SOLICITATION NOTICE
R -- EVENT PLANNER NEEDED TO SUPPORT HUMAN RESEARCH PROGRAM CONFERENCE
- Notice Date
- 10/22/2012
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- NASA/Lyndon B. Johnson Space Center, Houston Texas, 77058-3696, Mail Code: BH
- ZIP Code
- 00000
- Solicitation Number
- NNJ13450205Q
- Response Due
- 10/29/2012
- Archive Date
- 10/22/2013
- Point of Contact
- Rochelle N Overstreet, Contract Specialist, Phone 281-483-6768, Fax 281-483-4066, Email rochelle.n.overstreet@nasa.gov - Keith D Hutto, Contracting Officer, Phone 281-483-4165, Fax 281-244-5331, Email keith.d.hutto@nasa.gov
- E-Mail Address
-
Rochelle N Overstreet
(rochelle.n.overstreet@nasa.gov)
- Small Business Set-Aside
- N/A
- Description
- This notice 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; offers are being requested and a written solicitation will not be issued. This notice is being issued as a Request for Quotations (RFQ) for: An event planner needed to oversee all aspects of meeting and coordination for the Human Research Program (HRP) Conference. This conference will provide a formal atmosphere for cross disciplinary interaction in the field of human space flight research. The conference will address research progress, opportunities, processes, and strategies to optimize research. This conference is to be held February 11-14, 2013. The event planner must be located within 50 miles of Johnson Space Center. The planner will oversee all aspects of meeting coordination & logistics including, but not limited to, providing direct interface to organizing committee and venue, venue coordination, hotel transportation arrangements for guest presenters, meeting website design and maintenance, participant registration, abstract collection & publication, publication of programs, procurement & distribution of flash drives with program information, on-site meeting support, communication with meeting participants before, during, and after the workshop, completion of necessary government paperwork related to the meeting, and all other aspects of the workshop. Travel Arrangements The planner shall make all travel arrangements for guest presenters as identified by HRP. Travel may include, but not be limited to, rental car, flight, and hotel. Meeting Website The planner is responsible for creating and maintaining the meeting website. The meeting website shall be the main source of information for meeting attendees. It will contain information about the hotel, parking information, driving instructions to the venue, workshop registration, electronic program, presentations as needed, surveys, and survey results. The meeting website shall be compatible with all major browsers including Firefox, Explorer, Chrome, and Safari. Electronic web-based workshop registration should be easy for users and should take no more than five minutes. The registration form should collect relevant data (e.g., name and address) and provide immediate confirmation of the participants registration status. Abstract Management The planner will be responsible for electronically accepting all abstracts and develop a conference program which includes a schedule for all sessions and abstracts to be presented within the conference period. HRP in conjunction with the event planner will organize the abstracts into appropriate categories (e.g. Cardiovascular, Bone, Muscle, etc). Accepted abstracts will be assigned oral or poster status. The electronic systems must be robust and capable of handling approximately 400 abstracts. Programs Planner will responsible for timely delivery of printed programs and programs on flash drives. Printed programs will include a detailed agenda with a listing of each and every oral and poster presentation at the meeting. Errata may be printed as needed. Flash drives will contain each and every abstract from all oral and poster presentations in addition to the agenda. Meeting List Messaging Planner will responsible for sending workshop-related messages to all meeting participants and maintaining email distribution list. Messages may be sent before, during, and after meeting. Surveys The planner will be responsible for electronically administering all HRP-related surveys before, during, and after the meeting as needed. Results shall be supplied within one month after the last survey is submitted. Workshop Closeout After the meeting has concluded, the planner will be responsible for providing all data necessary for completing NASA Form 1785, which captures all financial data for the workshop. The planner will also deliver electronic files containing all registration information and source files for the meeting website. All final workshop closeout documentation shall be submitted within 30 days of the close of the workshop. The provisions and clauses in the RFQ are those in effect through FAC 2005-61. The NAICS Code and the small business size standard for this procurement are 561920 and $7 M respectively. The offeror shall state in their offer their size status for this procurement. All responsible sources may submit an offer which shall be considered by the agency. Offers for the items(s) described above are due by 4:30 PM, October 29, 2012 to rochelle.n.overstreet@nasa.gov and keith.d.hutto@nasa.gov and must include solicitation number, FOB destination to this Center, proposed delivery schedule, discount/payment terms, warranty duration (if applicable), taxpayer identification number (TIN), identification of any special commercial terms, and be signed by an authorized company representative. Offerors are encouraged to use the Standard Form 1449, Solicitation/Contract/Order for Commercial Items form found at URL: http://server-mpo.arc.nasa.gov/Services/NEFS/NEFSHome.tml Offerors shall submit past performance information in accordance with Paragraph 2 Past Performance below. Offerors shall provide the information required by FAR 52.212-1 (FEB 2012), Instructions to Offerors-Commercial Items, which is incorporated by reference. Offerors shall submit technical capabilities