SOURCES SOUGHT
R -- Sources Sought for Navy Memorial Plaza 150 Person meeting Room, 250 person venue space, and planning event support
- Notice Date
- 10/24/2019
- Notice Type
- Sources Sought
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- N00189 NAVSUP Fleet Logistics Center Norfolk 1968 Gilbert Street,Suite 600 NORFOLK, VA
- ZIP Code
- 00000
- Solicitation Number
- N0018920Q0014
- Response Due
- 11/1/2019
- Archive Date
- 11/1/2019
- Point of Contact
- Paul Cofield, 757-443-1454, paul.Cofield@navy.mil
- Small Business Set-Aside
- N/A
- Description
- Subject to FAR Clause 52.215-3, entitled Solicitation for Information of Planning Purpose, this announcement constitutes a Sources Sought for information and planning purposes for Navy Memorial Foundation Planning Services/Meeting Room Services. This is not a solicitation announcement for proposals and no contract will be awarded from this announcement. It is not to be construed in any way as a commitment by the Government, nor will the Government pay for the information submitted in response. The Government plans to procure this service as Commercial Items as defined in FAR 2.101. Sources Sought VENDOR RESPONSE Reponses to this Sources Sought shall be submitted electronically to Paul Cofield at paul.cofield@navy.mil by 10:00 AM EST on 01 November 2019. Responses shall include the following information in this format: Part I. Business Information: 1. Company Name: 2. Type and Size of Business: 3. Manufacturer: 4. CAGE Code: 5. Company Point of Contact: c. Telephone: d. E-mail address: 7. Business Address: 8. Web page URL: 9. Pricing information 10. Availability on GSA, SeaPort-e contract vehicle, or other applicable contract vehicle. PERFORMANCE WORK STATEMENT 1.0 INTRODUCTION 1.1 The Commander, Naval District Washington (NDW), Washington, DC holds the primary mission function and responsibility to host various indoor and outdoor Department of the Navy (DoN) ceremonial events and functions regularly throughout the year. These ceremonial events and functions have been hosted and observed in the past at the commemorative public amphitheater/plaza, the United States (U.S.) Navy Memorial Plaza, which is located at 701 Pennsylvania Avenue NW, Washington, DC and at an indoor facility located within one half mile walking distance to and from the plaza. These celebratory events and ceremonies have been featured to celebrate and recognize the achievements of the active duty sailor and his/her families, and other Navy command ceremonial displays and performances. The Governments need for Contractor professional management, oversight and coordination of these DoN indoor and outdoor celebrative activities and events is being requested through this PWS. 2.0SCOPE 2.1This PWS establishes and defines the requirement for professional administration management, oversight and coordination support services in order to facilitate the execution for outdoor and indoor DoN celebrative activities and events. The Contractor shall provide all necessary labor and materials, seating arrangements, The contractor shall provide Americans with Disabilities Act (ADA) compliant lavatories, parking services, and an indoor facility, which shall be located within one half mile walking distance to and from the U.S. Navy Memorial Plaza and shall meet the following additional requirements for all DoN celebrations as requested by NDW and outlined in this PWS. The indoor facility shall be used during inclement weather to host scheduled outdoor events and shall meet the following requirements: (1) Provide adequate protection from the elements (i.e. covered) for function participants and guests, (2) Shall be readily available on extremely short notice, easily accessible, convenient, provide seating for approximately 250 seated guests, and (3) Shall be located within one half mile walking distance to and from the commemorative plaza. 2.2The Contractor shall provide use of the indoor facility for various Navy related ceremonies, functions and other Navy related (Secretary of the Navy (SECNAV) and Chief of Naval Operations (CNO)) sponsored events, which may be contiguous with outdoor functions that are held at a general outdoor location or at the U.S. Navy Memorial Plaza, within the requirement of the purchase order. In the event of inclement weather during an outdoor event, the contractor shall provide timely handicap accessible transportation of event attendees from the commemorative plaza to the indoor facility. The following support items shall be included with the price of indoor facilities line items and shall be made available or provided as required to support the use of indoor facilities: lectern, stage area, audio and visual equipment, teleconferencing equipment, set up of lighting equipment, electrical outlet support, adequate seating for the number of attendees using Government furnished chairs, flags and flag staffs as required (United States, Department of Defense and DoN at a minimum shall be available), use of facsimile machines and telephones (geographic local and toll free calls only). Contractor support staff shall operate or provide assistance with equipment operation. Indoors or outdoors lavatory facilities shall be made available at each event.. Coffee, cold drinks, snack items, meals or any requirements pertaining to a reception shall not be included in the price of these line items under any circumstances and shall be separately purchased and paid by individual participants. 