MODIFICATION
A -- RFQ for 50th Display Design and Fabrication
- Notice Date
- 11/1/2006
- Notice Type
- Modification
- NAICS
- 541490
— Other Specialized Design Services
- Contracting Office
- Other Defense Agencies, Defense Advanced Research Projects Agency, Contracts Management Office, 3701 North Fairfax Drive, Arlington, VA, 22203-1714, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- HR0011-07-R-0002
- Response Due
- 11/3/2006
- Archive Date
- 11/4/2006
- Point of Contact
- Ron Kurjanowicz, Chief of Staff, Phone 703-696-7583,
- E-Mail Address
-
ron.kurjanowicz@darpa.mil
- Description
- This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format prescribed in Subpart 12.6 of the Federal Acquisition Regulation (FAR), as supplemented with the Instructions to Offerors and Statement of Work attached to this announcement. This announcement constitutes the only request for quote (RFQ); quotes are being requested under HR0011-07-R-0002 and a written solicitation will not be issued. This synopsis/solicitation is for the DARPA 50th Anniversary Exhibit Display and incorporates provisions and claused in effect through Federal Acquisition Circular 2005-12, Effective 04 Aug 20. This solicitation is provided under full and open competion, there is no set-aside associated with this solicitation. The provision at FAR 52.212-1 Instructions to Offerors -- Commercial, applies to this acquisition as do the Instructions to Offerors and the Statement of Work attached to this synopsis/solicitation. The provision at FAR 52.212-2 Evaluation -- Commercial Items, is applicable. The specific evaluation criteria to be included in paragraph (a) of 52.212-2 are stated in the Instructions to Offerors under paragraph (F). Offerors shall include a completed copy of the provision at 52.212-3, Alt 1, Offeror Representations and Certifications -- Commercial Items, with its offer. The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition. The DFAR Deviation to FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders?Commercial Items (Sep 2006) (DEVIATION) applies to this acquisition. Offers shall be submitted in accordance with the Instructions to Offerors. ORGANIZATIONAL CONFLICTS OF INTEREST: The Contractor acknowledges that it is familiar with FAR Subpart 9.5, Organizational and Consultant Conflicts of Interest, and agrees to avoid, neutralize or mitigate such conflicts of interest in accordance with the principles set forth in the FAR. Questions regarding this RFQ shall be directed only to 50thDisplayFabrication@darpa.mil. STATEMENT OF WORK DARPA 50th Anniversary Display October 20th, 2007 1.0 SUMMARY The Defense Advanced Research Project Agency (DARPA) seeks to obtain a contractor to develop and produce a display that showcases DARPA?s 50th Anniversary. This exhibit will be displayed at the DARPATech Conference at the Anaheim Marriott in Anaheim, CA August 6- 9, 2007. DARPATech is conducted approximately every 18 months to inform the private industry, the academic community, and the military services of the DARPA mission. The last DARPATech was held in August 2005 and is described at http://www.darpa.mil/DARPATech2005/index.htm. The display will occupy approximately 10ft(width) x 60ft (length) x 15ft(height) of exhibit hall space (See attached floor plan). There may also be separate pedestals or stand alone items that will need to be developed and set up for additional content/displays throughout the lobby and exhibit halls of the Marriott. The objective is to create a standalone display that will provide a centerpiece to the DARPATech 07 exhibits and communicate DARPA's technical achievements since 1958. As an option, the contractor may be asked to recreate the display at the 50th Anniversary Conference and Dinner at the Washington DC Hilton on 10 April 2008. For the performance of the requirements specified in this Statement of Work, DARPA will identify as a minimum a 50th Anniversary Display Coordinator and planning staff. These personnel will perform the following duties: Provide a comprehensive list of content elements and assist the contractor in understanding the nature and context of specific content in DARPA's history. Obtain public release approval for all content. (Department of Defense regulations require material scheduled for public release undergo a security review. DARPA has processes in place to conduct such a review). Provide government recommendations/approvals to the contractor promptly in all cases where the contract calls for technical approval. 2.0 TASKS 2.1 Design / Planning: The Contractor will begin design efforts with an initial meeting between DARPA 50th Anniversary planning personnel and the contractor to be held on 15 December 2006 at DARPA in Arlington, VA. The Contractor will be provided with feedback on the three (3) selected designs which were submitted as a part of the Contractor?s initial proposal. 