Department of the Treasury, Departmental Offices/Procurement Services Division (DO/PSD), Procurement Services Division (PSD), 1310 G Street, N.W., Suite 400 East, Washington, DC, 20220

R -- CONFERENCE FACILITIES AND CONFERENCE COORDINATOR SOL Reference-Number-118761 DUE 092099 POC Beth Nelson, Contract Specialist, Phone (202) 622-2435, Fax (202) 622-2343, Email beth.nelson@do.treas.gov -- Daniel Alderman, Contract Specialist, Phone (202) 622-0798, Fax (202) 622-2343, Email WEB: Visit this URL for the latest information about this, http://www.eps.gov/cgi-bin/WebObjects/EPS?ACode=M&;ProjID=Reference-Num ber-118761&LocID=1768. E-MAIL: Beth Nelson, beth.nelson@do.treas.gov. The following questions and answers have been received. 1. How many of the participants will be sponsored for this meeting? This amount will be important to figure into the budget. ANSWER What do you mean by sponsor? By "sponsor" I mean how many people will the contractor be responsible to pay Hotel, travel, and per diem for? Those costs will need to be figured into the budget. The contractor will not incur this type of costs 2. Also, will one plenary room and four breakout rooms be sufficient for this meeting? ANSWER I believe this will be sufficient THE CLOSING DATE FOR THIS SOLICITATION REMAINS 9/20/99. The Department of the Treasury, Departmental Offices, Procurement Services Division, Room 1310 G, Suite 400E, 1500 Pennsylvania Ave., NW, Washington, DC 20220 is issuing this combined synopsis/solicitation for commercial items prepared in accordance with Federal Acquisition Regulation 12.6, as supplemented with additional information included in this notice, for a conference coordinator and conference facilities. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Request for proposal number is 118761. The incorporated clauses are those in effect through Federal Acquisition Circular 11. This solicitation is open to any responsible and responsive vendor. SIC code is 8744. The contract will be awarded using the "Lowest Price Technically Acceptable Offer" method. The following FAR Clauses are applicable to this solicitation: 52.212-1, Instructions to Offerors -- Commercial; 52.212-2, Evaluation -- Commercial items, 52.212-3, Offeror Representation and certifications -- Commercial Items, and 52.232-18, Availability of Funds. Mail three copies of your proposal to: Department of the Treasury, Procurement Services Division, Room 1310 G, Suite 400 E; 1500 Pennsylvania Ave., NW; Washington, DC 20220; Attn: Ms. Beth Nelson (202) 622-2435, or hand deliver to 1310 G Street, NW, Suite 400E; Washington, DC. All responses must be received by 4:00 pm EDT, August 20, 1999. Background Management of a two-day conference sponsored by the U.S. Department of Treasury. President Clinton announced on May 4, 1999, that the Treasury Department has been tasked to convene a national summit on the subject of Identity Theft. This conference shall be two days long and focus on three areas: 1) The nature of the threat; 2) Responses to the threat, and 3) Resources for responding to the threat. The conference will be attended by approximately 150 national security executives and will be held in Washington, DC in November 1999. Statement of Work The following list of services is not inclusive but represents a best estimate of the work activity necessary to perform the following duties. The scope of work will be divided into four tasks but will be implemented simultaneously. The Contractor shall perform the following tasks: TASK ONE: Determine final dates of the conference Establish goals and objectives of conference in coordination with organizing person(s)Secure meeting venue that complies with government per diem requirements Design agenda and program content of conference The contractor shall provide binders, folders or any other supplies required Coordinate all meetings with appropriate person(s) in the planning of the conference Manage on-site registration process Close out conference logistics as required by conference organizers Prepare summary report of conference manager activities TASK TWO: Work with conference organizer(s) to secure speakers for conference Confirm in writing invitation and participation of speaker(s) Reserve hotel and lodging accommodations for speakers Manage arrangements for speaker travel, hotel accommodations, on-site transportation as needed Determine audio-visual-technical needs of speakers and other presenters Determine materials format to be used by each speaker for conference Arrange and manage speaker ready-room on-site at venue TASK THREE Reserve hotel and lodging accommodations for attendees Determine catering requirements for meeting and food functions Serve as on-site liaison with hotel personnel for all arrangements prior to, during, and post-conference financial and management accounting TASK FOUR Determine invitees -- issue invitations as determined by conference organizer(s) Establish registration process Manage registration confirmation process Negotiate special arrangements with each participant Manage participant travel, hotel accommodations and on-site arrangements Confirm registration and arrangements with each participant Prepare final roster of attendees Assure VIP protocol for executive invitees, members of Cabinet, government officials, and distinguished speakers Manage any logistic problems post-conference with participants as needed CONFERENCE MANAGER QUALIFICATIONS Minimum 3-5 years conference and meeting management experience Familiarity with government contracting process Familiarity with government meeting requirements and procurement process Competence with computer software meeting management programs Experience with Power Point, FileMaker Pro, ACCESS, EXCEL, and word processing Proven track record of managing meeting with limited planning time (90 -- 120 days out) Immediate Availability PERIOD OF PERFORMANCE Conference Manager to start immediately and continue until the completion of the conference. THIS REQUIREMENT IS SUBJECT TO THE AVAILABILITY OF FUNDS. Posted 09/16/99 (D-SN381062). (0259)

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