NAVAL MEDICAL CENTER CODE BCA, MATERIAL MGMT DEPT ACQUISITIONS DIV, SAN DIEGO, CA 92134-5000

R -- CONFERENCE PLANNER TO COORDINATE TRICARE SOUTHERN CALIFORNIA CONFERENCE 1997 SOL N00259-97-Q-0063 DUE 042197 POC Purchasing Agent, G. W. "BILL" SHANKS, (619)532-8076, Contracting Officer, Francisco,C Aspuria, (619)532-8093 This is a combined synopsis/solicitation for commercial items,prepared in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice.This announcement constitutes the only solicitation; quotation(s) are being requested and a written solicitation will not be issued.The solicitation number N00259-97-Q-0063, is issued as a request for Quotations (RFQ).The solicitation document and incorporated provisions and clauses are those in effect through FAC 90-44. SERVICES TO BE PROVIDED: Planning and coordination of TRICARE Southern California Conference 1997. Theme: UTILIZATION MANAGEMENT. LOCATION: SAN DIEGO,CA.number of Attendees:350. Days of the Conference: 11-13 June 1997. STATEMENT OF WORK: Registration/Information Area: Contracted conference planner will coordinate with the conference site manager(to be determined) a registration/Information Area designated for late registrants and also serve as an information center,beginning at 6:30am,11 June 1997 to12:00pm,13 June 1997. Will require personnel to man area and assist attendees with questions and late registration. General Sessions: Contracted conference planner will coordinate with the conference site manager(to be determined)one General Sessions Conference Room to accommodate 350 individuals beginning 7:30am to 5:30pm,11 June 1997 and 7:30am to 1:00pm,13 June 1997. Break-out Sessions: Contracted conference planner will coordinate with the conference site manager (to be determined) for break-out sessions, 4 conference rooms are needed to accommodate approximately 90 attendees in each room. Each room will require an area with tables/chairs setup and a sufficient amount of electric outlets to accommodate 25 personal computers beginning at 8:00am to 5:00pm, 12 June 97. Adequate ventilation/circulation required. Exhibitors Area:Contracted conference planner will coordinate with the conference site manager (to be determined) an area to be utilized for approximately 40 exhibitors, to be designated beginning at7:00am-6:00pm,11-12 June 1997.Booth or table and chairs setup for exhibitors is required prior to actual dates and times. Office: Contracted conference planner will coordinate with the conference site manager (to be determined) an office to be utilized for all three days,as a headquarters by the conference planner (to be determined later),beginning 12:00pm, 10 June 1997 through 2:00pm, 13 June 1997. Required item needed for office: Personal computer (requirements: 486/66 MHZ (or greater), 16 Meg RAM (or greater), 100 Meg memory free on hard drive (or more), MS Windows 95, MS Office (Word, Powerpoint, Excel)). Laser printer,on-site printing, Phone, and FAX capabilities, Contracted conference planner will ensure that the Registration area, general sessions and break-out sessions, conference rooms, exhibitors area, and office are located within the same general area and in close proximity of each other, due to time constraints. Agenda/Course Matrix: The final draft of the agenda and course matrix, will be completed by the contracted conference planner in coordination and with prior approval from the Office of the Lead Agent staff. Final draft will be due 5 May 1997. Audio/Visual Equipment (Set-up, Tear-down, On-Site Technical Assistance): Contracted conference planner will coordinate with the conference site manager (to be determined) arrangements for Audio/Visual equipment setup, tear-down and on-site technical assistance during all sessions. Audio/Visual equipment required as follows: (1 each of the following pieces of equipment per room) 35mm Slide Projectors, Hi-Intensity Overheads,LCD Panels, 9'x12' Screen-fastfolds, Turncharts, Podium Microphones,Lavaliere Microphones, Table Microphones (for plenary), and Wireless Lavaliere Microphones (for plenary). General Session rooms will be made available to the