SOLICITATION NOTICE
99 -- CONFERENCE ACCOMMODATION
- Notice Date
- 8/29/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- National Archives and Records Administration, NAA, Acquisition Center, 8601 Adelphi Road, Room 3340, College Park, Maryland, 20740-6001
- ZIP Code
- 20740-6001
- Solicitation Number
- NAMA-08-Q-0130
- Response Due
- 9/19/2008
- Archive Date
- 10/4/2008
- Point of Contact
- Narciso Cruz,, Phone: 3018371633, Ann P Harrison,, Phone: (301) 837-0772
- E-Mail Address
-
narciso.cruz@nara.gov, ann.harrison@nara.gov
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items in accordance with the format in FAR Subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; firm-fixed price proposals are being requested and a written solicitation will not be issued. The solicitation number is NAMA-08-Q-0130, and is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-26 effective June 12, 2008. The Government reserves the right to make an award on the initial quote without discussions on this procurement. Award will be based on a best value determination, price and other factors considered. Other factors for award include past performance and a responsible offeror’s ability to meet the salient functional and technical requirements as listed below for the Records Administration Conference (RACO) sponsored by the National Archives and Records Administration (NARA), Modern Records Program. The technical and pricing factors are weighted equally. The conference is to be held on one of the following dates in 2009 depending on venue availability: First Choice: May 19, 20, 21, Second Choice: May 27, 28, Third Choice: May 5, 6, or 7. Program will consist of one-day of programming. Please indicate availability as to all of the above dates when submitting a proposal. Offerors must provide a detailed price proposal, in accordance with the requirements listed in this document. The contractor shall also provide descriptive literature or brochures on its proposed facility indicating compliance with the listed building requirements. Furthermore, due to the special nature of this procurement, the Offeror will be required to provide a technical presentation at their facility demonstrating their ability to meet the needs of the Government. BACKGROUND: Every year for the past 17 years, NARA has hosted RACO in the Washington, DC Metropolitan area. The conference includes one-day of programming. The day’s events are all-inclusive, meaning that all needs of the attendees, aside from lodging, shall be handled by the Contractor, including meal services, security, parking, etc. There will be approximately 600 attendees, one third of which will require accommodations for the conference in the DC metro area (attendees shall burden the cost of lodging). The RACO Training Conference requirements; price must be proposed according to the following structure: CLIN 0001 Day One Room Rental; CLIN 0002 Day One Food and Beverage; CLIN 0003 Day One Technology Rental; CLIN 0004 Day One Miscellaneous. Listed below, in much greater detail, is a break down of each aforementioned line items. BUILDING REQUIREMENTS: (To accommodate this event, a host venue must meet the following building requirements for the event): GENERAL: a.Washington, DC Metropolitan Area; b.Metro Station located within 3 blocks from event site; c.Americans with Disabilities Act (ADA) accessible; d.Hotel accommodations at the Government rate located within 3 blocks from event site; e.Handicapped parking available; FUNCTIONAL ROOM REQUIREMENTS (CLIN 0001): (To accommodate this event, a host venue must meet the following building requirements for the event): ROOM RENTAL REQUIREMENTS a.Rental space available from 6:00 PM until 10:00 PM the night prior to the conference for exhibit or/office set-up; b.Rental space available from 6:00 AM until 6:00 PM day of the event; PLENARY SESSION(S) a.Accommodate 600 persons, theater style seating; b. Optional overflow room to accommodate 50 persons; c.Stage or raised speaker platform with a podium, skirted panel discussion table to seat 6 people, and microphones on the tables; AWARDS LUNCHEON a.Accommodate 600 persons; b.Banquet style seating; c.Raised speaker platform with a podium, microphone, and awards table; EXHIBITS a.Accommodate 35 vendors and 600 attendees; b.Individual Exhibit Size: 10 feet W x 6 feet L x 10 feet H; c.Thirty-Five (35) 6 feet x 30 inches skirted exhibitor table w/ 2 chairs each; d.Thirty-Five (35) 20 amp power supply and power strip (one for each exhibit location); e.Thirty-Five (35) waste baskets; f.Four (4) buffet tables: all breaks will be located in exhibit space; g.Exhibit area centrally located to plenary and break-out sessions; h.Option to purchase internet or phone service at each exhibit