SOLICITATION NOTICE
X -- NIH Exhibit Booth Services at the Society for Neurosciences Annual Meetings
- Notice Date
- 10/13/2016
- Notice Type
- Presolicitation
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute on Drug Abuse, Station Support/Simplified Acquisitions, 31 Center Drive, Room 1B59, Bethesda, Maryland, 20892, United States
- ZIP Code
- 20892
- Solicitation Number
- HHS-NIH-NIDA-SSSA-NOI-17-012
- Archive Date
- 11/8/2016
- Point of Contact
- Lauren M. Phelps, Phone: 3014802453
- E-Mail Address
-
lauren.phelps@nih.gov
(lauren.phelps@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- NIH Exhibit Booth Services at the Society for Neurosciences Annual Meetings HHS-NIH-NIDA-SSSA-NOI-17-012 INTRODUCTION 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 IS A NON-COMPETITIVE (NOTICE OF INTENT) COMBINED SYNOPSIS SOLICITATION TO AWARD A CONTRACT OR PURCHASE ORDER WITHOUT PROVIDING FOR FULL OR OPEN COMPETITION (INCLUDING BRAND-NAME). The National Institute on Drug Abuse (NIDA), Station Support Contracts and Simplified Acquisitions Branch (SS/SA) on behalf of the National Institute of Neurological Disorders and Stroke (NINDS) intends to negotiate and award a contract to The Expo Group located at 5931 West Campus Circle Drive, Irving, TX 75063 without providing for full and open competition. The award shall be for exhibit booth support services at the Society for Neurosciences Annual Meetings. REGULATORY & STATUTORY AUTHORITY This acquisition is for a commercial item or service and is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13-Simplified Acquisition Procedures; FAR Subpart 13.5-Simplified Procedures for Certain Commercial Items; and FAR Part 12-Acquisition of Commercial Items, and IS NOT expected to exceed the simplified acquisition threshold. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-91, dated September 30, 2016. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE The associated NAICS code for this requirement is 561920 with size standard of $11 Million. CONTRACTING WITHOUT PROVIDING FOR FULL OR OPEN COMPETITION (INCLUDING BRAND-NAME) DETERMINATION This acquisition is conducted as non-competitive for a commercial item or service and is conducted under the authority of the FAR Subpart 13 and the authority of 41 U.S.C. 1901 and the statutory authority of FAR 13.106-1(b). Pursuant to FAR Subpart 13.106-1(b) the rationale for the brand name justification is based upon the market research conducted as prescribed in FAR Part 10--Market Research. Specifically the results of market research concluded that only The Expo Group is capable of meeting the needs of this requirement because the Society for Neuroscience has selected The Expo Group as the single source contractor for general exhibitor contracting services for its Annual Meetings. This relationship has been in place since 2014 and is expected to continue through the duration of this requirement. Due to this arrangement, the Society for Neuroscience allows no other contractor to perform exhibit support services on-site and therefore no other contractor may provide the services required by the NINDS for this event. Please see the Society for Neuroscience statement about The Expo Group as its sole source contractor the Annual Meeting at http://www.sfn.org/Annual-Meeting/Neuroscience-2016/Exhibits/Exhibitor-Service-Center. DESCRIPTION OF REQUIREMENT Background The annual Society for Neuroscience (SFN) exhibit program functions to further the education of scientists working in the field of neuroscience. Eighteen Institutes and Centers of the National Institutes of Health (NIH) participate in the SFN Annual Meeting and have consolidated their exhibit outreach program into one large, shared exhibit booth. This shared booth effectively and efficiently creates a "one NIH" message and improves communication and outreach to the research community. Purpose and Objectives The purpose of this acquisition is to provide the National Institute of Neurological Disorders and Stroke (NINDS) Office of the Director (OD) with exhibition services to satisfy the overall exhibit booth display for the National Institute of Health (NIH) NINDS at the Society for Neurosciences Annual 2016 Meeting. Services shall include exhibit related furnishings, electricity, sign hanging labor, cleaning, and material handling/drayage for the 2500 square foot NIH exhibit space. Project Description Required Tasks The Contractor shall provide exhibit support services for the 2500 square foot NIH exhibit at the Society for Neurosciences Annual Meeting 2016. The exhibit shall contain four (4) booth spaces with a 1600 square foot central booth and three side booths: a 600 square foot booth, a 200 square foot booth and a 100 square foot booth. Specifically, the contractor shall perform the following: 1.The Contractor shall furnish the central 1600 square foot booth space of the trans-NIH exhibit with twenty (20) barstools, three (3) round tables, and eight (8) waste baskets. The Contractor shall arrange for the exhibit for the NIH to have an exhibit space that creates an open gathering place on the show floor for professionals to review displayed material. 2.The contractor shall furnish the three side booths with a total of 42 chairs, 21 round tables, 7 wastebaskets, 2 barstools, carpet, padding, and electricity. These quantities reflect the total for all three booths together. 3.The Contractor shall clean the exhibit, inclusive of all four booths, each day by vacuuming or shampooing the carpet and emptying the wastebaskets. 4.The Contractor shall ensure that exhibit demonstration areas are not set on the aisle line of the NIH booths so that space remains to absorb spectators. Should spectators interfere with the normal traffic flow in the aisle or overflow into neighboring exhibits, the Government shall limit or eliminate the presentation. The Government accepts responsibility for the safety (structural, fire, etc.) of its exhibit. 5.The Contractor shall provide and arrange for electricity to the exhibit and labor for sign hanging. 6.The Contractor shall provide material handling/drayage for the exhibit. Material handling shall include receiving Government materials either at the warehouse in advance of the show or on-site during exhibit move in, delivering Government materials to the exhibit upon receipt, removing empty containers for storage during the show, returning empty containers to the exhibit after the show, delivering Government materials back to the loading dock, and loading for outbound shipping. Optional Tasks The Contractor shall provide optional exhibit support services for a 2200 square foot NIH exhibit at the Society of Neuroscience Annual Meeting in 2017 and 2018 as follows per FAR Clause 52.217-9: Option to Extend the Term of the Contract: 1.The contractor shall provide twenty-two (22) barstools, thirty (30) chairs, eighteen (18) round tables, and twelve (12) waste baskets. The Contractor shall arrange for the exhibit for the NIH to have an exhibit space that creates an open gathering place on the show floor for professionals to review displayed material. 2.The contractor shall provide carpet and padding for the NIH exhibit. 3.The Contractor shall clean the exhibit each day by vacuuming or shampooing the carpet and emptying the wastebaskets. 4.The Contractor shall ensure that exhibit demonstration areas are not set on the aisle line of the NIH booths so that space remains to absorb spectators. Should spectators interfere with the normal traffic flow in the aisle or overflow into neighboring exhibits, the Government shall limit or eliminate the presentation. The Government accepts responsibility for the safety (structural, fire, etc.) of its exhibit. 5.The Contractor shall provide and arrange for electricity to the exhibit and labor for sign hanging. 6.The Contractor shall provide material handling/drayage for the exhibit. Material handling shall include receiving Government materials either at the warehouse in advance of the show or on-site during exhibit move in, delivering Government materials to the exhibit. The contractor shall also provide options for increased quantity per FAR Clause 52.217-7: Option for Increased Quantity - Separately Priced Line Item for each of the two option periods. Options for increased quantity shall consist of 1) the option to purchase additional exhibit space up to 800 square feet, in increments of 100 square feet and 2) the option to purchase additional furniture by unit. Up to 20 additional tables, 40 additional chairs, 6 additional barstools, and 6 additional waste baskets may be ordered annually via option for increased quantity. Please provide unit prices for support of 100 additional square feet of exhibit space, additional tables, chairs, barstools, and waste baskets for each optional period of performance. Delivery/Period of Performance The base period of performance shall be October 24, 2016 through December 15, 2016. This period of performance includes preparation prior to the conference as well as the services required during and post-conference to meet the needs of this statement of work. This period of performance includes the following: Installation Dates and Hours Wednesday, Nov. 98 a.m. - 6 p.m. (Targeted Move-in, Island booths only, 400 square feet and above) Thursday, Nov. 108 a.m. - 6 p.m. Friday, Nov. 11 (Veteran's Day)8 a.m. - 6 p.m. Saturday, Nov. 128 a.m. - 10 a.m. (Product set-up) Dismantling Dates and Hours Wednesday, Nov. 165 p.m. - 10:00 p.m. Thursday, Nov. 