SOLICITATION NOTICE
X -- BIS Annual Update Conference on Export Controls and Policy
- Notice Date
- 2/22/2006
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Acquisition and Grants Office, SSMC4 - Room 7601/OFA61 1305 East West Highway, 7th Floor, Silver Spring, MD, 20910
- ZIP Code
- 20910
- Solicitation Number
- DG1351-06-RP-0001
- Response Due
- 3/9/2006
- Archive Date
- 3/24/2006
- Description
- This is a combined synopsis/solicitation for the annual Update Conference on Export Controls and Policy. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemental 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. The type of contract that is planned is a firm-fixed price commercial items contract to procure conference related services for the Department of Commerce (DOC), Business of Industry and Security consisting of a 12-month base contract and four 1-year option s to extend the contract term, which is in accordance with FAR 12.207. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-08. The NAICS code for this acquisition is 721110. STATEMENT OF OBJECTIVES FOR THE 2006-2010 UPDATE CONFERENCE ON EXPORT CONTROLS AND POLICY I. INTRODUCTION The Update Conference on Export Controls and Policy is the Department of Commerce's flagship event on U.S. export controls. This annual conference, which has been held the past 17 years in Washington, DC, provides an opportunity for the exporting community to interact with U.S. Government officials who develop and implement export control regulations, practices and policies that are intended to advance U.S. national security, foreign policy, and economic interests. Update is an important event for U.S. industry and foreign government alike. Among our may attendees are officials from foreign governments who meet and discuss export controls with U.S. officials and industry representatives. Update incudes participation of government and private sector vendors offering information and services related to export controls and compliance activities. The conference cannot be held over holidays or weekends and must be held Monday through Friday only. II. STATEMENT OF OBJECTIVES This acquisition is for a multi-year contract for hotel accommodations, including all meals, sleeping rooms, on-site parking for conference staff, ballroom facilities, breakout rooms, a pre-registration/exhibit area and audio-visual equipment and services. The anticipated performance period begins upon execution of the contract for a twelve month base period and four (4) twelve month option periods. 1. The facility shall be located in the metropolitan Washington, DC area within a 10 minute walking distance, or not more than a 15 minute subway ride to the Department of Commerce located at 14th & Constitution Avenue, N.W., Washington, DC. Conference site should be within 10 minutes walking distance to Metro. DOC must have first option on facility space for designated dates in each year of the contract. 2. Registration will begin at 7:00 a.m. each morning. Sessions begin approximately 8:00 a.m. and end at 5:30 p.m. each day. On the set-up day, the registration, meeting control room and exhibit/pre-registration area shall be available for use at 9:00 a.m. and continue through 7:00 p.m. the final day of the program. The ballroom and breakout session rooms shall be available from 7:00 a.m. the first day of the program through 7:00 p.m. the final day of the program with room setup complete by 10:00 p.m. the evening before the first day of the program. 3. A hotel representative shall be provided as an on-site representative to directly engage and respond to on-site issues in real-time and be readily available during all conference activities. 4. Sleeping Accommodations and On-site Parking ? The following room block is required: A block of 600 rooms the first night (the evening prior to the first day of the program), 600 rooms for the second night, and 450 the third night, plus provide up to 50 rooms for overflow capacity if more rooms are needed. A room block of 75 should be available the night before and after the primary room blocks. The Department of Commerce shall receive one (1) room per night for every fifty (50) rooms. The main block should offer rooms at an affordable conference or government rate. Room block for all days for ten conference staff at government rate. On-site parking available for up to 400 people with 10 spaces for conference staff only at no charge. 5. Blocked meeting rooms to be provided should include the following: Plenary Session Meeting Room ? 