SOLICITATION NOTICE
X -- Conference Venue & Audio/Visual Equipment for NIH Meetings
- Notice Date
- 5/12/2017
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721199
— All Other Traveler Accommodation
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute on Drug Abuse, Station Support/Simplified Acquisitions, 6001 Executive Boulevard, Room 3165, Bethesda, Maryland, 20892, United States
- ZIP Code
- 20892
- Solicitation Number
- HHS-NIH-NIDA-SSSA-CSS-2017-371
- Archive Date
- 6/3/2017
- 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
- Conference Venue & Audio/Visual Equipment for NIH Meetings Competitive Combined Synopsis/Solicitation HHS-NIH-NIDA-SSSA-CSS-2017-371 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 announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is HHS-NIH-NIDA-SSSA-CSS-2017-371 and the solicitation is issued as a request for quotation (RFQ). NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE The intended procurement is classified under NAICS code 721199 with a Size Standard of $7.5 Million. SET-ASIDE STATUS This acquisition is unrestricted and open to offerors of all business size classifications. ACQUISITION 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 2005-95, dated January 19, 2017. DESCRIPTION OF REQUIREMENT 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 convenes awardees from the main federal agency sponsors of the Initiative, leadership and staff from these agencies, and 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. Purpose The purpose of this acquisition is to identify and establish blanket purchase agreements for meeting space and associated hotel room reservation blocks for an annual 3-day scientific conference known as the BRAIN Initiative Investigators Meeting. It is preferable that the meeting venue and hotel with room block are connected, so participants can easily migrate to meeting sessions. This is a multi-award blanket purchase agreement (BPA) requirement, whereby more than one vendor is expected to receive a BPA in response to this solicitation. The period of performance of each BPA awarded shall be 12 months in duration. At any time during this 12 month period, the Government may issue a RFQ to the BPA holders to request a quotation for specific meeting space and hotel room reservation block services. A competitive procurement will be pursued prior to establishing a funded award for each BPA Call. It is anticipated that one BPA Call will be issued for each RFQ Each BPA Call shall not exceed the simplified acquisition threshold of $150,000.00. Project Requirements Independently, and not as an agent of the Government, the Contractor shall be able to furnish the following: • A hotel room block of up to 350 rooms at the GSA-established government per diem rate for a regular room. • Meeting identifier for room block with online reservation link/webpage and phone number for participants to make room reservations o The room block must be able to be available to meeting participants until 1 month prior to check-in. • Meeting space that can accommodate approximately 1000 meeting participants • No requirement of the federal government to include/incorporate food and/or beverage services. • Meeting space is available for the duration of the meeting performance period and meeting rooms do not need to be broken down within the performance period unless a new arrangement is specified by the Government. Meetings are typically three to four days in duration. Meeting sessions allowable between the hours of 7 AM and 6 PM. • AV, telecommunications, and Wi-Fi internet capability can be arranged for all meeting space, to be managed 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. In addition to the above, the Contractor shall be able to provide the following: • Plenary space: through duration of the meeting; may include option of dividing this space into smaller rooms o Capacity/arrangement: theater seating for 1000, including stage with space for a podium and panel table for 6 o Space for at least 2 projectors/screens for presentations o AV support, including Wi-Fi access o Capability and space for video casting equipment • Exhibition space to display scientific posters o Capacity/arrangement for ~150 double-sided poster boards that are 4' tall by 6' wide, with room for up to 1000 attendees standing/walking between boards o Boards must be able to be arranged to allow sufficient space for attendees to move between, including those who may have mobility issues • Networking space: o Capacity/arrangement to 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 o This space may be able to support food or beverage options for participants only if these options come at no cost to the government (i.e. 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 o Capacity/arrangement for 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 o Includes some space for participant luggage, to be watched by registration support staff • Breakout Rooms: at least 5 separate rooms, up to 10 rooms o Capacity/arrangement to hold at least 150 people each theater style; capable of classroom-style or banquet (8-10 top tables) arrangements o Will require a podium with at least 1 projector/screen each; may incorporate panel table for 6 while still supporting 150 in audience Level of Effort Venue contractor will provide sufficient staff to set-up all meeting space and adjust room arrangement if indicated by the Government. Venue contractor will provide sufficient staff to manage room reservation portal and check in/out participants. The venue contractor must be willing to work with other logistics and meeting planning contractor(s) working with the Government for the BRAIN Initiative Principle Investigator's Meeting requirement. Government Responsibilities The Government will