a roster of attendees by event. 2.6 Exhibitor Coordination: Contractor shall work with Ex-Im Bank’s designated exhibitor services company to coordinate the following: Exhibit Hall floor plan, including periodic updates; Exhibits-related signage; Distribution of kits to confirmed exhibitors; Booth assignments; Set-up of conference registration kiosks within the exhibit hall; Set-up of exhibit hall (to possibly include regional pavilions); and Security while the exhibit hall is closed. Contractor shall assist with marketing the conference to exhibitors who have participated in past Ex-Im Bank conferences. Contractor shall accept exhibitor registrations and make booth assignments. Contractor shall send each exhibitor a detailed confirmation letter and arrange for an exhibitor kit to be sent to the exhibitor’s point of contact. Contractor shall serve as the point of contact for all exhibitor questions relating to timing, location, shipping, etc. Contractor shall ensure that all exhibitor representatives are registered, paid, badged, and included on the final exhibitor roster. 2.7 Hotel Coordination: Contractor shall monitor the hotel rooming list and arrange for regular updates to be sent to the Ex-Im Bank. Contractor shall serve as the primary point of contact with the hotel’s Convention Services Manager in order to coordinate the following: Audio/visual equipment needs; Catering (exhibit hall, luncheons, Ex-Bank VIP rooms, reception(s), and breaks; Meeting room set-ups (general sessions, breakouts, offices, receptions); Ex-Im Bank staff and VIP accommodations; Internet connectivity for designated Ex-Bank exhibit booths, offices, etc.; Telecommunications for Ex-Bank offices; Photocopier rental for Ex-Bank office (note: this may come from an outside vendor. Therefore, delivery and pick-up may need to be arranged); Storage for Ex-Im Bank computer equipment; and Delivery of conference materials (both from the Contractor and Ex-Im Bank). 2.8 Printing & Reproduction: Contractor shall acquire, assemble, and possibly reproduce an exhibitor guide (to include: list of exhibitors by company name, list of exhibitors by booth number, brief descriptions of each exhibiting company, exhibit hall floor plan, and any other exhibits-related materials). Reproduction of participant roster (to include: name, title, organization, and email address). Printing of final program handout (to include: table of contents, agenda with meeting room assignments, VIP biographies, etc. Note: in the past, this publication has been coil bound with a four-color cover. The contents have included approximately 75 pages (of which 30 are color), and 5 tabs. Printing of all conference directional signage, workshop signage, and signage for Ex-Bank exhibits. 2.9 Webcasting, Videotaping and Production: Contractor shall arrange for and coordinate all aspects of webcasting for the general sessions only. The webcast will NOT be live. Rather, it will be available on the internet within one (1) week following the conference. Contractor shall arrange for production manager to work directly with the Ex-Im Bank to review the Bank’s script for all general sessions. This will ensure that the proper camera shots are captured and that the timing of each event will stay on target. Contractor shall arrange for the general sessions to be videotaped, with IMAG speaker display. Contractor shall arrange for videographer and production manager to conduct impromptu interviews throughout the conference and embed some of these interviews/shots into a DVD to be shown at the closing session. If the Bank selects to host a conference video, Contractor shall arrange for and coordinate all aspects of viewing for the general sessions. 2.10 Post Conference Effort: The contractor shall assist in post-conference activities to include: Review hotel bill and other contracted vendors’ invoices for accuracy. Invoicing conference participants and exhibitors. Providing final roster list and clean up of database. 3. EVALUATION FACTORS: Past Performance, Key Personnel and Cost. Past Performance: Offeror's must have prior experience with Conference Planning and have excellent past performance. 3.2 Key Personnel: Personnel shall have experience, knowledge and understanding in providing quality planning services. 3.3. Cost: Offeror is required to submit a cost proposal for the Base Year and Option Years in accordance with the Request for Proposal (RFP) and Statement of Work (SOW). 4. AWARD: Contract shall be awarded to the offeror who is responsive and responsible in accordance with the Federal Acquisition Regulation (FAR) and whose proposal conforms to the solicitation's requirements and represents the best value to the Government. FAR PROVISIONS: The following clauses apply to this acquisition: 52.212-1 Instructions to Offerors - Commercial Items; 52.212-2 Evaluation - Commercial Items; 52.212-3 Offeror Representations and Certifications - Commercial Items; 52.212-4 Contract Terms and Conditions - Commercial Items; 52.212-5 Contract Terms and Conditions required to Implement Statues or Executive Orders, 52.217-8 Option to Extend Services, 52.217-9 Option to Extend the Term of the Contract, 52.232-18 Availability of Funds and 52.252-2 Clauses Incorporated by Reference. This is a BEST VALUE REQUIREMENT; therefore, the Government reserves the right to award this contract to other than the lowest price offer. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Government reserves the right to conduct a proposal down select and only hold discussions with the offeror(s) who best meet the solicitation evaluation criteria. Discussions will not be held with any offeror eliminated during the down select period. The Government also reserves the right not to hold discussions with any of the offerors if the Contracting Officer determines that discussions are not necessary for this requirement. To be eligible for award, all contractors must be registered in the Central Contractor Registration (CCR). A Contractor can contact the CCR by calling 1-888-227-2423 or e-mail at www.ccr.gov. The FAR Clauses web site is http://farsite.hill.af.mil or www.arnet.gov. Offers are due by August 16, 2004 by 12:00 P.M. to the Export Import Bank of the US at 811 Vermont Ave NW; Washington DC, 20571. The Request for Proposal (RFP) and Statement of Work (SOW) can be requested from Contracting Officer Glenna J. Paulson. Point of Contact Glenna J. Paulson, Contracting Officer, Phone (202) 565-3333, FAX (202) 565-3528, Email, glenna.paulson@exim.gov. NOTE: THIS NOTICE WAS NOT POSTED TO WWW.FEDBIZOPPS.GOV ON THE DATE INDICATED IN THE NOTICE ITSELF (14-JUL-2004); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
 

Web Link

Link to FedBizOpps document.
(http://www.eps.gov/spg/XMBANK/OAS/CA/EXIM-04-R-0002/listing.html)
 

Place of Performance

Address: Washington, D.C.

Zip Code: 20571

Country: USA
 

Record

SN00620810-F 20040716/040714213229 (fbodaily.com)
 

Source

FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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