SOLICITATION NOTICE
R -- Event/Meeting Planner services in support of the Advisory Committee on Voluntary Foreign Aid (ACVFA).
- Notice Date
- 2/2/2005
- Notice Type
- Solicitation Notice
- NAICS
- 561990
— All Other Support Services
- Contracting Office
- Agency for International Development, Washington D.C., USAID/Washington, 1300 Pennsylvania Avenue, NW Room 7.10-006, Washington, DC, 20523
- ZIP Code
- 20523
- Solicitation Number
- M-OAA-GRO-EGAS-1001
- Response Due
- 2/17/2005
- Archive Date
- 4/2/2005
- Small Business Set-Aside
- Total Small Business
- Description
- Issuance Date: February 2, 2005 Closing Date: February 17, 2005 (4:00 P.M. EST.) SUBJECT: Request For Quotations (RFQ) No. M-OAA-GRO-EGAS-1001 Event/Meeting Planner services in support of the Advisory Committee on Voluntary Foreign Aid (ACVFA). The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking quotations from a vendor who can provide Event/Meeting Planner services in support of the ACVFA for USAID Washington, DC. This requirement will be a firm-fixed price purchase order with a cost reimbursement line item for other direct costs. If you choose to submit a quotation, it must be submitted via e-mail only to Alan J. Bellefeuille at: abellefeuille@usaid.gov with the attached request for quotation and received no later than February 17, 2005, 4:00 P.M. EST. The heading of the email must be addressed as follows: U.S. Agency for International Development Office of Acquisition and Assistance M/OAA/GRO/EGAS, RRB-Room 7.09-077 1300 Pennsylvania Avenue, NW Washington, D.C. 20523 ATTN: Alan J. Bellefeuille It should be noted that packages may not be left at the USAID Visitor's Desk. You are solely responsible for ensuring timely delivery. This procurement is issued pursuant to the simplified acquisition procedures in Chapter 13 of Federal Acquisition Regualtion, Subpart 13.003(b)(1) which requires that thte acquisition of supplies or services that have an anticipated dollar value exceeding $2,500 and not exceeding $100,000 be reserved exclusively for small business concerns. Contractors are requested to submit both technical and cost portions of the quotation separately. Award will be made to the contractor whose quotation is determined to be the best value in meeting the government requirement. Issuance of this quotation does not constitute an award commitment on the part of the Government, nor does it commit the Government to pay for costs incurred in the preparation and submission of a quotation. Any questions concerning this SUBJECT: Request For Quotations (RFQ) No. M-OAA-GRO-EGAS-1001 Event/Meeting Planner services in support of the Advisory Committee on Voluntary Foreign Aid (ACVFA). solicitation should be directed to Alan J. Bellefeuille in writing at email: abellefeuille@usaid.gov. REQUEST FOR QUOTATION RFQ NUMBER: M-OAA-GRO-EGAS-1001 DATE ISSUED: 02/02/05 CLOSING DATE AND TIME: 02/17/2005 ? 4:00 P.M. EST RFQ NUMBER: M-OAA-GRO-EGAS-1001 ISSUED BY: United States Agency for International Development M/OAA/GRO/EGAS, Room 7.09-077 1300 Pennsylvania Avenue, N.W. Washington, DC 20523 POC/TEL NO: Alan J. Bellefeuille: mail: abellefeuille@usaid.gov (202) 712-5501 THE OFFEROR AGREES THAT THE PRICES SUBMITTED ARE GOOD FOR 60 DAYS FROM DATE OF RECEIPT OF YOUR QUOTE. OFFERORS ARE REQUIRED TO SUBMIT QUOTES VIA E-MAIL TO ALAN J. BELLEFEUILLE AT: abellefeuille@usaid.gov. PLEASE PROVIDE NAME, ADDRESS, POINT OF CONTACT OF AUTHORIZED INDIVIDUAL RESPONSIBLE FOR THE QUOTATION. COMPLETE THE ENCLOSED VENDOR INFORMATION SHEETS. ALL RESPONSIBLE ELIGIBLE SOURCES MAY SUBMIT A QUOTATION WHICH, IF TIMELY RECEIVED, SHALL BE CONSIDERED BY THE AGENCY. SHIPPING ADDRESS: USAID OF DELIVERABLES A/AID JOCELYN ROWE, RM 6.10-083 RONALD REAGAN BUILDING WASHINGTON, D.C. 20523 DELIVERY DATE/PERIOD OF PERFORMANCE: FROM DATE OF AWARD THROUGH NOVEMBER 15, 2005 Submitted by Name/Company: Please provide company name on quote as well. SUPPLIES/SERVICES AND PRICES/COSTS The contractor shall provide support services for the Advisory Committee on Voluntary Foreign Aid (ACVFA) public meetings of 2005 and ? day executive session meetings for the ACVFA?s 24 members. The contractor will be required to work within a predetermined budget and shall be paid a fixed-price for the services rendered as the event/meeting planner. Item Description Qty. Unit Price 001 Event/Meeting Planner services for the scheduled May ACVFA Public Meeting and following half day Executive Session in support of the Advisory Committee on Voluntary Foreign Aid (ACVFA) Lot 002 Event/Meeting Planner services for the scheduled October ACVFA Public Meeting and following half day Executive Session in support of the Advisory Committee on Voluntary Foreign Aid (ACVFA) Lot 003 Cost reimbursable services which includes:  Rental cost of conference facility  Audio-visual equipment requirements  Coffee and Tea  Continental Breakfast and Lunch  Meeting rooms for the ACVFA  Supplies -Paper, Photocopying, Pencils, Pen, Stamps, etc?  