SOLICITATION NOTICE
X -- Conference Facility for the Summer Institute on Aging Research
- Notice Date
- 9/5/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute on Drug Abuse, Station Support/Simplified Acquisitions, 31 Center Drive, Room 1B59, Bethesda, Maryland, 20892
- ZIP Code
- 20892
- Solicitation Number
- RFQ702191
- Point of Contact
- Susan A Nsangou, Phone: 301-443-2104
- E-Mail Address
-
nsangous@mail.nih.gov
- Small Business Set-Aside
- N/A
- Description
- This notice is a combined synopsis/solicitation to procure commercial items prepared in accordance with the format of Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be used. The procurement is being issued as a Request for Quotation 702191. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-26. The North American Industry Classification System (NAICS) for this procurement is 721110 and the size standard is $6.5 million. Conference Facility for the Summer Institute on Aging Research for the National Institute on Aging (NIA) A. Background Information The Summer Institute is a 7- 9 day intensive workshop that provides an overview of current knowledge of research on aging and identifies promising areas of research for new investigators from a range of scientific disciplines. The Summer Institute includes lectures, seminars, and small group discussions in research design relative to issues in aging and discourse on healthy aging and its relationship to disease and disability with age. This workshop is one of several activities sponsored by the NIA to recruit researchers to the field. New researchers are selected as participants from a nationwide competition, and an esteemed faculty of experienced investigators is utilized. The Summer Institute, in addition to providing an overview of research on aging provides participants an opportunity to interact both formally and informally with experienced researchers in the field, and with their peers. As a result of participation in this workshop, contacts and networks are initiated which will be beneficial to new researchers who are attempting to establish research careers. The number of participants and faculty in the Summer Institute will be provided to the contractor minimum of 30 days prior to the conference. B. Contractor Requirements The prospective contractor shall provide the following: Guest Accommodations - Overnight accommodations will be required for 8-10 participants on 2 consecutive nights, Thursday/Friday and an additional 30-32 participants for an additional six consecutive nights, beginning on Saturday and ending on Thursday. Approximately 50-60 rooms each night will be required. Guest accommodations in close proximity to each other are requested to promote participant interaction. Comfortable guest quarters that include private baths, chair and desk for work or study with sufficient lighting and ample floor spacing to accommodate additional chairs is needed. Lodging quarters, that do not have recreational lounges is a requirement. Meals - Three quick service meals (i.e., buffet style meals) that offer a choice of dishes that can accommodate the dietary needs of vegetarians and health conscious individuals are required. To encourage networking and socializing a large dining room with small tables is desired. Morning and afternoon beverage breaks each day is also desired. Private theme dinner(s) served buffet or plated in a smoke-free environment are needed for two nights of the conference. Meeting Rooms - The meeting space requirements of the Summer Institute vary from school or classroom style (for lecture sessions and note taking), conference style (breakout sessions for idea exchange) to banquet or round table seating style (graduation banquet). The contractor therefore must be able to provide conference facilities with flexible room settings. Specifically meeting rooms will be required from Friday through Friday. Board room facilities are required for the 15-person pre-conference meeting. On the major opening day (Saturday), one large meeting room will be required from approximately 3-7 p.m., as well as a room for a reception and group dinning. On Sunday through Thursday, one large meeting room must be available for the a.m. and in the p.m., one large meeting room and 3-4 smaller meeting rooms will also be needed. On Friday, the day that the workshop concludes, one large meeting room will be required for the a.m. only. Location - It is important that the conference facility be not less than 50 miles and be no more than 75 miles from Washington, D.C. A rural setting that allows attendees the opportunity to focus on the conference and achieve the goals set by the NIA is sought. Audiovisual Services - The facility must be able to provide state-of-the-art basic conference resources such as electronic media, email services, T.V. production, CD formatting, as well as an easel, chalkboards, whiteboards, direct phone line, overhead and slide projector, and a podium with microphone. Atmosphere - A facility located in a tranquil setting away from distractions in the Washington metropolitan area with a college campus design is sought. Because the Summer Institute is formatted with lectures, individual and group study sessions, an atmosphere similar to an academic campus (i.e., separate buildings, serene spacious grounds, and a library) is desired. The campus style atmosphere is conducive for studying and knowledge sharing. The NIA is striving to create and maintain an intellectually stimulating environment for the conference attendees. The ideal environment will allow almost exclusive use of the facilities unhampered by other visitors. Typically and because participants are engaged in learning over a 12 to 14 hour day, the physical environment must offer a mix of indoor and outdoor venues, punctuated with open places for extended breaks, physical activity such as long walks, jogging, bike rides and other options for exercising muscles poised to sit in classrooms for extended periods. Business / Guest Services - The conference site should offer conference supplies, computer access (capacity for at least 30 individuals), message, FAX, photocopy and photography services. Guest Amenities - Due to the intensity of the conference curriculum, facilities such as an exercise room, swimming pool, jogging/walking trail and recreational lounge should be available to the participants for relaxation. Desired Dates for 2009 - July 9 - 17, 2009 The quotations will be evaluated by the following specific criteria: 1. Adequacy of Facility 50 points: conference facilities in response to the solicitation, lodging, dining, location and setting 2. Past Performance 15 points three similar functions within the last 3 years 3. Date and time 35 points: Ability to offer the complete requirements for the desired dates Price will be evaluated on best value. FAR provisions and clauses apply to this acquisition: FAR 52.212-1, Instructions to Offerors- Commercial Items and FAR 52.212-2, Evaluation of Commercial Items. Offerors must include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications Commercial Items, with its offer. Clause at 52.212-4, Contract Terms and Condition Commercial Items, applies to this acquisition. Clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items, applies to this acquisition. The quotations are due September 15, 2008 and may be submitted hard copy or electronically (nsangous@mail.nih.gov) to Susan A. Nsangou, Contracting Officer, 31 Center Drive, Room 1B59, Bethesda, Maryland 20892.
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