conference planner for A/V equipment setup at 12:00pm, 10 June 1997 and 12:00pm, 12 June 1997. Tear-down of A/V equipment will be completed by 7:00pm, 11 June 1997 and 5:00pm, 13 June 1997. Personal Computers (Break-out Sessions) (Set-up, Tear-down, On-Site Technical Assistance): Contracted conference planner will coordinate with the conference site manager (to be determined) arrangements for setup,tear-down, and on-site technical assistance for the breakout sessions (12 June 1997, 7:30am-5:30pm), 25 personal computers in each conference room. Computer requirements (per computer) are as follows: 486/66 MHZ (or greater), 16 Meg RAM (or greater), 100 Meg memory free on hard drive (or more), MS Windows 95, MS Office (Word, Powerpoint, Excel). Break-out Session rooms will be made available to the conference planner for computer and A/V equipment setup at 7:00am, 11 June 1997. Tear-down of computers and A/V equipment will be completed by 7:00pm, 13 June 1997. Conference Binders:Contracted conference planner will assemble 350 conference binders, cover page and spine label design (with prior approval from the Office of the Lead Agent) with a completion date of 2 June 1997. The Office of the Lead Agent will supply binders, tabs, and duplication of presentation materials.Registration Coordination: Contracted conference planner in coordination with the Office to the Lead Agent will design a conference brochure, handle all registrations, mailings, data entry, confirmations, reports and evaluation forms for each session. CEU Coordination: Contracted conference planner will make all arrangements for coordination of CEU credits at the conference.Speaker Coordination: Contracted conference planner will make all arrangements for 17 speakers (identified by the Office of the Lead Agent) re: data entry, confirmation letters, follow-up calls, etc. Name/Identification Badge's: Contracted conference planner will prepare 350 Name/ID badges for all conference attendees and speakers. Prior approval of design is required from the Office of the Lead Agent. Completion date: 2 June 1997 Session Evaluations/After Action Report: Contracted conference planner will prepare for each session evaluation forms (prior approval and format by Office of the Lead Agent) and distribute to attendees after each session. A conference after action report submitted to the Office of the Lead Agent. Format and Items to be included in the report will be discussed. Completion date for after action report: 23 June 1997. The point of contact for this contract pertaining to arrangements therein will be the conference planner (to be determined). In the interim, the point of contact for this contract will be Primary: CAPT J. Chandler at Phone:(619) 532-6114, or Secondary: HMC John Hatfield at Phone: (619) 532-5321,Fax: (619) 532-7172, Office of the Lead Agent, Region Nine TRICARE. Provide product literature as part of the quotation. Delivery shall be no later than 10 June 97. Deliver Free on board (FOB) Point:Destination.To be determined later. This acquisition incorporates the following FAR clauses: 52.212-2,INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS (OCT 95), 52.212-2 EVALUATION-COMMERCIAL ITEMS (OCT 95), based on product literature and best price, all offerors must include a completed copy of FAR 52.212-4, OFFEROR REPRESENTATIVE AND CERTIFICATIONS-COMMERCIAL ITEMS (Mar 96) (a copy can be obtained by contacting G.W.Bill Shanks @ (619/532-8076), 52.212-4, CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUES OR EXECUTIVE ORDERS- COMMERCIAL ITEMS (JAN 96)- the following FAR clauses cited in 52.212-5 are applicable: 52.222-26 EQUAL OPPORTUNITY, 52.222-35 AFFIRMATIVE ACTION FOR SPECIAL DISABLED AND VIETNAM ERA VETERANS. 52.222-36 AFFIRMATIVE ACTION FOR HANDICAPPED WORKERS, AND 52.222-37 EMPLOYMENT REPORTS ON SPECIAL DISABLED VETERANS OF THE VIETNAM ERA. In accordance with FAR 52.219-6 NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE, this acquisition is 100% set-aside for small business. Offers are due no later than (15) days from the date of (0098)

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