2.1.1 The Contractor will develop an updated design based on feedback from the initial planning meeting. The Contractor will integrate 50th Anniversary content elements into the design of the display. This content will include videos, pictures, 3-D Models (approximately 50 pieces total). The list of content along with descriptions to be included in the display will be provided to the Contractor at the initial planning meeting. The Contractor will submit 3 versions of second draft designs due NLT 15 January 2007. Final presentation of the design will be presented for review NLT 31 January 2007. 2.1.2 The Contractor will prepare and maintain a master schedule of activities to meet all planned display development and construction objectives. The Contractor will provide updates to the master schedule for DARPA review upon request. 2.2 Fabrication: (Note: Focus of this phase is placed on the contractor's build out of the display and integration of content.) (Deliverable due dates: On going between 01 February and 29 June 2007) 2.2.1 Upon final design approval by the DARPA, the Contractor will begin construction at their facility. The contractor will not make any changes to the approved design or depart from the design in any way during construction without prior approval but DARPA reserves the right to make design changes during the fabrication process. Contract mods will be made only through the DARPA Contracting Officer. 2.2.2 The Contractor will hold monthly status meetings with the 50th Anniversary planning personnel via telecon or VTC to provide updates on the fabrication effort. The Contractor will provide updated visual renderings of proposed changes and/or integration of content along with a list of any potential problems, cost issues or construction delays at each of these meetings. 2.2.3 The Contractor's fabrication efforts will culminate in a set up and walkthrough of the display at the Contractor's facility or other approved site NLT 29 June 2007. This walkthrough will include all available content items. Content items that are not immediately available will be represented by a photo or scaled representation to be produced by the Contractor (DARPA will provide photos of this content). Any required changes to the display will be identified at the time of the walkthrough. The contractor will provide evidence of the completion of the identified changes NLT 26 July 2007. 2.3 Pre/Post Conference Logistics: The Contractor shall make all coordination necessary to pack and ship the display along with selected content items to and from the Anaheim Marriott within the specified timeframes. Material will not be accepted at the Anaheim Marriott prior to 02 August 2007 and must be shipped out NLT 10 August 2007. The Contractor should plan for the labor necessary to accomplish all logistics in this area but shipping and insurance costs should be invoiced as a part of the contract ODCs. 2.3.1 The Contractor will be responsible for inventorying and insuring all items prior to shipping to and from the Anaheim Marriott. 2.3.2 The Contractor will be responsible for making all other necessary coordination with exhibit services firms necessary prior to arrival. This will include but is not limited to electrical, carpet, drayage and other exhibit services related costs. The Contractor will make arrangements with a facility in the Anaheim area to receive and store any content items being shipped by third parties (past performers / DARPA Alumni) prior to 02 August 2007. 2.4 On Site Exhibit Services: (Note: Focus of this phase will include all aspects occurring during the week of DARPATech 2007.) (Deliverable due dates: 04 through 10 August 2007) 2.4.1 The Contractor will begin construction of the exhibit at the Anaheim Marriott NLT 11:00 AM 04 August 2007 and will complete display NLT 10:00 AM 05 August 2007. 2.4.2 The Contractor will provide one representative throughout the DT07 Conference to assist with any problems that may arise with the display structure or any content elements. 2.4.3 The Contractor will disassemble and remove the display in its entirety NLT 1:00 PM 10 August 2007. 2.5 Lessons Learned Document: The Contractor will prepare and submit a lessons learned document that chronicles the display development process. Within this document, the Contractor will assess the success and failures of each phase. The Contractor will conclude with overall recommendations as to how to improve the process in the future. The Contractor will deliver this document to DARPA NLT 10 Sept 2007. 