SOLICITATION NOTICE
R -- CONFERENCE COORDINATION SERVICES
- Notice Date
- 1/16/2007
- Notice Type
- Solicitation Notice
- NAICS
- 541618
— Other Management Consulting Services
- Contracting Office
- Department of Agriculture, Animal and Plant Health Inspection Service, Administrative Services Division/Purchasing, 100 North 6TH Street Butler Square, 5TH Floor, Minneapolis, MN, 55403, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- 07-86257
- Response Due
- 1/26/2007
- Archive Date
- 2/10/2007
- Description
- The USDA, Animal and Plant Health Inspection Service (APHIS), Plant Protection and Quarantine (PPQ), Riverdale, MD, has a requirement for conference coordination services for the International Pacific Invasive Ant Conference (IPIAC) to be held in Kona, Hawaii, May 22-26, 2007. A fixed-price purchase order will result. QUOTATIONS ARE DUE JANUARY 26, 2007, by 10:00 a.m. local time. Submit written or faxed quotation to ?Purchasing Section?, at (612) 370-2136 Attention Joanne Mann. Simplified procurement procedures will be used as well as commercial item acquisition regulations per FAR 12. 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. Quotations are being requested and a written solicitation will not be issued. This solicitation document incorporates provisions and clauses which are in effect through the current Federal Acquisition Circular. Applicable FAR clauses are incorporated by reference: Instructions to Offerors -Commercial Items 52.212-1; Evaluation-Commercial Items 52.212-2; Offeror Representations and Certifications 52.212-3; Contract Terms and Conditions - Commercial Items 52.212-4; Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items 52.212-5; 52.225-3 and 52.225-3 Alt I, Buy American Act -Free Trade Agreements-Israeli Trade Act; Prohibition of segregated facilities 52.222-21; Equal Opportunity 52.222-26; Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans 52.222-35; Affirmative Action for Workers with Disabilities 52.222-36; Employment Reports on Special Disable Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans 52.222-37; Installment Payments on Commercial Items 52.232-30; Payment by Electronic Funds Transfer - Central Contractor Registration 52.232-33; All responsible sources may submit a quotation for consideration. ****NOTE: 52.212-3 MUST BE COMPLETED AND RETURNED WITH THE OFFERORS QUOTE, or registered electronically at http://orca.bpn.gov **** The Government will award a purchase order 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. All evaluation factors other than cost or price, when combined are significantly more important than cost or price. Contractor must have experience and knowledge of academic and scientific meetings, both domestic and international and in working with the Pacific Community; knowledge of the Federal Acquisition Regulations (FAR); and be able to communicate and coordinate special topics relating to science based information with the University of Hawaii, Hawaii State Department of Agriculture, Foreign Governments and the USDA. References are requested which will show experience in coordinating a similar conference. Company Name _____________________________________________________________________ Address ___________________________________________________________________________ Contact Person ___________________________________ Phone number ______________________ DUNS # ___________________________________ Tax I.D. ________________________________ A COMPLETE QUOTE WILL CONSIST OF THE FOLLOWING: If an offerors quote does not contain all of the items listed above, the quote may be considered incomplete for evaluation purposes and no further consideration will be given to the offerors quote, thereby making an offeror ineligible for award. Offers may be submitted on company letterhead provided all the information requested has been included. SPECIFICATIONS: The USDA is hosting the International Pacific Invasive Ant Conference (IPIAC) in Kona, Hawaii, May 22-26, 2007 and requires a contractor to provide conference coordination services. Approximately 150 participants are expected to attend. The duties will consist of: PRE-CONFERENCE SERVICES: Participation in planning meetings via phone and email; develop a conference time line; design initial conference flyers; provide conference signage; provide 200 conference programs; coordinate, supply, set-up poster boards and poster board sessions; research current VISA/Immigration procedures to develop a narrative for a website. REGISTRATION SERVICES: Design website and implement full online registration procedures; design the registration form; maintenance of the registration database; post the registration form on the website; receive all registration payments; send conference confirmations; provide a roster of participants; prepare registration receipts for delegates on-site; respond to all inquires related to registration; refer all program questions to the IPIAC program committee. REGISTRATION SERVICES FOR EXHIBITORS: Communicate with all exhibitors and arrange for all exhibitor logistics for their displays; collect exhibitor registration/coordination fee to be determined by the IPIAC depending on space configuration, set up and pre-conference requirements. AUDIO-VISUAL COORDINATION: Ensure AV technical needs are met; work with the IPIAC program committee to confirm specific equipment and requirements. All audio-visual equipment ordering will be initiated by the IPIAC committee. AV costs will be paid by the IPIAC directly to the hotel. Coordinate room set-up and monitor the preparation of all rooms which require AV equipment. FISCAL MANAGEMENT: Process payments to service providers not previously paid by the IPIAC committee; final fiscal reconciliation; payments to all sub-contractors; receive all conference registration monies; deposit all conference registration monies into an identified account; process all purchase orders; process all required invoices; process all required payments and refunds; process all honorariums and per-diem requests for keynote speakers and specified presenters; process all travel reimbursements; provide a final financial statement of all income and expenses within 10 weeks of May 26, 2007. TRANSPORATION SERVICES: Arrange transportation for special events. PROGRAM MANAGEMENT: Organize registration materials; design and distribute meal and activity function tickets for guests; Coordinate on-site staffing needs. Contractor staff shall be on-site before and during the conference. Provide 200 CD?s of the conference proceedings (presenters will provide their PowerPoint before the end of the conference, and mail to participants. Quotes shall be submitted as a Total Cost $ _________________, with a break down of costs.
- Place of Performance
- Address: SHERATON KEAUHOU BAY RESORT, KONA, HAWAII
- Zip Code: 96740
- Country: UNITED STATES
- Zip Code: 96740
- Record
- SN01211898-W 20070118/070116220141 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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