SOLICITATION NOTICE
R -- Conference Planner for the External Science Review
- Notice Date
- 12/17/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 561920
— Convention and Trade Show Organizers
- 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
- NEED0000-10-03296
- Archive Date
- 1/19/2010
- Point of Contact
- Amy E Sanders-White, Phone: 301-713-0820 x118
- E-Mail Address
-
amy.sanderswhite@noaa.gov
(amy.sanderswhite@noaa.gov)
- Small Business Set-Aside
- N/A
- Description
- The U.S. Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Simplified Acquisition Team intends to procure the services of a Contractor to provide the services of conference planner. Details regarding this requirement are listed below in the attached statement of work. A combined synopsis solicitation for commercial items under FAR pt. 12 & 13 will be issued. This requirement is a total small business set-aside. The applicable The North American Industry Classification (NAICS) code is 561920, 6.5 million small business size standards. The resulting purchase order shall be negotiated on a firm fixed price basis and is being solicited on a full and open competition. The award shall be made on a best value basis taking into consideration the following evaluation factors: 1) Technical Approach-The likelihood of effectively meeting the requirements; 2) Past Performance - The relevance and quality of prior performance; 3) Price - The amount realism and consistency of the evaluated price. The evaluation shall be based on use of the adjectival scheme as follows: Outstanding (O) - Conspicuously striking in eminence; Good (G) - Beneficial and worthwhile; sound and valid; Adequate (A) - Reasonably sufficient and suitable; Marginal (M) - Minimally suitable at the lower limit. Statement of Work and Request for Proposal for NOAA/NESDIS Center for Satellite Applications and Research (STAR) External Science Review Meeting Conference Support The Contractor shall function as the No-Cost Conference Planner for the National Oceanic and Atmospheric Administration (NOAA) and direct services in accordance with the following provisions: 1. Background The Center for Satellite Applications and Research (STAR) within the National Environmental Satellite, Information, and Data Service (NESDIS), NOAA, will be conducting an external review of STAR's science program. The purpose of the external review is to elicit feedback on STAR's science efforts and issues. This feedback will be used by STAR and NESDIS for improved science direction, processes, and planning. STAR has a need to acquire the services of a no-cost conference planner to arrange for light refreshments and lunch for the participants with payment for these services being paid for through a registration fee, as well as direct support for required facilities, audio-visual services, and wireless internet connectivity. 2. Contract/Agreement type 3a. Compensation and Consideration - Food and Beverage The Contractor shall provide all food and beverage services required under this Contract at no cost to the Government. While the Government anticipates that there will be a total of 100 participants (about 20 night time guests and 80 local participants, including Federal employees for the STAR External Science Review Conference, the agency has no financial liability to the contractor for those services and the contractor has no expectation of payment from the Government for those services. The Contractor is liable for all costs incurred related to the performance of the food and beverage portion of this contract. The Contractor is entitled to and shall retain all of the registration fees it collects in the performance of the Contract. The Contractor shall collect any fees associated with its performance directly from Conference attendees. The Contractor shall have the capabilities to receive electronic payments. The Government does not guarantee a minimum amount of fees or a minimum number of attendees. All fees must be clearly defined and approved by NOAA prior to the award of this Contract. The Contractor shall provide the Government with a detailed accounting of the collections and disbursements associated with the performance of this Contract. The Government seeks food and beverage in support of this Conference as follows: Snacks sufficient for 100 persons, to include: (3) early morning set-up 8:00 a.m. snacks to include coffee, teas, juices, water, and assorted muffins and bagels and fruits; (3) morning breaks by 10:00 a.m. to include refresh of coffee, teas, and water; (3) buffet lunches, including a selection of non-alcoholic drinks and water; and (3) afternoon snacks by 2:45 p.m. to include water, soft drinks, savory snacks and cookies or brownies. 3b. Compensation and Consideration for Services other than Food and Beverage The Contractor will provide the following: Meeting Room with two additional rooms: The Contractor shall provide a meeting room to support this event of approximately 3000 square feet, an adjacent room of approximately 800 square feet, and a nearby room of approximately 600 square feet on the following days: • March 9, 2010, set up by 8:00 a.m., with a 24-hour hold • March 10, 2010, reset by 8:00 a.m., with a 24-hour hold • March 11, 2010, reset by 8:00 a.m., through 5:00 p.m. The set up for the rooms shall include: Audio-visual equipment For the 3000 square-foot meeting room, the Contractor shall provide an eight-foot screen and LCD projector, with an extension connection cord and a projector data cable to support a Government-supplied computer. The Contractor shall provide a podium and a microphone public address system. The Contractor shall also provide twenty (20) easels suitable for displaying presentation posters (size approximately 3 feet by 5 feet) in either vertical or horizontal orientation. These items shall be provided at the cost to the Government. Sleeping Rooms The Government expects approximately 20 participants who will need sleeping rooms for a total of 60 guest nights as follows: • March 8, 2010, 20 sleeping rooms • March 9, 2010, 20 sleeping rooms • March 10, 2010, 20 sleeping rooms The Contractor will make these rooms available to participants at the Government's standard per diem rate for Silver Spring, Maryland. The individual participant, not the Government, will be responsible for room payment. Because of uncertainties of participation, the Government shall not be responsible for rooms not used. No state sales taxes can be imposed on the Government for these rooms. 4. Contracting and Subcontracting NOAA will not be liable to the Contactor or its contracting party as a result of any contracting and/or subcontracting agreement between the Contractor and any subcontractors. 5. Claims and Liability The Contractor agrees to save the Government harmless from any and all claims, demands, actions, debts, liabilities, judgments, costs, and attorney's fees arising out of, claimed on account of, or in any manner predicated upon loss of, or damage to, property of or injuries to, or the death of, any or all persons whatsoever, in any manner, caused or contributed to by the Contractor, his agents, servants, or employees, while in, upon, or about a given conference location on which the work upon this Contract is to be done, or while going to or departing from the same, and to save the Government harmless from and on the account of damage of any kind which the Government may suffer as a result of any of the Contractor, his agents, servants, or employees in and about the said conference location. 6. Scope of Work The Contractor shall provide all necessary personnel, material, equipment, services, and facilities to perform exhibition management and conference coordination. For this contract, the Contractor agrees to serve the Government as a no-cost conference planner, which includes items a, b, c, and f; and will be under direct contract with the Government for items d and e. 1) Conference Registration and Event Fees. The Contractor shall manage the registration process, including electronic collection of, accounting for registration fees to support all food and beverage costs. 2) Registration Records. In the two weeks prior to the meeting, the Contractor shall provide up-to-date registration figures and attendees on a weekly basis to the Contract Officer's Technical Representative (COTR). The Contractor shall provide a list, by name, of registrants and their expected dates of participation and registration fees paid. The COTR will provide a listing of invited conference participants to the Contractor once the Contractor is selected. Prior to the start of the conference, STAR will provide the list of participants not on invitational travel and will pay their registration fees to the Contractor. 3) Conference Administrative Responsibilities. The Contractor shall provide sufficient number of personnel to ensure an easy and fast distribution process. This means that registered attendees will be processed either prior to the start of the Conference or within fifteen (15) minutes of participants arrival to the Conference. 4) Facilities. The Contractor shall provide a meeting room for the conference with a minimum size of about 30000 square feet set up with a "U"-shaped conference table (open end toward the presentation screen) of sufficient size for 20 individuals. Classroom style individual seating for approximately 80 individuals shall be provided toward the rear of the room. A table for a computer and the LCD projection shall be provided. The room shall be provided with sufficient power strips to support all individuals at the "U"-shaped conference table, as well for 50 individuals in the classroom seating section. Wireless internet connectivity shall be provided to all Conference participants. The conference room shall be configured with sufficient table space at the rear to accommodate the above described food and beverages for the breaks. A registration table and a table for hand-out material shall be provided outside the entrance to the main Conference meeting room. The Contractor shall provide an adjacent room of approximately 800 square feet, configured as open space with twenty (20) presentation easels. This room shall also be configured with the serving tables necessary for the lunch buffets. The Contractor shall also provide a nearby room of at least 600 square feet, configured with tables sufficient for approximately 30, spaced for dining. In this 600 square-foot room, the Contractor shall provide sufficient extension cords to accommodate 15 laptop computers. 5) Audio/Visual. The Contractor shall provide an eight-foot screen and LCD projector with a remote control, with an extension connection cord that has sufficient outlets to support the projector and a computer, along with a standard projector data cable to connect the projector to a Government-supplied computer. The Contractor shall provide a podium and a microphone public address system. The Contractor shall also provide twenty (20) easels suitable for displaying presentation posters (size approximately 3 feet by 5 feet) in either vertical or horizontal orientation. These items shall be provided at the cost to the Government. 6) Food Service. The Contractor shall provide the food and beverages as described in 3a. Per the language in 3a, the Contractor will not bill the Government under this contract for the food and beverage, but instead will charge the Conference participants a Registration Fee. Breaks will be served in the 3000 square-foot meeting room. The lunch buffets will be served in the 800 square-foot room. 7. Period of Performance No-cost conference planning services should begin by January 15, 2010 or by Contract Award if before January 15, 2010. At the expense of the Government, the facilities, audio/visual services, and internet connectivity in support of the Conference are to start on March 9, 2010 at 8:00 a.m. and continue until March 11, 2010, at 5:00 p.m. The no-cost conference planning services for food and beverage start on March 9, 2010, at 8:00 a.m. and continue until March 11, 2010, at 5:00 p.m. 8. Place of Performance Silver Spring, Maryland, within walking distance of the Silver Spring Metro and NOAA Buildings. 9. Contracting Officer Authority 10. Contracting Officer's Technical Representative (COTR) The Contracting Officer's Technical Representative (COTR) is to be determined by NOAA. 11. Basis for Award The Government will make award based on best value. 12. Evaluation Factors The Government will award a contract resulting from this solicitation to the responsible Contractor whose quotation conforms best with the solicitation. The following factors will be used for the evaluation. These best value evaluation factors, while relatively equal, are listed in order of importance: 1) Past Performance - Provide a list of contacts, including phone numbers, to allow NOAA to evaluate a firm's past performance in successfully accomplishing activities for three related/similar activities to those identified in the Statement of Work (SOW); 2) Technical Capability - Provide sufficient information to demonstrate ability to meet the Government's requirement. Address proposed management of program and plans to provide seamless support of food and beverage for the Conference, as well as a description of the meeting rooms, registration processes and services in support of the meeting; 3) Relational Price - The Contractor shall provide to the Government: its price structure for participant registration fees to be applied for the no-cost conference planning services under this Contract; a fixed price for the meeting room facilities, audio/visual services, and internet connectivity; and a per guest night cost of the sleeping room. This evaluation factor will allow NOAA to evaluate the costs the Contractor will impose on third parties, i.e., attendees and the direct costs to the Government. 13. Compliance with Laws The Contractor shall comply with all applicable laws and rules and regulations having the force of law which deal with or relate to performance hereunder or the employment of the Contractor of the employees. 14. Applicable Clauses The Certification and Accreditation (C&A) requirements of Clause 73 of the Commerce Acquisition Regulations do not apply and a Security Accreditation Package is not required. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-38.The provisions and clauses may be downloaded at http://www.arnet.gov/far. The following provisions and clauses shall apply to this solicitation: FAR 52.212-1, Instructions to Offerors - Commercial, FAR 52.212-2, Evaluation - Commercial Items - The Government will award a purchase order resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. FAR 52.212-3, Offeror Representations and Certificates - Commercial Item, FAR 52.212-4, Contract Terms and Conditions - Commercial Items, FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items. FAR 52.219-6, Notice of Total Small Business Set-Aside, and Alternate II; FAR 52.219-14, Limitations on Subcontracting; FAR 52.222-3, Convict Labor; FAR 52.222-21, Prohibition of Segregated Facilities; FAR 52.222-26, Equal Opportunity; FAR 52.222-36, Affirmative Action for Workers with Disabilities; FAR 52.222-50, Combating Trafficking in Persons; FAR 52.225-13, Restrictions on Certain Foreign Purchases; FAR 52.232-33, Payment be Electronic Funds Transfer-Central Contractor Registration; FAR 52.239-1, Privacy or Security Safeguards; FAR 52.222-41, Service Contract Act; and FAR 52.222-42, Statement of Equivalent Rates for Federal Hires.. All responsible sources that can meet the requirements and provide the items as listed above may respond to this solicitation by submitting a quotation addressed to Amy E. Sanders-White, Purchasing Agent, National Oceanic & Atmospheric Administration, 1305 East West Highway, Suite 7144, Silver Spring, Maryland 20910, to be received no later than January 4, 2010, at 12:00pm. The Government reserves the right to make one award or no award at all as a result of this solicitation. Responses are to be emailed to Amy.Sanderswhite@noaa.gov
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOC/NOAA/AGAMD/NEED0000-10-03296/listing.html)
- Place of Performance
- Address: Silver Spring, Maryland, 20910, United States
- Zip Code: 20910
- Zip Code: 20910
- Record
- SN02026828-W 20091219/091217235326-6298cdab77a43118ab9f8722cc1ad7fd (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 |