MODIFICATION
R -- Conference Planning Services - Amendment 1
- Notice Date
- 6/3/2009
- Notice Type
- Modification/Amendment
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- Department of Homeland Security, Transportation Security Administration, Headquarters TSA, 601 S. 12th Street, TSA-25, 10th Floor, Arlington, Virginia, 20598, United States
- ZIP Code
- 20598
- Solicitation Number
- HSTS02-09-R-MLS157
- Point of Contact
- Audrey A Taylor, Phone: 571-227-1582
- E-Mail Address
-
audrey.taylor@dhs.gov
(audrey.taylor@dhs.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- Questions & Answers Contracting Office Address Department of Homeland Security, Transportation Security Administration, Office of Acquisition, TSA-25, 701 South 12th Street, Arlington, VA 22202 United States Description 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; proposals are being requested and a written solicitation will not be issued. The solicitation is issued as a request for proposal. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-31 effective March 19, 2009. This requirement will be a set aside 100% for Small Business concerns and shall remain open for responsible sources to respond. The NAICS Code for this procurement is 561920 with a size standard of $7.0 million in revenue. Contractors are required to identify their company’s business size. TSA plans to establish a single firm fixed priced contract; however, the Government reserves the right to not award any contract. The resultant Purchase Order (PO) award will be 7 months in duration. The firm fixed price will be determined based on a breakdown of all costs, materials, labor. The Government is obligated only to the extent of the authorized purchases made under the contract. BACKGROUND The Transportation Security Administration (TSA) works to ensure the security of rail and mass transit passengers, employees, and properties. Ensuring this high level of security requires the sharing of safety and security policies, procedures, and smart practices from the nation’s mass transit systems. Congress directed TSA, in Public Law 110-53 (August 2007) to consult with relevant security partners, including public transportation agencies, to share security information. SCOPE To enhance mass transit security, TSA in cooperation with the Federal Transit Administration (FTA), and the National Preparedness Directorate of the Federal Emergency Management Agency (FEMA) agree to host a 3-day Security and Safety Roundtable conference that will include the participation of the Security Chiefs/Coordinators and Safety Directors from the Nation’s 100 largest mass transit agencies. This conference is a forum for the federal government and its security partners to discuss critical issues relating to the security and safety of the mass transit mode of transportation. The Security and Safety Roundtable will be held on December 9, 10 and 11, 2009 in Phoenix, Arizona. The objectives necessary to fulfill the purpose of this SOW include the following: •Facilitate an advisory group meeting prior to the Roundtable to develop a draft agenda. •Provide the assistance necessary to help organize, coordinate, and conduct a three-day conference for approximately 240 attendees. •Prepare and format (in cooperation with TSA representative); survey and analysis of attendee perceptions and prepare follow-up materials. I. REQUIREMENTS/SPECIFICATIONS: Work tasks to complete the coordination and implementation of a successful Transit Security and Safety Roundtable and advisory group meeting require a contractor to provide the following; event planning, on-site hotel coordination during the conference, on-line registration services, materials development, audio visual services, conference agenda development, and daily hotel invoice analysis. The contractor will coordinate with TSA representative/Contracting Officer Technical Representative (COTR) on all aspects as they pertain to pre-conference activities, the actual conference, and post-conference activities. Task I - Conference Agenda Planning Services •Conduct a half-day meeting with approximately 20 security & safety directors and federal agency representatives to develop a draft agenda for the Roundtable conference. The meeting may be held in the Phoenix, Arizona or Arlington, Virginia area August 2009. a.Facilitate a well prepared for discussion to yield a draft 3-day agenda for the December Roundtable conference. b.The draft agenda will be delivered to TSA within 14 working days of the meeting. Task II - Pre-Conference Services •Act as liaison with the hotel management for the provision of meeting facilities, sleeping rooms, audiovisual and all other issues related to the conference and hotel agreement. Review hotel invoices each day of the Roundtable and present any discrepancies with the hotel invoices to TSA point of contact for resolution. •Compose emails to save the date, and regular mail invitation letters: oOne for speakers (approximately 15); one for attendees (approximately 240) and one for a special group of attendees (approximately 10). oThe letters must contain instructions for conference registration, hotel and travel information with considerations for approach to federal and non-federal invitational travelers. oSubmit sample email save the date to TSA for approval by September 4, 2009. oSubmit the sample letters to TSA for approval by September 11, 2009. oEmail save the date in letter style format to invitees by September 18, 2009. oMail the letters to invitees within 21 working days of TSA approval, but no later than October 2, 2009. •Develop and manage the conference and sleeping room registration process. oEstablish a user-friendly web site by September 11, 2009 for attendees to learn additional details of the conference, i.e. location, local transportation options, nearby restaurants, etc. Include an e-mail confirmation to participant. The contractor is expected to keep a list of all the registered conference attendees. oProvide a direct link to the hotel venue for attendees to reserve a sleeping room for the conference. The contractor is expected to keep a list of all the attendees registered at hotel. oProvide password access to conference and hotel registration records/databases to TSA COTR or representative. •Coordinate with hotel staff to ensure mailed items have been received and a room has been set aside for conference planners to prepare folders, etc, as well as for storage of supplies at the hotel. •Review, format and print 250 color copies of the agenda for dissemination at the Roundtable conference. oProvide a color draft of the agenda’s cover sheet to TSA for approval by October 16, 2009. oProvide a color draft of the agenda to TSA for approval by October 16, 2008, and as needed prior to going final. •Develop a process for attendees to evaluate all aspects of the conference including most and least favorable experiences, lessons learned, unresolved issues, and topics for future discussion, recommendations for improvement, and the hotel quality. oThe evaluation process (questionnaire, forms, etc.) must be submitted to TSA for approval by October 16, 2009. •Coordinate issues mutually agreed upon by TSA and the contractor which will help facilitate information sharing while at the conference. •Develop contingency plan to accommodate for higher than expected attendance. Task III - Conference Services Monday December 7, 2009 1.Manage a 150-person (approximate) no host reception. a.6:00 p.m. – 9:00 p.m. b.Informal, reception-like room set-up. c.Begin management and coordination of conference registration and the distribution of welcome packets, agendas, evaluation forms and name tags with lanyards printed, assembled and provided, with approval from COTR. Tuesday December 8 – Thursday December 10, 2009 2.Continue to coordinate and manage conference registration and the distribution of welcome packets, agendas, evaluation forms and name tags with lanyards. a.Limit access to invitees with appropriate lanyard only. b.Maintain a presence near entrance during breaks, ready to answer questions about places to eat near by, hotel room issues, etc… 3.Coordinate meeting rooms with hotel management based on circular tables seating six. In all instances of room set up, TSA representative/COTR should be involved. 4.Provide on-site representative(s) to: a.Manage presentations and audio visual equipment. b.Troubleshoot and act as liaison with hotel staff. c.Oversee all audio visual needs and maintain a copy the presentations. d.Record the name, agency and contact information of all attendees accurately. e.Photograph the conference events, speakers and attendees. Approximately 200 advanced-quality digital photos are required, with variety. Task IV - Post-Conference Services (Within Two Weeks of Conference Conclusion) •Mail to TSA a post Roundtable CD or DVD that includes in appropriate titled folders: •Conference presentations •Photographs of the conference events, speakers and attendees •Attendance document with cover similar to agenda cover, with accurate spelling of names, titles and contact information of all attendees in alphabetical order. •Draft samples of a label that will be face imprinted onto the CD or DVD with similar depictions used throughout the conference on agenda covers, etc... 5.Electronically send to TSA representative a draft thank you letter for the attendees, hosts and speakers. When approved by COTR, mail out to each one respectively, accompanied with the DVD or CD, using format for envelopes approved by COTR.. 6.Conduct an analysis of the attendee evaluations. a.The analysis should contain recommendations for improvements. b.Deliver the analysis and the attendee evaluations to TSA. c.Make approximately 200 copies of the post Roundtable CD or DVD in CD/DVD envelope, to be determined by number of actual attendees. d.Mail to all attendees (about 150), approximately 2 weeks after approval from TSA. e.Mail surplus copies to TSA COTR or representative. Provide to COTR or TSA