Added: Aug 22, 2008 12:09 pm
This is a combined synopsis/solicitation for commercial services prepared in accordance with the format prescribed in Subpart 12.6, using Simplified Acquisition Procedures under the test program for commercial items found in Subpart 13.5 of the Federal Acquisition Regulation (FAR), as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; a subsequent solicitation will not be issued. PAPER COPIES OF THIS SOLICITATION WILL NOT BE AVAILABLE. This combined synopsis/solicitation SHALL be posted on both FEDBIZOPPS and NECO (http://www.neco.navy.mil/). The RFQ number is N00189-08-T-Z145. It is the responsibility of the contractor to be familiar with the applicable clauses and provisions. The clauses may be accessed in full text at these addresses: www.acqnet.gov/far and http://www.acq.osd.mil/dpap/dfars/index.htm. The NAICS code is 721110 and the Small Business Standard is $6.5M. This is a competitive, unrestricted action. The Fleet and Industrial Supply Center, Norfolk Contracting Department, Philadelphia Office requests quotes for conference space, catering, Audio/Visual and technician, and transportation from qualified sources capable of providing the services specified in the below Statement of Work (SOW). Period of performance is Dec 10-11, 2008; Delivery location is the vendors site. Responsibility and Inspection: The onsite point of contact for The Deputy Chief of Naval Operations is responsible for the performance of all inspection requirements and quality control. The following FAR provision and clauses are applicable to this procurement:52.212-1, Instructions to Offerors-Commercial Items;52.212-3 and its ALT I, Offeror Representations and Certifications-Commercial Items; 52.212-4, Contract Terms and Conditions-Commercial Items;52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items including52.222-3, Convict Labor; 52.222-19, Child Labor - Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities;52.222-26, Equal Opportunity;52.222-36, Affirmative Action for Workers with Disabilities; 52.222-50, Combating Trafficking in Persons;52.232-36, Payment by Third PartyQuoters are reminded to include a completed copy of FAR 52.212-3 and its ALT I with quotes. All clauses shall be incorporated by reference in the order. Additional contract terms and conditions applicable to this procurement are:DFARS 252.212-7000, Offeror Representation and Certifications- Commercial Items;DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items includingDFARS 252.204-7004 Required Central Contractor Registration. Alternate AThis announcement will close on September 2 at 2:00pm. All quotes shall be submitted to Shannon Mitchell who can be reached at Shannon.Mitchell@navy.mil . A determination by the Government not to compete this proposed effort on a full and open competitive basis, based upon responses to this notice is solely within the discretion of the Government. Oral communications are not acceptable in response to this notice. All responsible sources may submit a quote which shall be considered by the agency.
Procedures in FAR 13.106 are applicable to this procurement. While price will be a significant factor in the evaluation of offers, the final contract award will be based on combination of factors- a combination of price and a determination of responsibility.
Central Contractor Registration (CCR). Quoters must be registered in the CCR database to be considered for award. Registration is free and can be completed on-line at http://www.ccr.gov/ .
All quotes shall include a total price for each line item (CLIN) listed above, a spreadsheet providing the complete breakdown of the prices listed for the CLINs, including per meal, per person price, written information on the location, and description of the facilities you will provide, a point of contact, name/phone number/email, business size, and payment terms. Each response must clearly indicate the capability of the quoter to meet all specifications and requirements.
STATEMENT OF WORK/SPECIFICATIONS
Requirements The location must be in Arlington, VA within Crystal City. The venue shall have a high quality conference facility with centrally located conference rooms, either located on one floor or two adjacent floors. As a convenience for the conference attendees, a block of 75 standard rooms for December 9 and 10 is required. The room rate cannot exceed the rates established in the Joint Travel Regulations (JTR). The sleeping rooms should be in the same building as the conference facilities or within one city block of the conference facilities. This room block shall be held open for reservations until November 30, 2008 after which point the unreserved rooms shall be released back into inventory with no penalty to the government. The hotel shall honor the prevailing government per diem rate two days prior to and two days after the conference for attendees arriving early or staying late. Lodging costs are NOT part of this order. Individual attendees will pay for lodging separately.
The meeting space is required for December 10 and 11, 2008. Hours will be approximately 07:30am to 04:30pm each day (will be finalized at a later date). In addition, the contractor shall provide breakout rooms, catering, Audio/Visual and technician, transportation. The rates for parking are requested.
1. General Session Room: The facility shall have one conference room able to accommodate four hundred people classroom style (minimum of 5,000 square feet). Based on the final number of attendees, the space should be scalable, and reconfigurable to accommodate as few as 200 people.
2. Breakout Rooms: The facility shall have at least two breakout rooms that can accommodate between one hundred fifty and two hundred people per room, banquet style. The breakout rooms will be used for roundtable discussions and presentations and the set up should be scalable.
3. Office/Reception Room: The facility shall provide one small room of not less than 200 square feet suitable to serve dual functionality as a reception area for VIPs and as an event coordination hub during both conference days.
4. Audio Visual Support: General Session- The conference facility shall provide two projection screens, two PC-capable projectors, and one laptop. This room shall have a stage that will give all guests unimpeded view of presenters. There shall be at least two microphones available for the stage plus a minimum of two wireless microphones to pass throughout the audience.
Breakout Rooms- One set (projections screen, PC-capable projector and laptop) of comparable equipment as in the general session room for each of the breakout rooms. A minimum of one microphone shall be available for each of the breakout rooms. Depending on the format of each breakout session, these rooms may also require a stage where all attendees can have unimpeded view of presenters/roundtable participants.
Onsite technical support for set-up and breakdown and available to assist for any AV problems that may arise.
5. Catering: Coffee, tea, and water should be available at all times from 07:00am through 4:00pm.
Required Meals: Light continental breakfast- fruit juice, assorted breakfast pastries and breads; Hot Buffet Lunch- 2 main dishes (one meat, one vegetarian), 2 sides, 1 vegetable, salad, soup and dessert; Mid-afternoon snack- Soft drinks, assortment of snacks. Options for menu selection should be available.
6. Local Transportation: The venue shall provide conference attendees shuttle service to and from Reagan National Airport and the Crystal City METRO.
7. Parking: If there is a daily rate for self-parking, this will be paid by individual participants however the standard or discounted rates should be stated in the quote but not calculated in the total amount.
CLINs:
NUMBER QUANT DESCRIPTION UNIT PRICE0001 2 General Session Room DAYS 0002 4 Breakout Rooms DAYS 0003 2 Office/Reception Room DAYS 0004 2 Audio Visual Support DAYS 0005 800(est) Catering- per person/day EACH 0006 1200(est) Local Trans.-Reagan Natl EACH 0007 1200(est) Local Trans.-Crys City METRO EACH 0008 1 Parking EACH
****** End of Combined Synopsis/Solicitation ******