space; REGISTRATION/CHECK-IN DESK a.Counter space located in pre-function area of conference/event site; b.Accommodate traffic flow for 650 attendees; OFFICE SPACE a.Adjacent to Registration/Check-in desk; b.Accommodate 30 persons; c.Option to rent up to three computers with internet connectivity; d.Option to purchase phone/fax service; STORAGE SPACE a.Minimum size: circa 500 sq. feet; FOOD AND BEVERAGE REQUIREMENTS (CLIN 0002): (To accommodate this event, a host venue must meet the following building requirements for the event): a.Food/Catering provided by conference location or outside catering allowed; b.Continental Breakfast for up to 650 persons: assorted fruit juices, muffins, Danish, bagels, seasonal fruit; regular and decaffeinated coffee, bottle water, assorted teas; c.AM break for up to 650 persons: regular and decaffeinated coffee, bottle water, assorted teas; d.Plated lunch for up to 650 persons: accommodate special dietary needs (e.g. kosher, vegan, low-salt, gluten-free, etc.); e.PM break for up to 650 persons: bottle water, assorted diet and regular soft drinks, and fruit juices; assorted cookies, brownies and blondies; f.Optional reception for 200-300 persons: assorted appetizers; bottle water, assorted diet and regular soft drinks, fruit juices, option for a cash bar; g.All-day water stations; TECHNICAL REQUIREMENTS (CLIN 0003): To accommodate this event, a host venue must meet the following building requirements for the event): AUDIO SYSTEMS a.Amplified sound system; b.Capacity for centralized audio recording (formats: CD; DAT; analog); c.Background music feeds; d.Wireless, Lapel, and Podium Microphones; e.Video Monitor with Audio/Video feed from main auditorium to smaller rooms; VOICE/DATA INFRASTRUCTURE a.High-speed Internet access up to T1 lines; b.Analog telephone lines; c.Dedicated facsimile machine(s); PROJECTION a.Projector connected to computer and internet; b.Circa 10.5 feet x 14 feet screen; LIGHTING INFRASTRUCTURE a.Individual zone settings; and b.Stage lighting; TECHNICAL ASSISTANCE a.Audiovisual specialists & technicians deliver end-to-end technology services; b.Inventory of projection, staging, lighting and audio/conferencing equipment; MISCELLANEOUS REQUIREMENTS (CLIN 0004): To accommodate this event, a host venue must provide the following personnel requirements for the event: DECORATIONS, EXHIBITION AND DRAYAGE a.Floral arrangements; b.Screens; and c.Rope and Stanchion; SECURITY a.Security provided through an approved Federal Protective Service contract security provider; PARKING a. Facility must have onsite parking; The following clauses and provisions are incorporated and are to remain in full force in any resultant fixed price purchase: FAR Clause 52.212-1, Instructions to Offerors Commercial Items (June 2008); each offeror shall include a completed copy of the provisions at FAR clause 52.212-3, Offeror Representation and Certifications Commercial Items (June 2008), with the quotation. A copy of the provisions can be found at http://www.arnet.gov/far/; FAR 52.212-4, Contract Terms and Conditions Commercial Items (February 2007); FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (June 2008). Paragraph (b) of this clause incorporates by reference the following FAR clauses: 52.222-3 Convict Labor, 52.222-21 Prohibition of Segregated Facilities, 52.222-26 Equal Opportunity, 52.225-36 Affirmative Action for Workers with Disabilities, 52.225-1 Buy American Act Supplies, 52.232-33 Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003), 52.232-34 Payment by Electronic Funds Transfer Other Than Central Contractor Registration, and 52.233-3 Protest After Award. Paragraph (c) of this clause incorporates by reference the following FAR clauses: 52.222-41, Service Contract Act of 1965, as Amended and 52.222-42, Statement of Equivalent Rates for Federal Hires. One copy of each proposal (detailed price breakdown and literature/brochures) must be mailed to the National Archives and Records Administration (NARA), Attention Mr. Narciso Marty Cruz, 8601 Adelphi Road, NAA, Room 3340, College Park, Maryland 20740-6001, by 4:00 pm September 19, 2008. Additionally, the detailed price proposal may also be emailed to: narciso.cruz@nara.gov. The Government reserves the right to visit the offeror’s site prior to making an award determination. Telephonic responses will not be processed.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=ee92d8784d45b6112c5bf925acd25c59&tab=core&_cview=1)
- Place of Performance
- Address: College Park, Maryland, 20740, United States
- Zip Code: 20740
- Zip Code: 20740
- Record
- SN01655441-W 20080831/080829221139-ee92d8784d45b6112c5bf925acd25c59 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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