SOLICITATION NOTICE
X -- CONFERENCE PLANNING FOR HIGHLY MIGRATORY SPECIES MANAGEMENT DIV. ADVISORY MEETING
- Notice Date
- 8/13/2012
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Eastern Region Acquisition Division, Norfolk Federal Building, 200 Granby Street, Norfolk, Virginia, 23510, United States
- ZIP Code
- 23510
- Solicitation Number
- EA-133F-12-RQ-1063
- Archive Date
- 8/31/2012
- Point of Contact
- Linda L Mullen, Phone: 757-441-3436
- E-Mail Address
-
Linda.Mullen@noaa.gov
(Linda.Mullen@noaa.gov)
- Small Business Set-Aside
- N/A
- 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; QUOTES ARE BEING REQUESTED AND A WRITTEN SOLICITATION WILL NOT BE ISSUED. The Request for Quotation (RFQ) number is EA133F-12-RQ-1063. The U.S. Dept of Commerce, NOAA, Highly Migratory Species Management Division has a requirement for Conference Support for the Highly Migratory Species Management Division Advisory Panel to be held from September 19 through 21, 2012 in accordance with the following Statement of Work. Statement of Work - Conference Support NATIONAL OCEANIC AND ATMOSPHERIC ADMINISTRATION National Marine Fisheries Service (NMFS) Highly Migratory Species Management Division (HMSD): ADVISORY PANEL The Contractor shall provide Conference Planning Services to the government as well as direct services at cost to the Government, in accordance with the following provisions: 1. Background The Highly Migratory Species (HMS) Management Division (F/SF1) within the Office of Sustainable Fisheries of the National Marine Fisheries Service, NOAA holds Advisory Panel meetings two or three times per year, in the Washington, D.C. area. The primary purpose of the Advisory Panel meeting is to elicit feedback from the Panel on HMS fishery management issues. This feedback will be used by HMS Management Division, NMFS staff for improved fisheries management. The HMS Management Division needs a Contractor who can provide meeting rooms, overnight accommodations and audio-visual services, as set out below. 2. Contract/Agreement type Purchase Order 3. Services Provided 3a. Primary Meeting Room with Alcove or an adjacent room: As described in 6.c.1. and 6.c.2. Facilities. This room will be available: • September 19, 2012 set up by 8 a.m. with a 24 hour hold (Conference room set-up starting at 7:00 a.m.) • September 20, 2012 reset by 8 a.m. with a 24 hour hold, and • September 21, 2012 reset by 8 a.m. through 2:00 p.m. The meeting is expected to end at 12:00 pm but this allows time for break down. The set up for the rooms shall include: 3b. Audio Equipment: The Government will supply computer and projector equipment and a sound and recording system from 8 a.m. on September 19, 2012 through 2 p.m. on September 21, 2012. The Contractor will provide tables and electricity to support this equipment. 3c. Sleeping Rooms: The Government requires sleeping rooms for the following dates: September 18, 2012 20 Sleeping Rooms - Evening before the meeting. September 19, 2012 40 Sleeping Rooms September 20, 2012 40 Sleeping Rooms September 21, 2012 5 Sleeping Rooms - Evening after the meeting. The Contractor will make these rooms available until 14 days before the meeting after which non-reserved rooms may be made available to the public. Rooms are to be made available at no more than the Federal Government rate and no sales tax can be imposed on the rental of these rooms. The Contractor will provide these rooms at the cost to the government. The Government has the right to reduce the number of sleeping rooms to be charged under the contract by up to 10 rooms with notification to the contractor at least 14 days before the start date of the meeting. 4. Contracting and Subcontracting NOAA will not be liable to the Contractor or its contracting party as a result of any contracting and/or subcontracting agreement between the Contractor and any subcontractors. 5. Claims and Liability The Contractor agrees to save the Government harmless from any and all claims, demands, actions, debts, liabilities, judgments, costs, and attorney's fees arising out of, claimed on account of, or in any manner predicated upon loss of, or damage to, property of or injuries to, or the death of, any or all persons whatsoever, in any manner, caused or contributed to by the Contractor, his agents, servants, or employees, while in, upon, or about a given conference location on which the work upon this Contract is to be done, or while going to or departing from the same, and to save the Government harmless from and on the account of damage of any kind which the Government may suffer as a result of any of the Contractor, his agents, servants, or employees in and about the said conference location. 6. Scope of Work The Contractor shall provide all necessary personnel, material, equipment, services and facilities to perform conference coordination. For this contract the Contractor agrees to provide and serve the Government as a conference planner for the items described in 6.a. and 6.b. The Contractor will be under direct contract with the Government for items described in 6.c. and 6.e. a. Registration Records: The Contractor shall provide up-to-date attendance figures on a weekly basis (attendees, etc.) to the Technical Monitor and twice weekly during the period three weeks prior to the Conference. The Contractor shall provide a list by name of attendees, their expected date of arrival and departure. The Technical Monitor will provide an invitee listing of conference participants and/or vendors to the Contractor once the Contractor is selected. b. Conference Administrative Responsibilities: The Contractor shall provide sufficient number of personnel to ensure an easy and fast distribution process. This means that attendees will be signed in either prior to the start of the Conference or within fifteen (15) minutes of participants' arrival to the Conference. c. Facilities: The Contractor shall provide: 1) A meeting room for the conference with a minimum size of about 3000 square feet set up with rectangular tables arranged in a large rectangle, sufficient to seat 44 adults comfortably around it. Staged around the central rectangle, six additional tables sized to support 4 support staff per table, two rows of 10 individual seats theater style and two additional tables to support the NOAA supplied audio visual equipment. 2) A room adjoining the primary conference room shall be adjoined by a separate set up area of about 800 square feet for signing in participants and handout material and include sufficient table space to accommodate the above including, two sign in tables placed end to end and 3rd table to support hand-out materials. The above is the Governments best description of the requirements at this time. Some flexibility may be required depending on the actual number of personnel attending and possible changes to the agenda as the event nears. The contractor will be provided at least 8 working days notice of the actual furniture and layout requirements. d. Audio/visual: Will be provided by the Government. Contractor will provide sufficient tables to support this equipment. e. Guest Rooms: The Contractor shall provide sleeping rooms as stated in 3c. 7. Period of performance Conference planning services should begin by August 19, 2012 or by Contract Award if before/after that date. The contracting period for the facilities, in support of the Conference at the expense of the Government, is to start on September 19, 2012 at 7:00 a.m. and go until September 21, 2012 at 2:00 p.m. 8. Place of Performance Washington D.C. Metro area. Within 5 blocks (walking distance) of a metro. Preference is for a location as close to Silver Spring, MD as possible. 9. Contracting Officer's Technical Representative (COTR) and Technical Monitor The Contracting Officer's Technical Representative (COTR) and Technical Monitor are to be determined by NOAA. 10. Basis for Award The Government will make award based on best value. 11. Evaluation Factors The Government will award a contract resulting from this solicitation to the responsible Contractor whose quotation conforms best to the solicitation. The following factors will be used for the evaluation. These best value evaluation factors while relatively equal are listed in order of importance: (1) Past Performance - Provide a list of contacts, including phone numbers, to allow NOAA to evaluate a firm's past performance in successfully accomplishing activities for three related/similar activities to those identified in the Statement of Work (SOW); (2) Technical Capability - Provide sufficient information to demonstrate ability to meet Government's requirement. Address proposed management of program and plans to provide seamless support for the Conference as well as a description of the meeting rooms and services in support of the meeting; and (3) Relational Price - The Contractor shall provide its price structure for the meeting room facilities and sleeping rooms. This evaluation factor will allow NOAA to evaluate the direct costs to the Government. 12. Compliance with Laws The Contractor shall comply with all applicable laws and rules and regulations having the force of law which deal with or relate to performance hereunder or the employment by the Contractor of the employees. 13. Applicable Clauses The Certification and Accreditation (C&A) requirements of clause 73 of the Commerce Acquisition Regulations do not apply and a Security Accreditation Package is not required. This procurement is being solicited as unrestricted and full and open competition. The resulting purchase order will be negotiated as a firm-fixed price Purchase Order. In order to comply with the debt collection improvement act of 1966, all contractors must be registered in the System for Award Management (SAM) to be considered for an award of a federal contract. For information regarding registration of your CCR and ORCA Certifications contact the SAM website at https://www.sam.gov.. The FSC for this is X1AB and the NAICS Code is 721110, small business size standard is $30 million dollars. Incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-21. FAR 52.212-1 Instructions to Offerors-Commercial Items applies. Evaluation will be in accordance with FAR 52.212-2 Evaluation-Commercial Items. Award will be made to the responsible, responsive offeror whose offer will result in the lowest technically acceptable price and who can best meet the required location. FAR 52.212-3, Offeror Representations and Certification-Commercial Items (Nov 2006) --Offerors must include a completed copy of its provision with their offer or complete only paragraph (j) of the provision if the offeror has completed the annual representation and certifications electronically at https://www.sam.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website; the offeror shall complete only paragraphs (b) through (i) of this provision; FAR 52.212-4, Contract Terms and Conditions-Commercial Items and 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Mar 2007) applies and the following additional FAR clauses cited in the clause at paragraph (b) are applicable to this acquisition, as such consider the following clauses checked, (15), (16), (17), (18), (19), (25), (28) and (33). The following addenda or additional terms and conditions apply: None. No Defense Priorities and Allocations System (DPAS) rating is assigned. Offers must be submitted to the Eastern Region Acquisition Division, 200 Granby Street, Room 815, Norfolk, Virginia 23510 by 1:00 P.M August 16, 2012. Vendors who offer expires prior to closing date will not be accepted. Offers maybe faxed to 757-664-3649 or via e-mail to Linda.Mullen@noaa.gov. Inquiries will only be accepted via email to Linda.Mullen@noaa.gov.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOC/NOAA/EASC/EA-133F-12-RQ-1063/listing.html)
- Place of Performance
- Address: 1315 East West Highway, Silver Spring, Maryland, 20910, United States
- Zip Code: 20910
- Zip Code: 20910
- Record
- SN02837160-W 20120815/120814000322-0e4519f2e4b986023ad194ceedff408b (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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