Name Tags  Rapporteur Services  Dinner  Court Reporter Travel for ACVFA Members outside the Washington, DC area Ea STATEMENT OF WORK OBJECTIVE The purpose of this contract is to procure Event/Meeting Planner services in support of the Advisory Committee on Voluntary Foreign Aid (ACVFA). BACKGROUND The ACVFA is an expert nongovernmental body that advises USAID and other U.S. government agencies on international development and humanitarian assistance issues. ACVFA members are private citizens appointed by the USAID Administrator and serve without compensation. The committee?s public meetings, held three times per year, serve as forums for consultation between the public and private sectors on a broad range of foreign assistance matters. REQUIREMENT The contractor shall have experience as an Event/Meeting Planner, be a self-starter, and be able to work independently. The event/meeting planner will provide support services for four meetings: the ACVFA public meetings of 2005 (dates are tentatively set for May 18, 2005 and October 19, 2005) and the ? day executive sessions (dates are tentatively set for May 19, 2005 and October 20, 2005). It is expected that approximately 400 people will attend each of the public meetings and the 24 ACVFA members will meet for each of the ? day executive sessions. The Event/Meeting planner will organize both meetings to be held in the Washington, D.C. area. Conference/Meeting Facility: The event/meeting planner shall provide for an array of services required for a conference/meeting for the ACVFA to support each event as listed below: a) Shall schedule a conference facility to accommodate all attendees for two general public meeting sessions and setup approximately four (4) small workshop groups for the ACVFA attendees. The conference facility will be in downtown Washington, D.C., accessible to the Metro and preferably in close proximity to the Ronald Reagan Building. -The CTO will have approval on the meeting location. -The timeframe of the meeting shall be: 8:00am ? 6:00pm b) Shall coordinate, secure, and prepare audio-visual equipment requirements to include: between six and eight microphones, power point (LCD projector, laptop computer and laser pointer), up to four video monitors, pipe and drape for the backdrop, and on site technical staff support. c) The meeting planner will assemble the materials for the members? folders. The CTO will provide all materials for the folders approximately one week prior to the meeting. d) The CTO will furnish all of the materials for the resource table. The CTO will provide the meeting planner with the materials approximately one week prior to the meeting. The meeting planner will be responsible for delivery of the materials to the meeting site and return of any unused materials to the CTO. d) Shall provide Coffee Service for the 24 ACVFA members and attendees during the morning coffee break, to include: coffee (regular and decaf), tea, and water. e) Shall provide Continental Breakfast and Lunch for the 24 ACVFA members on the day of the public meeting. The Continental Breakfast and Lunch menu selections require CTO approval. The available menu choices are as follows: Breakfast Menu (for up to 24): coffee/tea service, and assorted juices, danishes, bagels, and pastries; and Lunch Menu (for up to 30): Lunch will be either buffet or plated. CTO final menu approval is required. Cost should not exceed $50 per person. f) Shall schedule a meeting room for two subsequent ? day executive sessions to be held at the same location as the site of two public meetings. The time frame of the executive sessions will be from either approximately 3 PM to 6 PM on the day of the public meeting or 8:00 AM to 12:00 PM the day after. If the executive sessions occur on the following day, then a Continental Breakfast shall be provided for the 24 ACVFA members. g) The meeting planner will provide a logistics check-list and on-site work plan one week prior to the meeting for the CTO review and approval; h) The meeting planner will meet with the CTO approximately three weeks prior to the ACVFA meeting and one week prior to the ACVFA meeting to discuss final details; i) Shall serve as the main liaison to the facility personnel during the public meetings and the ? day executive sessions. j) Shall deliver information folders to the ACVFA member?s hotel the evening before). k) Shall mail the save the date post cards and the flyer. The CTO will provide the meeting planner with the save the date post card and the flyer for mailing and the data base of names and addresses for the production of the mailing labels. The save the date card will be mailed out six weeks prior to the meeting and the flyer will be mailed out three