SOLICITATION NOTICE
R -- SSA Respiratory Diseases and Disorders Policy Conference
- Notice Date
- 2/17/2005
- Notice Type
- Solicitation Notice
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- Social Security Administration, Deputy Commissioner for Finance, Assessment and Management, Office of Acquisition and Grants, G-C-7 East High Rise Building 6401 Security Blvd., Baltimore, MD, 21235
- ZIP Code
- 21235
- Solicitation Number
- SSA-RFQ-05-1194
- Response Due
- 2/25/2005
- Archive Date
- 5/30/2005
- Small Business Set-Aside
- Total Small Business
- Description
- The Social Security Administration (SSA) needs conference planning services for SSA's Policy Conference entitled, "Respiratory Diseases and Disorders" to be held at an Americans with Disabilities Act (ADA) accessible hotel selected by vendor with approximately 60 attendees for 2 days in San Diego, CA on May 26-27, 2005 from 8:00-5:00 each day. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation number is SSA-RFQ-05-1194, and the solicitation is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-26. This acquisition is a total small business set-aside with NAICS code 561920, small business standard of $6.0 MIL. Vendor shall provide the following services: A) PRE-CONFERENCE ACTIVITIES: TASK 1: Post Award Meeting: vendor shall contact the SSA Project Officer (PO) within 5 business days after award to arrange a conference at SSA headquarters in Woodlawn, Maryland (or teleconference) to discuss the project in detail. SSA will provide vendor at that time: 1) Proposed agenda and SSA publications and 2) Proposed invitation list. TASK 2: Conference Facilities: Vendor shall negotiate with a hotel in San Diego that is approved as fire safe by the Federal Emergency Management Agency (FEMA) for meeting space, meals, audio visual (A/V) equipment, and the Government rate for sleeping rooms. Vendor shall provide 1 hotel conference room meeting the following requirements: 1) meets all ADA accessibility requirements; 2) accommodates all required A/V equipment; and 3) provides adequate space for food/beverage service, and 4) has room for a head table for about 6 speakers. Vendor shall also provide A/V equipment and supplies for 2 conference days including: 1 LCD panel (19?) and 1 laptop computer for PowerPoint presentations, 2 lapel microphones, 5 cordless handheld microphones, 3 table top microphone stands, and pens and paper for attendees. TASK 3: Food Services: Vendor shall arrange and facilitate food and non-alcoholic beverage (catering) services for 2 conference days to include continental breakfast, morning and afternoon breaks, and lunch. TASK 4: Sleeping Accommodations: Vendor shall arrange for and secure reservations for attendees as required for an estimated 20 federal attendees, 15 non-federal attendees for 2 nights. Attendees will pay for their sleeping rooms. SSA will not pay for sleeping rooms not used. Sleeping rooms must: 1) be in the same hotel or within walking distance of the conference facility (more than one hotel is acceptable), 2) be at the government lodging per diem rate for San Diego, CA (excluding taxes), but also be the highest quality available for the price in San Diego, and 3) meet all ADA accessibility requirements, and been approved as fire safe by FEMA. TASK 5: Conference Invitations ? format, distribute and coordinate responses. Vendor shall submit a draft invitation letter including a request for reservation/registration response via email to PO for comments/approval within 10 days of award. PO will provide comments/approval within 7 business days of receiving the draft, and within 5 days of PO approval vendor shall send invitations to all participants via email (mail if no email address available). Vendor shall manage reservation responses and make reasonable efforts to secure attendee conference reservations. Vendor will also provide PO with attendee contact information. Vendor shall maintain an up-to-date electronic list of attendees including the following information: applicability and status of hotel reservations, and requirements for special accommodations (wheelchair/scooter, assistive listening service, interpreter, personal assistant, etc.) and provide this list to the SSA PO via email on a weekly basis and upon PO request. TASK 6: Agenda and Evaluation Forms. Vendor shall prepare the agenda and evaluation form formats based on information/text provided by PO. SSA will work with vendor to prepare the agenda and evaluation formats and provide other technical support as needed. Vendor shall submit a draft agenda and draft evaluation forms to PO for comments/approval via email within 10 days of award. PO will provide comments/approval regarding the need for revision(s) within 10 days of receipt of the draft, and vendor shall finalize the draft within 10 days of PO approval. TASK 7: Conference Packages. Vendor shall prepare, deliver and distribute a conference package to each participant, and also provide an extra 25 sets. This package will include the agenda, table of contents, list of panelists and their qualifying credentials, list of attendees including contact information, SSA-provided public information material, and a minimum of 2 evaluation forms. Vendor shall provide a binder, folder or similar item to hold the conference materials. Vendor shall submit a sample final conference package to PO within 5 days of award for comments/approval before duplication of the packages. PO will provide comments/approval within 5 days of receipt of the draft. SSA may provide vendor with copies of SSA public information material for distribution at the conference. Vendor shall provide and distribute copies of the conference packages in alternative formats (i.e., Braille, large print, disk or tape) as necessary. SSA will provide its public information materials in alternative format to vendor as necessary. Need for alternate formats will be determined from attendees and conference reservation information. TASK 8: Transcription Services. Vendor shall provide transcription services to record both conference days. Vendor shall provide a verbatim transcript to the PO via email in MS WORD format within 10 days after conference, and also provide to PO at the same time 2 hard bound copies, printed on the front and back of the page, for each day. TASK 9: Executive Summary. Vendor shall provide an executive summary for each conference day. Vendor shall provide a draft summary to PO 10 days after providing the verbatim transcript to SSA. Vendor shall provide the final executive summary 10 days after PO draft approval. TASK 10: Sign Language Interpretation Services (if necessary). Vendor shall secure and facilitate a sign language interpreter services if necessary. Need for interpreters will be determined from attendee conference reservation information. B. CONFERENCE ACTIVITIES: Vendor shall provide, arrange and facilitate conference activities including: 1) Registering all conference participants, ensuring that the registration process meets all ADA requirements; 2) Providing name tags to all attendees showing participant's name, organization and location; 3) Providing identification tent cards for speakers (12 estimated) at head table; 4) Handling onsite emergencies such as electronic equipment failure; 5) Ensuring that the conference rooms are set up properly and that A/V equipment is working; 6) Resolving all accessibility issues, including mobility, interpreters, and alternative format handouts; 7) Distributing conference packages, affiliated materials and information; 8) Maintaining communication/providing status to PO regarding conference activities; 9) Maintaining communication/ensuring efficient coordination with conference facility personnel, food and beverage service providers, equipment providers, etc.; 10) Collecting conference evaluation forms; and 11) Facilitating audience discussions (passing cordless microphones) upon request and ensuring that speakers adhere to allotted timeframes. C. POST CONFERENCE ACTIVITIES: The vendor shall compile, evaluate and analyze the results of the conference evaluation forms. Vendor shall submit a draft report, including the original evaluation forms, to PO via email 10 days after conference. PO will provide comments/approval within 7 days of receipt of draft. Vendor shall finalize report within 5 days of PO approval. D. REPORTS AND DELIVERABLES: Vendor shall prepare status reports to PO via email on a weekly basis, detailing progress in all critical areas of the project. PO may change the frequency and content of reports. The clause at 52.212-4, Contract Terms and Conditions - Commercial Items, applies to this acquisition. The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders - Commercial Items, applies to this acquisition and the following additional FAR clauses cited in the clause are applicable to the acquisition: (b)(5)(i), (b)(14), (b)(15), (b)(16), (b)(17), (b)(18), (b)(19), (b)(20), (b)(23), (b)(26), and (b)(32). 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES. (Apr 1984) (a) The use in this solicitation or contract of any federal acquisition regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of "(deviation)" after the date of the clause. (b) The use in this solicitation or contract of any [insert regulation name] (48 CFR[ ]) clause with an authorized deviation is indicated by the addition of "(deviation)" after the name of the regulation. 52.212-4 CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEMS (Oct 2003) --Tailored. This clause, 52.212-4 is tailored as follows. Paragraph (t), Central Contractor Registration (CCR) is deleted in its entirety. In lieu of Paragraph (t), contractors shall follow the requirements in the Clause 52.204-7, Central Contractor Registration (Oct 2003)- Deviation, which is incorporated in full text as an Addendum/Attachment to this order. 