that demonstrate clear understanding of the technical requirements. If the end product(s) offered is other than domestic end product(s) as defined in the clause entitled 'Buy American Act - Supplies,' the offeror shall so state and shall list the country of origin. FAR 52.212-4 (FEB 2012), Contract Terms and Conditions-Commercial Items is applicable. FAR 52.212-5 (AUG 2012), Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items is applicable and the following identified clauses are incorporated by reference: 52.203-6, 52.204-10, 52.209-6, 52.209-9, 52.209-10, 52.219-4, 52.219-8, 52.219-9, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.223-18, 52.225-1, 52.225-5, 52.225-13, and 52.232-33. The FAR may be obtained via the Internet at URL: http://www.acquisition.gov/far/index.html The NFS may be obtained via the Internet at URL: http://www.hq.nasa.gov/office/procurement/regs/nfstoc.htm All contractual and technical questions must be in writing (via e-mail) to Rochelle Overstreet not later than 4:00 PM local time October 25, 2012. Telephone questions will not be accepted. Selection and award will be in accordance with 52.215-122 Combination of Lowest Priced Technically Acceptable and Trade-Off of Other Non-Cost Related Factors and Cost or Price (OCT 2006) (JSC PROCUREMENT INSTRUCTION). The Government will award a contract resulting from this solicitation to the offeror whose proposal represents the best value after evaluation. This procurement shall be conducted utilizing a combination of technically acceptable baseline requirements and a tradeoff of past performance, predefined qualitative value characteristics, and cost/price. The following factors shall be used to evaluate offers: -Technical Acceptability -Past Performance -Predefined Qualitative Value Characteristics -Cost/Price 1. Technical Acceptability The baseline shall be evaluated for the complete and adequate response to the SOW. The technical requirements will be rated as either meets requirements or does not meet requirements. 2. Past Performance Past Performance indicates how well an offeror performed on earlier work and can be a significant indicator of how well it can be expected to perform the work at hand. The offerors past performance including recent experience will be evaluated by the buying team. The evaluation will be based on information provided by offerors in their proposals, information obtained by the buying team based on communications with listed references as well as any other information obtained independently by the buying team. Past Performance for the offeror (add and major subcontractors, if applicable) will be evaluated and rated as Excellent, Very Good, Good, Fair, or Poor*. If an offeror has no past performance experience, it will be given a neutral rating. 3. Predefined Qualitative Value Characteristics (VC) All offers will be judged against the qualitative characteristics. Only items specifically proposed as Qualitative Value Characteristics will be evaluated as such. The following Predefined Qualitative Value Characteristics are applicable to this procurement and will be evaluated and rated as adding no value, adding minimal value, or adding significant value. A. The event planner's demonstrated history of successful planning and coordination in scientific and basic research conferences. B. The event planner's demonstrated history of receipt, coordination, and distribution of scientific abstracts to conference participants. C. Access to robust software that will accommodate 400 abstracts and allow multiple users to plan, organize and schedule all sessions for abstracts. 4. Tradeoff Process 1. If all offers are of approximately equal merit, award will be made to the offeror with the lowest most probable cost. 2. The Government will consider awarding to an offeror with higher merit if the difference in price is commensurate with added value. 3. The Government will consider making award to an offeror whose offer has lower merit if the price (or cost) differential between it and other offers warrant doing so. 4. Technical requirements and past performance, when combined, are significantly more important than cost. Those offers determined to meet the baseline requirements will be judged against the value characteristics listed in paragraph 3, which establish what the Government considers to be valuable in an offer beyond the baseline requirements. The value characteristics are performance-based and permit selection of the offer which provides better results for a reasonable increase in price. Cost and technical capability will be considered equal in importance and will not be assigned weights. On those value characteristics the offeror chooses to provide, adequate information should be submitted to permit proper evaluation. Offerors must include completed copies of the provision at 52.212-3 (APR 2012), Offeror Representations and Certifications - Commercial Items with their offer. These may be obtained via the internet at URL: http://rcb.cancer.gov/rcb-internet/SAP/52-212-plusadd.pdf. These representations and certifications will be incorporated by reference in any resultant contract. NASA Clause 1852.215-84 (NOV 2011), Ombudsman, is applicable. The Center Ombudsman for this acquisition can be found at http://prod.nais.nasa.gov/pub/pub_library/Omb.html. Prospective offerors shall notify this office of their intent to submit an offer. It is the offeror's responsibility to monitor the following Internet site for the release of solicitation amendments (if any): http://prod.nais.nasa.gov/cgi-bin/eps/bizops.cgi?gr=D&pin=73. Potential offerors will be responsible for downloading their own copy of this combination synopsis/solicitation and amendments (if any). Any referenced notes may be viewed at the following URLs linked below
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/NASA/JSC/OPDC20220/NNJ13450205Q/listing.html)
- Record
- SN02917492-W 20121024/121022234117-0fb1774d3ae641f8859fe4e4a6971b8d (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |