SOLICITATION NOTICE
X -- Conference Venue for Annual BRAIN Initiative Investigators Meeting - NIHDA201800270 Solicitation Package
- Notice Date
- 6/26/2018
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute on Drug Abuse, 6001 Executive Boulevard, Room 4211, MSC 9559, Bethesda, Maryland, 20892-9559, United States
- ZIP Code
- 20892-9559
- Solicitation Number
- NIHDA201800269
- Archive Date
- 7/21/2018
- Point of Contact
- Sneha V Singh, Phone: 3014802443
- E-Mail Address
-
sneha.singh@nih.gov
(sneha.singh@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- Clauses Evaluation Criteria Statement of Work SF 1449 COMBINED SYNOPSIS / SOLICITATION COMPETITIVE Title: Conference Venue for the 2019 BRAIN Initiative Investigators Meeting (i) 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. (ii) The solicitation number is NIHDA201800269 and the solicitation is issued as a request for proposal (RFP). 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. (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-98, dated May 31, 2018. (iv) The associated NAICS code is 721110 - Hotels and Motels and the small business size standard is $32.5M. This requirement is full and open with no set-aside restrictions. (v) The purpose of this requirement is to procure meeting space and associated hotel room reservation block for a 3-day scientific conference, the 5th annual BRAIN Initiative Meeting. Project Requirements: Independently, and not as an agent of the Government, the Contractor shall furnish the following: • A hotel room block at a group rate (not-to-exceed the GSA-established government per diem rate for federal attendees) for a standard room. o Check in on Day 1 with 350 room nights  Capability to add rooms should room block fill prior to the cut-off date is preferred o 350 room nights on Days 2 and Days 3  Capability to add rooms should room block fill prior to the cut-off date is preferred o 100 room nights on Day 4 o Final check out on Day 5 and/or any date prior within the room block • Meeting identifier for room block with online reservation link/webpage and phone number for participants to make room reservations o The room block will be available to meeting participants until 1 month prior to check-in. o Any reservation in the Government room block that is cancelled by an attendee (within the parameters of the venue cancellation policy) will remain in the Government room block. After the cut-off date, the venue agrees to allow Government and/or attendees to substitute the name of another individual, as long as the cancellation and substitution are concurrent. An attendee who cancels their reservation made through the Government room block, but provides a substitute name concurrently, will not be charged a cancellation fee or be required to forfeit their deposit. o Government will not be liable for the payment of any guest room attrition. • Meeting space that can accommodate approximately 1200 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 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. o Meeting sessions allowable for the following hours: o 7am-9pm on Day 2 o 7am-9pm on Day 3 o 7am-6pm on Day 4 • AV, telecommunications, and high speed WIFI internet capability can be arranged for all meeting space, to be managed by a Meeting Planning Contractor identified by the Government. The Venue should provide a detailed cost sheet for associated time and materials, but may not prohibit the Government from using outside resources. o This includes: projectors, screens, sound boards, standing/table-top/lavalier microphones, speakers, lighting, capability to set up for conference call or WebEx virtual meeting, dedicated WIFI for meeting organizers and participants in all meeting areas. o Venue staff (ex. AV technicians who work on site) must be able to work with NIH Videocast Services, who must have ability to set up in the plenary space (at least 3-hours) on the evening Day 1 or early morning immediately before the first meeting session begins on day 2. • Venue will work with the Meeting Planning Contractor identified by the Government to finalize space and AV details and timeline to prepare for and run this meeting. The Venue must be within 50 miles of the National Institutes of Health main campus in Bethesda, MD. The venue must meet guidelines of the Americans with Disabilities Act and have the capability to add a ramp for any staging that might be used. (vi) The place of performance shall be the contractor's venue and associated reserved hotel block space. (vii) The provision at FAR clause 52.212-1, Instructions to Offerors - Commercial Items, applies to this acquisition. TECHNICAL PROPOSAL Offerors may provide up to 20, 8.5 by 11-inch pages (using no less than 10 font size) as their proposal to be evaluated by the Source Evaluation Panel. The technical submission will address the Statement of Work and be responsive to the attached evaluation factors. The 20-page technical submission limitation does not include and is in addition to the pages relating to relevant resume credentials and the price proposal. Technical submission pages in excess of this page limitation will not be considered. COST/PRICE PROPOSAL The cost/price proposal must be completed to include all costs related to the Statement of Work, including the hourly, daily and monthly rates, as appropriate The Government will evaluate the Offeror's proposed price by totaling the ceiling prices for the fixed price items, to derive the total evaluated price. The cost/price proposal shall be submitted in the Microsoft Excel format. (viii) The provision at FAR clause 52.212-2, Evaluation - Commercial Items, applies to this acquisition. (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. See Evaluation Criteria attachment for details. (b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (ix) The Offerors to include a completed copy of the provision at FAR clause 52.212-3, Offeror Representations and Certifications-Commercial Items, with its offer. (x) The FAR clause at 52.212-4, Contract Terms and Conditions - Commercial Items, applies to this acquisition. See Clauses attachment. (xi) FAR clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition. See Clauses attachment. (xii) The Defense Priorities and Allocations System (DPAS) are not applicable to this requirement. (xiii) 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 price proposal must include labor costs, breakdown and rationale for other direct costs or materials, and the total amount. (xiv) 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." All responses must be received by 5:00 PM, Friday, July 6, 2018 and reference number NIHDA201800269. Responses may be submitted electronically to sneha.singh@nih.gov. Any questions must be submitted by 12:00 PM EST on Friday June 29, 2018. Fax responses will not be accepted. (xv) The name and telephone number of the individual to contact for information regarding the solicitation: Sneha Singh 301.480.2443 sneha.singh@nih.gov
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