SOLICITATION NOTICE
R -- Registering Support Services
- Notice Date
- 1/12/2004
- Notice Type
- Solicitation Notice
- Contracting Office
- Department of the Treasury, Internal Revenue Service (IRS), National Office Procurement (OS:A:P), 6009 Oxon Hill Road, Suite 500, Oxon Hill, MD, 20745
- ZIP Code
- 20745
- Solicitation Number
- TIRNO-04-Q-00039
- Response Due
- 1/22/2004
- Archive Date
- 2/6/2004
- Point of Contact
- Adrienne Spruill, Contract Specialist, Phone (202) 283-1183, Fax (202) 283-1511, - Adrienne Spruill, Contract Specialist, Phone (202) 283-1183, Fax (202) 283-1511,
- E-Mail Address
-
adrienne.m.spruill@irs.gov, adrienne.m.spruill@irs.gov
- Description
- 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; quotations are being requested and a written solicitation package will not be issued. Solicitation number TIRNO-04-Q-00039 is issued as a Request for Quotation (RFQ) with the award anticipated under simplified acquisition procedures. This procurement is unrestricted. The associated North American Industry Classification System (NAICS) code is 561110. The award will be made to the offeror who fully meets the requirements for providing registration and support services for the Internal Revenue Service (IRS) for the series of annual workshops for small and medium exempt organizations to be held by the Exempt Organizations Division (EO). The main features of the workshop series are: One-day sessions designed principally for local audiences; target audience of exempt organizations with annual income under $1 million and exemption within the last five years; Experienced instructor team of Revenue Agents and/or Tax Law Specialists (usually three); Limit of 125-150 participants per session; Full day of instruction covering a range of basic Exempt Organizations topics; Three consecutive one-day sessions in each location (Tuesdays, Wednesdays, and Thursdays) with Mondays and Fridays as preparation and wrap-up days. EO will offer the workshops in six cities nationwide; a total of 18 sessions for the following tentative workshop dates and locations: April 13-15, 2004 (Baltimore, MD); April 27-29, 2004 (Chicago, IL); May 11-13, 2004 (Denver, CO); May 25-27, 2004 (Boston, MA); June 8-10, 2004 (San Diego, CA); June 22-24, 2004 (Atlanta, GA). The technical requirements where EO seeks registration and support services are as follows: Registering Support Services: 1.The planner shall accept and process registrations for all workshop sessions. 2. The planner shall accept registration fees either by check or major credit card. EO will establish the fee, which will be nominal. Registration fees will not be refundable. 3. All registration shall be processed via web-site, a toll-free fax number or by regular mail. 4. The planner shall provide the toll-free number and the web-site. 5. EO will provide a link to the planner?s web site from IRS web site. 6. EO will include the planner?s toll-free number and web site in the brochure announcing the workshops. EO will prepare and mail approximately 4,000 of these brochures to selected exempt organizations for each workshop location approximately six weeks prior to the first workshop in each location. 7. The planner shall be responsible for all aspects of the registration process including: a. Notifying registrants by email, or regular mail of receipt of their registration within 3 business days of such receipt. The planner shall include in this notification: The start and end time of the workshop and an agenda. EO will provide this to the planner. Directions to the workshop location; Information about parking and security at the workshop location; A list of hotels and restaurants within commuting distance from the selected workshop locations. b. Resolving routine questions from registrants. c. Referring complex questions to EO within 24 hours. d. Processing request to cancel or move to a different workshop day. e. The planner shall establish the deadlines by which changes must be requested, and communicate such to registrants in the notification discussed in (a) above. EO will have final approval of these deadlines. f. Maintaining a waiting list for each workshop and processing those people to the registered list if space becomes available. g. Notifying registrants of their status upon moving them from the waiting list to the registered list by means of the notification discussed in (a) above. h. The planner shall establish the deadlines by which the waiting list for each location will be closed so that the registrants can be timely notified of their status. EO will have final approval of these deadlines. 8. The planner shall maintain lists of all workshop registrants for each site and date including name, mailing address, phone, and fax number, e-mail address (if applicable), organization represented (if applicable), and title with organization (if applicable). 9. The planner shall provide to EO a copy of the workshop registrants lists on a weekly basis, and provide a final registration list for each session once the registration and waiting list has closed and the change deadline has passed. 