52.204-7 CENTRAL CONTRACTOR REGISTRATION (Oct 2003)- DEVIATION SSA is in the process of establishing the necessary interface between its financial system and the CCR database. During this transition period, the agency is going to temporarily deviate from the requirement to use the CCR database as its source of information for EFT payments. Therefore, this contract includes the clause at 52.232-34, Payment by Electronic Funds Transfer-Other than Central Contractor Registration (May 1999) in lieu of the clause at FAR 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003). This is the only deviation from the requirements of this clause, 52.204-7. The contractor shall comply with all other requirements for CCR registration in the clause. INSTRUCTIONS TO OFFERORS: The following provisions at FAR 52.212-1, Instruction to Offerors, Commercial Items, (tailored) apply to this acquisition: (b) (1), (3), (4), (6), (7), (8), (10), (11), (c), (f), (g), and (j). All quotations shall be clearly marked with ?SSA-RFQ-05-1194,?and shall contain the following: 1) Price quotation, separate from technical submissions, including a detailed breakout of: labor (firm fixed price)- labor categories, descriptions, number of labor hours for each category and labor rates, segregated by tasks; other direct costs (firm fixed price)? if any, identify all cost elements and applicable overhead rates; and other than local travel (cost reimbursable)? not to exceed amount--if any, identify all cost elements (i.e. per diem, lodging, airfare, etc.) and applicable overhead rates (profit/fee not applicable); and incidentals; 2) Detailed project implementation plan, not to exceed 15 single-spaced typed pages, outlining how you would perform the work, including: A) How you would organize, manage and staff the project, including skill categories and hours required to accomplish the work effort and what parts (if any) you would subcontract, B) Your proposed conference site, including how the facility would meet all SSA's space requirements, and a description of food/beverages you propose to provide and C) How you would provide the required editing services (skill categories and hours) to show your ability to meet editing deadlines; and 3) References for experience and past performance: provide information for 3 past or current projects completed within the past 3 years that are similar in size, scope, and complexity to the work required. Each project description shall include: A) Name, address of the client organization; B) Contract number, if applicable; C) Name, title, telephone and fax numbers and email address of a currently available client point of contact/reference; D) Description of the work performed, including parts subcontracted; E) Performance period, and F) Dollar value. EVALUATION: The provisions at FAR Part 52.212-2, Evaluation - Commercial Items (tailored) apply to this acquisition. Paragraph (a) is tailored as follows: the Government will award an order resulting from this request for quotation to the offeror whose quote represents best value to the Government, price and other factors considered. The following factors shall be used to evaluate quotations: price, project implementation plan, experience and past performance. REPRESENTATIONS AND CERTIFICATIONS: Quoters must complete the annual representations and certifications electronically via the ORCA website at http://orca.bpn.gov. After reviewing the ORCA database information, the quoter verifies by submission of this quotation that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications--Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this quotation and are incorporated in this quotation by reference (see FAR 4.1201), except for paragraphs ____ (Quoters shall identify the applicable paragraphs at (b) through (i) of this provision that the quoter has completed for the purposes of this solicitation only, if any. Responses must be submitted by 3:00 p.m. Eastern Standard Time, February 25, 2005, addressed to the Social Security Administration, Office of Acquisition and Grants, Attn: Andrew Klimas, G-C-7 EHR, 6401 Security Boulevard, Baltimore, Maryland, 21235, OR emailed to Andrew Klimas at andrew.klimas@ssa.gov., OR faxed to Andrew Klimas at (410) 966-0870. All responsible small business sources may submit a quotation that shall be considered by the Agency. Quotations submitted by other than small businesses will be rejected.
- Place of Performance
- Address: Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland
- Zip Code: 21235-6401
- Country: US
- Zip Code: 21235-6401
- Record
- SN00753931-W 20050219/050217212416 (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 |