SOURCES SOUGHT
R -- Conference Management and Report on MMS Results
- Notice Date
- 12/27/2007
- Notice Type
- Sources Sought
- NAICS
- 541990
— All Other Professional, Scientific, and Technical Services
- Contracting Office
- MMS Procurement Branch, HQ 381 Elden Street, MS 2102 Herndon VA 20170-4817 US
- ZIP Code
- 00000
- Solicitation Number
- M08PS00007
- Response Due
- 1/22/2008
- Archive Date
- 2/21/2008
- Point of Contact
- Bridge, Debra M. 703-787-1070, debra.bridge@mms.gov
- E-Mail Address
-
Email your questions to Bridge, Debra M.
(debra.bridge@mms.gov)
- Small Business Set-Aside
- N/A
- Description
- The U. S. Department of the Interior (DOI), Minerals Management Service (MMS), has a competitive requirement for ?Conference Management and Reports on MMS Results,? which would support MMS? Environmental Studies Information Transfer Meetings (ITM) and Workshops for the Alaska Outer Continental Shelf (OCS) Region. Please read this entire notice carefully as it constitutes the only notice that will be issued. The Minerals Management Service, Procurement Operations Branch, is the contracting office for this procurement and the resultant Indefinite Delivery/Indefinite Quantity (IDIQ) contract administration. All vendors must be registered in the Central Contractor Registration (www.ccr.gov) in order to receive Government contracts. The Government intends to competitively award one IDIQ contract for this effort, and anticipates firm fixed price and time and materials task orders issued against an IDIQ, with a base year and two twelve month option years (performance period no longer than 36 months from date of award). The estimated cost range over the three years is estimated to be between $175,000 - $200,000. INTRODUCTION: A considerable amount of data and information has been and continues to be gathered in the course of research conducted for the MMS Environmental Studies Program. In addition, other agencies, academia, and industry consultants have collected and continue to collect environmental data in the OCS Regions as well. To improve the accessibility, use and exchange of this information, the MMS Alaska Regional Office conducts public meetings with a variety of formats. The meetings are of 3-day duration. Workshops may be of shorter duration, and focus on a single discipline or topic. The general format of the two types of meetings is essentially the same. The differences are in the duration of the meetings and the breadth of topical coverage. The meetings and workshops shall be documented in proceedings. The meetings shall be open to the public. Also, the contractor shall provide for pre-meeting plans, advertising, letters of invitation, procurement of meeting facilities, meeting logistics and staffing, and post-meeting reports as indicated below. The Government is not obligated to order beyond a Guaranteed Minimum amount which will be stipulated in the contract. The contractor must be capable of performing all of the tasks described. The MMS will describe specific services and tasks in separate task orders that the contracting office will issue for each meeting or workshop against the resultant IDIQ. Pre-Meeting Planning: a) Meeting Location and Facilities. The MMS will determine when the meetings will take place and the city where each meeting will be held. Meetings and workshops will be held in Anchorage, AK, unless otherwise specified. For estimating purposes, the projected attendance is 80 to 200 for ITMs, and 20 to 100 for each workshop. For a particular location, the contractor shall investigate and evaluate suitable meeting site facilities for MMS's approval following the guidelines described below. The audience and invited speakers shall consider meeting site facilities for their accessibility. The expected audience will consist of Federal, state and local government personnel, industry representatives, individuals and scientists from academia, and the general public. If possible, the meeting facilities should be in close proximity (within walking distance) to shops, tourist facilities, restaurants, etc. The facilities shall have adequate space for meeting sessions, workshops, and coffee breaks. At a minimum, the necessary accommodation shall be a main meeting room to seat the maximum estimated attendance previously provided, and at least two additional breakout rooms to accommodate 40 to 75 people. The contractor shall provide all equipment which may be necessary. The contractor shall also reserve a sufficient number of hotel or motel rooms in or as near as possible to the meeting facilities for invited out-of-the-area speakers at the meeting. b) Advertising: The advertising shall consist of direct mailings (MMS will provide addressed mailing labels ~1,000 labels), notices to scientific and technical and personal contacts. The contractor shall initiate advertising at least six (6) months prior to each meeting. There shall be three direct mailings, personal contacts, and notices in three technical/scientific journals or local newspapers if requested by MMS. c) Agenda, Meeting Format, and Presenter's Guidelines. The contractor shall prepare a draft agenda. Some presentations will be oriented to a technical audience and some to the layman. d) Letters of Invitation and Submission of Papers: The contractor shall contact and invite speakers from the MMS compiled speaker list. e) Travel Arrangements for Speakers. For an ITM, the contractor shall provide transportation to and from the meeting for up to three days for approximately 12 invited speakers traveling from locations outside of Anchorage, as applicable. The Contractor shall make travel arrangements for these speakers. The contractor shall pay honoraria for non-government speakers. Responsibilities During the Meeting: The contractor shall be responsible for the logistics of the meeting during the meeting period. The contractor shall be specifically responsible for insuring that all equipment necessary is available and functioning, providing a liaison between the facilities staff and MMS at each meeting room, staffing a registration table and coordinating any handouts at the table. The contractor shall provide a person for each session to take notes on the talks and discussions through the meeting. This person should be familiar with the discipline of the particular talk or topic. The MMS will provide staff members in appropriate disciplines to act as conveners for the meeting and individual meeting sessions. Post Meeting responsibilities: a) Proceedings Report. The contractor shall provide a meeting proceedings report in a form and number defined in the respective task order. The report shall include the papers presented, a list of attendees and participants including addresses and telephone numbers, and short summaries of the discussions sessions, as appropriate. b) Payment of Expenses: The contractor shall make payment of all allowable expenses incurred including meeting rooms, audiovisual equipment, honoraria and travel for speakers. 4. Project Coordination. Project Coordinator: The Project Coordinator will be the primary contact with MMS. The Project Coordinator shall have demonstrated abilities to organize, prepare for, and run a scientific meeting in Alaska. b) Support Staff: The contractor shall assign sufficient staff to prepare for and run a scientific meeting. These functions include, but are not limited to, managing correspondence, preparing and monitoring organizational agendas, technical note taking, meeting registration, etc. Note takers shall have a technical background in the discipline (i.e. physical oceanography, habitat and ecology, marine mammals, etc.) on which they are taking notes. HOW TO RESPOND: If you are interested in participating in this acquisition, please send your name, organization?s name, address, telephone and fax numbers and email address by close of business Tuesday, January 22, 2008, to the attention of Debra Bridge, Minerals Management Service, 381 Elden Street, MS-2101, Herndon, VA 20170, or email this same information to debra.bridge@mms.gov. Please reference M08PS00007, Conference Management and Reports on MMS Results, in your document.
- Record
- SN01476682-W 20071229/071227223908 (fbodaily.com)
- Source
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