weeks prior to the meeting. l) Shall be responsible for the web or email based registration which will be available eight weeks prior to the meeting date. The registration of attendees includes providing name tags and a final list of participants. Name tags will also be provided for the 24 ACVFA members and meeting presenters. A web or email based registration for participants will be required in addition to registration via fax or US mail. The web site will be created and managed by the CTO, in coordination with the meeting planner. The meeting planner will provide a list of the pre-registrants with all contact information one week prior to the public meeting. m) Shall secure the services of a meeting rapporteur, a court reporter, and an audio recorder (audio tapes) for the public session. n) Shall be on-site at the day of the meeting for set-up, during the meeting, and clean-up after the meeting. o) Shall assist with the hand-held microphones during the question and answer sessions for the ACVFA members. The general public will use the microphones in place. The CTO will provide USAID staff to assist with the registration tables. p) Shall return all materials to the CTO after the meeting. The mailing list belongs to the ACVFA and may not be used for other purposes other than the public meeting. q) Shall handle all travel reimbursements for ACVFA members (5 to 10 individuals) who do not reside in the Washington, D.C. metropolitan area. Shall reserve a block of hotel rooms for the Members for up to four nights, concurrent with the dates of the meetings. r) The meeting planner will meet with the CTO one week after the meeting for a debriefing and will provide a continuity report that provides the steps taken to execute the ACVFA meeting. Meeting and Logistics Support: The meeting planner will be responsible for the design and layout of the full Committee report and the meeting summary report. Printing of materials will be conducted via USAID?s printing office. The rapporteur will produce a draft report of the meeting?s proceedings two weeks after the meeting takes place. An example is available on the ACVFA Web Site. ACVFA Members Dinner: The meeting planner will be responsible for scheduling and coordination of Dinner on the day of the public meeting for up to thirty (30) people in a restaurant in Downtown Washington, DC. The timeframe of the meeting shall be: 6:00pm ? 9:00pm. The CTO approval is required on the restaurant and menu selection. Dinner menu choices are as follows: Dinner ? choice of steak or fish, salad, dessert, coffee and tea service, cash bar before dinner. A fixed price three course meal is preferable, not to exceed $45 to $60. ACVFA New Members Dinner: As needed, the meeting planner will be responsible for the scheduling and coordinating of a new Members Dinner approximately the day before the public meeting for up to ten (10) people in a restaurant in Downtown Washington, DC. The timeframe of the dinner shall be: 6:00pm ? 9:00pm. CTO approval is required on the restaurant and menu selection. Dinner menu choices are as follows: Dinner ? choice of steak or fish, appetizer, salad, dessert, coffee and tea service, cash bar before dinner. A fixed price three course meal is preferable, not to exceed $45 to $60. Budget: USAID has established a predetermined budget in support of the administrative and program support services to be provided to the ACVFA. After contract award, the contractor will be required to prepare a budget for requirements under Line Item No. 3 for CTO approval. The government shall reimburse all approved costs by the CTO for required services. Dates of Event: The public meetings of the ACVFA are tentatively scheduled for May 18, 2005 and October 19, 2005 and the ? day executive sessions are tentatively scheduled for May 19, 2005 and October 20, 2005). Both meetings are to be held in Washington, D.C. The logistics and pre-meeting work will be commencing sixty (60) days prior to the scheduled events. The meeting planner will work off-site at his or her office. PERIOD OF PERFORMANCE The period of performance for this contract is the date of contract award through November 15, 2005. PERFORMANCE STANDARDS Evaluation of the Contractor's overall performance in accordance with the performance standards set forth in Statement of Work, Tangible Results and Deliverables, will be conducted jointly by the CTO and the Contracting Officer, and shall form the basis of the Contractor's permanent performance record with regard to this contract. PROGRESS REPORTING REQUIREMENTS The contractor shall provide the CTO with a progress report in accordance with the following or as requested by the CTO: 25% Completion of the work. 50% Completion of the work. 75% Completion of the work. 100% Completion of the work. KEY PERSONNEL The key personnel whom the Contractor shall