PRESOL | R | Registration and Conference Support

FBO DAILY ISSUE OF MARCH 17, 2004 FBO #0842
SOLICITATION NOTICE

R -- Registration and Conference Support

Notice Date: 3/15/2004
Notice Type: Solicitation Notice
NAICS: 561920 — Convention and Trade Show Organizers
Contracting Office: General Services Administration, Federal Technology Service (FTS), Federal Technology Service (5T), 230 S. Dearborn St., Suite 3380, Chicago, IL, 60604
ZIP Code: 60604
Solicitation Number: GS05T04BR0005
Response Due: 3/22/2004
Archive Date: 4/6/2004
Point of Contact: Charles Dukes, Jr., Contract Specialist, Phone 312-353-5552, Fax 312-886-3827, - Ellen Womack, Supervisory Contract Specialist, Phone 312-353-2667, Fax 312-886-3805, L. Womack/5TF/R05/GSA/GOV
E-Mail Address: charles.dukes@gsa.gov, Ellen
Description: General Services Administration, Federal Technology (GSA/FTS), Region 5 is announcing its intent to award this procurement as a combined synopsis/solicitation for commercial products and services. This notice is prepared in accordance with the format in FAR Subpart 12.6 and supplemented with additional information included herein. This announcement constitutes the only solicitation. Proposals are being requested. A written solicitation will not be issued. This solicitation is issued as a request for proposal (RFP); solicitation number GS05T04BR0005, which incorporates provisions and clauses that are in effect through FAC 20 effective 02/23/04. The North American Industry Classification System (NAICS) Code 561920 applies. Size standard is $5 Million. Objective. 1.1.1 Organization: The General Services Administration (GSA) mission is to provide best value acquisition assistance for information technology, network services, and professional services to our federal clients. The GSA Federal Technology Service (FTS) Region 5 Headquarters is located in the Kluczynski Federal Building, 230 S. Dearborn St., Chicago, Illinois 60604. 1.1.2 Background: The General Services Administration (GSA), Federal Technology Service, (FTS) Great Lakes Region 5 will host it’s first annual Customer Appreciation Conference on June 28th through June 30th, 2004, at the Fairmont Hotel, located at 200 North Columbus Drive, Chicago, Illinois. The theme for this years’ conference is “On The Horizon”. The two and a half day program is designed to recognize many of the FTS’ Great Lakes customers. The program will also include keynote presentations from government and industry leaders and discussion panels followed with a Q&A period that will address the foremost emerging technology issues, and the forward vision of Federal Technology Service Programs. Anticipated attendance for the conference could range from 175 to 200 attendees. The conference attendees will include GSA FTS’ military, and civilian customers, GSA FTS Associates, GSA Industry Partners, and Technology Speakers from the public and private sector. The conference will begin with an Icebreaker/Reception on the evening of June 28th, 2004 at 6:00 p.m.; early check-in/conference registration will also be available during the reception. The conference format will consist of a general session, beginning on June 29, 2004. The formal program will begin at 8:30 a.m. with a welcome and opening remarks from two speakers, followed by an R.O.T.C. Color Guard. The program will follow with two Master of Ceremonies introducing the Speakers, and Customers who will be receiving award recognitions throughout the day. The general format will be a speaker followed by one or two customers receiving an award. There will also be a plated lunch served in the same room as the conference, with a speaker during lunch, and panel discussion with approximately six speakers followed by an audience Q&A period. The conference will adjourn approximately at 5:00 p.m. The third day of the conference, June 30th, 2004 the same format will be followed, with these exceptions: There will be no Color Guard, and the conference will adjourn approximately at 3:00 p.m. GSA FTS has reserved a 4,900 square foot meeting space for the General Session on June 29th and June 30th which may be available for production setup on June 28th, the time and room availability is to be determined by the hotel. A 1,600 square foot meeting room has also been reserved for the Icebreaker/Reception for the evening of June 28th, 2004. Scope. The scope of this task is to provide the necessary personnel, materials, and equipment to support the Customer Appreciation Conference in Chicago at the Fairmont Hotel, June 28-30, 2004. 1.2 Applicable Documents/Websites. The contractor shall create and maintain web page interface with a link from the GSA FTS Region 5 Customer Appreciation Web site for secure on-line credit card payment of attendees’ conference registration fees. SPECIFIC TASKS AND REQUIREMENTS 2.0.1 Overall. 2.0.1.1 The contractor shall determine, develop, provide for and manage all sound and Audio Visual (AV) production, and lighting requirements for conference program. 2.0.1.2 The contractor shall contract, coordinate travel, and pay selected luncheon guest speaker. Luncheon speaker was selected using competitive award procedures. 2.0.1.3 The contractor shall provide for conference collateral materials, including design and production, “theme” of event, which shall be applied to all printed materials. 2.0.1.4 The contractor shall review security requirements with appropriate officials as needed. 2.0.1.5 The contractor shall provide on-site technical and production support during the event. 2.0.1.6 The contractor shall provide post-event follow-up to include project summary report to GSA FTS Project Manager in electronic format no later than (NLT) July 19, 2004. 2.0.1.7 The contractor shall ensure all pictures, electronic presentations, displays and all other materials used during conference are properly delivered to the GSA FTS Project Manager no later than July 19, 2004. 2.0.1.8 The contractor shall provide the necessary personnel, facilities, materials, and equipment to support the GSA FTS Region 5 Customer Appreciation Conference Registration Payment process. Interested Vendors please contact Cheryl Carufel , (312) 886-3804, cheryl.carufel@gsa.gov to obtain a detail copy of the Statement of Work which address the following elements; 2.1 TASK I. Venue Audio Visual (AV) requirements. 2.2 TASK II. Speakers. 2.3 TASK III. Attendees. 2.4 TASK IV. Materials for Event. 2.5 TASK V. Conference Registration. 2.5.1 The contractor shall develop registration and payment web pages for secure online registration payment via registrants’ credit cards. The contractor shall coordinate with GSA FTS Project Manager to provide a link from existing GSA FTS Region 5 Customer Appreciation Conference Website Registration Page to contractor hosted secure server. Reference: GSA Conference Website: http://fts.gsa.gov/r5customerconf. 2.5.2 The contractor shall maintain credit card payment capabilities up to and including final date of conference. The contractor shall shut down on line registration on July 1, 2004. 2.5.3 The contractor shall accept by telephone, fax, and mail, registrations from persons not wishing to pay for registration via on line. 2.5.4 The contractor shall accept registration payment from persons via check. 2.5.5 The contractor shall provide registrant with a confirmation response. 2.5.6 The contractor shall provide a cumulative report listing of registrations and collected funds during the duration of this task. The contractor shall submit the report to the GSA FTS Project Manager on a weekly basis at a minimum. 2.5.7 The contractor shall manage the deposit, accounting, and transfer of funds, and hold all collected funds in a dedicated account. 2.5.8 The contractor shall utilize conference registration funds collected to purchase and pay for all materials and services required in this statement of work and bill GSA FTS Region 5 for remaining final costs at the end of task performance. 2.5.9 The contractor shall provide detailed report tracking all moneys collected, receipts, bills, credit card processing and service fees and associated statement fees detailing all funds expended on behalf of this event, and detail of remaining owed balance by GSA FTS Region 5 no later than August 15, 2004. 2.6 TASK VI. Event Support. 2.7 TASK VII. Post Event. 2.8. Other Requirements. 2.8.1 The contractor shall attend meetings and In-progress reviews (IPR). The contractor shall prepare a summary report and deliver it to GSA documenting any conference calls and project meetings. 2.8.2 The contractor shall attend kickoff conference call or meeting when scheduled and provide post-meeting minutes to GSA FTS Project Manager not later than two business days after meeting. The contractor shall attend IPR via teleconference or in person as needed and approved by GSA FTS Project Manager throughout the performance period to discuss progress and results, including implications. 2.9. Expertise and Experience. The contractor shall provide personnel with the skills and in depth expertise and experience that is required to successfully complete all tasks. The contractor shall provide personnel that possess professional, financial, program and organization expertise. DELIVERABLES 3.0.1 Contractor activities shall be documented weekly and submitted in a Weekly Status Report (WSR). Contractor’s commercial format for all deliverables is subject to Government acceptance. The WSRs are due the 1st business day of each week. The GSA FTS Project Manager will have two workdays to review deliverables and provide written acceptance/rejection. Deliverables are to be transmitted electronically via email to the attention of cheryl.carufel@gsa.gov and cc judith.magana@gsa.gov. 3.0.2 All deliverables shall be produced and delivered electronically. All material, documents, notes, records, software tools acquired, and/or software produced by the contractor including all code and source documents, under this statement of work shall become property of the U.S. Government, which shall have unlimited rights to all materials and determine the scope of publication and distribution. The contractor shall be required to deliver electronic copies of all documents, notes, records, and software to the Government upon termination of the contract services or expiration of the contract period. To the fullest extent possible, the contractor shall use processes taking full advantage of electronic storage, distribution and manipulation of information. 3.1. Performance Bond/Insurance. The contractor shall be responsible for providing evidence of a performance bond or proof of insurance covering the period of performance for this contract, to cover the collection and handling of conference registration funds. The contractor is required to submit written proof of bonding or insurance within five days of contract award along with completed Standard form 1418, see attachment 2. The form can be accessed via the GSA web portal under the Forms Library at: http://www.gsa.gov/Portal/gsa/ep/formslibrary.do Reference: FAR 52.228-16 Performance and Payment Bonds-Other Than Construction (July 2000) The Contractor shall furnish a performance bond (Standard Form 1418) or insurance for the protection of the Government in an amount equal to 50 percent of the original contract price. 3.2. Milestone Plan and Deliverables. To ensure this project makes effective progress towards the objectives, and meets required delivery dates, the contractor shall establish and maintain a Milestone Plan. The contractor shall include a Milestone Plan with proposal. The Milestone Plan shall contain at a minimum the critical elements as defined in the Critical Elements table, which the vendor should contact Cheryl Carufel , (312) 886-3804, cheryl.carufel@gsa.gov to obtain a copy. The table briefly outlines the critical project deliverables and delivery dates.3.3 Proposal shall also list and provide detailed explanation of the following charges: 3.3.1 Proposal shall include an itemized break down of all associated labor charges including any special labor or overtime labor charges. 3.3.2 Proposal shall include an itemized break down of all equipment and materials charges. 3.3.3 Proposal shall include on-site event coordination support personnel for conference period to include, but not limited to June 28 through June 30, 2004. 3.3.4 Proposal shall include any on-site AV, sound, lighting and production technical support during pre-conference set-up, rehearsal and during conference; including coverage after hours if necessary for any changes or adjustments to program requirements. 3.3.5 Proposal shall include all shipping for delivery and return charges for equipment. All shipping of deliverables shall be the responsibility of the contractor. 3.3.6 Transportation charges. 3.3.7 Travel charges. 3.4 Other Reporting Requirements. In addition to the deliverable requirements identified above, the contractor shall comply with the following: 3.4.1 The contractor shall attend project related meetings as required. 3.4.2 The contractor shall bring problems or potential problems affecting required deliverables and delivery to the attention of the GSA FTS Project Manager as soon as possible. Verbal reports shall be followed up with written reports when directed by the GSA FTS Project Manager. 3.4.3 The contractor shall provide in writing the results of all meetings with the GSA FTS Project Manager that affect deliverables, delivery dates, change conditions, or result in additional agreements or requirements to the GSA FTS Project Manager. 3.4.4 The contractor shall prepare additional written reports as required and negotiated. PERFORMANCE 4.1. Period of Performance. The period of performance for work to be accomplished under this statement of work shall start upon Government notification to the contractor of contract award and end no later than August 31, 2004. Place of Performance. The performance shall be at the Fairmont hotel conference facilities located at 200 North Columbus Drive, Chicago, Illinois. The contractor shall support meetings at the contractor's facility, at the GSA FTS Region 5 office in Chicago, IL, or other locations as required/designated by the GSA FTS Project Manager. 4.3. Travel. All travel arrangements for contractor staff and the GSA FTS selected lunch speaker shall be the responsibility of the contractor including, but not limited to, airline reservations, hotel reservations and ground transportation reservations. 4.4. Personnel. The contractor shall submit the names, titles, and job descriptions of all potential personnel selected to perform under this contract to the GSA FTS Project Manager in electronic format via email for review and acceptance/rejection a minimum of 3 days prior to personnel being assigned to the task. The job descriptions shall indicate the expertise required. The contractor shall honor local union trade requirements as needed. The contractor shall make every effort to retain personnel in order to ensure continuity until contract completion. If it should become necessary to substitute or replace personnel, the contractor shall immediately notify the GSA FTS Project Manager in writing of any potential vacancy. SECURITY 5.1 Clearances. Contractor personnel do not need to possess security clearance, however a valid photo ID is required to enter the Federal Building at 230 South Dearborn Street, in Chicago, Illinois. The government will provide access to facilities consistent with security clearances and a need-to-know. Contractor agrees to comply with any and all security policies and procedures of the Fairmont Hotel in Chicago, Illinois. Identification of Non-Disclosure Requirements. The contractor shall enter into a non-disclosure agreement as requested by the Government. Any and all information prepared during the performance of this contract shall have restricted distribution within the selected contractor organization. Privacy Act. Work on this project requires that personnel have access to Privacy Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations. 6.0 ADMINISTRATIVE CONSIDERATIONS 6.1 Fairmont Hotel Points of Contact, Barbara Sephson, Convention Services Manager, The Fairmont Hotel Chicago, 200 N. Columbus Dr., Chicago, IL 60601, (312) 565-6664, (312) 946-7953 (fax), barbra.josephson@fairmont.com, Tim Walsh, Director of Sales Presentation Services, The Fairmont Hotel Chicago, (312) 565-1101, (312) 565-4935 (fax), twalsh@ps-av.com, EVALUATION CRITERIA, 7.0.1 The contractor shall provide a technical proposal, and price proposal in response to the statement of work to be considered for award purposes. The price proposal shall be separate from the technical proposal. Proposals shall be submitted through electronic submission via email to cheryl.carufel@gsa.gov, no later than March 22, 2004. 7.0.2 This will be a best value procurement. The Government may award a contract based on initial offers received, without discussion of such offers. Each proposal submitted should be the most favorable terms that you (the contractor) can submit to the Government. It is critical that your proposal addresses all price aspects as related to your offer. In addition, proposals shall include proposed staffing documents stating job titles, expertise and experience to support this requirement. Job staffing titles and skill level descriptions shall be identified in the price proposal of proposed labor categories. 7.0.3 The award will be made as a "best value' award. The award decision will be based on the following criteria, which are listed in the order of importance. Technical factors, when combined, are more important than price. A. Past Performance and Experience, B. Technical Approach and Expertise, C. Price. 7.1 The Technical Proposal shall include the following: 7.1.1 Past/Present Performance: (a) Each offeror shall submit a narrative description of the three most recent projects include the project/contract number your company has completed or is currently performing which is similar in scope and price to this statement of work. Each project reference shall include a project name/brief description, and a contracting and technical point of contact. Point of contact information shall include contact name and title/position, phone and fax numbers, email and mailing addresses. Each project reference shall include the contract award date and completion (or estimated completion) date. Each project reference shall include sufficient detailed information to determine the relevance of the reference to the subject requirement. The contractor shall submit the Performance references with the proposal. (b) The Government may supplement the information you provide with any other information it may obtain from any other source including its own experience with your firm or any proposed sub-contractor firms, or information concerning your performance from any other reliable source. 7.1.2 Technical Approach and Expertise shall demonstrate: (a) Knowledge and understanding of the requirement(s) as defined in the statement of work. The technical proposal shall include sufficient documentation to demonstrate a detailed understanding of the requirement. The proposal shall address each requirement identified in the statement of work to ensure you (the contractor) have a thorough understanding of the requirement (b) Methodology and analytical techniques to include the following: Logical sequence of tasks required shall accomplish all requirements. The technical proposal shall include a detailed Milestone Plan addressing all critical aspects of project implementation from the date of project award. The proposal shall identify specific techniques and steps, including any and all Government coordination that is anticipated to be required, which will be applied during the accomplishment of all tasks of this project. (c) The contractor shall provide the Milestone Plan identifying the use of generic methodology to be implemented to ensure deliverables, critical elements and delivery dates are met in accordance with the statement of work. 7.1.3 Price. The contractor’s price proposal shall include all costs for the period of performance as defined in the statement of work. Travel should be included in the price proposal. The price proposal shall clearly identify all labor rates. A complete project staffing plan table (excluding personnel names) shall be submitted with the price proposal. The contractor’s proposal shall identify the contractor’s TIN and DUNS codes, and confirm current registration in the CCR (Central Contractor Registration) to register in the CCR: http://www.ccr.gov. 8.0 KICKOFF MEETING. Not Later Than 2 days after award or as soon as possible The Contractor shall initiate work on this project by meeting with key GSA FTS Region 5 Representatives to ensure a common understanding of the requirements, expectations, and ultimate end products. The contractor shall discuss the overall understanding of the project and review the background information and materials provided by the GSA FTS Region 5 Representatives. Discussions will also include the scope of work, deliverables to be produced, how the efforts will be organized and project conducted, assumptions made/expected and results. A concerted effort shall be made to gain a thorough understanding of the expectations. However, nothing discussed in this or in any subsequent meetings or discussions between the GSA FTS Region 5 Representatives and the Contractor without a written agreement shall be construed as adding, deleting, or modifying any task order requirements, including deliverable requirements and due dates. If you have any questions concerning this procurement, request you may contact the GSA FTS Project Manager Cheryl Carufel at 312-886-3804 or you may forward questions via e-mail to cheryl.carufel@gsa.gov 9.0 PROCEDURES FOR PAYMENT. The invoice shall reflect the final charges less all payments in advance where registration fees were utilized. The contractor shall submit invoice, receipts, and supporting documents, to allow the GSA FTS Project Manager to electronically accept and certify services received by the GSA FTS. In addition, a hard copy of the invoice shall be forwarded to: Cheryl Carufel, GSA Federal Technology Service, 230 S. Dearborn St., Room 3380, Chicago, IL 60604, (312) 886-3804, cheryl.carufel@gsa.gov, Failure to comply with the procedures outlined may result in payment being delayed. 10.0 PERSONAL SERVICE. This statement of work is not being used to procure personal services prohibited by the Federal Acquisition Regulation (FAR) Part 37.104 titled “Personal Services Contract”. 11.0 SECTION 508. All services and products provided in response to the requirements identified in the attached Statement of Work shall comply with Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), and the Architectural and Transportation Barriers Compliance Board Electronic and Information Technology (EIT) Accessibility Standards (36 CFR part 1194). FAR 52.252-2 applies to this acquisition. Full text of a clause may be accessed electronically at this address: http://www.arnet.gov/far. FAR 52.212-1 applies to this acquisition. FAR 52.212-2 shall apply to this acquisition see evaluation criterion above paragraph 7.0.1. PROPOSALS SHALL INCLUDE A COMPLETED COPY OF THE PROVISIONS AT FAR 52.212-3. FAR 52.212-4 applies to this acquisition. FAR 52.212-5 applies to this acquisition -- FAR 52.212-5(b): The following additional FAR clauses apply to this acquisition: 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.225-5, 52.232-33, and 52-222-41. Offers are due no later than March 22, 2004, 4:00 p.m., Central Standard Time, to; GSA Federal Technology Service, Attn: Cheryl Carufel, 230 S. Dearborn St., Room 3380, Chicago, IL 60604, (312) 886-3804, or e-mail at cheryl.carufel@gsa.gov, Facsimile responses are not acceptable. For information regarding this RFP.
Web Link: Link to FedBizOpps document.
(http://www.eps.gov/spg/GSA/FTS/5T/GS05T04BR0005/listing.html)
Place of Performance: Address: The Fairmont Hotel Chicago 200 N. Columbus Dr. Chicago, IL 60601; Zip Code: 60601; Country: USA
Record: SN00545623-F 20040317/040315225110 (fbodaily.com)
Source: FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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R -- Registration and Conference Support