850 participants The Hotel shall provide a dedicated ballroom facility as the main plenary conference room which will be set-up in classroom or theater style no later than 10:00 p.m. the evening before the program. The rooms shall be configured to allow every participant a clear view of the speaker, panel, screen and all visual aids. Hotel shall provide water at the back aisles. Stage Requirements: Minimum 8? x 18? x 24? riser Standing podium with working light Stage d?cor and furnishings, which may include, pipe and drape, plants, flags, banners chairs, tables, etc. Water/glasses/pads/pens/candy on speaker tables Audio Visual Requirements Microphones and mixers, as appropriate, for podium, speaker tables, audience (1 podium microphone, 2 table microphones, 2 wireless lavalier microphones, and 4 wireless hand held microphones). Stage lighting package. Video and IMAG Projection Package to include necessary screens (@ 10.5 x 14), cameras, projectors, computers, essential equipment and necessary technicians. Stage decorative lighting, e.g., gobos, fiber, optic curtain, for gala reception. Breakout Rooms: Four breakout rooms are required to accommodate 250 to 325 participants per room; or provide a combination of 60 percent classroom, 40 percent theater style. Set-up for the rooms shall be no later than 10:00 p.m. the evening before the program begins. The rooms shall be configured to allow every participant a clear view of the speaker, panel, screen and all visual aids. 1 table podium or podium at center 2 tables draped and skirted to accommodate 4 panelists Chairs for 4 persons, 2 at each table on either side of podium Dais (Riser) Hotel shall provide water rounds at the aisles of each breakout room. Audio Visual Requirements: Microphones and mixers, as appropriate (1 podium microphone, 2 table microphones, 2 wireless lavalier microphones, 2 wireless hand held microphones) Screen of appropriate size for room LCD projector Laptop computer Sound and lightning package as needed. Luncheon Dining: (850 participants) A room to accommodate up to 850 attendees Seating in rounds of 8-10 for 850 Stage Requirements for luncheon speaker on Day 1: Riser Standing Podium with light Stage d?cor and furnishings, which may include, pipe and drape, plants, flags, banners, chairs, tables, etc. Water/glasses Audio Visual Requirements: Microphones and mixers, as appropriate, for podium and one hand held. Stage lighting and sound package. Video and IMAG Projection Package to include necessary screens (@10.5 x 14), cameras, projectors, computers, essential equipment and necessary technicians. Meeting Control Room Shall be in close proximity to registration area One telephone line (including outside line) and high speed internet access Two tables and four chairs Water and beverage set-up Re-keyed locks Technical Workshop Room A room to accommodate up to 50 attendees classroom style for setup day and conference days. Press Room A room suitable for meeting with up to 20 people shall be available the morning of the first day of the program. Tables arranged conference style with coffee service in room. Receiving/Storage/Pre-Function Room Storage area for conference materials (boxes) and staging. The Hotel shall provide for the receipt and accommodation of program materials up to three days before conference set-up day and shall store the received materials in a secure place assessable only by conference staff. Storage post-conference shall be available up to three days after the conference. Hotel staff (with a minimum of three movers) shall be available during peak load-in and load-out times and will be required to expedite the movement of conference and exhibit booth materials for conference staff and exhibitors between the storage location and the registration/pre-function/exhibit area. Peak load-in time is expected to be between 9:00 a.m. and 2:00 p.m. on set-up day and peak load-out time between 3:00 p.m. and 7:00 p.m. on final day of conference. Gala Reception Space ? 750 ? 850 participants Hotel ballroom facility required Riser for entertainment Set-up as elegant buffet dinner cocktail affair Decorative food stations throughout Cocktail tables w/chairs scattered throughout Standing cocktail tables placed appropriately Bar set-ups Sound and lighting package, e.g., gobos, fiber optic curtain, etc. Registration/Pre-function Area Two registration areas within close proximity to meeting control room. Each shall include at a minimum 4 tables, 8 chairs, 1 telephone line (with an outside line), high speed internet access points, fax line, and 2 message boards. Plenary and breakout sessions shall be close to these registration areas. The area should be available to set-up the day before the first day of the conference, and shall remain available throughout the conference. The hanging of banners, placards or GOBO set up and display in prominent area may be required. Breakfast shall be in registration/pre-function/exhibition area with standing tables scattered throughout. Exhibit