2.6 Option for additional exhibit of display: Should DARPA elect to exercise this option, the contractor will set up the display a second time at the 50th Anniversary Conference and Dinner on 10 April 2008 at the Washington DC Hilton. Additional information regarding logistics and alterations to the display will be provided in the time frame needed. For purpose of proposal, the Contractor will assume that no alterations to the original design will need to be made and that other logistical details including exhibit space size and setup time will be the same as at DARPATech 2007. This includes tasks 2.3 & 2.4. The Contractor will provide a schedule for this option as a part of their master schedule. 3.0 DELIVERY REQUIREMENTS Initial Planning Meeting (2.1.1) Due date: 15 December 2006 2nd Draft of display design (2.1.2) Due date: 15 January 2007 Final display design (2.1.2) Due date: 31 January 2007 Monthly status updates (2.2.2) Due date: Monthly beginning 15 January 2007 Display walkthrough (2.2.3) Due date: 29 June 2007 All changes from walkthrough completed (2.2.3) 26 July 2007 Display / Content shipment arrivals (2.3.1) Due date: NET 02 August 2007 Begin display construction (2.4.1) Due date: 11:00 AM 04 August 2007 Complete display construction (2.4.1) Due date 10:00 AM 05 August 2007 Display disassembly and removal (2.4.3) Due date: 1:00 PM 10 August 2007 Lessons learned document due (2.5) Due date: 10 Sept 2007 4.0 LOCATION On-site at the Contractor?s facilities and at the conference site at the Anaheim Marriott in Anaheim, CA. 5.0 PERIOD OF PERFORMANCE 30 November 2006 - 10 May 2008 (If Option exercised) 30 November 2006 - 10 September 2007 (If Option not exercised) INSTRUCTIONS TO OFFERORS Defense Advanced Research Projects Agency Director's Office (DARPA/DIRO) support for DARPA 50th Anniversary Display (A) GOVERNMENT FURNISHED PROPERTY (GFP) REQUIREMENTS N/A (B) FACILITIES REQUIREMENTS Reference SOW. All aspects of facilitization are borne by the Offeror unless specific exception is noted in their proposal, or the task specially notes that on-site, e.g., government site, performance will be required. (C) PERIOD OF PERFORMANCE - The anticipated period of performance for this effort is 18 (eighteen) months beginning approximately November 30, 2006. (D) INSTRUCTIONS- Offerors shall submit only one (1) offer in response to this RFQ. Therefore, the Offeror's submission should demonstrate the optimal capability in response to the requirements. Proposals shall be submitted no later than 3:00 PM, November 3, 2006. 1. Quotation Format. Offerors shall submit a combined business and technical quotation. Proposals shall be prepared using Times New Roman 12-point font style on 8 inch x 11 inch white paper. Tables and illustrations may use a reduced font style, not less than 8 point. Margins shall be one (1) inch on all sides. All material submitted may be single-spaced. Offerors should ensure that each page provides identification of the submitting Offeror in the header or footer. Page count for the proposal shall comply as follows: Overall Business and Technical NTE 10 pages (3) Examples of Past Performance 3 pages (3) Sample Designs 6 pages Price Proposal Unlimited Offerors may submit supporting documentation (i.e. resumes, staff matrix) in addition to the 10 page technical proposal. 2. Business and Technical Capability. This section shall articulate the overall approach in providing the services as described in the RFQ Statement of Work (SOW). Your response shall include the following: ? Overall management and reporting structure ? Proposed master schedule of project plan ? Overall management plan to achieve successful development and completion of ? delivery requirements ? Your process/structure for obtaining Government approvals / submitting reports as stated in the SOW. All responses shall be specific, detailed, and comprehensive enough to enable technical personnel to make a thorough evaluation of its content. 3. Key Personnel. Resumes and staffing of key personnel shall be required as a part of submission. Abbreviated resumes that clearly illustrate the qualifications of the individual for the labor category, to include the percentage of time each will be dedicated to the task order (if less than 100%). Further, "by name" submissions shall require the Offeror to certify that those individual staff members will be available at the immediate start of the task and to clearly identify contingent hire staff in the proposal submission. Substitutions of individuals during the execution of the task will be considered If you anticipate the use of subcontractor(s) to perform any of the required task services, please identify the subcontractor and describe your overall management approach to ensure successful performance of the contract activities delineated in the attached SOW. By name submissions are not required for subcontracted organizations. 