representative a binder with index of all material used in preparation and in use for this roundtable, provide a draft index and send to TSA COTR before going final with binder. Also return all items unused, i.e. lanyards, etc, to COTR. All work in conjunction with this contract and any related documents and reports shall be conducted at the contractor’s normal place of business. If travel is authorized and directed by the Government, the contractor will be reimbursed for reasonable and actual costs for transportation, lodging, meals, and incidental expenses in accordance with Federal Travel Regulations. Reimbursement will be made in accordance with Federal Travel Regulations (FTR) and the GSA FY Domestic Per Diem Rates-effective on the date(s) of travel. For invoicing purposes, the Government requests the contractor submit back-up documentation with the invoice, in support of the costs being billed. No travel within the DC Metropolitan area will be reimbursed. II. CONTRACT LINE ITEM STRUCTURE: The resultant contract award will contain two (2) contract line item number (CLINs) and only CLIN 0001 should be priced. III. FEDERAL ACQUISITION REGULATION (FAR) provisions and clauses incorporated by reference or in full text apply to this solicitation and will be applicable to the resultant contract. FAR clauses and provisions are available in full text by accessing the following website m http://www.arnet.gov/far/ 52.202-1 Definitions (July 2004) 52.203-5 Covenant Against Contingent Fees (Apr 1984) 52.203-6 Restrictions on Subcontractor Sales to the Government (Sept 2006) 52.203-7 Anti-Kickback Procedures (Jul 1995) 52.212-3 Offeror Representations and Certifications – Commercial Items (Feb 2009) 52.212-4 Contract Terms and Conditions –Commercial Items (Oct 2008) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items (Feb 2009) 52.216-24 Limitation of Government Liability (Apr 1984) 52.216-25 Contract Definitization. (See Note 1.) (Oct 1997) 52.223-13 Certification of Toxic Chemical Release Reporting (Aug 2003) 52.223-14 Toxic Chemical Release Reporting (Aug 2003) 52.225-13 Restrictions on Certain Foreign Purchases (Aug 2008) 52.232-1 Payments (Apr 1984) 52.233-2 Service of Protest (Aug 2006) 52.233-3 Protest after Award (Aug 1996) 52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004) 52.243-1 Changed-Fixed Price (Aug 1987) 52.244-6 Subcontracts for Commerical Items (Feb 2009) IV. DELIVERY TERMS: FAR Clause 52.247-34 --F.O.B. DESTINATION (Nov 1991) #DeliverableDue DateDeliverable Recipient (include contact information)Deliverable FormatReference (specify CDRL, attachments, etc.) 1Monthly progress reports to include dollars spent and tasks performedBy the 5th of each monthCOTREmail 2Weekly project scheduleBy COB, Friday of each weekCOTREmail V. CONTRACT PERIOD/TERM Base Year – June 15, 2009 through January 14, 2010 ITEM NO. Schedule of Supplies or ServicesFixed Unit Price CLIN 0001Conference Planning Services CLIN 0002TravelNot to Exceed $6,000 VI. CONTRACT ADMINSTRATION DATA oContract Administration Data Contracting Officer (CO): Andrew Bewick Phone: 571-227-5446 FAX: 571-227-2913 Email: Andrew.Bewick@dhs.gov Contract Specialist Audrey Taylor Phone: 571-227-1582 FAX: 571-227-2913 Email: audrey.taylor@dhs.gov oSUBMISSION OF INVOICES (FEB 2006) (a) The Transportation Security Administration (TSA) partners with the United States Coast Guard Finance Center for financial services in support of TSA operations, including the payment of contractor invoices. Therefore, all contractor invoices must be submitted to, and will be paid by, the U.S. Coast Guard Finance Center (FinCen). (b) Invoices may be submitted via U.S. Mail, electronic mail, or facsimile. Contractors shall utilize ONLY ONE method per invoice submission. The submission information for each of the three methods is as follows: (1) U.S. Mail: United States Coast Guard Finance Center TSA Commercial Invoices P.O. Box 4111 Chesapeake, VA 23327-4111 (2) Electronic Mail: FIN-SMB-TSAINVOICES@USCG.MIL (3) Facsimile: 757-413-7314. Facsimile submissions should be addressed to TSA Invoices. (c) The electronic mail address and facsimile number listed above shall be used by contractors for ORIGINAL invoice submission only. If either electronic mail or facsimile submission is utilized, contractors shall not submit hard copies of invoices via the U.S. mail. It is the responsibility of the contractor to verify that invoices are received, regardless of the method of submission used. Contractors may inquire regarding the receipt of invoices by contacting the U.S. Coast Guard Finance Center via the methods listed in subparagraph (e) of this clause. (d) Upon receipt of contractor invoices, FinCen will electronically route invoices to the appropriate TSA Contracting Officer’s Technical Representative and/or Contracting Officer for review and approval. Upon approval, the TSA Contracting Officer will electronically route the invoices back to FinCen. Upon receipt of approved invoices from a TSA Contracting Officer, and the subsequent certification by an Authorized Certifying Official, FinCen will initiate payment of the invoices. (e) Payment Status: Contractors may inquire on the payment status of an invoice by any of the following means: (1) Via the internet: https://www.fincen.uscg.mil/secure/PH_menu.htm (2) Contacting the FinCen Customer Service Section via telephone at (757) 523-6940 (Voice Option #1). The hours of operation for the Customer Service line are 8:00 AM to 5:00 PM Eastern Time, Monday through Friday. However, the Customer Service line has a voice-mail feature that is available 24 hours per day, 7 days per week. (3) Via the Payment Inquiry Form https://www.fincen.uscg.mil/secure/payment.htm oPREPARATION OF INVOICES (FEB 2006) (a) Invoices shall include the information required in subparagraph (a) (2) of the Prompt Payment Clause, contained in this Section of the Contract, including EFT banking information, Taxpayer Identification Number (TIN), and DUNS number. (b) Invoices that fail to provide the information required by the Prompt Payment Clause may be rejected by the Government and returned to the Contractor. Such rejection by the Government does not entitle the Contractor to interest payments from the date of submission of a rejected invoice. Interest payments apply only to proper invoices that are received by the Government. (c) Supplemental Invoice Documentation: Contractors shall submit all supplemental invoice documentation necessary to approve an invoice along with the original invoice. The Contractor invoice must contain the information stated in the Prompt Payment Clause in order to be received and processed by FinCen. Supplemental invoice documentation required for review and approval of invoices may, at the written direction of the Contracting Officer, be submitted directly to either the Contracting Officer, or the Contracting Officer’s Technical Representative. oAccounting and Appropriation Data Accounting and appropriation data will be provided with the contract award. VIV. FAR 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS (SEPTEMBER 2006). Offerors are required to submit the following: a written proposal on letterhead or the SF 1449 Solicitation/Contract/Order for Commercial Items, signed and dated that contains the requested supplies with unit prices(s), extended price(s), prompt payment terms, remittance address if different than the mailing address, descriptive literature of items being quoted (if applicable), solicitation number, time specified in the solicitation for receipt of proposals, name, address, and telephone number of the offeror, terms of any express warranty. If the proposal is not submitted on the SF 1449, responses shall include a statement specifying the extent of the agreement with all terms, conditions, and provisions in this solicitation. Responses that fail to furnish the required representations or information, or reject the terms and conditions of this solicitation may be excluded from consideration. ADDITIONAL INSTRUCTIONS TO OFFERORS: All Offerors shall ensure that their submission includes, at a minimum, the following information in response to this solicitation: 1)1449 (See FAR 52.21-1 above), 2)Reps and Certs (See FAR 52.212-3), 3)Technical Narrative and Relevant Supporting Documentation (Volume I) 4)Past Performance Information (Volume II), and 5)Price for CLIN 00001 TECHNICAL NARRATIVE AND RELEVANT SUPPORTING DOCUMENTATION: The Offeror shall submit a narrative explaining how the proposed product meets or exceeds the stated minimum requirements of this solicitation. The Offeror shall submit supporting documentation which may include but is not limited to technical capability for Conference, Events, and Tradeshow Planning services expertise. The narrative description shall address, but is not limited to the following aspects of their proposed product for evaluation purposes: •Elaborate on coordination and implementation of conferences involving Federal, State, and Local representatives •Elaborate on coordination and implementation of conferences involving mass transportation (bus and passenger rail) or security/law enforcement representatives •Elaborate on past experience in contingency planning and execution as it relates to accommodation of higher than expected attendance. •Development of web site for conference registration, to share information with attendees and collect sensitive information PAST PERFORMANCE INFORMATION: Past performance will be evaluated as a measure of the Government’s confidence in the Offeror’s ability to successfully deliver the product proposed. Offerors shall provide a list of not more than three (3) projects/contracts/orders where the offeror has successfully contracted for similar requirements in the past two (2) years. These projects/contracts/orders can include those performed for the federal, state, and local governments, commercial industry and those performed for private organizations. For each project/ contract/order that meets this description, the offeror shall provide the following information: 1. Customer Name (agency, bureau, private organization, etc.) 2. Customers Address 3. Project/Contract/ Order number 4. Period of performance of Project/Contract/Order 5. Point of Contact for Project/Contract/Order 6. Point of Contact’s address, Telephone Number, and email address 7. Quantities of the products delivered It is the offeror’s responsibility to ensure that all past performance information is accurate, current, and complete. The information provided by the Offeror may not serve as the sole basis of evaluation of past performance. The Government reserves the right to obtain and utilize information from sources other than those identified by the Offeror. PRICE FOR EACH CLIN 0001: Offerors shall provide total firm fixed price for the CLIN. Prices must reflect the total cost to the Government. The Government shall conduct its price analysis using one or more of the techniques specified in FAR 15.404-1(b) in an effort to determine price reasonableness. SOURCE SELECTION: The Government intends to award a competitive Purchase Order to the Contractor whose proposal, conforming to the combined/synopsis, represents the best value solution using a Trade-Off analysis. The Best Value Approach is a method of selecting the proposal that presents the best value to the Government, based on evaluation of each offer in the areas of Technical Narrative, Past Performance, and Cost/Price. The Source Selection Authority (SSA) may determine that a superior solution/approach merits a higher price, and therefore represents the best value to the Government. The SSA, using sound business judgment, will base the selection decision on an integrated assessment of the proposal’s relative capability. The Government may: (1) Reject any or all submittals if such action is in the public interest; (2) Accept other than the lowest price submittal; and, (3) Waive informalities and minor irregularities in offers received. Proposals that do not respond to all requirements in the solicitation may be rejected without further evaluation, deliberation, or discussion. The Government may reject any proposal that is evaluated to be significantly not compliant with the solicitation requirements, unrealistically high or low in price, or reflects a failure to comprehend the requirement. The Government may award any resulting contract to other than the lowest priced Offeror, or other than the Offeror with the highest non-price rating. The Government reserves the right to award without discussions with Offerors. If the government determines that discussions are necessary, the government reserves the right to establish a competitive range in accordance with FAR 15.306(c). The government reserves the right to limit the competitive range for efficiency. RESPONSE TIME: Submission (Emailed Submissions) Emailed submissions must be received at Audrey.Taylor@dhs.gov no later than June 11, 2009 by 2:00 PM EST. PLEASE NOTE your subject line must read “Event Planner HSTS02-09-R-MLS157 proposal from (___insert company name____). Emailed submissions for the RFP HSTS02-09-R-MLS157 can be in separate attachments and clearly indicate which volume coincides with which attachment. The Government reserves the right to disregard any additional attachments without notification to the offeror. Offerors shall identify the following: a. Company Name b. Company Address c. Contractual Point of Contact Name, Phone Number, Email Address d. Company Tax Identification Number e. Company DUNS Number f. Major Subcontractor Companies’ Names and Addresses, if applicable Due to TSA restrictions on the size of email, ensure that all emails submitted are less than 5MB. If the proposal exceeds 5MB, please separate the submission into multiple emails and include in the subject line the solicitation number and # of # emails. Any electronic submission determined to contain a virus will be deleted and not viewed or accepted for consideration under this solicitation. Proposals must be received by the Contract Specialist and Contracting Officer no later than the exact time specified in the solicitation to be considered for award. Time of receipt will be determined by the government’s email receipt time. It is the quoting firm’s responsibility to ensure this is done according to the above restrictions. Question Due Date and Time Questions about the RFP or Statement of Work shall be due to the contracting office not later than May 28, 2009 by 2:00 PM EST. All questions shall be submitted electronically (via email) to Audrey Taylor @ Audrey.Taylor@dhs.gov. Each question submitted shall reference the specific section and paragraph of the RFP or SOW as appropriate. Questions and Answers will be posted on FEDBIZOPS for everyone to view.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DHS/TSA/HQTSA/HSTS02-09-R-MLS157/listing.html)
- Record
- SN01835544-W 20090605/090604000153-3cfeb5fd052a9fc8496cbb067932b95a (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 |