SOLICITATION NOTICE
R -- SSA Homeless Outreach Projects & Evaluation (HOPE) Annual Conference
- Notice Date
- 2/1/2005
- Notice Type
- Solicitation Notice
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- Social Security Administration, Deputy Commissioner for Finance, Assessment and Management, Office of Acquisition and Grants, G-C-7 East High Rise Building 6401 Security Blvd., Baltimore, MD, 21235
- ZIP Code
- 21235
- Solicitation Number
- SSA-RFQ-05-1183
- Response Due
- 2/9/2005
- Archive Date
- 4/30/2005
- Small Business Set-Aside
- Total Small Business
- Description
- The Social Security Administration (SSA) needs conference planning services for SSA?s Homeless Outreach Projects and Evaluation (HOPE) Conference to be held at an ADA accessible hotel selected by vendor in the Inner Harbor, Baltimore, Maryland with 125-160 attendees on April 19-20, 2005, 8:00-5:00 each day. The performance period is from award through May 17, 2005. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation number is SSA-RFQ-05-1183, and the solicitation is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-26. This acquisition is a total small business set-aside with NAICS code 561920, small business standard of $6.0 MIL. Vendor shall provide the following services: A) PRE-CONFERENCE ACTIVITIES: TASK 1: Post Award Meeting: vendor shall contact the SSA Project Officer (PO) within 3 business days after award to arrange a conference at SSA headquarters in Woodlawn, Maryland (or teleconference) to discuss in detail the project. SSA will provide vendor at award: 1) Proposed table of contents of conference packages and 2) Proposed invitation list. TASK 2: Conference Facilities: Vendor shall negotiate with a hotel in the Baltimore Inner Harbor for meeting space, meals, audio visual (A/V) equipment, and the Government rate for sleeping rooms for approximately 125-150 people. Vendor shall provide a report detailing the conference space, hotel rooms and services for PO?s review within 10 days of award, and shall execute the hotel/conference contract(s) to provide the facilities and services in the report within 3 days of PO approval. Vendor shall provide the following hotel facilities: A) 1 main conference room meeting the following requirements: 1) for plenary sessions and working lunches; 2) round table setup; and 3) 1 head table for 4 speakers and speaker podium; B) Four breakout rooms for the 2 day meeting the following requirements: speaker podium and head table in each room to accommodate 4 speakers; 1 breakout room: round table style (10 persons at each table); and 3 breakout rooms: auditorium style; C) 1 administrative room for 2 conference days set up office-style, with telephone service; and D) A/V services for 1 general session room and 4 breakout rooms. Vendor shall also provide A/V equipment and supplies for 2 conference days to include: 6 LCD projectors with screens (2 for general session (GS)), 1 for each breakout room (BO), 6 carts with drapes for LCDs (2 for GS/1 for each BO), 8 flip charts (4 for GS/1for each BO), 4 tabletop microphones for the GS, 1 podium and microphone for the GS, 8 cordless lapel microphones (2 for each BO), 12 cordless handheld microphones (4 for GS/2 for each BO), internet service for GS (for evaluation vendor presentation), 1 printer (compatible with Dell C600 laptop running Windows 2000) for the Administrative Room (AR), 1 copier for the AR, pens and paper for attendees, return mailing envelopes and labels for binders and materials, 2 welcome signs for the GS and 1 for each BO, TASK 3: Food Services: Vendor shall arrange and facilitate food and non-alcoholic beverage (catering) services for 2 conference days to include lunches and a.m. and p.m. breaks taking into consideration any special dietary accommodations. TASK 4: Conference Invitations ? format, distribute and coordinate responses?invitation language provided by PO for vendor formatting upon award. Vendor shall submit a draft invitation letter including a request for reservation/registration response via email to PO for approval within 10 days of award. PO will approve/provide feedback within 1 business day of receiving the draft, and within 2 days of PO approval, vendor shall send invitations to all participants via email. Vendor shall manage reservation responses and make reasonable efforts to secure attendee conference reservations. PO will provide attendee contact information. Vendor shall maintain an up-to-date electronic list of attendees and shall group list by attendee type (grantee, SSA/DDS liaison, SSA central