SOLICITATION NOTICE
R -- CONFERNCE PLANNING & SUPPORT SERVICES FOR ITA/DOC INVEST IN AMERICA CONFERENCE EARLY DECEMBER 2008
- Notice Date
- 8/22/2008
- Notice Type
- Combined Synopsis/Solicitation
- 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, Maryland, 20910
- ZIP Code
- 20910
- Solicitation Number
- DG1350-08-RQ0446(GJB)
- Archive Date
- 9/13/2008
- Point of Contact
- Georgia J. Barrett,, Phone: 301-713-0838, x 133, Sandra K Souders,, Phone: 301-713-0820 x135
- E-Mail Address
-
jean.barrett@noaa.gov, sandra.k.souders@noaa.gov
- Small Business Set-Aside
- Total Small Business
- Description
- Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format set forth in Federal Acquisitions Regulation Part 12, 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. This solicitation issued as Reference No. DG1350-08-RQ0466 (GJB). This solicitation document incorporated Statement of Work, provisions and clauses. The provisions and clauses are those in effect through Federal Acquisition Circular 2005-26. NAICS number is 721110. This is a Small Business Set Aside. Business Size Standard is $6.5 Million. The Government intents to award a Firm Fix Price task order contract. DESCRIPTION: The Department of Commerce Conference Planning and Support Services for International Trade Administration/U.S. Department of Commerce Invest in America Conference Early December 2008. The Government reserves the right to award without discussion; therefore each offeror is encouraged to submit their best terms with their proposal. Special attention is directed to FAR 52.212-1 (b). Failure to submit the required information for evaluation may render the offer non-responsive. Offerors shall include a fully executed copy of the FAR provision at 52.212-3, Offeror Representations and Certifications-Commercial Items, with their offer. FAR clause 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. FAR clause 52.212.-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition, along with the following additional FAR clauses : 52.222-26, Equal Opportunity, 52.222-35, Affirmative Action for Special Disabled and Vietnam Era Veterans, 52.222-36, Affirmative Action for Handicapped Workers, 52.222-37, Employment Reports on Special Disabled Veterans and Veterans of Vietnam Era, 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration, 52.222-41 Service Contract Act of 1965, As Amended. The FAR provisions and clauses may be downloaded at http://www.farsite.hill.af.mil/vffara.htm. The following Department of Commerce provisions and clauses apply to this acquisition: 1352.231-70, Duplication of Effort; 1352.233-70, Harmless from Liability; 1352.209-73 Compliance with the Laws; 1352.208-70, Printing; 1352.252-70, Regulatory Notice; 1352.209-71, Organizational Conflict of Interest; 1352.209-72; Restrictions Against Disclosure. FAR 52.217-8 Option to Extend Services (NOV 1999.; STATEMENT OF WORK 1.0 Background U.S. Secretary of Commerce Carlos Gutierrez will host the Invest in America conference in early December 2008 in New York, NY from 7:45am to 2:00pm. The event will be a conference focusing on topics of importance to foreign investors and reiterating the U.S. openness to FDI from around the world. The purpose of the event is to build confidence within the international investment community about the U.S. commitment to open investment policies and allow senior U.S. Government officials to clarify misperceptions, including through question and answer sessions with each speaker. Planned speakers include Secretary Gutierrez, a member of Congress, a panel of foreign investors, a panel of experts, and a panel addressing competitiveness issues. Partners and government officials will introduce these speakers. An elected New York official may also speak. Expected attendees would total approximately 350 people and include officials from international companies and investors, U.S. professional services firms, U.S. subsidiaries of foreign companies, U.S. and foreign government officials, sovereign wealth fund representatives, and U.S. state economic development officials. The event will be open to the press. The International Trade Administration recognized that having an external Conference Manager is critical to both the planning and implementation process as well as to the oversight and coordination of all on-site conference activities. The Invest in America Conference Manager should become an extension of the ITA staff involved in planning the Conference; and ensure continuity in all planning and implementation efforts. The Conference Manager is held accountable for coordinating and ensuring successful completion of all activities leading up to the conference and all on-site conference activities. The Conference Manager is also held accountable for keeping ITA senior management completely informed of the Conference progress and issues on a regular basis. 1.1 Objective ITA seeks the services of a contractor to perform as the overall Conference Manager for the Invest in America Conference. The Invest in America Conference Manager, hereafter referred to as the "Conference Manager" or "Contractor", will assist ITA in planning, organizing, developing and implementing required Invest in America Conference activities as set-forth in this Statement of Work. Note: The Contractor shall be required to propose a detailed budget with breakout cost category for each of the Statement of Work activities/requirements. The contractor shall be responsible for all of his/her own travel arrangements and shall include all travel costs in the budget. 