SOLICITATION NOTICE
R -- Event Planner - Response to Questions
- Notice Date
- 3/19/2009
- Notice Type
- Modification/Amendment
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- Other Defense Agencies, OSD - Public Affairs for Internal Communication, Defense Media Activity, 23755 Z Street, Riverside, California, 92518-2031, United States
- ZIP Code
- 92518-2031
- Solicitation Number
- HQ0527-09-T-0067
- Point of Contact
- Brenda Harley,, Phone: 202-433-8788, Helen R. Hill,, Phone: 202-433-3508
- E-Mail Address
-
brenda.harley@dma.mil, Helen.Hill@dma.mil
- Small Business Set-Aside
- Total Small Business
- Description
- Amendment 001 This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Convention and Trade Show Organizers for an Event Planner to submit Hotel Accommodations, Conference Space and Hotel Services for the Defense Media Activity. THIS REQUIREMENT IS ONLY APPLICABLE TO THOSE CONTRACTORS THAT ARE LOCATED WITHIN THE WASHINGTON DC METROPOLITAN AREA. All submissions from contractors outside of the area for consideration will be rejected. Request for Proposal HQ0527-09-T-0067 is in accordance with FAR Subpart 12.6-Streamlined Procedures for Evaluation and Solicitation for Commercial Items. This is a solicitation for Event Planning Services. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-30. NAICS Code 561920 and the small business size standard is $7.0 million. This solicitation is a total set-aside for small business. The Period of Performance for this requirement is: April 2009 to April/May 2010. After award, the event coordinator shall identify the five (5) potential site locations; three (3) alternate locations will be within a four (4) hour drive of the Washington DC area, the remaining two (2) locations shall be within the continental United States. The hotel location will be finalized by the offeror and the Government no later than 31 Apr 2009. An approximate amount of 450 single occupancy, non-smoking, government rate rooms will be provided; Conference room for HQ/Admin; Room for storing materials; Speaker Ready Room; Plenary Session, and five (5) separate meeting rooms that should hold a minimum of 100 attendees in each room. The attendees with early registration will begin arriving on a Monday evening. The workshop will run from Tuesday morning through Thursday afternoon. Audiovisual and communication support must also be provided. The hotel shall also provide shuttle service to and from the airport. The workshop will be conducted in April/May 2010 timeframe. There shall be a registration fee “not to exceed” $250.00 which will be used to offset the event. Lodging rates shall be within the Government Per diem rate or lower for the selected area. The offeror must propose a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et.seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm and the Central Contractor Registration website (www.ccr.gov). In addition, the offerors facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). The Defense Media Activity is planning for the Visual Information 2010 Workshop (VI2010). SCOPE OF WORK: The Event Planner will propose site locations for the Workshop. Contractor should be located within the Washington, DC commuting area. Pre-Workshop - Prepare and disburse site surveys; Make site recommendations based upon venue response. Recommendations are to be limited to negotiate and contract with selected Workshop site(s). Arrange for room blocks, as needed; Contract for off-site reception venue, if reception will not be at Workshop venue; Develop, manage, host, and maintain a website to handle Workshop registrations. The website must have the following characteristics: Supports online registration and payment; Integrates seamlessly with the overall Workshop website developed, managed, hosted and maintained by DVI; Offers registrants the ability to create and make unlimited changes to custom agendas listing their session selections; Provides password protection of attendee registration data and session selections; Provides a customer service number for password resets; Provides for password recovery utilizing stored password hints and/or questions; Restricts online registrations after a DVI-determined cut-off date; Provides instructions for late and onsite registrations, with a customer service telephone number; and offers online a list of to-date registrants that is dynamically updated with each new registration; In addition to accepting registrations online via the website, selected vendor must accept registrations on paper ( i.e., by fax, mail, email, and hand carried), and by phone; Maintain registrant database and provide registration status reports at least once weekly, then daily beginning three weeks before the Workshop begins; Provide confirmations and Workshop Fact Sheet to registrants; Contract with hotel or audiovisual company for Workshop audiovisual requirements. DMA will provide a list of A/V requirements at a later date; Prepare floor plan of Workshop areas with rooms clearly labeled. This plan is to be distributed with the registration packet; Contract for graphic needs (Workshop program, badges, signage, etc.); Procure Workshop support materials (books, etc.); Prepare collateral materials as needed; Collate Workshop materials/packets; Prepare and print attendee badges; Collect, manage, account for, report on and disburse registration fees; Offer registrants the opportunity to either pay the registration fee when they register, or at a later date, without having to re-enter registration data, up to an agreed-upon fee payment closing date; Provide the capability to send email to all registrants, paid registrants, or unpaid registrants, at one time; Two weeks before the Workshop begins, make at least one personal, person-to-person attempt to obtain registration fee payment from those registrants who have up to that time failed to pay their registration fee. Provided this is done, and fails to yield fee payment, one week before the Workshop begins cancel any registrations remaining unpaid; Dispatch written confirmations of (1) registration, (2) change to registration, (3) cancellation, (4) substitution, and (5) registration fee payment. Confirmations dispatched in response to online input shall be sent by email and immediately. Confirmations dispatched in response to paper input shall be dispatched by email if an email address is available and in any case within one (1) business day of receipt; Provide lodging room reservation status reports at least once weekly, then daily beginning three weeks before the Workshop begins; Collect and provide to DVI, beginning approximately one month in advance of the Workshop, demographic information about the registrants for use by scheduled Workshop presenters; Continuously cross reference (1) the registrants list, (2) sleeping room bookings in the VI2010 block, and (3) the list of expected presenters, attempting to detect (a) persons expected to attend or present who have not booked sleeping rooms, and (b) persons who have booked sleeping rooms but are not reflected as registered or presenting. Contact these persons and attempt to resolve these inconsistencies. On-Site Workshop Assistance - Set-up and maintain registration and information desk that provides the following services at a minimum: Registration services for prospective attendees arriving on-site in unregistered status, provided they are able to make on-the-spot payment of the registration fee; Receipts for registration fee payment; ID badges; Workshop binders; Miscellaneous items provided by the Government; Print-out of the registration options (e.g., breakouts, visits, etc.) for which individuals have signed-up; Greeting and directions for arriving guest speakers; Prepare and place signage at correct locations throughout the duration of event; Prepare registration sheets for mandatory participant sign-in as they pickup their badges & materials (this will establish who is actually present at the Workshop); Serve as liaison between the hotel and audiovisual suppliers on-site; Serve as liaison between hotel and DVI; Approve any on-site changes necessary to ensure smooth flow of Workshop; Staff registration desk at all times during the Workshop; Serve as information center for attendees throughout Workshop; Operate a message service to provide a means for outside parties to get messages to attendees. Brief messages shall be taken from callers via telephone and written onto a message note and posted onto a message board located in the main break area. Message Desk service shall be provided when the check-in desk is staffed; Provide strict control of entry to all plenary sessions. Admit no one without a VI2010 badge. Instead, direct persons without VI2010 badges to the registration desk for badge pickup or on-site registration, provided they are able to make on-the-spot payment of the registration fee; Provide means on-site to dynamically post changes (topic, room, start time, duration, presenter(s), etc.) to the Workshop agenda, neatly, and within minutes of change decisions – preferably through use of electronic agenda displays at key points throughout the venue; Provide attendees with a training certificate on the last day of the workshop. Post-Workshop - Review and disburse payment for venue & audiovisual charges; Prepare a final report of finances within 30 days of Workshop conclusion; Provide Workshop registration and attendance statistics, for example: gross registrations, cancellations, on-site registration, breakdown of military rank, local and out-of-town attendees; Participate with DVI in after action reviews of the Workshop. LINE ITEM 0001- Event Planner (To provide all technical support for the 2010 Visual Information Workshop (VI2010)). Award will be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 evaluation factors. Evaluation may be made with or without discussions with the offeror(s). Any offer that does not meet the RFP requirements shall be rejected. The following provisions and clauses shall apply to this RFP: FAR 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(s): http://www.arnet.gov/far (FAR); FAR 52.212-1 Instructions to Offerors Commercial Items; FAR 52.212-2. EVALUATION COMMERCIAL ITEMS (factors of equal importance): FACTOR 1 - Past Performance: Contractor shall provide a list of three (3) sources/references for completed work in the last five (5) years which are similar in scope, magnitude, relevance and complexity to this requirement. Please provide a POC, telephone number, Order Number, brief scope of work, total dollar value, and period of performance. The DMA may also contact other sources not listed, as well as contact internal DMA sources that may have contracted with the vendor in the past. FACTOR 2- Price: Award will be made to the offeror who represents the best overall value to the Government. The past performance and price are of equal importance when awarding a Purchase Order resulting from this RFP. Vendor may complete and reference the following commercial clauses at the ORCA web site: https://orca.bpn.gov/: FAR 52.212-3 Offeror Representations and Certification-Commercial Items. (Offerors must include a completed copy of the FAR 52.212-3 Offeror Representations and Certification along with his/her proposal); FAR 52.212-4 Contract Terms and Conditions Commercial Items; FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c) (2)(xii) the following provisions under the clause apply (b)(15) thru (22), Service of Protest (Sep 2006). Proposals shall include all information required in FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52-212-3. Interested sources shall submit all price, descriptive literature and technical proposals, to Brenda Harley, (Purchasing Agent), email: brenda.harley@dma.mil or Helen R. Hill (Contracting Officer), email: helen.hill@dma.mil. Faxed quotes will accepted at 202-433-4454. Closing date for receipt of proposals is Friday, March 27, 2009 at 10:00AM EST.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=ab32e7303702ae8767b31f4a4ed78b14&tab=core&_cview=1)
- Place of Performance
- Address: TO BE DETERMINED, United States
- Record
- SN01773485-W 20090321/090319220754-ab32e7303702ae8767b31f4a4ed78b14 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |