SOLICITATION NOTICE
X -- CONFERENCE SPACE
- Notice Date
- 3/28/2013
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 531120
— Lessors of Nonresidential Buildings (except Miniwarehouses)
- Contracting Office
- Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Eastern Region Acquisition Division, Norfolk Federal Building, 200 Granby Street, Norfolk, Virginia, 23510, United States
- ZIP Code
- 23510
- Solicitation Number
- NCNJ0000-13-00611
- Archive Date
- 4/18/2013
- Point of Contact
- Linda L Mullen, Phone: 757-441-3436
- E-Mail Address
-
Linda.Mullen@noaa.gov
(Linda.Mullen@noaa.gov)
- Small Business Set-Aside
- N/A
- Description
- THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR 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 ISSUED. The Request for Quotation (RFQ) number is NCNJ0000-13-00611. The U.S. Dept of Commerce, NOAA, Office of Coast Survey, Silver Spring, Maryland has a requirement for conference space for the HSRP Meeting in Washington, DC as follows. Requisition# NCNJ0000-13-00611 February 27,2013 Hotel Conference Facility Statement of Work Hydrographic Services Review Panel (HSRP) Meeting Washington, DC May 7-8, 2013 Project Description The Office of Coast Survey is required to host HSRP meetings on a biannual basis and, at any other time in various locations as stated in Public Law 107-372, the Hydrographic Services Improvement Act. The HSRP is a Federal Advisory Committee Act (FACA) Panel that advises the Under Secretary of Commerce for Oceans and Atmosphere, and Administrator (NOAA Administrator), National Oceanic and Atmospheric Administration (NOAA) on matters relating to the responsibilities and authorities set forth in the Hydrographic Services Improvement Act of 1998. The HSRP is scheduled to meet in Washington, DC from May 7-8,2013. Purpose ofthe HSRP FACA meeting is to share ideas, discuss hydrographic and navigation issues and priorities to advise the NOAA Administrator. Statement of Work Contract for meeting services with Washington, DC hotel conference facility to provide: • Working Breakfast & Luncheon meal service for 30 persons. (Dates of meal services required is May 7-8, 2013). • Required meeting space (see Conference Meeting Room Specifications). • Required seating arrangement and microphone capability for Public Sessions (see Conference Meeting Room Specifications). • AV Equipment (see AV Equipment Specifications). • Other miscellaneous administrative support services that apply to HSRP FACA Public meeting coordination or activities. • Required easy accessibility for public attendance to meeting location facility for "Open Public Sessions"--estimated public attendance about 40 persons from the local and regional navigation and maritime community. • Vendor response to the Request for Quotation for conference meeting services-SHALL provide a diagram and square footage layout of conference meeting room space available (see Conference Meeting Room Specifications). Period of Performance Meeting room space: May 7-8, 2013 Conference Hotel Location Requirement • Downtown Washington, DC area close to public transportation system. • Hotel conference facility should be located relatively close to restaurants, and provide easy accessibility for public attendance. FACA regulations require HSRP Panel meetings be held in an easy accessible location for public attendance. Conference Meeting Room Specifications-Note: C01iference meeting space needed for dales of May 7-8, 2013. Up to 2 days of meeting space adequate for HSRP Panel of20 members, 5 staff, 5-6 guest speakers, and approximately 40 public attendees: Meeting room space requirement-square footage 2,000 sq. ft or greater. Vendor to provide a diagram layout (with square footage) of conference meeting space available. (Note: See *CFR 41§ 102-3.140 What policies apply to advisory committee meetings? FACA regulations require tllat sufficient meeting space is provided for all FACA Panel meeting events-for Panel member and public attendance. • lmportant-HSRP FACA Panel meeting discussions must NOT be disrupted by noise or other meeting events. (HSRP FACA meetings are recorded by a Court Reporter). • Preferred room shape is a rectangle, but square is acceptable. • Same room must be available for meeting days, with ability to leave meeting materials locked in room overnight. • Meeting Room Setup: Open U-shape formation to comfortably seat 25 people around U-shape. • U-shape table set-up and room size should allow for sufficient elbow room to spread out meeting materials-either 2 persons per 6ft table or 3 persons per 8ft table (avoid overcrowding at U-shape and Speaker tables). • Row seating for approximately 15 public attendees on each side of U-shape. • Tables for Panel Speakers in front ofU-shape (approximately 5-6 speakers). • Projection table in the front ofU-shape. • 1 Speaker Podium. • 2-3 power supply strips for Court Reporter and HSRP staff equipment. • 2 Additional power supply strips for portable laptops at U-shape formation. • 2-3 Easels with Stands, Easel Pads & Markers. • 1-2 Tables for handout materials (back of room). • 1-2 Tables for light refreshment & meal service. • 2 Flag poles-1 with American Flag (NOAA will provide OCS Flag for other flag pole). AV Equipment Specifications AV Projector package for 3 days, to include AV support services with: • 25 "On/Off'' switch microphones at U-shape table. • 5 "On/Off' switch microphones at Panel Speaker table. • 1 Podium microphone. • 1 Lapel microphone. • 2 standup microphones for public seating areas. • Sound mixer for microphone clarity. • High quality projector with projection screen and backup bulbs. • Necessary additional power strips (see conference meeting room specifications) • Availability of teleconference/poly-com line set-up (if needed). • Wired or Wireless Internet capability (if needed). • Set up of all AV equipment. • A V support services (as needed). Miscellaneous Support Services *Note: These are "estimated" miscellaneous support services: • Access to high quality computer, printer, copier, fax equipment. • Support services for immediate adjustments for thermostat temperature control. • Support services for immediate adjustments for lighting control. • Request conference room "setup" afternoon or early evening day before meeting (continue setup during length of meeting event). • • Light refreshment service-Hotel conference facility will leave AM and PM light refreshments throughout morning and afternoon breaks to minimize noise disruption to Panel discussions and minimize Federal government expenditures for light refreshments. • Easy accessibility to Fedex drop off and pick up services (meeting supplies to be fedexed from hotel directly back to NOAA/NOS after meeting event). • Storage space for meeting supplies prior to meeting (if needed). • PARKING -may need parking for public and HSRP staff. • Additional coordination and support services possibly required as meeting event approaches and changes occur. The Government reserves the right to inspect proposed space for suitability prior to making an award. "The C&A requirements of clause 73 do not apply and a Security Accreditation Package is not required" This procurement is being solicited as unrestricted and full and open competition. The resulting purchase order will be negotiated as a firm-fixed price Purchase Order. In order to comply with the debt collection improvement act of 1966, all contractors must be registered in the System for Award Management (SAM) to be considered for an award of a federal contract. For information regarding registration in SAM contact the SAM website at www.sam.gov. The FSC for this is X1FA and the NAICS Code is 531120, small business size standard is $7.0 million dollars. Incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-66. FAR 52.212-1 Instructions to Offerors-Commercial Items applies. Evaluation will be in accordance with FAR 52.212-2 Evaluation-Commercial Items. Award will be made to the responsible, responsive offeror whose offer will result in the lowest technically acceptable price and who can best meet the required location. FAR 52.212-3, Offeror Representations and Certification-Commercial Items (FEB 2012) --Offerors must include a completed copy of its provision with their offer or complete only paragraph (j) of the provision if the offeror has completed the annual representation and certifications electronically at http://orca.bpn.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website; the offeror shall complete only paragraphs (b) through (i) of this provision; FAR 52.212-4, Contract Terms and Conditions-Commercial Items and 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (FEB 2012) applies and the following additional FAR clauses cited in the clause at paragraph (b) are applicable to this acquisition, as such consider the following clauses checked, (4), (17), (23), (26), (28), (29), (31), (38), (40i), (42) and (47). The following addenda or additional terms and conditions apply: None. No Defense Priorities and Allocations System (DPAS) rating is assigned. Offers must be submitted to the Eastern Region Acquisition Division, 200 Granby Street, Room 815, Norfolk, Virginia 23510 by 12:00 P.M April 3, 2013. Vendors whose offer expires prior to closing date will not be accepted. Offers maybe faxed to 757-664-3649 or via e-mail to Linda.Mullen@noaa.gov. Inquiries will only be accepted via email to Linda.Mullen@noaa.gov.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOC/NOAA/EASC/NCNJ0000-13-00611/listing.html)
- Place of Performance
- Address: Washington, District of Columbia, United States
- Record
- SN03023422-W 20130330/130328235141-3eb8184d89a879aac4046749754a25a2 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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