2.0 Statement of Work and Deliverables 2.1 Master Plan Conference Manager shall present a detailed master plan no later than two weeks after the kick-off meeting on September 5, 2008. This plan shall be reviewed and approved by ITA before proceeding with conference plans. 2.2 Marketing and Preliminary Multimedia Services All specifications and costs must be proposed in writing to ITA for approval. It should be noted that all the content for the conference (with the exception of basic participation information for individuals who register on-site) shall be provided to the Contractor by ITA. 2.2.1 Marketing/Conference Promotion The Conference Manager shall perform marketing and promotional activities in collaboration with ITA and other assigned persons. These activities may include the following: 2.2.1.1 Development of an Invest in America "Save the Date" or other promotional material, submitted to ITA for approval. 2.2.1.2 Development of electronic promotional mailings (e.g. "Save the Date," Conference at a Glance, and Full Registration Materials) to potential audiences. 2.2.1.3 Oversight of the printing, delivery and distribution of conference promotional materials. 2.2.2 Graphic Design Services ITA will supply the Invest in America logo for both print and digital purposes. Aligned with the overarching thematic design, the Contractor shall oversee the design of: 2.2.2.1 Conference Program 2.2.2.2 Invest in America Conference Registration Materials 2.2.2.3 Signage, banners, name badges, tent cards 2.2.2.4 Other promotional materials, as necessary. 2.2.3 Invest in America Conference Banners and Signage 2.2.3.1 The Contractor shall be responsible for the design and production of all the signage necessary for the Invest in America Conference. The Contractor will need to assist with sponsor logos; however, ITA shall confirm sponsors whose logos and exact names should appear on signage at each event location at least 2 weeks prior to production. 2.2.3.2 Work by Conference Manager shall include designing and laying out files, scanning logos, cleaning logos if needed and plausible, or substituting for text if artwork quality is too poor. Signage shall include a conference banner, door signs, directional signs, registration signs, and podium signs. Exact specifications for all signage and banners should be discussed and approved by ITA prior to production and prior to placement at event. 2.2.3.3 Contractor shall be responsible for timely receipt of all materials needed to produce signage (logos and final schedule) and the responsible display and removal of all signage on-site. 2.2.4 Registration Items Requiring Printing/Assembling 2.2.4.1 The Conference Manager shall review and participate in the editing process with ITA and shall be responsible for layout design, production, and printing consistent with the Invest in America logo and thematic design. 2.2.4.2 In order to secure the timely delivery of all materials at the site, the contractor shall provide ITA with the deadlines by which all the information needs to be received. 2.2.4.3 At this time, items to be printed are as follows. Contractor will verify with ITA as other items to be printed are identified. 2.2.4.3.1 Name Badges: The Conference Manager shall print and furnish name badges to all Invest in America registered participants. 2.2.4.3.2 Tent Cards: The Conference Manager will issue tent cards for speakers, panelists, and moderators for the event. 2.2.4.3.3 Registration Packet Materials: Conference Manager shall be responsible for printing welcome materials, conference program, and other promotional materials as necessary. 2.2.4.3.4 Registration Packets: The Conference Manager has full responsibility for coordinating, overseeing and executing the production of the Conference Registration Packets, which need to be completed before 5:00pm on the day before the conference begins. Approximately 350 Conference Registration Packets shall be printed and assembled. 2.3 Contract Coordination 2.3.1 The Invest in America conference requires the support from various vendors, contractors and subcontractors. The Conference Manager shall perform as a general contractor over subcontracts and other Invest in America contracts designated by ITA. The Conference Manager must present its proposed subcontracts and any proposed contracts to ITA for prior approval. It is understood that the Conference Manager shall provide reasonable back-up documentation so that ITA can decide on the best value to the government. 2.3.2 The contractor shall communicate with ITA and all subcontractors and vendors all conference updates and information necessary for the performance of their services. 2.3.3 Vendors possibly managed by the Conference Manager include: 2.3.3.1 All vendors related to printing and production of signage and other conference related publications and printed items. 2.3.3.2 Conference location 2.3.3.3 Catering 2.3.3.4 Audio-Visuals 2.3.3.5 Equipment rental and security services for ITA equipment onsite. 2.3.4 Although these services are being subcontracted by ITA, it is expected that the Conference Planner work closely with the above vendors to ensure consistency and thoroughness on logistical requirements. 2.3.5 After ITA solicits and accepts contracts with sponsors, the Conference Planner will be responsible for managing the sponsorship contracts and ensuring that the stipulations in each contract are met. ITA expects no more than eight sponsors. 