SOLICITATION NOTICE
35 -- Logistical Support for the NRC's All Employee Meetings and Awards Ceremony
- Notice Date
- 3/18/2005
- Notice Type
- Solicitation Notice
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- Nuclear Regulatory Commission, Office of Administration, Division of Contracts, 11545 Rockville Pike, Rockville, MD, 20852-2738
- ZIP Code
- 20852-2738
- Solicitation Number
- ADM-05-403
- Response Due
- 4/1/2005
- Archive Date
- 4/16/2005
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for a commercial item, prepared in accordance with the FAR 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. Direct all questions or inquiries referencing this RFP to Deborah Neff, Contract Specialist (301) 415-8160, e-mail DAN1@nrc.gov ALL OFFERS SHALL BE SUBMITTED VIA MAIL NO LATER THAN 3:30, NRC local time on 04/01/05. A walk-thru will be conducted on March 23, 2005 at 2:00 p.m. at the NRC Headquarters in Rockville, Maryland. All interested parties who plan to attend the walk-thru shall e-mail DAN1@nrc.gov by 12:00 March 22, 2005. Please provide the names and social security numbers of those who will attend the walk-thru. All proposals shall be addressed to the U.S. Nuclear Regulatory Commission (NRC), Division of Contracts, Attn: Deborah Neff, RFP No. ADM-05-403, 11555 Rockville Pike, Rockville, MD 20852. Solicitation No. ADM-05-403 herein is issued as a Request for Proposal (RFP). This RFP is set aside for small businesses only. The North American Industry Classification System Code is 561920 and the small business size standard is $6M. The NRC intends to issue a Commercial Item, Fixed Price Type Contract with a base period and one option period. BACKGROUND The Nuclear Regulatory Commission (NRC) Commissioners will hold two meetings for all Headquarters employees on May 11, 2005 followed by an awards ceremony the afternoon of May 12, 2005. All set-up work under Basic Requirements of this agreement shall be completed by May 8, 2005 as May 9 and 10, 2005 are used by the NRC to set-up and test communications and sound equipment. Both of these events will be held on The Green, an area located between NRC's two Headquarters buildings at 11555 (OWFN Building) and 11545 Rockville Pike (TWFN Building), Rockville, located directly across Marinelli Road from the White Flint Metrorail station. The NRC requires the Contractor to provide the following logistical support for these events: BASIC REQUIREMENTS 1. TENTS The Contractor shall provide a tent or a series of connecting tents to cover 750 or more seated employees, 28' x 16' stage, with space for large aisles, microphones, speakers, two 2' x 5' sound control tables at rear of tent, and a separate communications support area (approximately 15' X 30'. See the attached diagram of previous set-up (Enclosure 1) (Note: In this diagram there is a large sculpture which is 20' high. The tents must be erected over or around this structure.) The tents shall be completely white (no design) with appropriate height (lowest tent poles raised to approximately 10') to create an open meeting environment. Clear siding shall be installed on all perimeter sides of the tents except for the side facing Rockville Pike. Two layers of opaque white siding shall be installed on the Rockville Pike tents? side. The siding shall be securely installed on all sides to prevent flapping, including areas over vents. The siding shall be quickly adjustable to provide entry/exit and opening/closing for changing weather conditions. The Contractor shall also provide opaque siding in the interior of the tent located by the sculpture, as directed by the Project Officer. This interior siding is used to conceal working communications support staff and equipment. A canopy (an entrance marquee) shall be erected from the main tent entrance to the TWFN building overhang to protect employees in case of inclement weather. The canopy shall be approximately 10' in width extending to 15'- 20' at the entrance to TWFN to allow additional space for disabled employee entry by ramp. The canopy may not be attached to the building or concrete pavers. The tents, canopies and siding shall be odorless, leak, weather and fire proof and be free of unsightly wear or other markings. Gutters shall be securely installed between tents to prevent water dripping on tent occupants. The contractor may be asked by NRC to test the performance of the gutters prior to the event by spraying water by hose on the top of the tents. The tents, canopies and siding shall be secured to the optimum level to withstand high winds prevalent in this area; water barrels are recommended for tent anchoring. (Note: The Green area where the tent is to be installed rests over an underground parking garage. There is approximately 12" of soil over several feet of styrofoam-type material.) The Contractor shall ensure appropriate measures are taken to prevent any damage to the location?s landscaping and plants while erecting and disassembling the tent: the Contractor shall be responsible for any damage. The contractor shall not attach tents, canopies or other equipment to trees or buildings. The Contractor will advise the NRC in advance if stakes will be used to anchor the tent and the NRC will mark the Green with the location of the installed underground sprinkler system. The contractor is responsible for any damage to NRC?s sprinkler system if the damage occurs within 12 inches of the marked locations. Any interior tent support poles shall minimize extruding wires or ropes that could trip tent occupants. The Contractor shall allow speakers for sound equipment to be attached to tent support poles and rails as long as such attachment does not damage the poles or affect tent support. The contractor shall also allow NRC to attach stage decorations to the tent poles and rails at the back of the platform, if desired. The Contractor shall be responsible for meeting any federal, county or city code, regulation or licensing requirements in providing these items and services and shall obtain any necessary approvals from the Montgomery County Fire Marshal prior to the meeting. The Contractor shall provide exit signs and any other safety items required to meet codes and regulations. The Contractor shall provide insurance that covers personal injury to occupants. Following the event, the Contractor shall empty any water barrels used in locations approved by the Project Officer to ensure appropriate drainage. The tents may be erected beginning May 5, 2005 and shall be fully erected and ready for NRC?s use by 5:00 p.m., May 8, 2005. The tents shall be disassembled and removed from the premises no later than 5:00 p.m., May 13, 2005. The Contractor?s access to the site shall be coordinated and approved by the NRC Project Officer. 2. STAGE The contractor will install a stage (platform) with a black surface area, preferably carpeted. The stage shall be 28' x 16' subject to reconfiguration at the Project Officer?s direction. The stage shall be approximately 24" in height with stairs equipped with handrails at both sides, black skirting, and side and back rails. Placement of stairs and handrails shall be subject to Project Officer?s direction. The stage shall be professionally leveled with no tripping hazzards. The stage shall be installed by 5:00 p.m. May 8, 2005. To minimize changes, the stage should be installed prior to set-up of the chairs (see 3., below). After the event, the stage shall be removed from NRC?s premises no later than 5:00 p.m., May 13, 2005. 3. CHAIRS The Contractor shall provide 900 folding or stackable white (padded preferred) chairs. The Contractor shall set-up the chairs in accordance with direction provided by the project officer. All chairs shall be set facing the stage, and this will require most sections to be set diagonally. The chairs shall be white in color, all of one style, clean and dry at the time they are to be used by NRC, and free of any defects, unsightly wear or other markings. The Contractor shall allow the NRC to use any chairs that are unneeded in tent for contingency site set-up in the TWFN building. In the event of inclement weather before events, the Contractor shall wipe-down wet seats, as necessary. The chairs shall be completely arranged and in place by 5:00 p.m. May 8, 2005. After the event, the chairs shall be removed from NRC?s premises no later than 5:00 p.m., May 13, 2005. 4. LIGHTING The Contractor shall provide the following lighting and identify the electrical power requirements for all lighting fixtures to be used. The contractor shall provide the extension cords which shall be run through the tent frames to the central power outlet boxes designated by the Project Officer which are installed on the sides of the Green. The Contractor shall label the extension cords to identify the connected fixtures; this will allow lighting to be adjusted if necessary during an event with minimal disruption. a. General The Contractor shall provide and install up to 20 portable lighting fixtures at the direction of the NRC Project Officer to fully light the tent to a normal office lighting level. The Contractor shall also provide and install one additional extension cord to be used by the NRC transcription contractor. b. Stage The Contractor shall provide six (6) stage lights on stands with controller. The stage lights shall be capable of illuminating the stage to T.V. broadcast levels when used from the back of the tent. All above lighting shall be installed based upon the Project Officer?s instructions and be operational by 5:00 P.M. May 8, 2005. 5. FANS The Contractor shall propose a plan for installation of fans to cool occupants during the events. The plan should include ceiling and pedestal fans and state the type, number, location, and installation of all fans proposed. (The Contractor shall provide the electrical power requirements for the fans to be used) All fans shall be in excellent condition and shall operate without any mechanical noise, other than that of air blowing. All fans shall be installed by the Contractor so that the on-site professional staff can immediately turn each fan off individually if necessary. Ceiling fans that appear wobbly or unstable should not be proposed. Fans with variable speed settings are desirable. The fans shall be installed by 5:00 P.M. May 8, 2005. 6. PROFESSIONAL ASSISTANCE & CHANGES IN EVENT CONFIGURATION Two contractor staff persons shall be on hand between 10:00 A.M. and 5:00 P.M. on May 10, 2005 to assist with lighting and other adjustments needed during testing of the sound and video broadcast equipment. The Contractor shall provide three professional staff persons on-site between 7:30 a.m. and 5:00 p.m. on May 11 and May 12, 2005 to assist NRC with seating arrangement changes, make any needed adjustments to tent, lights, gutters, open and close siding, wipe down chairs using contractor-supplied materials, and, operate fans, as needed. These on-site professional staff shall be immediately available to the NRC Project Officer at all times during these hours. Throughout the period of performance, the Contractor agrees to provide a full crew onsite at the event location within ninety minutes of notification by the NRC Project Officer to immediately correct any urgent or emergency problems that are identified. The Contractor shall be accessible on-call at all hours during the period of performance (date on-site work begins until after all materials are disassembled and removed). OPTIONAL ITEMS The contractor shall provide the following optional items when directed by the Contracting or Project Officer. The NRC will notify the Contractor by Noon 7, 2005 of its intention to exercise any of these options. All optional items shall be removed by May 13, 2005. 1. Canopy (Entrance Marquee) At NRC?s option, the Contractor shall erect a canopy from the main tent entrance to the front entrance of the OWFN building. The canopy shall be approximately 10' in width (except for straight section leading to the OWFN building which shall be approximately 6' in width). The canopy shall be odorless, leak, and fire proof and be free of unsightly wear or other markings. The canopy shall not be attached to the building or concrete pavers. The Contractor shall complete erection of the canopy by 12:00 Noon on May 10, 2005. 2. Supplemental Platform At NRC?s option, the Contractor shall provide a 12" high, 8' x 20' platform to be professionally installed and leveled at a location designated by the Project Officer. The platform shall be installed on Wednesday, May 11, 2005 between 3:30 and 5:30 p.m. or between 7:00 a.m. and 9:30 a.m. on Thursday, May 12, 2005. 3. Heaters In case of anticipated cold weather, at NRC?s option, the Contractor shall provide *propane/electric heaters (or equivalent heaters with the configuration approved by the Project Officer) designed for occupied facility use. The heaters shall be UL approved and have guards that prevent direct contact with open flames. (The Contractor shall provide the electrical power requirements for the heaters to be used) The heaters shall be placed outside the tent with heat conveyed by duct. The heaters shall be in place and operating by 7:30 a.m. on May 11 and 12, 2005 to ensure the tent is heated prior to full occupancy. 4. Stage ramp At NRC?s option, the contractor shall install a ramp* for disabled access to the stage. The ramp shall meet ADA requirements and be installed at the location specified by the Project Officer. The ramp shall be installed at the direction of the Project Officer either: 1) by 5:00 P.M. on May 10, 2005, or 2) on Wednesday, May 11, 2005 between 3:30 and 5:30 p.m. or between 7:00 a.m. and 9:30 a.m. on Thursday, May 12, 2005. A diagram of tent configuration for previous events will be provided during the walk-thru on March 23, 2005. *The contractor shall determine the number based on the size and configuration of the tent. OPTION YEAR At NRC?s option, the Contractor shall provide the above basic services and optional items in 2006. NRC will notify the Contractor by April 30, 2006 of its intent to exercise the option for that year. At the time the option is exercised, specific event dates will be provided to the Contractor. The events are expected to be scheduled between May 1 and October 15, 2006. TYPE OF CONTRACT AND PERIOD OF PERFORMANCE-----This is a firm fixed price type contract with a base period and one option period. PROPOSAL REQUIREMENTS-----Proposals must be typed, numbered, legible and printed or reproduced on letter-size paper. PROPOSALS SHALL NOT EXCEED 15 PAGES (if both sides of a page are used, each side is counted as one page). ANY PAGES BEYOND THE FIRST 15 WILL NOT BE CONSIDERED IN THE EVALUATION. All charts, graphs, sales brochures, and other information will be counted in the page limitation. Proposals in response to this solicitation must be submitted in separate and distinct parts: 1 original and 3 copies of the "Price Proposal" (See Attachment 4 for Schedule of Prices) and 1 original and 3 copies of the "Technical and Management Proposal." Offerors are notified that all information provided in their proposals must be accurate, truthful, and complete to the best of the offeror's knowledge and belief. The Commission will rely upon all such representations made by the offeror both in the evaluation process and for the performance of the work by the offeror selected for award. NRC intends to evaluate offers and award without discussions with offerors. Therefore, the offeror?s initial proposal shall contain the offeror?s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions, if later determined by the CO to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received. PROPOSAL REQUIREMENTS--PRICING--The fixed unit price under this contract shall include ALL CHARGES, equipment, labor, supplies, etc. All offerors shall submit a fixed unit price for the tent rental, chairs, supplemental lighting, fans, water barrels, miscellaneous items, professional assistance. All offerors shall also submit a fixed unit price for the optional items (canopy, supplemental platform, heaters, stage ramp). OPTION----The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the optional period. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). PROPOSAL REQUIREMENTS--TECHNICAL & MANAGEMENT PROPOSAL--The technical and management proposal shall not contain any reference to price. The offeror shall submit full and complete information, in the order set forth below, to permit the NRC to perform a thorough evaluation and make a sound determination of whether the offeror will have a reasonable likelihood of meeting the requirements and objectives of this procurement. The proposal shall be fully self-contained, and shall specifically address the technical evaluation factors. EVALUATION FACTORS-- In accordance with FAR 52.212-2(a), the following factors will be used to evaluate offerors: PRICE--Although price is a factor in the evaluation of proposals, technical will be a more significant factor in the selection of a contractor. The EVALUATION FACTORS are: UNDERSTANDING THE REQUIREMENT (50 pts), and PAST PERFORMANCE (50 pts). To demonstrate UNDERSTANDING THE REQUIREMENT the offeror shall provide the following: a layout of the Green identifying the proposed tent layout including the size of the tents and the chair and pole placement; identify how the test will be secured (e.g., stakes/water barrels) to withstand adverse weather without disrupting occupants; and specify placement of lights, fans, and heaters including the equipment electrical power requirements. To demonstrate PAST PERFORMANCE, the offeror shall provide pertinent details regarding your firm's performance history (quality of services, how well you performed) on contracts similar in size and scope to this requirement. You shall complete the past performance questionnaire attached. Demonstrate your ability to control costs and timeliness of performance. Include letters of commendation, awards received, and any other available factual documentation to support your firm's performance history. Provide any other pertinent information that will aid in the evaluation of your performance record. Identify ALL contracts that your firm has been awarded that were terminated for default, or subject to any disputes, if ?none,? indicate ?none.? At the discretion of NRC, the NRC may or may not contact the sources identified on the Questionnaires regarding past performance information. This information will be used in determining the Competitive Range. PROVISIONS AND CLAUSES--The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-16 (10/31/03). FAR 52.212-1, Instructions to Offerors-Commercial Items; 52.204-6, Data Universal Numbering System (DUNS) Number; 52.219-22, Small Disadvantaged Business Status; 52.212-4, Contract Terms and Conditions-Commercial Items; 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items; 52.216-18, Ordering; 52.216-19, Order Limitations, apply to this acquisition. OFFERORS MUST SUBMIT A COMPLETED COPY OF THE PROVISION AT 52.212-3, OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMS WITH ITS OFFER. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition with the following additional clauses: 52.203-6,52.204-7, Central Contractor Registration (October 2003), Alternate 1; 52.219-4, 52.219-8, 52.219-9, 52.219-23, 52.222-19, 52.222-21, 52.222-35, 52.222-36, 52.222-37, 52.223-6, 52.225-3, 52.225-13, and 52.232-33. In addition, the following clause applies to this acquisition: Compliance with U.S. Immigration Laws and Regulations -- NRC contractors are responsible for ensuring that their alien personnel are not in violation of United States Immigration and Naturalization (INS) laws and regulations, including employment authorization documents and visa requirements. Each alien employee of the Contractor must be lawfully admitted for permanent residence as evidenced by Alien Registration Receipt Card Form 1-151 or must present other evidence from the Immigration and Naturalization Services that employment will not affect his/her immigration status. The INS Office of Business Liaison (OBL) provides information to contractors to help them understand the employment eligibility verification process for non-US citizens. This information can be found on the INS website http://www.ins.usdoj.gov/graphics/services/employerinfo/index.htm#obl. The NRC reserves the right to deny or withdraw contractor use or access to NRC facilities or its equipment/services, and/or take any number of contract administrative actions (e.g., disallow costs, terminate for cause) should the contractor violate the contractor?s responsibility under this clause. The full text of the provisions and clauses can be accessed electronically at: http://www.arnet.gov/far. NOTE: PRICE SCHEDULE AND PAST PERFORMANCE QUESTIONNAIRE WILL BE POSTED IN FEDBIZOPPS AS MODIFICATION NO. 1
- Place of Performance
- Address: 11545 and 11555 Rockville Pike, Rockville, Maryland
- Zip Code: 20852
- Country: US
- Zip Code: 20852
- Record
- SN00771954-W 20050320/050318212634 (fbodaily.com)
- Source
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