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FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 22, 2017 FBO #5629
SOURCES SOUGHT

R -- Conference Venue for Annual BRAIN Initiative Investigators Meeting

Notice Date
4/20/2017
 
Notice Type
Sources Sought
 
NAICS
541990 — All Other Professional, Scientific, and Technical Services
 
Contracting Office
Department of Health and Human Services, National Institutes of Health, National Institute on Drug Abuse, 6001 Executive Boulevard, Room 3155, MSC 9593, Bethesda, Maryland, 20892, United States
 
ZIP Code
20892
 
Solicitation Number
HHS-NIH-NIDA-SSSA-SS-17-333
 
Archive Date
5/13/2017
 
Point of Contact
Jermaine Duncan, Phone: 3018277515
 
E-Mail Address
jermaine.duncan@nih.gov
(jermaine.duncan@nih.gov)
 
Small Business Set-Aside
N/A
 
Description
Federal Business Opportunities (FBO) SOURCES SOUGHT NOTICE 1.Solicitation Number: HHS-NIH-NIDA-SSSA-SS-17-333 2.Title: Conference Venue for Annual BRAIN Initiative Investigators Meeting 3.Classification Code: R - Professional, administrative, and management support services 4.NAICS Code: 541990 - All Other Professional, Scientific and Technical Services Description: This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. This notice is issued to help determine the availability of qualified companies technically capable of meeting the Government requirement and to determine the method of acquisition. It is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals or quotes. No award will be made as a result of this notice. The Government will NOT be responsible for any costs incurred by the respondents to this notice. This notice is strictly for research and information purposes only. Background: The Brain Research through Advancing Innovative Neurotechnologies® (BRAIN) Initiative is a multi-agency initiative aimed at revolutionizing understanding of the human brain that will lead to the development of technologies that will treat, cure or even prevent brain disorders. The BRAIN Initiative Principal Investigators (PI) Meeting, the subject of this requirement, will convene awardees from the main federal agency sponsors of the Initiative, NIH, NSF, DARPA, IARPA, and FDA, along with leadership and staff from these agencies, as well as select additional representatives from non-federal BRAIN partners who are members of the BRAIN Initiative Alliance. The objective is to bring these stakeholders together for an in-person meeting to share their latest results, to discuss emerging trends, and to identify possibilities for collaboration and coordination of on-going and future research directions. Additionally, it is important to educate non-scientists on the transformative technologies and potential applications of results stemming from the initiative. The meeting will include outreach session(s) open to the media/press, congressional staff, patient/advocacy groups, and lay public. The conference will be coordinated by staff from the National Institute of Neurological Disorders and Stroke (NINDS) and the National Institute of Mental Health (NIMH), with input from 8 other Institutes and Centers participating in BRAIN, as well as other federal partners (DARPA, IARPA, NSF, and FDA) and members of the BRAIN Initiative Alliance. This will be the 4th annual meeting. Purpose and Objectives: The purpose of this acquisition is to procure a Blanket Purchase Agreement for meeting space and an associated hotel room reservation block for an annual 3-day scientific conference for the BRAIN Initiative. It is preferable that the meeting venue and hotel with room block are connected, so participants can easily migrate to meeting sessions. Project requirements: Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government as needed to perform the requirements below: The Contractor shall provide a meeting venue and associated hotel reservation block which meets the following requirements: •A hotel room block at the GSA-established government per diem rate for a regular room. oCheck in on 4/8/17 (350 rooms) o350 rooms on 4/9/17 and 4/10/17 o150 rooms on 4/11/17 oCheck out on 4/12/17 •Meeting identifier for room block with online reservation link/webpage and phone number for participants to make room reservations •The room block will be available to meeting participants until 1 month prior to check-in. •Meeting space that can accommodate approximately 1000 meeting participants •The Contractor shall NOT require the federal government to include/incorporate food and/or beverage services. •Meeting space is available for April 8 - 11, 2018 and meeting rooms do not need to be broken down within the performance period unless a new arrangement is specified by the Government. •Meeting sessions allowable for the following hours; o7am-9pm on 4/9/17 o7am-9pm on 4/10/17 o7am-6pm on 4/11/17 •AV, telecommunications, and Wifi internet capability can be arranged for all meeting space by a Meeting Planning Contractor identified by the Government •Venue will work with the Meeting Planning Contractor identified by the Government to finalize details and timeline to prepare for and run this meeting. Any decisions that could result in a change in cost or change to this SOW must be approved by the Government. At minimum, the meeting space shall include: •Plenary space: through duration of the meeting; may include option of dividing this space into smaller rooms oCapacity/arrangement: theater seating for 1000, including stage with space for a podium and panel table for 6 oSpace for at least 2 projectors/screens for presentations oAV support availability, including Wifi access oCapability and space for video casting equipment •Exhibition space: through duration of the meeting; to display scientific posters oCapacity/arrangement: ~150 double-sided poster boards that are 4' tall by 6' wide, with room for up too 1000 attendees standing/walking between boards oSpace must be sufficient such that boards may be arranged to allow for attendees to move between, including those who may have mobility issues •Networking space: intervals throughout the meeting TBD oCapacity/arrangement: can support up to 700 participants, majority standing; includes high-top tables, benches, and/or chairs at regular intervals for impromptu meetings between participants for 200 oThis space may be able to support food or beverage options for participants only if these options come at no cost to the government (ie. Participants pay for purchases or refreshments are donated by a non-federal entity) •Registration space: easily accessible and centrally located relative to other meeting rooms/space oCapacity/arrangement: 4 large tables to hold meeting supplies/materials; space for 4-5 support staff to manage the tables; space for participants to line up at the tables to receive items/information oIncludes some space for participant luggage, to be watched by registration support staff •Breakout Rooms: at least 5 separate rooms, up to 10 rooms oCapacity/arrangement: can hold at least 150 people each theater style; capable of classroom-style or banquet (8-10 top tables) arrangements oWill require a podium with at least 1 projector/screen each; may incorporate panel table for 6 while still supporting 150 in audience OTHER REQUIREMENTS: Venue will provide sufficient staff to manage room reservation portal and check in/out participants. An electronic agreement must be set-up with the Government to hold the hotel room block and venue space within one week of award. The hotel room block reservation process must be set-up and available to use by July 1, 2017. There will be monthly electronic updates made to the Government on the status of the room block. The Government and Meeting Planning Contractor will receive documentation detailing the set-up for the meeting rooms, including AV/telecommunications/video casting as appropriate, within 5 business days of a request. The Government and Meeting Planning Contractor will receive monthly updates on the status of room reservations, though the Government may request additional updates within a given month, with the expectation of receiving a response within 3 business days. Anticipated Contract Type: A single-award blanket purchase agreement is anticipated. Period of Performance/Delivery Requirements: The period of performance for the Blanket Purchase Agreement shall be for one year from date of award. Meeting space and an associated hotel block is required for April 8 - 11, 2018. Place of Performance: To be determined. The purpose of this procurement is to identify and select contractors able to provide the required meeting space. The place of performance of the blanket purchase agreement shall be the contractor's venue location. Capability Statement: Contractors that believe that they possess the ability to provide the requested requirements should submit documentation on their ability to meet each of the project requirements to the Contract Specialist. One (1) copy of the response is required and must be in Microsoft Word or Adobe PDF format using 11-point or 12-point font, 8-1/2" x 11" paper size, with 1" top, bottom, left and right margins, and with single or double spacing. The information submitted must be must be in and outline format that addresses each of the elements of the project requirement and in the capability statement /information sought paragraphs stated herein. A cover page and an executive summary may be included but is not required. The response is limited to ten (15) page limit. The 15-page limit does not include the cover page, executive summary, or references, if requested. The response must include the respondents' technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and e-mail addresses. All responses to this notice must be submitted electronically to the Contract Specialist. Facsimile responses are NOT accepted. The capability statement should include 1) the total number of employees, 2) documentation of ability to provide the required equipment and warranty 3) any contractor GSA Schedule contracts by which all of the requirements may be met, if applicable, and 4) any other information considered relevant to this program. Contractors must also provide their Company Name, DUNs number, Physical Address, and Point of Contact Information. Interested organizations are required to identify their type of business, applicable North American Industry Classification System Code, and size standards in accordance with the Small Business Administration. The government request that no proprietary or confidential business data be submitted in a response to this notice. However, responses that indicate the information therein is proprietary will be properly safeguarded for Government use only. Capability statements must include the name and telephone number of a point of contact having authority and knowledge to discuss responses with Government representatives. Capability statements in response to this market survey that do not provide sufficient information for evaluation will be considered non-responsive. When submitting this information, please reference the solicitation notice number. All capability statements sent in response to this Sources Sought Notice must be submitted to Jermaine Duncan, Contract Specialist, via email at jermaine.duncan@nih.gov before the closing date and time of this announcement. All responses must be received by the specified due date and time in order to be considered. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed. Information provided will be used to assess tradeoffs and alternatives available for the potential requirement and may lead to the development of a solicitation. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. Any solicitation resulting from the analysis of information obtained will be announced to the public in Federal Business Opportunities in accordance with the FAR Part 5. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s)." Contracting Office Address: 31 Center Drive Room 1B59 Bethesda, Maryland 20892 United States Place of Performance: Bethesda, Maryland 20892 United States Primary Point of Contact: Jermaine Duncan, Contract Specialist Jermaine.duncan@nih.gov Phone: 301-827-7515
 
Web Link
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/NIH/NIDA-01/HHS-NIH-NIDA-SSSA-SS-17-333/listing.html)
 
Record
SN04479215-W 20170422/170420234902-0d8a0d588925c88994ce038b1d081617 (fbodaily.com)
 
Source
FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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