178 a.m. - 2:00 p.m. The period of performances for the options to extend the term of the contract shall be as follows: Option Period 1: September 10 2017 through November 30, 2017 Option Period 2: September 5, 2018 through November 25, 2018 Place of Performance: The place of performance for the base period of the requirement shall be as follows: San Diego Convention Center 111 W. Harbor Dr. San Diego, CA 92101 The place of performance for the option periods shall be at the designated Society for Neurosciences Annual Meeting designated location for the associated year. Contract Type A firm fixed price purchase order with options for increased quantity and options to extend the term of the contract is anticipated. Invoicing shall be on a NET30 basis and payment shall be made via Electronic Funds Transfer (EFT). RESPONSE INSTRUCTIONS Responses to this solicitation must include sufficient information to establish the interested parties' bona-fide capabilities of providing the product or service. The price quote shall include: unit price, list price, shipping and handling costs, delivery days after contract award, delivery terms, prompt payment discount terms, F.O.B. Point (Destination or Origin), product or catalog number(s); product description; and any other information or factors that may be considered in the award decision. Such factors may include: past performance; special features required for effective program performance; trade-in considerations; probable life of the item selected as compared with that of a comparable item; warranty considerations; and maintenance availability. PLEASE ENSURE THAT ALL EVALUATION CRITERIA ARE SPECIFICALLY ADDRESSED IN ANY RESPONSE(S) SUBMITTED. EVALUATION CRITERIA FAR clause 52.212-2, Evaluation - Commercial Items (October 2014) applies to this acquisition and the specific evaluation criteria to be included in paragraph (a) of that provision are as follows: The Government will award a purchase order resulting from this solicitation on the basis of best value in consideration of both technical factors and price. Technical factors are as follows, in order of importance: 1.Technical Approach: The contractor shall discuss in a technical proposal how it shall meet the project requirements. This shall include information regarding the offeror's agreement with the conference site to serve as the sole exhibit booth support provider. 2.Past Performance: The Contractor shall provide a list of two (2) contracts or purchase orders completed during the past five (5) years, similar in size and scope to the requirements outlined in this Statement of Work. Experience shall include the following information for each contract or purchase order listed: a)Name of Contracting Organization b)Total Contract Value c)Description of Requirement d)Contract Period of Performance Past Performance shall be evaluated for relevance to the current requirement. Contractor responses shall be evaluated using overall adjectival ratings of "Excellent," "Very Good," "Good," "Fair," and "Poor." APPLICABLE TERMS AND CONDITIONS INCORPORATED BY REFERENCE The following FAR clauses and provisions shall apply to this solicitation: 1.All Offerors MUST be actively registered in the System for Award Management (SAM) www.sam.gov. 2.The provision at FAR clause 52.212-1, Instructions to Offerors - Commercial Items (April 2014), applies to this acquisition. 3.A completed copy of the provision at FAR clause 52.212-3, Offeror Representations and Certifications - Commercial Items (March 2015), is required with any offer submitted. This requirement may be met by completion of the provision in the System for Award Management. 4.FAR clauses 52.212-4, Contract Terms and Conditions - Commercial Items (May 2015) and 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (June 2016) apply to this acquisition. 5.The Defense Priorities and Allocations System (DPAS) are not applicable to this requirement. In addition, the Dun & Bradstreet Number (DUNS), the Taxpayer Identification Number (TIN), and the certification of business size must be included in the response. All Offerors must have an active registration in the System for Award Management (SAM) www.sam.gov." CLOSING STATEMENT All responsible sources may submit a bid, proposal, or quotation which shall be considered by the agency. All responses must be received by the closing date of this announcement must reference solicitation number HHS-NIH-NIDA-SSSA-NOI-17-012. Responses shall be submitted electronically to Lauren.Phelps@nih.gov. Fax responses will not be accepted. For information regarding this solicitation, contact Lauren Phelps by email at lauren.phelps@nih.gov or by phone at (301) 480-2453.
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