SOLICITATION NOTICE
99 -- 2005 NARA RACO CONFERENCE
- Notice Date
- 8/23/2004
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- National Archives and Records Administration, NAA, Acquisition Center, 8601 Adelphi Road, Room 3360, College Park, MD, 20740-6001
- ZIP Code
- 20740-6001
- Solicitation Number
- NAMA-04-Q-0046
- Response Due
- 9/1/2004
- Archive Date
- 9/16/2004
- Point of Contact
- Marty Cruz, Contract Specilaist, Phone 301-837-1633, Fax 301-837-3227, - Stuart Hitchings, Purchasing Agent, Phone 301-837-0310, Fax 301-837-3227,
- E-Mail Address
-
narciso.cruz@nara.gov, stuart.hitchings@nara.gov
- Description
- This is a combined synopsis/solicitation for commercial items in accordance with the format in FAR Subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; firm-fixed price proposals are being requested and a written solicitation will not be issued. The solicitation number is NAMA-04-Q-0046 and is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-14 effective June 23, 2003. The Government reserves the right to make an award on the initial quote without discussions on this procurement. Award will be based on a best value determination, price and other factors considered. Other factors for award include past performance and a responsible offeror??s ability to meet the salient functional and technical requirements as listed below for the Records Administration Conference (RACO) sponsored by the National Archives and Records Administration (NARA), Modern Records Program. The conference is to be held on one of the following dates in 2005 depending on venue availability: May 10, 11, 12, 17, 18, or 19. The preferred date is May 12th. Program will consist of one-day of programming. Please indicate availability as to all of the above dates when submitting a proposal. Offerors must provide a detailed price proposal, in accordance with the requirements as listed below, along with descriptive literature or brochures on its proposed facility indicating compliance with the building requirements as listed below. Furthermore, due to the special nature of this procurement, the Offeror will be required to provide a technical presentation at their facility demonstrating their ability to meet the needs of the Government. BACKGROUND: Every year for the past 15 years, NARA has hosted RACO in the Washington, DC Metropolitan area. The conference includes one-day of programming. The day??s events are all-inclusive, meaning that all needs of the attendees, aside from lodging, shall be handled by the Contractor, including meal service, security, parking, etc. There will be approximately 450 attendees, one-third of which will require accommodations for the conference in the DC metro area (attendees shall burden the cost of lodging). The RACO Training Conference requirements?? prices must be proposed according to the following structure: CLIN 0001 Day One Room Rental; CLIN 0002 Day One Food and Beverage; CLIN 0003 Day One Technology Rental; CLIN 0004 Day One Miscellaneous. Listed below, in much greater detail, is a break down of each aforementioned line item. BUILDING REQUIREMENTS: (To accommodate this event, a host venue must meet the following building requirements for the event): GENERAL: ? Washington, DC Metropolitan Area; ? Located within 3 blocks from a Metro station; ? Americans with Disabilities Act (ADA) accessible; ? Located within 3 blocks of Hotel accommodations at the Government rate; ? On-site parking, either free or paid; ? All rented space available from 6:00PM until 10:00PM the night prior to the conference for exhibitor/office set-up; ? All rented space available from 6:00AM until 6:00PM day of the event; FUNCTIONAL ROOM REQUIREMENTS (CLIN 0001): (To accommodate this event, a host venue must meet the following building requirements for the event): Plenary Session(s) ? Accommodate 450 persons with optional overflow room to accommodate 50 persons; ? Theatre, classroom, or banquet style seating; and ? Stage or raised speaker platform: podium, skirted panel discussion table---seat 6 persons; Awards Luncheon ? Accommodate 450 persons; ? Optional overflow room to accommodate 50 persons; ? Banquet style seating; and ? Raised speaker platform: podium, awards table, seating for four; Exhibits ? Accommodate 40 vendors + 450 attendees; ? Individual exhibit size approximately 10??wide x 6?? long x 10?? high; ? Forty 6?? x 30?? skirted exhibitor tables with two chairs each; ? Forty 20 amp power supplies plus power strips; ? Forty waste baskets; ? Four buffet tables (all breaks and optional reception to be located in exhibit space); and ? Exhibit area centrally located to plenary and break-out sessions; Registration/Check-in desk ? Counter space located in pre-function area of conference/event site; and ? Accommodate traffic flow for 450 attendees; Office Space ? Adjacent to registration check-in; ? Accommodate 30 persons; and ? Minimum size circa 750 square feet; Storage Space ? Minimum size circa 500 square feet; FOOD AND BEVERAGE REQUIREMENTS (CLIN 0002): (To accommodate this event, a host venue must meet the following building requirements for the event): ? Water Stations ? Continental Breakfast for 450 persons: assorted fruit juices, muffins, Danish, bagels, seasonal fruit, coffee (regular and decaffeinated), bottled water, assorted teas; ? AM Break for 450 persons: coffee (regular and decaffeinated), bottled water, assorted teas; ? Plated Lunch for 450 persons: accommodate special dietary needs (e.g. kosher, vegan, low-salt, gluten-free, etc.---notice for these special meals will be given 30 days prior to the event); ? PM Break for 450 persons: bottled water, assorted diet and regular soft drinks, fruit juices; assorted cookies, brownies, and blondies; ? Optional reception for 225 persons: assorted appetizers; bottled water, assorted diet and regular soft drinks, fruit juices, imported and domestic beer, and house wine; TECHNICAL REQUIREMENTS (CLIN 0003): To accommodate this event, a host venue must meet the following building requirements for the event): Audio Systems (all rooms) ? Amplified sound system; ? Patch-in for audio playback, computers, etc.; ? Capacity for centralized audio recording (formats : CD, DAT,analog); ? Background music feeds; and ? Assistive listening system; Video Systems (all rooms) ? Multi-channel closed circuit television system; ? Patch-in for video playback, computer, etc.; ? Support local video feeds; ? Capacity for centralized video recording (formats: Beta, Super VHS, VHS); and ? Audio visual tie lines for internal transmission; Voice/Data Infrastructure (office only) ? High-speed internet access up to T1 lines; ? Multiple voice/data ports for custom configuration; ? Analog telephone lines; and ? Dedicated facsimile machine(s); Projection (all rooms) ? Digital Scan Converter; ? Projector (computer); and ? Circa 10.5?? x 14?? screen; Lighting Infrastructure (plenary room only) ? Individual zone settings; and ? Stage lighting; Technical Assistance ? Audiovisual specialists and technicians to deliver end-to-end technology services; and ? Inventory of projection, staging, lighting, and audio/conference equipment; MISCELLANEOUS REQUIREMENTS (CLIN 0004): To accommodate this event, a host venue must provide the following personnel requirements for the event: Decorations ? Floral arrangements; ? Screens; and ? Rope and stanchion; Security ? Security provided throughout by an approved Federal Protective Service contract security provider (anticipated to be between 2-4 as needed to guard entrances and maintain a presence) The following clauses and provisions are incorporated and are to remain in full force in any resultant fixed price purchase order: FAR Clause 52.212-1, Instructions to Offerors?XCommercial Items (Oct 2000); each offeror shall include a completed copy of the provisions at FAR clause 52.212-3, Offeror Representations and Certifications?XCommercial Items (June 2003), with the quotation. A copy of the provisions can be found at http://www.arnet.gov/far/; FAR 52.212-4, Contract Terms and Conditions?XCommercial Terms (February 2002); FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders?XCommercial Items (June 2003). Paragraph (b) of this clause incorporates by reference the following FAR clauses: 52.222-3 Convict Labor, 52.222-21 Prohibition of Segregated Facilities, 52.222-26 Equal Opportunity, 52.222-36 Affirmative Action for Workers with Disabilities, 52.225-1 Buy American Act?XSupplies, 52.232-34 Payment by Electronic Funds Transfer?XOther Than Central Contractor Registration, and 52.233-3 Protest After Award. Paragraph (c) of this clause incorporates by reference the following FAR clauses: 52.222-41, Service Contract Act of 1965, as Amended and 52.222-42, Statement of Equivalent Rates for Federal Hires. One copy of each proposal (detailed price breakdown and literature/brochures) must be mailed to The National Archives and Records Administration (NARA), Attention: Mr. Narciso Cruz, 8601 Adelphi Road, Room 3360, College Park, Maryland 20740-6001, by 3:30 pm September 1, 2004. Additionally, the detailed price proposal may also be emailed to: narciso.cruz@nara.gov. The Government reserves the right to visit the offeror??s site prior to making an award determination. Telephonic responses will not be processed.
- Record
- SN00649909-W 20040825/040823212731 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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