furnish for the performance of this contract are as follows: Name Title ____________________ ___________________________ ____________________ ___________________________ The personnel specified above are considered to be essential to the work being performed hereunder. Prior to replacing any of the specified individuals, the Contractor shall immediately notify both the Contracting Officer and USAID Cognizant Technical Officer reasonably in advance and shall submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No replacement of personnel shall be made by the Contractor without the written consent of the Contracting Officer. SUBMISSION OF DEVELOPMENT EXPERIENCE DOCUMENTATION TO PPC/CDIE/DI In accordance with AIDAR Clause 752.7005 "Submission Requirements for Development Experience Documents (OCT 1997)", USAID contractors are to submit one electronic and/or one hard copy of development experience documentation (electronic copies are preferred) to the Development Experience Clearinghouse at the following address (rather than the outdated address in the cited clause): Development Experience Clearinghouse 8403 Colesville Road, Suite 210 Silver Spring, MD 20910 Telephone Number (301)562-0641 Fax Number (301)588-7787 E-mail: docsubmit@dec.cdie.org http://www.dec.org Cognizant Technical Officer (CTO): The Contractor and the CTO shall meet after contract award for coordination of program requirements. The CTO and technical point of contact is: Jocelyn Rowe, Executive Director of the ACVFA. Office Telephone: (202) 712-4002 Email: jrowe@usaid.gov EVALUATION CRITERIA CAPABILITY OF THE OFFEROR USAID will assess (evaluate) the capability of each offeror on the basis of its organizations experience, past performance, and cost. USAID will use its assessment of capability as a basis for comparing offeror?s to determine best value. This will be fixed price contract using best value trade-offs. Evaluation Factors a. Experience 50% USAID will evaluate each offeror?s technical experience in event/meeting planning and its relevance to the work that will be required under the prospective contract. b. Past Performance 50% USAID will contact the offeror?s previous customers to ask if (1) the offeror?s performance conformed to the terms and conditions of its contract; (2) the offeror was reasonable and cooperative during the performance period; and (3) what level of customer satisfaction they received from the offeror. c. Cost Proposal - Under a best value source selection, nonprice evaluation factors, when combined are significantly more important than price. USAID will consider an Offeror?s past performance and experience to be equal in importance. However, the USAID will not select an offeror for award on the basis of a superior capability without consideration of the amount of its price. Relative Importance of the Evaluation Factors - Best Value Source Selection Nonprice evaluation factors, when combined, are significantly more important than price. An offer must be acceptable in order for the offeror to be eligible for award. USAID will not award a contract on the basis of an unacceptable offeror. USAID will not select an offeror for award on the basis of superior capability without consideration of the amount of its price. The relative influence that capability and price will have on source selection authority will depend on the differences among competing offerors where USAID will rank each offeror and make tradeoffs in the differences in capability and the price (FAR 15.101-1). VENDOR INFORMATION (Please complete if you have not provided this information in the past) NAME: ADDRESS (to include Country if not USA): POC: TELEPHONE NUMBER: FAX NUMBER: E-MAIL ADDRESS: INTERENT ADDRESS: EIN/SSN NUMBER: DUNS NUMBER: ELECTRONIC FUNDS TRANSFER: ABA Number (9 digit routing number): Bank Name: Account Number: Type of Account (checking or savings): OWNERSHIP TYPE: ____ Asian-Indian American ____ Asian-Pacific American ____ Black American ____ Hispanic American ____ Native American ____ Non-Minority ____ Other Minority ____ Unknown PROFILE TYPE: ____ Corporation ____ Education Org Other than University ____ College ____ Individual ____ HBCU ____ University/College ____ International Center ____ Research Org. ____ Voluntary Organization ____ Foundation ____ Hospital ____ Partnership ____ Proprietorship ____ Sheltered Workshop ____ Hispanic Serving Institution ECONOMIC TYPE: ____ Private ____ International Public Sector ____ Federal Government ____ State/Local Government ____ Foreign Contractor TYPE OF BUSINESS: ____ 8(a) Form ____ Small Business ____ Women-Owned ____ Disadvantaged ____ For Profit ____ Electronic Commerce
- Place of Performance
- Address: Washington, DC Metropolitan area
- Country: USA
- Country: USA
- Record
- SN00744198-W 20050204/050202211523 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |