SOLICITATION NOTICE
R -- Teleconferencing Support Services
- Notice Date
- 11/26/2013
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 512290
— Other Sound Recording Industries
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute of Allergy and Infectious Diseases, Office of Acquisitions, 6700 B Rockledge Room 3214 MSC7612, Bethesda, Maryland, 20892-7612
- ZIP Code
- 20892-7612
- Solicitation Number
- NIAID-1646453-2013-AMS
- Archive Date
- 12/21/2013
- Point of Contact
- Alice M. Sobsey, Phone: 3014026545
- E-Mail Address
-
alice.sobsey@nih.gov
(alice.sobsey@nih.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation notice of intent for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. The incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-71 dated November 25, 2013. This acquisition will be processed under Simplified Acquisition Procedures (SAP) and is a small business set-aside. All responsible sources may submit an offer that will be considered by this agency. The associated North American Industry Classification System (NAICS) Code is 512290, which has a business size standard of 500. Place of delivery is 6610 Rockledge Drive, Bethesda, MD 20817. The government will award a fixed price purchase order to the responsible contractor. The FOB point shall be Destination. Payment Net 30 days. The following Federal Acquisition Regulations provisions and clauses apply to the acquisition: FAR 52.212-1; FAR 52.212-2; 52.212-3; 52.212-4; FAR 52.212-5; FAR 52.232-33. In order to be considered for an award, an offeror must have completed the System for Award Management (SAM) in accordance with FAR 4.1201(a). By submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in SAM at www.sam.gov prior to award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation. [Note: Lack of registration in SAM will make an offeror ineligible for award]. Copies of the aforementioned clauses are available at http://farsite.hill.af.mil. All responsible sources may submit offers that will be considered by this agency. Offers must be submitted no later than 4:00 p.m. Eastern Time (ET), 12/06/2013. Delivery address through the U.S. Postal Service, NIH/NIAID/AMOB, 10401 Fernwood Road, 2NE68, Bethesda, MD, 20892. Fax quotations are not accepted. Requests for information concerning this requirement are to be addressed to Alice Sobsey at (301) 402-6545 or alice.sobsey@nih.gov. It is the vendor's responsibility to confirm receipt of all quotations and/or questions by the closing date of this announcement. Collect calls will not be accepted. STATEMENT OF WORK: TELECONFERENCING/VIDEOCONFERENCING SUPPORT SERVICES BACKGROUND The Scientific Review Program (SRP) at the NIH NIAID conducts the peer review of grants and contracts that are submitted for funding. No grant or R and D contract gets funded at the NIH without first being peer reviewed. We recruit experts from around the world to review approximately 1800 grant and contract proposals each year. For many years the standard was to bring these reviewers to the Washington DC area for face to face meetings. In past years we have been decreasing the number of face to face meetings and increasing the number of teleconference/videoconference meetings. This has increased our reliance on reliable teleconference/videoconference service providers. In 2012, SRP conducted approximately 320 digital conferences including participants from around the world. The total meeting minutes comprised approximately 50,000 minutes and we expect to use the same number of minutes during the 2014 performance period. PERIOD OF PERFORMANCE It is expected that the contractor personnel assigned to this contract will begin work within 5 days after award date(s). The (initial) Period of Performance (POP) is for 12 months from the award date, January 1, 2014 to December 31, 2014. Options Periods, if applicable: Base period:January 1, 2014 to December 31, 2014. Option period 1: January 1, 2015 to December 31, 2015. Option period 2: January 1, 2016 to December 31, 2016. Option period 3: January 1, 2017 to December 31, 2017. Option period 4: January 1, 2018 to December 31, 2018. CONTRACT TYPE This contract is structured as a single award, Firm-Fixed-Price contract based on guidance outlined in Federal Acquisitions Regulation (FAR) sections 16.2. COST The Contractor shall provide all management, supervision, labor and materials necessary to provide the required support. The tasking for the requirements identified in Section C of this Request for Proposals (RFP) shall be on a firm fixed price basis for each of the CLINs. B.5PRICES B.5.1 CLIN STRUCTURE The offeror shall provide its firm fixed prices for each of the potential five years for each of the CLINs provided with this solicitation. 001 10 Licenses for 12 Months 1 Each 00250,000 toll free audio minutes for use with the system (integrated audio/toll free service) 003Universal Service Fee 1001Option Year 1, 10 Licenses for 12 Months 1 Each 100250,000 toll free audio minutes for use with the system (integrated audio/toll free service) 1003Universal Service Fee 2001Option Year 2, 10 Licenses for 12 Months 1 Each 200250,000 toll free audio minutes for use with the system (integrated audio/toll free service) 2003Universal Service Fee 3001Option Year 3, 10 Licenses for 12 Months 1 Each 300250,000 toll free audio minutes for use with the system (integrated audio/toll free service) 3003Universal Service Fee 4001Option Year 4, 10 Licenses for 12 Months 1 Each 400250,000 toll free audio minutes for use with the system (integrated audio/toll free service) 4003Universal Service Fee B.6INSTRUCTIONS FOR INVOICE PAYMENT The vendor shall be responsible for submitting all invoices to the Department according to the following instructions. B.6.1SUBMISSION OF INVOICES The vendor shall