10. The planner will keep a record of the number of registrants per workshop, and recommend when registration for a workshop should be closed. EO will make the final decision on closing a particular workshop. Arranging for Morning Refreshment Break: The planner shall arrange for a coffee/tea service to be provided for each workshop day at each location. The service shall be available to workshop attendees from approximately 8:30 a.m. to 10:30 a.m. Deliverables: Registration System - 1. The planner shall create the registration page on its web site by February 15, 2004. The planner shall provide access to this page to EO for testing purposes. The planner shall provide a list of the test registrations submitted by EO to verify the efficacy of the web-based registration system. 2. The planner shall provide the toll-free number for registration to EO for testing purposes by February 15, 2004. The planner shall staff this number for EO testing purposes. The planner shall provide a list of the test registrations submitted by EO to verify the efficacy of the toll-free registration system. 3. The planner shall maintain the web site registration page continuously from March 1, 2004 through June 24, 2004. 4. The planner shall staff the toll-free number from 8 a.m. ? 5 p.m. Eastern Time, Monday through Friday, continuously from March 1, 2004 through June 24, 2004. Voice mail or an answering machine shall be available to callers at other times. 6. The planner shall provide the web site address and the toll-free number to EO by January 31, 2004 for insertion into the invitation flyers to be mailed by EO.; 7. Every other Monday beginning March 15, 2004, the planner shall send lists of registrants and waiting lists for each workshop session to EO via email, These lists shall include the information specified in Part II, Item A(8). EO will provide the email address to which the lists shall be sent. Morning Refreshment Break ? The planner shall present for EO approval a description of the coffee/tea service arranged for each location no less than 14 days prior to the date of the first workshop scheduled for that location. Workshop Expenses ? The planner shall establish a separate workshop account where all workshop registration fees are deposited and from which the workshop expenses are paid for specific conference expenses such as: Rental of the meeting rooms; Rental of audio-visual equipment (if required); the coffee/tea service; and any other necessary expense directly associated with this conference. EO must approve in advance the payment of any expenses. The planner shall prepare for EO review by the 10th of each month a report of monthly income and expenses of the workshop account. The Government will award an order resulting from this solicitation to the responsible offeror whose offer confirming to the solicitation, will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: 1) The Offeror's technical approach demonstrates a clear understanding of the work to be performed.; 2) Past performance ? Offeror shall provide three references of same/similar size that the Government may contact; 3) The Offeror can begin and complete the work within the required timeframes; 4) Price. The provisions at FAR 52.212-1, Instructions to Offerors-Commercial, and FAR 52.212-2, Evaluation ? Commercial Items, apply to this acquisition. Offerors shall include a fully executed copy of FAR provisions at 52.212-3, Offeror Representations and Certifications ? Commercial Items, with their offer. FAR Clauses 52.212-4, Contract Terms and Conditions ? Commercial Items, 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders, applies to this acquisition as follows: FAR clause 52.222-26, Equal Opportunity, 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans, 52.222-36, Affirmative Action for Workers with Disability, 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era and Veterans of Eligible Veterans. Offerors not in possession of the above referenced clause and provisions in full text may obtain a copy via the INTERNET at http://www.arnet.gov or by contacting the contract specialist. All responsible sources that can meet the above requirements shall submit written quotations no later than 10 days after the published date of this announcement. The government intends to award a firm fixed price order. All quotes shall include price(s); FOB point; a POC (name and telephone number); GSA number if applicable; business size; payment terms; and Central Contractor Registration (CCR). Quotes will be accepted by facsimile, mail, or email. Quotes over 10 pages in total will not be accepted by facsimile therefore would be accepted by mail, or email. All questions must be submitted in writing and received by facsimile to Adrienne Spruill, Contract Specialist, 202/283-1511, mail, or email to Adrienne.m.spruill@irs.gov.
- Record
- SN00502425-W 20040114/040112212224 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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