V -- ACCOMMODATIONS FOR THE NRC REGULATORY INFORMATION CONFERENCE

Notice Date

November 8, 2001

Contracting Office

Nuclear Regulatory Commission, Office of Administration, Division of Contracts and Property Management, 11545 Rockville Pike, Rockville, MD, 20852-2738

ZIP Code

20852-2738

Solicitation Number

RQ-200165081

Response Due

November 27, 2001

Point of Contact

Mona Selden, Contract Specialist, Phone (301) 415-7907, Fax (301) 415-8157, Email mcs1@nrc.gov

Description

This is a combined synopsis/solicitation for a commercial item, simplified acquisition purchase order prepared in accordance with FAR 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. Direct all questions or inquiries referencing this solicitation to Mona C. Selden, Contract Specialist (301) 415-7907, (301) 415-8157(fax), e-mail mcs1@nrc.gov. Sealed offers must be received at the U.S. Nuclear Regulatory Commission (NRC), Division of Contracts and Property Management, T-7-I-2 (RQ-200165081&2), Washington, DC 20555, by 12:00, Noon, on Tuesday, 11/27/01. All hand carried proposals including those delivered by private delivery services must be delivered to the loading dock security station located at 11555 Rockville Pike, Rockville, MD 20852 and received in the depository located in Room T-7-I-2. All Offerors shall allow extra time for internal mail distribution. NRC is a secure facility with perimeter access control and NRC personnel are only available to receive hand carried proposals between 7:30 AM -- 3:30PM, Monday through Friday, excluding Federal Holidays. Solicitation No. RQ-200165081&2 herein is issued as a Request for Quotation (RFQ). This RFQ is for full and open competition and the North American Industry Classification System Code is 721110. The NRC intends to issue a Commercial Item, Fixed Price, Purchase Order with a period of performance of one year with a one-year option period. NOTE: THE ATTACHMENTS CAN BE FOUND AT http://www.fedbizopps.gov/ =20 BACKGROUND -- -- -The U.S. Nuclear Regulatory Commission (NRC), Office of Nuclear Reactor Regulation (NRR), hosts the annual Regulatory Information Conference (RIC). The objective of the RIC is to provide a communication forum for senior NRC and industry management regarding current and future safety initiatives and regulatory issues. The conference is open to the public with advance registration required. RIC 2002 is scheduled to be held at the Capital Hilton Hotel, Washington, DC, March 5, 6, and 7, 2002. Attendance at the RIC continues to grow each year. Over 1,149 were in attendance at RIC 2001. With interest in energy concerns rising, it is expected that participation in the RIC will continue to rise. Typically, the majority of RIC attendees are from the nuclear power industry, including manufacturers, architect/engineering firms, vendors, news media, and law firms. In addition to NRC senior management officials, there were approximately 300 corporation presidents, vice-presidents, chief executive officers (CEOs), and other government executives, as well as representatives of 11 foreign countries in attendance at RIC 2001. Although the RIC does not include any banquet functions, it is noted that affiliated organizations do hold banquet functions during the RIC. During RIC 2001, six separate functions were held that included: luncheon for 300 people; reception for 100 people; reception and dinner for 60 people; 2-day hospitality suite for 50 people each day; 2-day hospitality suite for 100 people each day; reception for 60 international attendees. YEAR 2003 AND YEAR 2004 RIC SCHEDULING -- -- -To accommodate out-of-town attendees, the RIC is scheduled in a 3 day format. The first day of the conference begins at 1:00 p.m. (half day) followed by a full second day and ending with a half day (until noon) on the third day. Scheduling of the RICs must avoid all Federal, State, and local holidays, as well as all major religious days. Therefore, any of the dates shown on Attachment 3 (Year 2003 Dates) and Attachment 4 (Year 2004 Dates) are acceptable to NRC. The contractor may propose one or more sets of dates in its proposal for NRC review. The resulting purchase order will contain the final dates selected by NRC for RIC 2003 and RIC 2004. The daily meeting session schedule is based on input from NRC's stakeholders and, therefore, the mix of plenary and breakout sessions, as well as the session topics, change each year. The conference begins and ends with a plenary session with at least five other plenary sessions scheduled. The daily schedule of the conference generally begins at 1:00 p.m. on the first day and 8:00 a.m. on each of the two consecutive days and it generally ends each day between 4:30 p.m. and 6 p.m. LOCATION -- -- -The conference facility shall be located within a 10 minute walk of a Washington, D.C., Metrorail Station within the Washington, DC city limits. OVERALL FACILITY REQUIREMENTS -- -- -The conference facility shall project an executive level, professional atmosphere. To the greatest extent possible, all meeting room, registration, message center, and VIP holding space shall be on the same hotel floor. The conference facility shall be in full compliance with all Federal and local safety requirements and codes, including the Americans with Disabilities Act of 1990 and the Hotel and Motel Fire Safety Act of 1990. The conference facility shall have physically challenged accessible accommodations for facility entrances, parking areas, guest rooms, conference/meeting rooms, message room, registration rooms, and dining facilities. CONFERENCE MEETING ROOM GENERAL REQUIREMENTS -- -- -All conference meeting rooms shall be on-site at the contractor's main location and in close proximity to each other. They shall have individual temperature and ventilation controls, adequate lighting and minimal auditory and visual distractions, with a table for iced water service adequate for the number of people utilizing the room. Each conference meeting room shall be "set" (attendee chairs, head tables, etc.) at least one-half hour prior to the start of each meeting session and shall be "refreshed" and reset, as required during each break in the meeting schedule. MAIN CONFERENCE ROOM -- -- -(Plenary Sessions) The main conference room used for Plenary sessions shall accommodate at least 1000 people seated comfortably, theater style, and shall be on a 24 hour hold basis. Because the plenary sessions are not held simultaneously with the breakout sessions, this room may also serve as one of the four breakout rooms. A description follows: The seating arrangement for this room is generally set theater style with a centered head table for up to ten people on a riser facing the audience and a centered table speaker's podium. An NRC provided RIC banner is usually displayed behind and above the head table. BREAKOUT ROOMS -- -- -The contractor shall provide four "breakout rooms. Each "breakout" room shall comfortably seat at least 250 people theater style. Each breakout room shall be on a riser facing the audience with a centered head table for up to ten people and a centered table speaker's podium. REGISTRATION ROOMS OR AREAS -- -- -The contractor shall provide an area(s) or room(s) for registration. The NRC conference support contractor (under separate contract with NRC) will begin registration by 8:30 a.m. on the first day of the conference and by 7:00 a.m. on each of the following two days. The registration area or room will require two in-house telephone lines and accommodations for several computers and printers. CONFERENCE MESSAGE CENTER -- -- -The contractor shall provide a separate room (Conference Message Center) for the NRC on-site conference staff to house and organize meeting session supplies (handouts and slides). This room will require one in-house telephone line and one outside long distance telephone line. The Conference Message Center shall be large enough to accommodate at least 12 people and contain tables for conference handouts, chairs, and/or a sofa. The Conference Message Center shall have the capability to lock and provide space for temporary storage of briefcases, coats on a coat rack, and other conference materials. VIP ROOM -- -- -The VIP Room shall accommodate up to 20 people comfortably at a conference table and be equipped with one local/long distance telephone and one small table with a water station. This room will be available for NRC use from 8:00 a.m. on the first day of the conference, through the closing session on the last day of the conference. EXHIBIT AREAS -- -- -The contractor shall provide up to three exhibit or demonstration areas which will have tables and computers for attendee viewing. MEETING SPACE NEEDS -- -- -The meeting space required for the RIC 2003 and RIC 2004 is as follows: one (1) main conference room (This room may double as one of the breakout rooms); four (4) each "breakout" rooms; one (1) VIP room; one (1) Conference Message Center room; registration area or room; up to three exhibit (demo) areas. SLEEPING ROOM RATES -- -- -The contractor shall propose conference sleeping room rates (single, double, suite, etc.) which will be charged to attendees. The sleeping room rates shall be rates that are offered to the hotel's most favored customer for same or similar quantities. The NRC is not responsible for any matters relating to the sleeping rooms of the attendees. MEETING ROOM COSTS/SLEEPING ROOM OFFSET -- -- -The contractor shall propose a sliding scale for the offset of meeting room cost. This sliding scale will be based on the total number of sleeping room nights rented by conference attendees during the conference (one day prior to the agreed upon date of the conference through the last day of the conference). Note: Each individual attendee will be responsible for his/her own lodging, food and/or parking costs. Total Cumulative No. of Sleeping Rooms Rented -- - Total Meeting Space Charge to NRC -- -- -The Sliding Scale found as Attachment 2 is for illustrative purposes only. Each Offeror shall provide their Sliding Scale. AUDIO VISUAL (AV) REQUIREMENTS -- -- -The hotel agrees to charge the NRC for AV equipment at the rates offered to its most favored customer. Attachment 6 provides a preliminary list of meeting equipment requirements. Not less than 90 days prior to an agreed upon RIC meeting date, the hotel shall provide to the NRC Contracting Officer and the NRC Project Officer (RIC Conference Coordinator) an itemized list of available AV equipment services, hardware, and prices. The NRC will review the AV list and determine whether changes to the list contained in the purchase order should be changed. If changes are required, the Contracting Officer will issue a modification to the purchase order. The contractor shall provide all set and strike labor necessary to set up the meeting rooms. The contractor shall provide two (2) AV technicians. One AV technician shall provide dedicated support to the main conference room during plenary sessions. The dedicated AV person will also be available for several hours on the morning before the conference begins for presenter "dry" runs. Two AV technicians shall provide roving support among the four breakout rooms when breakouts are in session. GUEST ROOM AND PARKING REQUIREMENTS -- -- -The contractor shall set aside or reserve a block of [TBD] guest rooms. NRC ATTENDEE HOTEL ROOMS -- -- -Of the above [TBD] reserved rooms, the hotel shall set aside a block of 25 Government rate rooms. This block of rooms shall be held available until three weeks prior to the RIC meeting date. ATTENDEE HOTEL ROOM REGISTRATION -- -- -The contractor shall be solely responsible for sleeping room reservations and shall collect all lodging charges directly from attendees. Resolution of payment disputes and credit problems shall be in accordance with the contractor's standard policy. PARKING -- -- - The contractor shall reserve approximately 10 VIP parking spaces for conference attendees. The parking spaces shall be located within or adjacent to the facility. The contractor shall reserve at least four (4) parking spaces for the physically challenged. These parking spaces shall be located within the facility and convenient to elevators and to the registration/meeting rooms. CONFERENCE REGISTRATION -- -- -Approximately six (6) months prior to RIC 2003, and six (6) months prior to RIC 2004, the NRC Conference Coordinator and the hotel conference representative will meet to discuss general conference logistics. At this meeting the contractor shall provide up-to-date information concerning hotel logistics (floor plan), availability of hotel amenities, hotel facility parking and validation requirements, alternative parking availability and rates, on-site restaurant(s) for inclusion in the invitation package. In addition, the contractor shall provide its directions for delivery of meeting materials to the hotel. Based on the information provided, NRC will prepare, print, and mail invitations to a mailing list of past RIC participants (approximately 1500 individuals). Conference participants will register for sleeping rooms directly with the hotel registration desk. MANAGEMENT AND STAFF SUPPORT REQUIREMENTS -- -- -The contractor shall assign an individual to serve as the single point of contact who shall be responsible for all planning, coordination, organization and management of the conference meeting service staff and meeting facility. This person shall also be available on-site on all days of the RIC to directly resolve any organizational, maintenance, mechanical or logistical problems, should they arise. NRC's warehouse and its conference registration support contractor will deliver conference material directly to the meeting site, in accordance with the directions provided by the contractor. NRC PROVIDED EQUIPMENT/MATERIAL -- -- - Directional signs; NRC seal(s); NRC flag(s) (one for each meeting room) CONTRACTOR DELIVERABLES -- -- -The contractor shall provide a written list of all registered guests for the RIC to the NRC or its designee on a weekly basis. This list shall include the name, title, and organization (if provided). REFRESHMENTS -- -- -At the initial conference planning meeting, the contractor's conference representative shall provide a description of any refreshments, an associated per person charge and a distribution plan (i.e., cash bar or closed room), which the contractor plans to make available for purchase by meeting attendees. The NRC will include this information in the conference invitation and registration package. If meeting refreshments are offered by the hotel for purchase by the meeting attendees, the cost of the refreshments shall be the amount(s) charged to a most favored customer. PROPOSAL REQUIREMENTS -- -- -Offerors shall complete the "Schedule of Supplies/Services" (Attachment 2) in providing their prices. All questions concerning this RFQ must be e-mailed to mcs1@nrc.gov, no later than Monday, 11/19/01. The Contracting Officer will not respond in writing to questions received after the deadline for receipt of questions. Offerors are notified that all information provided in their proposals must be accurate, truthful, and complete to the best of the Offeror's knowledge and belief. The Commission will rely upon all such representations made by the Offeror both in the evaluation process and for the performance of the work by the Offeror selected for award. PROPOSAL REQUIREMENTS -- -- -PRICING -- -- -This is a one year purchase order with a one year option period. The Offeror shall submit a cost proposal for each year. EVALUATION FACTORS -- -- -In accordance with FAR 52.212-2(a), the following factors will be used to evaluate Offerors: PRICE -- -- -To be considered for an award, the proposed cost must be realistic and reasonable. Although cost is a factor in the evaluation of proposals, other factors such as LOCATION and LAYOUT of conference room space, and PAST PERFORMANCE will be considered. Therefore, the Offeror shall provide with its proposal a list of references in which the Offeror has provided the same or similar services as NRC's requirement. The list of references shall include a brief description of services provided, the current name, address, and telephone number of the reference. NRC reserves the right to conduct a Site Visit to the Offeror's Facility Prior to the Selection of Award. PROVISIONS AND CLAUSES -- -- -The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-27. FAR 52.212-1, Instructions to Offerors-Commercial Items; 52.212-2, Evaluation Commercial Items; and 52.212-4, Contract Terms and Conditions-Commercial Items apply to this acquisition. Offerors must SUBMIT a Completed Copy of the provision at 52.212-3, Offeror REPRESENTATIONS and CERTIFICATIONS-Commercial Items with its offer. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition with the following additional clauses: 52.203-6, 52.203-10, 52.217-6, 52.217-9, 52.219-8, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-41, 52.222-43, 52.232-33, and 52.247-34.=20

Web Link

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Record

Loren Data Corp. 20011113/VSOL005.HTM (D-312 SN5126M3)