Space (3500 square feet minimum) may include a ?public area of facility" which accommodates up to 25 stand-alone 10? x 10? exhibit booths and table tops with pipe and drape. The exhibit space must be in same area as meeting rooms, registration area and breaks to allow for participants interaction with vendors and BIS staff. Electrical and high speed internet access points shall be available for each exhibit space and shall be arranged with the hotel directly by vendors. Arrangements and payment will be the responsibility with each respective vendor. Proposed Event Schedule and Food and Beverage ? All interested parties shall provide sample/recommended menus for breakfast, breaks, lunches and receptions with prices per person. Refer to menu attached from previous conference for food and beverage standards expected of all breakfast, breaks, lunches and receptions. Vegetarian menu option shall be available for all meals. Day prior to conference ? BIS staff and exhibitors begin set-up beginning at 9:00 a.m. for Day 1 Pre-registration and Exhibits 3:00 p.m. ? 7:00 p.m. Pre-registration Reception 5:00 p.m. ? 7:00 p.m. Day 1 Registration: 7:00 a.m. Breakfast: 7:00 a.m. ? 8:30 a.m. AM break: 10:00 p.m. ? 10:30 p.m. Lunch: 12:00 noon - 1:15 p.m. PM break: 245 p.m. - 3:15 p.m. Gala reception: 5:30 p.m. ? 8:30 p.m. Day 2 Registration: 7:00 a.m. Breakfast: 7:00 a.m. ? 8:30 a.m. AM break: 10:00 a.m. ? 10:30 p.m. Lunch: 12:00 noon ? 1:15 p.m. PM break: 2:45 p.m. ? 3:15 p.m. Program adjourns: 5:30 p.m. Exhibits begin breakdown: 4:00 p.m. 6. Additional Audiovisual and Communications Services; When using on-site audio visual services, the on-site audio visual manager shall be available to confer with conference staff to determine and arrange precise requirements. A detailed itemization of audio visual requirements shall be provided to the conference staff 30 days prior to start of the event. Audio visual technical support is required throughout the conference to assist with all aspects computer, video and audio performance. This assistance may include loading PowerPoint or video presentations, advancing slides, switching, troubleshooting all computer, video or audio and lighting problems. Various telephone and internet connections are required for registration areas, office space, exhibitors. On-site communication services shall be available prior to the opening day of the conference to set-up lines prior to the opening of exhibits and pre-registration. Electrical/internet access shall be arranged with the hotel by vendors and shall be the responsibility of each respective vendor. Hotel shall provide radio devices for conference staff to communicate readily with Hotel staff. 7. Additional Items Easels for outside meeting rooms Message board by registration areas Directional signage for conference Lunch to be delivered to staff in Meeting Control room during conference All tables in meeting rooms shall be draped and skirted Business Center open and available to provide copies, faxes, etc., upon request Hotel to provide staff to store and move materials from storage area to registration area and meeting areas as needed without charge Conference materials will be delivered via air or ground at least 1-3 days before conference Storage space provided for conference materials available up to 3 days before and 3 days after event without charge Note the attachment for an example of sample menus of previous events and are the types of choices that would be acceptable. The menu proposed need not be the exact one shown here, but should be of similar quality. Conference dates must be between mid-September to early November each year. Hotel must offer first option for designated facility space for base year and all option years, preferably with dates where the setup day begins on a Monday, Tuesday, or Wednesday and the conference begins on a Tuesday, Wednesday or Thursday, respectively. Hotel must be within four miles of the Department of Commerce (not more than a 10 minute walk or not more than a 15 minute subway ride to the Department of Commerce located at 14th Street and Constitution Avenue NW in Washington, DC). Hotel must be abe to accommodate attendance of up to 850 participants for plenary sessions with theater seating in a ballroom facility for plenary. Close proximity to each other with preference for space that offers a dedicated, continguous area. Hotel must offer two separate registration desks and associated storage facilities. Registration/Pre-function area should accommodate at least 850 people for registration and breakfast taking place over a period of one to one and 1/2 hours with a minimum of 25 standing breakfast tables scattered throughout. Exhibit hall/area should accommodate up to 25 exhibit tables or stand alone