submit monthly invoices to the NIH OFM as well as the COR - for all services performed during the billing period. Following is the information on invoice submissions: Each service must be listed on each line National Institutes of Health - NIH - NIAID 2115 East Jefferson St, MSC 8500 Room 4B-432 Bethesda, MD 20892 The monthly invoice, which must include the following information: 1.Type of service 2.Unit price 3.Total dollar amount for the billing period. The following additional information must also be included on each invoice submitted to the Department against this contract: 1.Unique invoice number (assigned by vendor); 2.Invoice date; 3.IIP COR's name and address; 4.Vendor's GSA contract number (if have one); 5.Vendor's DUNS number; 6.Vendor's Department-issued contract award number; and 7.Vendor's Department-issued Requisition number/Purcahse order number. The COR or GTM will review, approve, and sign each subsequent invoice submitted by the vendor for services provided by the vendor assigned to this contract. All invoices submitted to the Department (i.e., the COR and NIH OFM) must include a detailed accounting of services provided.   B.7CONTRACTING OFFICER'S REPRESENTATIVE (COR) AND GOVERNMENT TECHNICAL MONITOR (GTM): The Contracting Officer's Representative (COR) for this contract is: Will be provided upon award. SECTION C: DESCRIPTIONS/SPECIFICATIONS/WORK STATEMENT C.1RESERVED C.2GENERAL PROGRAM DESCRIPTION AND REQUIREMENTS OVERVIEW Contractor, upon request, shall provide teleconferencing/videoconferencing services to enable real-time communications between NIH NIAID SRP Staff and peer reviewers globally located. C.3 TELECONFERENCING SERVICES The NIAID SRP of the NIH NIAID seeks to establish a contract for Teleconferencing/videoconferencing Services. C.3.1TASKS The Contractor shall perform the following tasks as listed: 8.1. Provide services to arrange and implement approximately 300 teleconferences/videoconferencing annually between a minimum of three parties per call and a maximum of 1000, globally, on a 24 hour-7 day a week basis. Participants include reviewers from around the world. If required, teleconferences/videoconferencing must be able to be arranged on short notice, without contacting the offerors organization. Provide services so that SRP staff can carry out and coordinate all teleconferencing/videoconferencing set-up and other arrangements, including: a.Provide service to conduct teleconferences/videoconferences with the capabilities of sharing powerpoint presentations, video and high quality audio services. b.The service must have the ability to stream participants image via video camera to the other participants. c.The service must have the ability for the meeting organizer to identify callers by caller ID or name, mute and place individual members on hold; and, d.The service must have the ability to connect any where from 3 to 1000 people at a time (doesn't have to be the same service), and, e.The service should have domestic toll and toll free numbers. f.The service must have the capability to record teleconferences and make them available for no cost in WMP or MP3 format; and, g.The service must have an administrative portal where the COR can control staff access to the service and monitor staff usage; and, h. The offeror must provide technical assistance, as required. Due to time zone differences, conference calls can take place 24/7, 365 days a year. The COR will periodically review the contractor's performance to ensure that the work requirements are being met. C.3.2DELIVERABLES These shall include the following as well as any other deliverables required by the tasks for this objective 1.Provision of teleconference/videoconference services domestically and internationally. 2.A single monthly invoice with the details of each individual conference. C.4ASSUMPTIONS AND DEPENDENCIES 1.The Offeror reports to the GTM. 2.The Offeror is solely responsible for delivery of the services. 3.Offeror is responsible for arranging and delivering domestic and/or international teleconferencing services with multiple parties (list to be provided). 4.Offeror must be available to provide these services on short notice, across multiple time zones, and on a 24/7 basis. 5.The COR review performance regularly but at a minimum on a quarterly basis. C.5USE OF PARTNER ORGANIZATIONS/SUB-CONTRACTORS The Department encourages vendors to partner/sub-contract with other "staffing" agencies or companies, as appropriate, in order to best meet the Department's needs related to the current contract. Upon award of contract, sub-contractor oversight is the sole responsibility of the vendor. C.6STANDARD WORK HOURS The Department's regular work hours are 8:15 a.m. to 5:00 p.m. Eastern Standard Time. Each conference could involve multiple parties located in the U.S. and worldwide on a 24/7 basis. Service should be available 7 days a week, 24 hours a day. C.7PLACE OF PERFORMANCE The place of performance will be the vendor's office. In addition, there may be occasional ad hoc meetings called by the COR or GTM that the assigned contractor personnel would need to attend. In that event the location would be the NIH NIAID SRP, 6700B Rockledge, Bethesda, MD 20917. C.8EVALUATION FACTORS The offeror needs to demonstrate that the service can meet or exceed the technical requirements as stated in the Statement of Work.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/NIH/NIAID/NIAID-1646453-2013-AMS/listing.html)
- Place of Performance
- Address: NIH NIAID SRP, 6700B Rockledge Drive, Bethesda, Maryland, 20917, United States
- Zip Code: 20917
- Zip Code: 20917
- Record
- SN03241547-W 20131128/131126234248-2c92fd83f6b59c288585520387958a9b (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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