communicate the details of the meeting room arrangements, telecommunications / AV / Wi-Fi in sufficient time to prepare for and run the meeting. Deliverables: 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. Reporting Requirements 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. Period of Performance The blanket purchase agreement (BPA) period of performance shall be one year from date of award. Calls against awarded BPA(s) may or may not be issued at Government discretion within the one year BPA period of performance. BPA(s) provide a streamlined purchasing mechanism; however, please note that BPA awards are not a guarantee of funding and that funds are obligated only via Records of Call against BPA awards. It is anticipated that a Record of Call shall be made against one of the awarded BPAs in FY2018 for the period April 8, 2018 through April 11, 2018. Place of Performance The Contractor shall provide the required venue and audio/visual equipment at its site. Contract Type A multi-award blanket purchase agreement is anticipated. BPA Calls are anticipated to be issued on a firm fixed price basis. RESPONSE FORMAT Responses to this solicitation must include clear and convincing evidence of the offeror's capability of fulfilling the requirement as it relates to the technical evaluation criteria. The offeror must submit 1) a technical response, inclusive of past performance information, and 2) a separate price quotation. The technical response should be prepared in reference to the evaluation criteria identified in this solicitation and may be a maximum of ten (10) pages. All proposals shall be submitted electronically via email. The price quotation shall include package pricing for two day, three day, and four day events with the scope of work described in this solicitation. The price quotation shall also include proposed list pricing for audio visual equipment and support. EVALUATION CRITERIA The Government shall award a task order in reference to this requirement on the basis of the best value in consideration of venue capabilities, past performance, and price/cost. Non price/cost factors together shall be considered slightly more important than price but the Government will not accepted significantly higher prices for marginally superior non-price capabilities. Venue capabilities will be evaluated for ability to host the meeting size indicated in this statement of work, availability and size of meeting space, availability of requisite audio visual equipment, willingness to work with other logistics/meeting planning contractors which may be hired by the Government, and convenience of distance between hotel block and conference space. Offerors shall describe their conference space, including square footage of available rooms Past performance shall be evaluated for customer satisfaction and similarity to the size and requirements of this statement of work. Offerors shall provide the following information for past performance evaluation: • Name of Contracting Organization • Total Contract Value • Description of Requirement and Services Provided • Customer POC Name and Contact Information APPLICABLE CLAUSES AND PROVISIONS 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 (October 2017), applies to this acquisition. 3. A completed copy of the provision at FAR clause 52.212-3, Offeror Representations and Certifications - Commercial Items (January 2017), is required with any offer submitted. This requirement may be met by completion of the provision in the System for Award Management. 4. FAR Clause 52.212-4, Contract Terms and Conditions - Commercial Items (January 2017) is applicable to this acquisition. 5. FAR Clause 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (January 2017) apply to this acquisition. The following clauses shall be checked/included in this clause: a. 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006) b. 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2015) c. 52.204-14, Service Contract Reporting Requirements (Jan 2014) d. 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Oct 2015) e. 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2014) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a). f. 52.219-8, Utilization of Small Business Concerns (Oct 2014) g. 52.219-13, Notice of Set-Aside of Orders (Nov 2011 h. 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) i. 52.222-3, Convict Labor (June 2003 j. 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Feb 2016) k. 52.222-21, Prohibition of Segregated Facilities (Apr 2015) l. 52.222-26, Equal Opportunity (Apr 2015) m. 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) n. 52.222-50, Combating Trafficking in Persons (Mar 2015) o. 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011 p. 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) q. 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Jul 2013) 6. FAR Clause 52.217-5: Evaluation of Options (July 1990) applies to this acquisition. 7. 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 INFORMATION Responses to this solicitation must include sufficient information to establish the interested parties' bona-fide capabilities of providing the product or service. All responses must be received by the closing date of this announcement and must reference solicitation number HHS-NIH-NIDA-SSSA-CSS-2017-371. Responses shall be submitted electronically via email to Lauren Phelps, Contract Specialist, at lauren.phelps@nih.gov.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/NIH/NIDA-2/HHS-NIH-NIDA-SSSA-CSS-2017-371/listing.html)
- Place of Performance
- Address: Maryland, United States
- Record
- SN04506982-W 20170514/170512235059-ef6893ed048c749e38d433d79116a70e (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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