4. Display designs. This section will include color renderings of at least three (3) proposed display designs. Designs will be printed out and will be no larger than 11 x 17 inches. Samples of display construction material can be included but are not required. Video animations of the display can also be submitted but are not required. If Videos are submitted, they will be included on CD or DVD and will be in MPEG or AVI video format. Videos should not exceed 3 minutes in length. 5. Price Proposal. The Government intends to award a Firm Fixed Price (FFP) contract for this effort. Offerors may propose a variation to the above but must propose at least the FFP. CLIN 0001 (Main effort) will cover all aspects of the original design, fabrication, packing, assembly, disassembly and shipping of the display. This will also include all incidentals and travel costs which cannot be adequately priced at the time of the award. CLIN 0002 (Option) will include a proposed total price for supporting a second set up of the display at the 10 April 2008 Conference and Dinner. 6. Past Performance. Provide three (3) examples of past performance illustrating relevant work of similar size, scope and complexity to that expected under this task, accomplished during the past three (3) years. Ensure that accurate and concise information is provided for each reference including: ? Title of effort and sponsoring organization ? Color renderings of the display/exhibit structures created ? Name, mailing address, and telephone and facsimile numbers for the Technical Point of Contact (POC) and Contracting Officer, if applicable ? Type of contract, contract value, award and completion dates; and ? Brief description of the services performed, problems identified and corrective action taken, awards/recognition received. 5. Submission. One (1) electronic copy and three (3) hard copies of the complete RFQ response/offer shall be mailed to the Defense Advanced Research Projects Agency, Attn: Ms. Tina Stuard (CMO), 3701 North Fairfax Drive, Arlington, VA 22203-1714 by no later than the "Offer Due Date" indicated above. Additionally, mailed submissions will include the complete RFQ response on a single (1) CD-ROM. Please cite the RFQ number in the bottom left-hand corner of the envelope, in the footer or header of all documents, and on the CD-ROM label. Proposals may also be hand delivered to the DARPA Visitor Control Center on the First Floor of 3701 N. Fairfax Drive, Arlington, VA (also must be received by no later than the "Offer Due Date" indicated above). Any material considered proprietary shall be marked as such with any associated disposition/handing instructions. Submissions to this RFQ will not be returned. Electronic proposals shall be submitted to email address: 50thDisplayFabrication@darpa.mil no later than the Offeror Due Date indicated above. Offers shall be signed and dated and show the date/time specified in the RFQ for receipt of offers; the name, address, telephone number and email address of the administrative point of contact for the offeror; acknowledgement of solicitation amendments, if applicable; and the period for acceptance of the offer (minimum of 30 days required). Any offer, modification, revision, or withdrawal of offer received at the designated Government office after the exact time "Offer Due Date" designated in the solicitation is "late" and will be handled by the Government as indicated by FAR 52.212-1. 7. Communications. The Government intends to evaluate all offers received and award without discussions. However, in order to support evaluations and selection, the Government may choose to obtain proposal clarifications and / or hold discussions, with one or more of the offerors. (E) SUBCONTRACTING & TEAMING ARRANGEMENTS - Subcontracting and Contractor Team arrangements are permissible in response to the RFQ. The following guidance applies regardless of any arrangements made between the prime and subcontractors: ? All proposal submissions must come under the Prime Contractor ? The Prime Contractor will, at all times, be solely responsible for performance and adherence to the standards in the task order ? The Prime Contractor is responsible for compliance with DARPA?s operating procedures, including ODC qualifications, travel approval and submission of backup ? materials, and adherence to quality standards; and ? Only the Prime Contractor will have any privity of contractual arrangement (e.g., access to DARPA staff). Proposed arrangements with subcontractors must be clearly identified in proposals to the Government. Identification must include the scope of the work to be performed as well as the method of inclusion (i.e. labor category and rates or other direct cost (ODC)). If a task order is awarded to a contractor who proposed a non-schedule subcontractor as an ODC, that subcontracting arrangement is not subject to the GSA Industrial Funding Fee (IFF). Typically, ODC labor is capped at five percent (5%) of total task order labor value unless other, specific conditions are met and called out in the RFQ language. While there are many