booths in an area in close proximity to registration/pre-function area. Hotel must be able to provide sleeping room block for 600 people on peak nights with overflow capability Hotel conference rate available with cutoff for conference rate no earlier than four weeks prior to event. Lockable facility for ample storage of program materials. Storage room and control room for the conference in very close proximity to each other to best facilitate program management and operation. Hotel facility must have adequate communication, lighting sound and other technological equipment and technical staffing on-site to meet A/V requirements and must provide an accurate proposal of A/V requirements and related pricing for proposed plenaries, breakout sessions and receptions. To ensure comparison of A/V proposals, each proposal should include necessary microphones and mixers, as appropriate, for podium and speaker tables (1 podium microphone, 2 table microphones, 2 wireless lavalier microphones, and 4 wireless hand held microphones). LCD projectors, laptop computers, stage lighting and sound package as needed for recommended room configurations. Video and IMAG Projection Package to include necessary screens (10.5x14), cameras, projectors, computers, essential equipment. Stage decorative lighting (gobus, finer optic curtain for gala reception. Necessary technicians to implement proposals and their associated cost. Hotel must be able to accommodate attendance of 850 total for breakout sessions with three (3) to four (4) rooms accommodating 250 to 350 participants each with classroom seating or a combination of classroom/threater no more than 40 percent theater in each session. Evaluation Criteria 1. Quality of the Space Offered 2. Menu Offerings and Related Amenities 3. Transit Time to HHCB 4. Past Performance 5. Price 52.212-2 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 a. Quality of the Space Offered b. Menu Offerings and Related Amenities c. Transit Time to HHCB 2. PAST PERFORMANCE 3. PRICE Technical and past performance, when combined, are equally as important as price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. 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). (c) 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 offer'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. (End of Provision) Provisions 52.212-1 (JAN 2005) Instructions to Offerors ? Commercial appliers to this acquisition. Provision 52.212-2 (JAN 1999) Evaluation Criteria. Offerors shall complete only paragraph (I) of this provision if the offeror has completed the annual Representations and Certifications electronically at http://orca.bpa.gov of provision 52.212-3 (MAR 2005) Offeror Representations and Certifications ? Commercial Items. If the offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraph (b) through (i) of this provision. Clause 52.212-4 (SEP 2005) Contract Terms and Conditions ? Commercial Items, applies to this acquisition; Clause 52.212-5 (SEP 2005) Contract Terms and Conditions Required to Implement Statutes; or Executive Orders ? Commercial Items, applies to this acquisition. The following clauses apply to this acquisition: 52.217-5 (JUL 1990) Evaluation of Options; 52.222-26 (APR 2002, Equal Opportunity; 52.235 (DEC 2001) Equal Opportunity for Special Disabled Veterans; 52.236 (JUN 1998) Affirmative Action for Workers with Disabilities; 52.222-37 (DEC 2001) Employment Reports on Special Disabled Veterans; 52.222-39 (DEC 2004) Notification of Employee Rights Concerning Payment of Union Dues or Fees; 52.223-9 (AUG 2000) Estimate of Percentage of Recovered Material Content for EPA-Designated Products ; 52.225-1 (JUN 2003) Buy American Act-Supplies; 52.232-29(FEB 202) Terms for Financing of Purchases of Commercial Items; 52.232-33 (OCT 2003) Payment by Electronic Funds Transfer-Central Contractor Registration; 52.239-1 (AUG 1996) Privacy or Security Safeguards; 52.222-44 (FEB 2002) Fair Labor Standards Act and Service Contact. 1352.201-70 Contracting Officer?s Authority; 1352.201-71 Contracting Officer?s Technical Representative (COTR) (FEB 2005. 52.212-1 (JAN 2006) Instructions to Offerors ? Commercial Items; 52.212-3 (MAR2005) Offeror Representations and Certifications ? Commercial Items; 52.217-5 (JUN 1988) Evaluation of Options; 52.217-8 (NOV 1999) Option to Extend Services. Within 15 days of this announcement, all interested offerors shall respond electronically by submitting separate price and technical proposals to Janet.M.Hannah@noaa.gov,
- Place of Performance
- Address: Department of Comemrce, BIS, 1401 Constitution Ave NW, RM 6883, Washington, DC
- Zip Code: 20230
- Country: USA
- Zip Code: 20230
- Record
- SN00992291-W 20060224/060222211723 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |