SOLICITATION NOTICE
R -- President's Environmental Youth Award Program
- Notice Date
- 2/26/2004
- Notice Type
- Solicitation Notice
- Contracting Office
- Environmental Protection Agency, Contract Support Section, 1200 Pennsylvania Avenue, Nw, Washington, DC 20460
- ZIP Code
- 20460
- Solicitation Number
- RFQ-DC-04-00115
- Response Due
- 3/4/2004
- Archive Date
- 4/4/2004
- Point of Contact
- Point of Contact, Zedekiah Worsham, Purchasing Agent, Phone (202) 564-6090
- E-Mail Address
-
U.S. Environmental Protection Agency
(worsham.zedekiah@epa.gov)
- Description
- NAICS Code: 56199 Title: President's Environmental Youth Awards Program Response Date: March 4, 2003; 3:30pm Eastern Standard Time (Washington, DC) The United States Environmental Protection Agency (Security Management Division, Washington, DC), under the Simplified Acquisition Procedures of FAR Part 13, intends to award a sole source, fixed price purchase order to the US Department of Agriculture Graduate School to: Task 1: Start-Up Activities 1.1 Meet with OEE staff to review all the requirements in carrying out the National Award Ceremony program, including date and duration; 1.2 Identify and recommend hotels and venues for the program; 1.3 Within three weeks of award, provide a draft time line of activities including responsible parties to OEE. OEE will distribute by fax and pouch mail to regional PEYA coordinators; 1.4 Review and provide input from a planning/coordination/logistical viewpoint on EPA's draft "Roles and Responsibilities" booklet. Task 2: Weekly Activities (for the Duration of the National Awards Ceremony Program) 2.1 Participate in conference calls with the Regional PEYA Coordinators and OEE staff; 2.2 Establish and maintain program files including: -program timeline -three-day agenda -winners, sponsors, and other attendees names, addresses, and social security numbers -copies of all correspondence with hotels, venues, and attendees -project descriptions, ceremony programs, and all event photographs -rooming plans and lists; -function attendance lists 2.3 Provide weekly progress report on meeting milestones; 2.4 Provide courier for up to 20 pick-ups and deliveries in the Washington, D.C. metropolitan area; Task 3: Lodging 3.1 Contract with selected hotel to provide housing for winners, sponsors, EPA Regional PEYA Coordinators, PEYA Event Coordinators and all authorized guests; 3.2 Coordinate payment of housing expenses as follows: -Event Coordinators (2), regional winners (10) and sponsors (10) housing covered by Contractor -Regional PEYA coordinators housing covered by EPA regional travel funds -All other guests responsible for paying their own lodging; 3.3 Coordinate with the selected hotel regarding room assignments and special needs of program attendees; 3.4 Prepare and fax hotel information and confirmation sheets to Regional PEYA Coordinators, and serve as the telephone point of contact for program attendees regarding lodging; 3.5 Provide on-site coordination at the hotel for the duration of the program; Task 4: National Award Ceremony Program Events The Contractor will recommend, and upon approval from EPA, procure venues and provide a photographer for the following events of the National Awards Ceremony Program: Awards Ceremony, Welcome Social, Luncheon and Project Display. Welcome Social 4.1 Recommend venue to OEE and upon approval, arrange and pay for meeting space, event times, number of attendees, room set-up, AV equipment, and food and beverages; 4.2 Produce name badges for winners/sponsors/guests/EPA staff including ribbons for winners/sponsors; 4.3 Assemble 100 registration packets including: -Schedule of activities -Daily agendas; -Pocket metro guides; -Washington, DC Map and Information Guides; -Hotel brochure and map of meeting rooms; -General information sheet; -Information concerning appointments with Congressional representatives; 4.4 Coordinate registration set-up, sign-in winners/sponsors, distribute name tags and registration packets; Award Ceremony 4.5 Upon direction from OEE arrange, pay for, and coordinate meeting space, event times, number of attendees, room set-up including seating instructions, and all audio-visual equipment; 4.6 Design, edit, and print the awards ceremony program, invitations and RSVPs, and coordinate invitee list and RSVPs; 4.7 Provide personal information on program attendees to EPA for clearances into secure government buildings; 4.8 Provide onsite coordination at the ceremony; Luncheon and Project Display 4.9 Recommend venue and menus to OEE and upon approval, arrange and pay for meeting space, event time, number of attendees, room set-up including luncheon and display table assignments, audio-visual equipment, and food and beverages; 4.10 Design, edit, and print luncheon invitations and RSVPs, and coordinate invitee list and RSVPs, and provide OEE with weekly updates; 4.11 Assist in the identification of, and hire a nationally recognized figure to speak at the luncheon; 4.12 Provide onsite coordination at the Luncheon and Project Display; 4.13 Work with EPA coordinator to schedule a working session immediately following the luncheon between PEYA winners and invited students (5-10) from a local school who have made contributions towards EPA's mission. These students may include those that have developed environmental artwork, volunteered with inner-city school projects, and/or and those who have received the NHEC environmental scholarships. This task may include making all necessary arrangements with the local school for the day trip to Washington to participate in the event, and planning and scheduling the actual meeting space. EPA does not anticipate the need for the contractor to arrange for transportation for these local students. National Park Service Monuments Tour 4.14 Coordinate with the National Park Service for an evening tour of the nation's monuments; 4.15 Provide tour bus transportation for winners, sponsors and their guests; 4.16 Provide onsite coordination on the Monument Tour Task 5: Follow up 5.1 Draft, and deliver to OEE for approval, letters of appreciation from EPA to special speakers and invited VIPs; 5.2 Upon completion of event activities, meet with and brief OEE on the outcome of the event and provide a list of suggested recommendations for improvement for the next event; 5.3 Provide OEE with 25 CD ROMs of all photographs including an index that identifies the location and individuals of each photograph; 5.4 Provide OEE with a hard copy 8.5" X 11" photograph of each winner with the President of the United States or his/her representative as appropriate; 5.5 Provide comment to OEE for updating the current marketing and application materials for the PEYA program (to include application form and text). As part of this effort, contractor shall contact local teachers to request their review and comment on these materials in order to assess appropriateness/usability. 5.6 Coordinate and participate in the review and update of the PEYA "Roles and Responsibilities" booklet for the 2005 program. This effort includes working with staff from OEE and the 10 Regional PEYA Coordinators. THIS IS NOT A REQUEST FOR QUOTATION. All inquiries and concerns must be submitted in writing to U.S. EPA, Office of Acquisition Management, Attn: Zedekiah J. Worsham (3803R), 1200 Pennsylvania Avenue, NW, Washington, DC 20460; or to facsimile number (202) 565-2562, or by email: worsham.zedekiah@epa.gov. Responses to this notice must be submitted within seven (7) days after this electronic posting. Please include your name, point of contact, address, area code and telephone number, facsimile number. Telephone requests or inquiries will not be accepted.
- Web Link
-
Link to FedBizOpps document.
(http://www.eps.gov/spg/EPA/OAM/HQ/RFQ-DC-04-00115/listing.html)
- Record
- SN00531742-F 20040228/040226232508 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |