SOLICITATION NOTICE
R -- Conference Planning and On-Site Management Support of 2006 USAMRMC/USAMRAA Acquisition and Logistics Conference
- Notice Date
- 5/23/2005
- Notice Type
- Solicitation Notice
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- US Army Medical Research Acquisition Activity, ATTN: MCMR-AAA, 820 Chandler Street, Frederick, MD 21702-5014
- ZIP Code
- 21702-5014
- Solicitation Number
- W81XWH-05-T-CONF
- Response Due
- 6/24/2005
- Archive Date
- 8/23/2005
- Small Business Set-Aside
- Service-Disabled Veteran-Owned
- Description
- 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; quotation s are being requested and a written solicitation will not be issued. Solication Number: W81XWH-05-T-CONF The requirement is being procured as a 100% set-aside for Service Disabled Veteran-Owned Businesses (SDVOB). The NAICS code is 561920 Convention and Tradeshow Services; small business size standard is $6 million in average annual receipts. The solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular. Statement of Objectives (SOO) for US Army Medical Research and Materiel Command Acquisition and Logistics Conference 2006 I. Background The US Army Medical Research and Materiel Command (USAMRMC) is committed to the delivery of the best medical solutions, for today and tomorrow, to enhance, protect and treat the warfighter on point for the Nation. It is our mission to project and sustain a healthy and medically protected force; be the agent of transformation for the Objective Medical Force; and enhance the care of service members and the military family by leveraging medical solutions. With this mission in mind, USAMRMC, in collaboration with the US Army Medical Research Acquisition Activity (USAMRAA), will sponsor an acquisition and logistics conference, no later than June 30, 2006, to achieve the following short-term objectives and long-term outcomes: Short-term objectives: Provide USAMRAA customers with insight into procurement process from formulation of requirement through close-out of contract. Enlighten USAMRAA staff on the integral mission of major customers and their expectations from USAMRAA in meeting that mission. Enhance professional working relationships between Government, academia, industry, and community. Maximize opportunity for USAMRAA staff and customers to discuss manpower issues, acquisition processes and issues, technology advances, and business trends and opportunities. Long-term outcomes: USAMRAA succeeds in developing innovative and collaborative business arrangements in order to bring the latest technology and most advanced medical care to the soldier in the 21st Century. Strengthen the partnership between USAMRAA and customers to enhance the procurement process in an effort to better serve the warfighter. II. Scope of Objectives The USAMRMC/USAMRAA is soliciting the services of a qualified performer to serve as conference planner and manage the acquisition and logistics conference sponsored by USAMRMC. The conference will bring together approximately 400 Government and industry b usiness leaders, medical researchers, logisticians, and acquisition professionals, in an effort to bring the latest technology and most advanced medical care to the soldier in the 21st Century. The conference shall be two full days in duration, with a ki ck-off event the evening prior to the first days registration. The conference shall take place no later than June 30, 2006 and the location of the conference should be within a 100-mile radius of Fort Detrick (Frederick, MD). The selected contractor will be expected to support USAMRMC/USAMRAA in conference planning and logistical services to include, but not limited to: conference marketing and exhibit sales, site identification and configuration, upfront marketing and communi cation design and development, website design, on-line and resident registration services, facility arrangement, speaker preparation services, logistical technical support including supplying audio/visual equipment and expertise, and conference evaluation services. The requirements expected to be completed under this contract are: Task 1. Conference Planning Services The objectives for this task include, but ar e not limited to: a) guiding the Government team in the development of a conference theme; b) development of a detailed action plan which identifies specific planning process tasks, identification of responsible parties, and associated timelines and expect ations; c) identification and selection of conference site (vendor should propose multiple alternative venues for consideration); d) coordinate arrangements for hotel accommodations; and e) naming of speakers and presenters. Task 2. Marketing and Promotion The objectives for this task are focused on assisting with the generation and distribution of all communication media in support of the conference. The objectives for this task include, but are not limited to: a) design and production of advertisement of conference; b) creation and publication of conference programs; c) production of conference packages (suggested materials include program, display of exhibit layout, map and restaurant information of conference locale, conference evaluation information, bi ographical sketches of speakers, Government-provided materials); d) arrange for conference photographer for production of a conference photo album; e) assist the Government official media relations efforts; f) organize an exhibition for organizations (appr oximately 100) that represent support for the Warfighter in the 21st Century; and g) design and publish advertisements/articles for appropriate publications. Following is a list of publications to be used at a minimum: - Fort Detrick paper, The Standard - MEDCOM paper, The Mercury - NCMA Contract Management Magazine - Army Times - Army AL&T Magazine - Soldier Magazine - Army Logistician It is noted that the distribution of marketing and conference materials must adhere to USAMRMC branding guidance. All materials must be grammatically correct and without spelling errors. Task 3. Pre-Conference Registration The objective for this task is to manage the entire registration process for attendees and exhibitors to include a secure web site for registration containing all applicable information, plus maintenance of the web site. This objective also entails provid ing pre-event registration and guest services for conference participants. Task 4. On-Site Support The objectives for this task include administrative support at all locations including the main registration table, primary conference room, all break-out rooms, hospitality space, exhibit area, etc. Individual tasks for this area include, but are not lim ited to: a) management of the on-site portion of the registration process; b) distribution of conference program package; c) assist exhibitors; d) coordinate with conference facility staff for room setup, break service requirements, and kick-off event serv ices; and e) provide direct assistance for problem resolution. Task 5. Speaker and Presenter Support The objectives for this task include, but are not limited to: a) assisting in the development of possible speaker lists; b) generation of an appropriate agenda for the speakers; c) coordination and invitation of speakers; and c) greeting and assisting spea kers and presenters to include setup of any required equipment. The contractor shall ensure that protocol is followed in dealing with guest speakers. To support the above tasks, this scope of work requires an experienced and cohesive team of conference management professionals with experience including but not necessarily limited to the following areas: conference management, technical program developm ent and management, business program management, marketing program management, and logistics and finance management. More important, and in addition to conference management skills, the conference implementer must possess a depth of technical knowledge an d experience with the unique requirements of a technical conference. III. Other Contract Details 1. Period of Performance. The period of performance f or this statement of objectives is from the contract award date to July 31, 2006. USAMRMC may give subsequent extension notices in writing for further contract performance in accordance with the terms set forth herein. 2. Travel. Domestic travel will be required in performance of these duties. While foreign travel is not anticipated, conference planner is hereby notified that all foreign travel associated with its conference organization work must be approved in advan ce by USAMRMC/USAMRAA. 3. Place of Performance. The conference planner will perform work at its office, at Ft. Detrick and remote locations as it is identified. 4. Government Furnished Property The Government (USAMRMC/USAMRAA) does not anticipate providing property to support this scope of work. 5. Deliverables. The conference planner will deliver a monthly Program Status Report describing progress made toward completing each of the objectives identified in this Statement of Objectives, in accordance with the Parties mutually agreed format and co ntent requirements. This report shall include financial, schedule, and scope information, and an assessment of performance for all work under this scope of objectives. Beginning 90 days from the conference date, through the date of closing of registrati on, the contractor shall provide weekly reports of conference attendance and exhibitor commitments. The contractor shall develop a conference evaluation process and provide the Government representative a complete report of all evaluations received withi n 30 days of conference completion. Within 30 days of the conference completion the Contractor shall provide an after action report that details the strengths and weaknesses of the conference. All deliverables identified in the Statement of Objectives should be provided to the USAMRAA Technical Representative in hard copy and electronic media, if appropriate. 6. Security Requirements. All work performed under this contract is unclassified. IV. Applicable Provisions and Clauses Incorporated by Reference 52.212-1 Instructions to OfferorsCommercial 52.212-3 Offeror Representations and CertificationCommercial Items 52.212-4 Contract Terms and ConditionsCommercial Items V. Applicable Provisions and Clauses Incorporated by Full Text 52.212-2 Evaluation-Commercial Items. As prescribed in 12.301(c), the Contracting Officer may insert a provision substantially as follows: Evaluation-Commercial Items (Jan 1999) (a) 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 following factors shall be used to evaluate offers: 1. Technical Capability. The offeror shall provide a technical capability statement that is no more than 10 pages in length that discusses the offerors ability to perform the above performance work statement. The offeror shall specifically address how it can and will meet the requirements in the performance work statement. Brochures or other marketing information that do not specifically address the requirements are unacceptable ways to demonstrate the offerors technical capability. The offeror must demonstrate experience and acceptable performance in the planning/management of conferences of comparable scope, magnitude, and complexity. 2. Past Performance/Past Experience. The offeror shall provide no more than three relevant past performance examples. The examples should be similar in terms of size, scope, and complexity to the above requirement. The examples shall include a referenc e that the contracting office can contact. USAMRAA will contract only with an organization which possesses a proven track record in managing conferences and events. 3. Price/cost. The offeror shall provide a price quote for the performance work statement. The quote must be sufficiently detailed to evaluate the reasonableness and realism of proposed costs. Non-cost factors, when combined, are more important than cost. (b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the of fer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (MAY 2002) (a) The Contractor shall comply with the following FAR clauses, which are incorporated in this contract by reference, to implement provisions of law or executive orders applicable to acquisitions of commercial items: (1) 52.222-3, Convict Labor (E.O. 11755). (2) 52.233-3, Protest after Award (31 U.S.C. 3553). (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of comme rcial items or components: (Contracting Officer shall check as appropriate.) NA (1) 52.203-6, Restrictions on Subcontractor Sales to the Government, with Alternate I (41 U.S.C. 253g and 10 U.S.C. 2402). NA (2) 52.219-3, Notice of HUBZone Small Business Set-Aside (Jan 1999). NA (3) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Jan 1999) (if the offeror elects to waive the preference, it shall so indicate in its offer). NA (4) (i) 52.219-5, Very Small Business Set-Aside (Pub. L. 103-403, section 304, Small Business Reauthorization and Amendments Act of 1994). NA (ii) Alternate I to 52.219-5. NA (iii) Alternate II to 52.219-5. NA (5) 52.219-8, Utilization of Small Business Concerns (15 U.S.C. 637 (d)(2) and (3)). NA (6) 52.219-9, Small Business Subcontracting Plan (15 U.S.C. 637 (d)(4)). NA (7) 52.219-14, Limitations on Subcontracting (15 U.S.C. 637(a)(14)). NA (8)(i) 52.219-23, Notice of Price Evaluation Adjustment for Small Disadvantaged Concerns (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323) (if the offeror elects to waive the adjustment, it shall so indicate in its offer. NA (ii) Alternate I of 52.219-23. NA (9) 52.219-25, Small Disadvantaged Business Participation Program--Disadvantaged Status and Reporting (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323). NA (10) 52.219-26, Small Disadvantaged Business Participation Program--Incentive Subcontracting (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323). NA (11) 52.222-21, Prohibition of Segregated Facilities (Feb 1999). XX (12) 52.222-26, Equal Opportunity (E.O. 11246). XX (13) 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans (38 U.S.C. 4212). XX (14) 52.222-36, Affirmative Action for Workers with Disabilities (29 U.S.C. 793). XX (15) 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans (38 U.S.C. 4212). XX (16) 52.222-19, Child Labor--Cooperation with Authorities and Remedies (E.O. 13126). NA (17)(i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA-Designated Products (42 U.S.C. 6962(c)(3)(A)(ii)). NA (ii) Alternate I of 52.223-9 (42 U.S.C. 6962(i)(2)(C)). NA (18) 52.225-1, Buy American Act--Supplies (41 U.S.C. 10a-10d). NA (19)(i) 52.225-3, Buy American Act--North American Free Trade Agreement--Israeli Trade Act (41 U.S.C. 10a-10d, 19 U.S.C. 3301 note, 19 U.S.C. 2112 note). NA (ii) Alternate I of 52.225-3. NA (iii) Alternate II of 52.225-3. XX (24) 52.232-33, Payment by Electronic Funds Transfer--Central Contractor Registration (31 U.S.C. 3332). NA (25) 52.232-34, Payment by Electronic Funds Transfer--Other than Central Contractor Registration (31 U.S.C. 3332). NA (26) 52.232-36, Payment by Third Party (31 U.S.C. 3332). (c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, which the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or executive order s applicable to acquisitions of commercial items or components: (Contracting Officer check as appropriate.) NA (1) 52.222-41, Service Contract Act of 1965, As amended (41 U.S.C. 351, et. seq.). NA (2) 52.222-42, Statement of Equivalent Rates for Federal Hires (29 U.S.C. 206 and 41 U.S.C. 351, et. seq.). NA (3) 52.222-43, Fair Labor Standards Act and Service Contract Act -- Price Adjustment (Multiple Year and Option Contracts) (29 U.S.C.206 and 41 U.S.C. 351, et seq.). NA (4) 52.222-44, Fair Labor Standards Act and Service Contract Act - Price Adjustment (29 U.S.C. 206 and 41 U.S.C. 351, et seq.). NA (5) 52.222-47, SCA Minimum Wages and Fringe Benefits Applicable to Successor Contract Pursuant to Predecessor Contractor Collective Bargaining Agreement (CBA) (41 U.S.C. 351, et seq.). (d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the cl ause at 52.215-2, Audit and Records--Negotiation. (1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract. (2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final terminat ion settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved. (3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law. (e) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c) or (d) of this clause, the Contractor is not required to include any FAR clause, other than those listed below (and as may be required by an addenda to this paragraph to establ ish the reasonableness of prices under Part 15), in a subcontract for commercial items or commercial components-- (1) 52.222-26, Equal Opportunity (E.O. 11246); (2) 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans (38 U.S.C. 4212); (3) 52.222-36, Affirmative Action for Workers with Disabilities (29 U.S.C. 793); (4) 52.247-64, Preference for Privately-Owned U.S.- Flag Commercial Vessels (46 U.S.C. 1241)(flow down not required for subcontracts awarded beginning May 1, 1996)., and (5) 52.222-41, Service Contract Act of 1 965, As Amended (41 U.S.C. 351, et seq.). (End of clause) Contractor Manpower Reporting (CMR) - (Accounting for Contract Services) The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including sub-contractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address: https://contractormanpower.army.pentagon.mil. The required information includes: (l) Contracting Office, Contracting Of ficer, Contracting Officer's Technical Representative; (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of contra ctor employee entering data; (5) Estimated direct labor hours (including sub-contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-contractors); (7) Total payments (including sub-contractors); (8) Predominant Federal Se rvice Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army R equiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information); (ll) Locations where contractor and sub-contractors perform the work (specified by zip code in the Unit ed States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (l2) Presence of deployment or contingency contract language; and (l3) Number of contractor and sub-contractor employees deployed in th eater this reporting period (by country). As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 1 2 months ending 30 September of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor's system to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the web sit e. 52.252-2 Clauses Incorporated by Reference. As prescribed in 52.107(b), insert the following clause: Clauses Incorporated By Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed elect ronically at this/these address(es): www.usamraa.army.mil. VI. Offer Submission Instructions Award will be made to the offeror that presents the best value to the Government, price and non-price factors considered. Award may be made to other than the lowest price offeror. Offerors are advised that the Government considers the combined non-price factors to be more important than price. All of the non-price factors are of equal importance. The Contractor Manpower Reporting (Accounting for Contract Services) requirement shall be separately priced. Please submit your offer electronically via email to kathy.robinson@amedd.army.mil. The offer should be submitted no later than 2:00 PM on 24 June 2005. Files should be submitted utilizing Microsoft Office products or in .PDF format, zip files are not au thorized.
- Place of Performance
- Address: US Army Medical Research Acquisition Activity ATTN: MCMR-AAA, 820 Chandler Street Frederick MD
- Zip Code: 21702-5014
- Country: US
- Zip Code: 21702-5014
- Record
- SN00813895-W 20050525/050523212219 (fbodaily.com)
- Source
-
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