SOLICITATION NOTICE
99 -- RACO CONFERENCE 2007
- Notice Date
- 9/20/2006
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- National Archives and Records Administration, NAA, Acquisition Center, 8601 Adelphi Road, Room 3360, College Park, MD, 20740-6001
- ZIP Code
- 20740-6001
- Solicitation Number
- NAMA-07-Q-0002
- Response Due
- 9/29/2006
- Archive Date
- 10/14/2006
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, and FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; firm-fixed price, proposals are being requested and a written solicitation will not be issued. This combined synopsis/solicitation is being issued by the National Archives and Records Administration, 8601 Adelphi Road, College Park, MD 20740-6001. RFQ No. NAMA-07-Q-0002 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-12 effective August 4, 2006.The government reserves the right to make an award on the initial quote without discussions on this procurement. Award will be made on a best value determination, price and other factors considered. Other factors for award included past performance and a responsible offeror?s ability to meet the salient functional and technical requirements as listed below for the Records Administration Conference (RACO) sponsored by the National Archives and Records Administration (NARA), Modern Records Program. The technical and pricing factors are weighted equally. The conference is to be held on one of the following dates in 2007 depending on venue availability: May 8, 9, 10, 15, 16, or 17. Program will consist of one-day of programming. Please indicate availability as to all of the above dates when submitting a proposal. Offerors must provide a detailed price proposal, in accordance with the requirements listed in this document. The contractor shall also provide descriptive literature or brochures on its proposed facility indicating compliance with the listed building requirements. Furthermore, due to the special nature of this procurement, the Offeror will be required to provide a technical presentation at their facility demonstrating their ability to meet the needs of the Government. BACKGROUND: Every year for the past 16 years, NARA has hosted RACO in the Washington, DC Metropolitan area. The conference includes one-day of programming. The day?s events are all-inclusive, meaning that all needs of the attendees, aside from lodging, shall be handled by the Contractor, including meal services, security, parking, etc. There will be approximately 600 attendees, one third of which will require accommodations for the conference in the DC metro area (attendees shall burden the cost of lodging). The RACO Training Conference requirements; price must be proposed according to the following structure: CLIN 0001 Day One Room Rental; CLIN 0002 Day One Food and Beverage; CLIN 0003 Day One Technology Rental; CLIN 0004 Day One Miscellaneous. Listed below, in much greater detail, is a break down of each aforementioned line items. BUILDING REQUIREMENTS: (To accommodate this event, a host venue must meet the following building requirements for the event): GENERAL: Proposed facility must be located within the? a, Washington, DC Metropolitan Area; b, Located within 3 blocks from a Metro station; c, Americans with Disabilities Act (ADA) accessible; d, Hotel accommodations at the Government rate located within 3 blocks from event site; e, On-site parking, either free or paid by participants; FUNCTIONAL ROOM REQUIREMENTS (CLIN 0001): (To accommodate this event, a host venue must meet the following building requirements for the event): PLENARY SESSION(S) a. All rented space available from 6:00PM until 10:00PM the night prior to the conference for exhibitor/office set-up; b. All rented space available from 6:00AM until 6:00PM day of the event; c. Accommodate 600 persons with optional overflow room to accommodate 50 persons; d. Theatre, classroom, or banquet style seating; and e. Stage or raised speaker platform: podium, skirted panel discussion table, and microphones on tables?seat 6 persons; AWARD LUNCHEON a. Accommodate 600 persons; b. Optional overflow room to accommodate 50 persons; c. Banquet style seating; d. Raised speaker platform: podium, award table, seating for four; EXHIBITS a. Accommodate35 vendors + 600 attendees; b. Individual Exhibit Size: 10 feet W x 6 feet L x 10 feet H; c. Thirty-five (35) 6 feet x 30 inches skirted exhibitor table w/ 2 chairs each; d. Thirty-five (35) 20 amp power supply + power strip; e. Thirty-five (35) waste baskets; f. Four (4) buffet tables: all breaks and optional reception located in exhibit space; g. Exhibit area centrally located to plenary and break-out sessions; REGISTRATION/CHECK-IN DESK a. Counter space located in pre-function area of conference/event site; b. Accommodate traffic flow for 500-650 attendees; OFFICE SPACE a. Adjacent to Registration/Check-in desk; b. Accommodate 30 persons; c. Minimum size: circa 750 square feet; STORAGE SPACE a. Minimum size: circa 500 sq. feet; FOOD AND BEVERAGE REQUIREMENTS (CLIN 0002): (To accommodate this event, a host venue must meet the