2.3Lighting Support and Chairs for Outdoor Events: The Contractor shall maintain and store all Government-furnished chairs, lighting and accessories in a controlled environment. Additionally, the Contractor shall provide support services to setup, dismantle and store all chairs, lighting fixtures, stands, lighting bars and power cables. 2.4. The Contractor shall be responsible for all parking arrangements for the U.S. Navy VIPs, senior officials and guests. The amount of reserved parking is stated in the event description in this PWS. 2.5Services under the contract shall be for the support of official ceremonial functions and official ceremonies of the United States Navy. Only the Commander, NDW, in his/her capacity as the representative of the SECNAV and the CNO, in accordance with OPNAVINST 5450.209D, Enclosure 1, Paragraph 2.i, may submit a request for services under the contract. 3.0EVENT SCHEDULING 3.1 The Government will submit all NDW requests for Contractor full professional management, oversight and coordination support services via task orders, which will state the type of indoor or outdoor event, event price, date and time of each event, and the primary point of contacts name and telephone number. 3.2The Government will present the Contractor with advance cancellation notices 72 hours in advance of any scheduled event. NDW has the authority to reschedule or relocate an approved contract event if higher authority requests the usage of those facilities. Notification of emergent requests will be provided to the contractor at least 72 hours in advance to allow for appropriate preparations. 3.3The Contractor shall submit invoices for all services rendered according to the contract. 4.0DESCRIPTION OF EVENTS (NDW FUNDED) 4.1U.S. Navy Band Concert (Evening): The Contractor shall provide support and coordination assistance for U.S. Navy Band (full band: approximately 60 members) outdoor evening concerts, which will be held throughout the summer. The times and scheduling of the events will be presented in the purchase order. The Contractor shall provide appropriate seating arrangements according to NDWs anticipated audience size for concert patrons and guests. Contractor support services shall include special seating arrangements for VIPs and/or special guests, the stage area, lectern for a master of ceremonies (MC), electrical outlets and electrical panels, U.S. and U.S. Navy flags and flag staffs (if required), and support staff services for equipment operation and assistance. Additional requirements will include support services for the U.S. Navy Band support crew personnel during the arrangement and placement of contractor furnished chairs and stands for the band members. The Government reserves the right to conduct commemorations, special award recognition ceremonies, and other CNO/SECNAV designated events in conjunction with U.S. Navy Band evening concerts. In the event of inclement weather, this event will be cancelled. No alternate indoor facility is required for this event. Contractor shall provide for 5 reserved parking spaces for equipment trucks and four validated parking spaces in a nearby parking garage for Navy Band leadership. 4.2Concerts on the Avenue: The Contractor shall provide support and coordination assistance for U.S. Navy full Band (approximately 75 members) outdoor evening concerts, which will be hosted throughout the summer. The times and scheduling of the events will be arranged through the purchase order. For the Concerts on the Avenue events, the Contractor shall provide the appropriate seating arrangements that will be determined by anticipated audience size for concert patrons and guests (seating for approximately 24 VIPs and 150 general seating for special guests to be set up by 3 p.m.), the stage area, lectern for an MC (when requested), electrical outlets, electrical panel, U.S. and U.S. Navy flags and flag staffs (when requested). Contractor shall provide for 12 reserved parking spaces for four crew trucks to be made available by 2:30 p.m. The contractor will provide four validated parking spaces for Navy Band leadership. Contractor shall set out cordons for roping off secure area for equipment behind stage by 3p.m. Contractor shall make available clearly marked dressing rooms by 2:30 p.m. Contractor shall provide cold bottled water in a cooler on the plaza, and extra water in dressing rooms by 3 p.m. The Contractor shall provide 55 chairs and 70 music stands for band members; however, the U.S. Navy Band support crew personnel will arrange the placement of chairs and stands. The Government reserves the right to conduct commemorations, special award recognition ceremonies, and other CNO/SECNAV designated events in conjunction with Concerts on the Avenue celebrations. In the event of inclement weather, a theatre will be used as an alternate site. Contractor shall set out the following equipment in the theater: keyboard, amplifier, cords, mics and music stands. A contractor point of contact will be made available for the full duration of the rainout performance to assist with indoor venue coordination. The contractor will provide storage for approximately two months for the following equipment items for the COTA and the COTA Rainout program: -Two main loudspeaker arrays for the outside COTA show on wheeled carts (42 x 19 x 37 Each, including the height of the carts.) -One rainout program storage trunk on wheels (30 x 24.5 x 35) containing an audio mixing console, audio snakes, microphones, microphone cables, microphone stands, electrical power cables, batteries, tape and other miscellaneous supplies. 4.3U.S. Navy Blessing of the Fleet Ceremony: The Contractor shall provide support and coordination assistance for the U.S. Navy annual Blessing of the Fleet Ceremony, which is hosted outdoors at the U.S. Navy Memorial Plaza. The times and scheduling of the event will be arranged and specified through the purchase order. For this ceremony, the Contractor shall provide the appropriate seating arrangements determined by anticipated audience size for ceremony participants and guests (includes as required VIP seating and/or special guest seating). Additionally, the Contractor shall provide support services and items required for use on the stage area, lectern for the master of ceremonies (when requested), lighting support, electrical outlets, sound system, U.S. Navy flags and flag staffs (when requested), and the support staff to operate and/or provide assistance with equipment operation. The Contractor shall provide the chairs and music stands for the U.S. Navy band members; however, the U.S. Navy band support crew personnel will stage/form the seating arrangement of the U.S. Navy band members chairs and stands. 4.4U.S. Navy Wreath Laying Ceremony: The Contractor shall provide support and coordination assistance for U.S. Navy Wreath Laying ceremonies (Full Honors), which are hosted by NDW and held outdoors throughout the year. For all full honors U.S. Navy Wreath Laying ceremonies, the Contractor shall provide the appropriate seating arrangements for all U.S. Navy VIPs, and/or special guests, the official wreath and related ceremonial material, the stage area, lecterns for the master of ceremonies and guest speakers, lighting set up, electrical outlets, sound systems, and U.S. and U.S. Navy flags and flag staffs. Additionally, Contractor support staff shall be rendered for equipment operation. The Contractor shall provide the chairs and the music stands for the U.S. Navy Band members; however, the U.S. Navy Band support crew personnel will stage/form the seating arrangements of the U.S. Navy Band members chairs and stands. In the event of inclement weather, this event may be cancelled or moved indoors. Contractor shall provide for 5 reserved parking spaces. 4.5Battle of Midway Wreath Laying Ceremony: The Contractor shall provide support coordination for the Battle of Midway Wreath Laying Ceremony, which is hosted outdoors. The Contractor shall manage the preparation, setup and tear down of the event. The times and scheduling of the event will be arranged and specified after purchase order is placed. For this event, the Contractor shall provide the appropriate seating arrangements determined by anticipated audience size for event participants and guests. Seating arrangements shall include, as required, ten leather chairs for VIP seating and additional rows for special guest seating. The Contractor shall provide the setup and support services for required event equipment such as a stage/riser, lecterns, audio equipment, electrical outlets, U.S. Navy flags and flag staffs (when requested). The Contractor shall also provide the support staff needed to operate and/or provide assistance with equipment operation. Chairs and music stands for U.S. Navy Band members will be provided however, the U.S. Navy Band support crew personnel will stage/form the seating arrangement of the U.S. Navy Band members chairs and stands. Space shall be provided for event participants to rehearse prior to the event taking place. This is a rain or shine event. In the case of severe weather, this event may be cancelled or moved to an indoor venue. Contractor shall provide parking spaces. 5.0ADDITIONAL VENUE SUPPORT (REQUESTING COMMAND FUNDED) The Contractor shall provide the following space/facilities as required, in support of the aforementioned ceremonies: 5.1150 Seat Meeting Room (Full Day) “ Contractor shall provide a room with a minimum seating capacity of 150. This room shall be available for set-up at least one hour prior to event start time and shall be available for a total of eight (8) hours. If requested by the customer, the room shall be equipped with a lectern/podium, lighting, electrical outlets, sound systems, U.S. Navy flags and flag staffs, and Contractor support staff to operate or provide assistance with equipment operation.
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