2.3.5.1 The Conference Manager shall collect and account for all sponsorship funds and shall direct these funds to cover catering expenses. 2.3.5.2 A report of the sponsorships collected (including organization name, amount, date, and receipts accounting for its proper expenditure) shall be included in the final report (see section 3.4) 2.4 Conference Management 2.4.1 Conference Registration 2.4.1.1 Overall Registration Management: The Conference Manager shall have complete responsibility for pre-conference registration and on-site registration. The Conference Manager should expect to register 350 participants. 2.4.1.2 Guest List Management: The Conference Manager shall be responsible for managing the guest list as developed by ITA. This includes adding new names to the list (as provided by ITA) and tracking RSVPs. 2.4.1.3 Conference Registration System: The Conference Manager shall be responsible for the overall design and execution of a pre-conference registration and on-site registration system that is efficient, flexible and customer oriented. The Conference Manager shall open up pre-registration at a date and time specified by ITA, and shall provide on-site registration beginning 7:30 am. Conference Manager shall design and test the pre-conference registration and on-site registration system. 2.4.1.4 The Conference Manager shall establish and maintain a registration database capable of collecting and reporting all contact and identifying information pertinent to Invest in America Conference participants. At a minimum, data must be electronically retrievable in an appropriate database format, as described in "Appendix A" attached. The database fields shall be based on the Conference registration form developed in partnership with ITA and consistent with the ITA pre-registration database and systems. 2.4.1.5 Pre-Registration: The Conference Manager shall provide a report of all pre-registered participants on an on-going basis. 2.4.2 On-Site Conference Oversight and Coordination The Conference Manager shall oversee and coordinate overall Invest in America Conference activities at the event site to ensure that all functions are executed according to plan and that all requirements are fulfilled. Specifically, the Contractor shall perform the following tasks: 2.4.2.1 Oversee and manage overall Conference activities at event site. 2.4.2.2 Ensure conference location is set up in a timely fashion and consistent with floor plans and expectations. 2.4.2.3 Coordinate audiovisuals with the site to ensure all deliverables are fulfilled and executed as planned. 2.4.2.4 Coordinate the placement of sponsorship signage and reserved seating. 2.4.2.5 Arrange for and provide conference walkie-talkie communications equipment for Conference event staff and ensure someone with audiovisual has at least one person assigned to same frequency. 2.4.2.6 Ensure appropriate placement of sponsor and directional signage. 2.4.2.7 Prepare and place registration and signage. 2.4.2.8 Prepare and place tent cards and other identifiers 2.4.2.9 Design and execute seamless badging process, working closely with ITA staff. 2.4.2.10 Troubleshoot problems as they arise, informing and engaging multi-media workers and or ITA staff as appropriate. 2.4.2.11 Ensure that all the Conference materials and documents necessary for the contractor's onsite performance are ready and packed for the scheduled transfer to the conference location. Pick-up should be scheduled 1-2 days before the start of the conference. 2.4.3 Event Management and Production/Audiovisual Coordination 2.4.3.1 Coordinate vendor issues (resources/load in and out times, etc) 2.4.3.2 Coordinate stage production 2.4.3.3 The Conference Manager shall be responsible for coordinating with ITA staff to identity all necessary audiovisual equipment is provided at each Conference event and determining the most cost effective way to procure these services. The Conference Manager must provide an itemized list of required equipment related costs 30 days in advance. The Conference Manager shall be responsible for working with the Hotel staff and any other Conference vendors to ensure required equipment is operational and in place at the designated time. 2.4.3.4 Coordinate set-up of room with the site. 2.4.3.5 Coordinate production of necessary signage and stage backdrop. 2.4.4 Site Liaison The Conference Manager shall perform the following: 2.4.4.1 Set up master account and conduct an audit of food and beverage costs and other expenses affecting the Conference budget, and provide ITA staff with its status. 2.4.4.2 Inquire on all basic regulations as well as equipment and services available, and communicate all Conference requirements and special needs for site equipment and services. 2.4.4.3 Coordinate with site staff to implement conference schedule and events in a timely fashion and according to plan 2.4.4.4 Troubleshoot problems as they arise and inform/engage ITA staff as necessary. 2.4.4.5 The Conference Manager shall submit to the site three copies of the floor plan thirty (30) days prior to set-up or earlier in order to obtain the required site or Fire Marshal approvals. 2.4.5 Professional Requirements The Conference Manager, its employees and subcontractors, shall exercise the highest form of personal service and professionalism at all times in providing services to the Invest in America Conference participants. 2.4.6 Communication with ITA The Conference Manager shall be required with participate in weekly meetings with ITA staff and may also be required to participate in periodic meetings with other Invest in America organizing groups, sponsors, or other stakeholders as determined by ITA. 2.5 Final Report The Conference Manager shall include an analysis of all Invest in America Conference logistical issues encountered during the course of the event and its preparation, as well as recommended solutions. The report shall also include printed copies of the Invest in America database and two (2) copies of the database on CD-ROM as described in "Appendix A". This report shall be presented to ITA no later than December 22, 2008. 3.0 Deliverables and Delivery Schedule Milestones/Deliverables Dates Compensation Kick-off Meeting September 5, 2008 - Master Plan 2 weeks after kick off meeting - Invest in America Conference Early December - Final Report December 22, 2008 $- 4.0 Period of Performance: Date of award until December 31, 2008 5.0 Payment Schedule: 50% upon approved plan of action for event and 50% acceptance of final report at contract completion. (Remainder of page left blank for spacing purposes.) Appendix A Technical Specifications for Registration Requirements I. Master Registration List: The Conference Manager shall maintain a current Master Registration list of the Invest in America Conference participants in alphabetical order. The database should be able to sort by country, and by type of participant, (such as government and non-government). Each list shall include the following information at a minimum: a. Last Name of Registrant b. First Name of Registrant c. Gender Salutation (Mr., Ms.) d. Professional Title e. Name of Company/Organization/Ministry f. Street Address of the Company/Organization g. City h. State i. Country j. ZIP/Postal Code k. Telephone Area Code l. Telephone Number m. Fax Number n. Internet email address o. Type of Registration (Government, Private Sector, Press, etc). p. Date/Time of last update to record In addition to the FAR clauses, the following provisions/clauses apply to this order: The government may require continued performance of any services within the limits and at rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rated provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days of the current performance period end date. (Remainder of page left blank for spacing purposes.)   Exhibit B B-1 Instructions for Submitting Your Quote: a. When submitting your quote for consideration, please ensure that all of the following applicable items are submitted. Failure to do so could result in your quote not being considered. b. All task order labor rate(s) and billing rate(s) must be equal to or lower than the ceiling rates awarded in the Federal Supply Schedule. The rates utilized shall be those provided in the Contractor's final revised quote or as documented in the Negotiation memorandum. Subcontractor labor, if proposed, must fall within the awarded labor categories and rates set forth in the offeror's Schedule contract. c. All cost (except travel) related to this specific task shall be included in the Firm Fixed Price quote. Travel charges shall be authorized in advance, in writing, by the COTR. Contractor travel charges will be invoiced in accordance with FAR 31.205-46 Travel Costs and be based on actual (no G&A shall be allowed). d. Your quotation shall include the following information (Note: format shall be in MSWord or Excel compatible software, use of file locking shall not be permitted. The use of alternate non compatible software shall be the basis for a nonreponsiveness determination): 1 Price proposal In addition, include detailed documentation to support: • The estimated travel cost for each location, if known, including airfare, per diem, rental car, lodging and other allowable misc. travel costs. 1 Current FSS Price List, including contract number, labor categories, labor rates, other items relevant to your proposal, type of task/delivery orders you are authorized to be awarded, FSS Contracting Officer, phone number, fax number and email address. 1 Certification as to whether or not you have ever had a contract terminated for default and an explanation of the circumstances behind the termination. 1 Technical quotation in addition to meeting the entire objective stated in the Statement of Work includes the following information: a. Schedule: The offeror's approach will be evaluated to determine Whether the proposed approach will satisfy the requirements set forth in the Statement of Work. b. Quotations shall be presented in such a manner that it clearly addresses the minimum requirements of the statement of work. Quotations that are overly verbose include marketing material, or non-essential graphics may distract from the evaluators ability to ascertain compliance with the RFQ and are strongly discouraged. The quotations will be sanitized before sending on to the technical evaluation team and non-essential graphics shall be deleted. c. Your technical quote should include a discussion of how services will be monitored, and the level of contract specialist proposed. Resumes of proposed staff should be submitted, including three references for each resume. Resumes should include a description of the experience and capability of the individual to perform the required services B-2 Evaluation Criteria: The proposal evaluation and discussion procedures in Federal Acquisition Regulation (FAR) Part 15, contracting by Negotiation, does not apply to this acquisition. Therefore we will not use those procedures. We will not establish a competitive range; conduct "discussions" with all quoter within a competitive range, or request final proposal revisions from quoter. Instead, we will use the following procedures: 1. The FSS ordering procedures in FAR Section 8.404. Note: FAR Part 12 and 15 debriefing procedures do not apply to FAR Part 8.4. 2. FAR Section 8.405 GSA's basic schedule ordering guidelines. 3. FAR Section 8.405-2 GSA's special ordering procedures for services requiring a statement of work, and 4. The procedures described below. (You can find GSA's special ordering http://www.gsa.gov/Portal/gsa/ep/contentView.do?programId=10016&channelId=. The following technical and factors shall be used to evaluate quotes: Factor 1 Technical Approach: The Government will evaluate the offeror's proposal to ascertain how well the proposed approach/solution satisfies the Government's requirements as set forth in the Statement of Work. Past performance in related work will also be considered under this factor. Factor 2 Schedule: The offeror's approach will be evaluated to determine whether the proposed approach will satisfy the schedule requirements set forth in the Statement of Work. Factor 3 Price: The proposed prices will be evaluated for price reasonableness including any discounts offered. B-3 Basis for Award: a. The Government will make an award resulting from the Request for Quote (RFQ) to the responsible offeror whose quote(s), conforming to the Statement of Work (SOW) price and other factors considered. b. The Government intends to evaluate offers and award a task order without communications with Offerors. Therefore, the offeror's initial offer should contain its best terms from a price and technical standpoint. However, the Government reserves the right to make clarifications or request revised quotes if later determined by the Contacting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest. c. Award will be made based on the best value to the government. Technical ability is an important factor to the government. (Remainder of the page is left blank for spacing purposes only)  Exhibit C: Capability Questionnaire Offeror Name: ________________ Solicitation Number: __________________ This capability questionnaire is to be completed by you. Please provide references for work as the prime or acted as a subcontractor in the last 2 years on similar requirements. We will also accept past performance information on contracts you have had when you acted as a subcontractor, part of a team under a contracting teaming arrangement, and contracts you have had under a previous company name(s). Please ensure that we will be able to contact your references at the email addresses and telephone numbers that you provide and that they will cooperate with us. If we are unable to contact your references, you may be considered non-responsive. NOTE: This information is considered proprietary and will be used by the Government only in reference to the quote's evaluation process. Past Performance/Reference (Describe up to three Contracts) 1. (a) Customer Name/POC: Customer Phone/FAX Number: Customer Email: Customer Address: (b) Contract Number: Period of Performance Dates: Award Contract Dollar Value: Current Contract Dollar Value: Contract Type: FFP  Cost Reimbursement  Other  (Address Other) Type and Extent of Subcontracting: 2. Provide a brief description of up to three contracts your firm had or is working on that address the same kind and type of requirement specifically called out in the SOW. Direct experience with similar systems and programs of other agencies should be included. The length of each past performance reference and project description may vary, but is limited to a maximum of twelve pages total for this section (all contracts combined). Any information beyond twelve pages will not be considered. Explain how each referenced project compares to the requirements of this RFQ. If you decide to submit a quotation in response to this RFQ, please ensure that you have read the attached documents, and then submit your quote by the date and time indicated above. All items within the RFQ must be completed and returned as part of your quote. If your company does not intend to quote, please submit a "No Quote" letter. The Government contemplates award of a Firm Fixed Priced Task order. Travel will be reimbursable based on actual allowable direct cost, in accordance with FAR 31.205-46 Travel Costs. The period of performance is from task order to be determined. Award of the delivery order is FROM DATE OF AWARD/TO BE DETERMINED. Central Contractor Registration (CCR) Offerors are advised that all task orders to be awarded as a result of any solicitations issued 1 June 1998 or later require prospective awardees to be registered in the CCR Data Base. Lack of registration in the CCR database will make an offeror ineligible for award. Offerors and Contractors may obtain information on registration via the Internet at http://www.ccr.gov/ Offeror's must submit all questions by 1:00 pm on Tuesday, August 26, 2008 via email to Jean.Barrett@noaa.gov... ALL QUESTIONS MUST BE SUBMITTED IN WRITING. Reference Solicitation No. DG1350-08-RQ0446 (GJB)
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