variations of team arrangements, DARPA adheres to the traditional "prime contractor-subcontractor" interpretation. At all times, the Prime Contractor is responsible for performance and management, regardless of team size, makeup, or flow-down subcontracting agreements. (F) RFQ EVALUATION CRITERIA - The government will make a single award resulting from this RFQ to the responsible Offeror whose conforming business and technical offer is considered most advantageous to the government. In order to support evaluations and selection, the Government may choose to obtain proposal clarifications and/or hold discussions, at its discretion, with one or more of the offerors. The Government will evaluate offers based on the following criteria listed below: 1. The overall approach in supporting the development and production of an exhibit showcasing DARPA's 50th Anniversary. 2. Past performance that shows experience in developing and producing conference displays and exhibits (evidenced by samples of prior work) and an ability to manage time and cost sensitive tasks. 3. The quality and availability of the Contractor's Key Personnel as evidenced by prior corporate experience related to the proposed tasks. 4. Cost realism and Reasonableness. Relative order of importance for the evaluation factors is as follows: a and b-Equal and more important than c c -More important than d As a competitive "best value" solicitation, the Government reserves the right to award to other than the lowest bidder, at its discretion. (G) AWARD ? Contractors will be notified by email regarding the disposition of their proposals. These notifications will be issued at the time the CO issues the contract to the selected Contractor. (H) QUESTIONS - Questions regarding this RFQ and requests for Layout of the Marquis Ballroom shall be directed only to 50thDisplayFabrication@darpa.mil. (I) POINT OF CONTACT ? Tina Stuard DARPA Contracts Management Office (CMO) 3701 North Fairfax Drive Arlington, VA 22203-1714 Email: nataly.stuard@darpa.mil SUMMARY OF UPDATES ARE AS FOLLOWS Updated Link to Word Documents of SOW (which includes the Ballroom Diagram), the ITOs, and FAQs from Draft Solicitation posted under SN07-03 www.darpa.mil/baa/pdfs/2006_1024_50th_Exhibit_Task_Order_Instruct.pdf www.darpa.mil/baa/pdfs/2006_1024_50th_Exhibit_SOW.pdf www.darpa.mil/baa/pdfs/2006_1024_50th_display_FAQ.pdf Updated Link to DARPA tech 2005 website http://www.darpa.mil/DARPATech2005/index.htm See Links for the documents. 1. What type of booth space will DARPA have? See SOW link above for layout. 2. Confirm the contractor must provide (3) different designs in response to this RFQ. Yes, provide (3) different designs. 3. What style of exhibit is DARPA looking for? See objective above. 4. Are images of past DARPA exhibits of this size available to interested contractors? No, the display is unique. 5. Does DARPA have a website for historical content and images? No. WWW.DARPA.MIL provides an overview of the agency. 6. What is the budget for this project, that is, all elements incorporated under CLIN 0001? Bid based on the requirements listed in the SOW. 7. Who is the incumbent from the 2005 DARPA Tech conference? There is no incumbent, this is a one time display. 8. Explicitly describe the 50th Anniversary content elements that are to be integrated into the design of the display. Are they stand alone, do they require rigging, mounting, etc? The content elements will not be finalized and selected until after the award of the contract. 9. Clarify the multimedia requirements for the display. The exact multimedia requirements of the display will not be determined until after content has been selected. 10. Will offeror be required to produce the video, or is supplied by the Government? The video content will be provided. 11. How many additional pedestals or stand- alone items are anticipated to be developed for the conference? approximately 4-5 additional pedestals/stand alone items will be used throughout the exhibit halls. 12. What is a stand-alone item? Stand-alone items can be items that are not a part of the main display in the ballroom. This could be large scale models, historical artifacts, images or other physical items. 13. What, are the graphic requirements for the exhibit, i.e., design, output, mounting? The Contractor is responsible for the design, fabrication, set up and tear down of all elements of the display as well as the integration of provided content. 14. Is storage required post conference, before the Apr 2008 event? DARPA requires only that the display be available at both locations if the option is exercised. 15. Is storage required after the Apr 2008 event? No. 16. Is shipping to and from the show is part of CLIN 0001 or charged as an ODC after the contract is in place. As part of CLIN 0001.
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