following building requirements for the event): a. Water Station; b. Continental Breakfast for 650 persons: assorted fruit juices, muffins, Danish, bagels, seasonal fruit; regular and decaffeinated coffee, bottle water, assorted teas; c. AM break for 650 persons: regular and decaffeinated coffee, bottle water, assorted teas; d. Plated lunch for 650 persons: accommodate special dietary needs (e.g. kosher, vegan, low-salt, gluten-free, etc.); e. PM break for 650 persons: bottle water, assorted diet and regular soft drinks, and fruit juices; assorted cookies, brownies and blondies; f. Optional reception for 200-300 persons: assorted appetizers; bottle water, assorted diet and regular soft drinks, fruit juices; TECHNICAL REQUIREMENTS (CLIN 0003): To accommodate this event, a host venue must meet the following building requirements for the event): AUDIO SYSTEMS (ALL ROOMS) a. Amplified sound system; b. Patch-in for audio playback, computers, etc.; c. Capacity for centralized audio recording (formats: CD; DAT; analog); d. Background music feeds; e. Assistive listening system; VIDEO SYSTEMS a. Multi-channel closed circuit television system; b. Patch-in for video playback, computer, VHS, etc.; c. Support local video feeds; d. Closed circuit television system; e. Capacity for centralized video recording (formats: Beta; VHS; Super VHS); f. Audio visual tie lines for internal transmission; VOICE/DATA INFRASTRUCTURE a. High-speed Internet access up to T1 lines; b. Multiple voice/data ports for custom configuration; c. Analog telephone lines; d. Dedicated facsimile machine(s); PROJECTION a. Digital Scan Converter; b. Projector (computer); c. Circa 10.5 feet x 14 feet screen; LIGHTING INFRASTRUCTURE a. Individual zone settings; and b. Stage lighting; TECHNICAL ASSISTANCE a. Audiovisual specialists & technicians deliver end-to-end technology services; b. Inventory of projection, staging, lighting and audio/conferencing equipment; MISCELLANEOUS REQUIREMENTS (CLIN 0004): To accommodate this event, a host venue must provide the following personnel requirements for the event: DECORATIONS a. Floral arrangements; b. Screens; and c. Rope and Stanchion; SECURITY a. Security provided through an approved Federal Protective Service contract security provider (anticipated to be between 2-4 security guards as needed to guard entrances and maintain a presence); CLAUSES AND PROVISIONS: The following clauses and provisions are incorporated and are to remain in full force in any resultant fixed price purchase order: FAR Clause 52.212-1, Instructions to Offerors-Commercial Items (Jan 2006); The quotations will be evaluated In accordance with the procedures outlined in FAR Subpart 13.106-2 and award will be made to the offeror that submits the lowest price technically acceptable offer; each offeror shall include a complete copy of the provisions at FAR Clause 52.212-3, Offeror Representations and Certifications-Commercial Items (Mar 2005), with the quotation. A copy of the provision can be found at hhtp://www.arnet.gov/far/; FAR 52.212-4, Contract Terms and Conditions-Commercial Items (Sep 2005); FAR52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Items (Feb 2006). Paragraph (b) of this clause incorporates by reference the following FAR Clauses: 52.222-3 Convict Labor (Jun 2003), 52.222-21 Prohibition of Segregated Facilities, 52.222-26 Equal Opportunity, 52.222-36 Affirmative Action for Workers with Disabilities, 52.225-1 Buy American Act-Supplies, 52.232-33 Payment by Electronic Funds Transfer Central Contractor Registration, and 52.233-2 Service of Protest (Aug 1996) (1) Protests as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the General Accounting Office (GAO), shall be served on the Contracting Officer (address as follows) by obtaining written and dated acknowledgment of receipt from the: National Archives and Records Administration, NAA-Acquisition Services Division, 8601 Adelphi Road, Room 3340, College Park, MD 20740-6001, Attn: Ann Harrison. The copy of any protest shall be received in the office designated above within one day of filing a protest with GAO. CONTRACTOR NOTE: Offerors are requested to transmit inquiries via both facsimile (301) 837-3227), Attn: Narciso Cruz and Email; Proposals may be submitted (one copy) via mailed, faxed (301) 837-3227, or Email ( narciso.cruz@nara.gov ) to: Mr. Narciso Cruz, National Archives and Records Administration, Acquisition Services Division (NAA), Suite 3340, 8601 Adelphi Road, College Park MD 20740-6001, no later than September 29, 2006, by 3:30 PM EST, Quotations must include the solicitation number, discount/payment terms, identification of any special commercial terms, and must be signed by an authorized company representative. It is critical that Offerors provide adequate detail to allow evaluation of their quotes (See FAR 52.212-1(b)). Offerors will be responsible for downloading their own copy of this combined synopsis/solicitation and amendments (in any).
- Record
- SN01149942-W 20060922/060920221702 (fbodaily.com)
- Source
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