office (CO) staff to include: 1) status of conference reservations, 2) requirements for special accommodations (wheelchair/scooter, assistive listening service, interpreter, personal assistant, etc.) and provide list to PO via email on a weekly basis and upon request. TASK 5: Agenda and Evaluation Forms. Vendor shall prepare the agenda and evaluation form formats based on information/text provided by PO. SSA will work with vendor to prepare the agenda and evaluation formats and provide other technical support as needed. Vendor shall submit a draft agenda and draft evaluation forms to PO for approval via email within 21 days of award. PO will provide approval or comments regarding the need for revision(s) within 2 days of receipt of the draft, and vendor shall finalize the draft within 2 days of PO approval. TASK 6: Conference Packages. Vendor shall prepare, deliver and distribute a conference package to each participant, and also provide an extra 20 sets. This package will include the agenda, a welcome letter from SSA, SSA-provided material, tourist information on the conference site, and evaluation forms. Vendor shall provide a binder, folder or similar item to hold the conference materials. Also, vendor shall provide large envelopes and shipping labels for the participants to self address for vendor to mail binder and any conference materials to participants at the end of the conference. Vendor shall submit a sample final conference package to PO within 40 days of award for approval before duplication of the packages. PO will provide approval or comments regarding the need for revision(s) within 3 days of receipt of the draft, and vendor shall finalize the draft within 3 days of PO approval. SSA will provide vendor with copies of other SSA public information material (i.e., pamphlets and the Red Book) and training materials from the evaluation vendor, Westat, for distribution at the conference. Vendor shall communicate with and assist Westat, the evaluation vendor, during conference. Vendor shall provide and distribute copies of the conference packages in alternative format (i.e., Braille, large print, disk or tape) as necessary. SSA will provide its public information materials in alternative format to vendor as necessary. The need for alternate formats will be determined from attendees, conference reservation information and SSA guidance. TASK 7: Sign Language Interpretation Services (if necessary) Vendor shall secure and facilitate a sign language interpreter services if necessary. Need for interpreters will be determined from attendee conference reservation information and SSA guidance. SSA estimates there will be need for a maximum of 12 interpreters. B. CONFERENCE ACTIVITIES Vendor shall provide, arrange and facilitate conference activities including: 1) Registering all conference participants, ensuring that the registration process meets the requirements of the Americans with Disability Act; 2) Providing name tags to all attendees. Name tag must show the participant?s name, organization and location; 3) Providing identification tent cards for speakers at the head tables in all rooms; 4) Handling onsite emergencies such as electronic equipment failure; 5) Ensuring that the conference rooms are set up properly and that A/V equipment is working; 6) Assisting with microphones in plenary session during question and answer segments; 7) Resolving all accessibility issues, including mobility, interpreters, and alternative format handouts; 8) Coordinating facilities for individuals with disabilities; 9) Distributing conference packages and affiliated materials and information; 10) Maintaining communication/providing status to PO regarding conference activities; 11) Maintaining communication/ensuring efficient coordination with conference facility personnel, food and beverage service providers, equipment providers, etc.; 12) Collecting daily conference evaluation forms; 13) Providing at least 3 on duty staff throughout the conference to resolve any unexpected issues that may arise, and 14) In general, maintaining project flexibility. C. POST CONFERENCE ACTIVITIES: Vendor shall mail all conference materials to participants. Vendor shall compile, evaluate and analyze the results of the conference evaluation forms. Vendor shall submit a draft report, including the original evaluation forms, to PO via email within 14 days after the conference. PO will provide approval or comments regarding the need for revision(s) within 5 days of receipt of the draft. Upon PO approval, vendor shall finalize the report within 3 days and send 3 copies to PO. Vendor shall submit a final list of attendees to PO within 7 days after the conference. D. REPORTS AND DELIVERABLES: Vendor shall prepare status reports to PO via email on a weekly basis, detailing progress in all critical areas of the project. The frequency and content of the reports may be changed by the PO. NOTE: In addition to the paper copies for each report/deliverable, vendor shall provide an electronic version of each report/deliverable to PO. The clause at 52.212-4, Contract Terms and Conditions - Commercial Items, applies to this acquisition. The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders - Commercial Items, applies to this acquisition and the following additional FAR clauses cited in the clause are applicable to the acquisition: (b)(5)(i), (b)(14), (b)(15), (b)(16), (b)(17), (b)(18), (b)(19), (b)(20), (b)(26), and (b)(32). INSTRUCTIONS TO OFFERORS: The following provisions at FAR 52.212-1, Instruction to Offerors, Commercial Items, (tailored) apply to this acquisition: (b) (1), (3), (4), (6), (7), (8), (10), (11), (c), (f), (g), and (j). All quotations shall be clearly marked with ?SSA-RFQ-05-1183,?and shall contain the following: 1) Price quotation, separate from technical submissions, including a detailed breakout of: labor (firm fixed price)- labor categories, descriptions, number of labor hours for each category and labor rates, segregated by tasks; other direct costs (firm fixed price)? if any, identify all cost elements and applicable overhead rates; and other than local travel (cost reimbursable)? not to exceed amount--if any, identify all cost elements (i.e. per diem, lodging, airfare, etc.) and applicable overhead rates (profit/fee not applicable); and incidentals; 2) Detailed project implementation plan, not to exceed 15 single-spaced typed pages, outlining how you would perform the work, including: A) How you would organize, manage and staff the project, including skill categories and hours required to accomplish the work effort and what parts (if any) you would subcontract, B) Your proposed conference site, including how the facility would meet all SSA?s space requirements, and a description of food/beverages you propose to provide and C) How you would provide the required editing services (skill categories and hours) to show your ability to meet editing deadlines; and 3) References for experience and past performance: provide information for 3 past or current projects completed within the past 3 years that are similar in size, scope, and complexity) to the work required. Each project description shall include: A) Name, address of the client organization; B) Contract number, if applicable; C) Name, title, telephone and fax numbers and email address of a currently available client point of contact/reference; D) Description of the work performed, including parts subcontracted; E) Performance period, and F) Dollar value. EVALUATION: The provisions at FAR Part 52.212-2, Evaluation - Commercial Items (tailored) apply to this acquisition. Paragraph (a) is tailored as follows: the Government will award an order resulting from this request for quotation to the offeror whose quote represents best value to the Government, price and other factors considered. The following factors shall be used to evaluate quotations: price, project implementation plan, experience and past performance. REPRESENTATIONS AND CERTIFICATIONS: Quoters must complete the annual representations and certifications electronically via the ORCA website at http://orca.bpn.gov. After reviewing the ORCA database information, the quoter verifies by submission of this quotation that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications--Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this quotation and are incorporated in this quotation by reference (see FAR 4.1201), except for paragraphs ____ (Quoters shall identify the applicable paragraphs at (b) through (i) of this provision that the quoter has completed for the purposes of this solicitation only, if any. Responses must be submitted by 3:00 p.m. Eastern Standard Time, February 9, 2005, addressed to the Social Security Administration, Office of Acquisition and Grants, Attn: Andrew Klimas, G-C-7 EHR, 6401 Security Boulevard, Baltimore, Maryland, 21235, OR emailed to Andrew Klimas at andrew.klimas@ssa.gov., OR faxed to Andrew Klimas at (410) 966-0870. All responsible small business sources may submit a quotation that shall be considered by the Agency. Quotations submitted by other than small businesses will be rejected.
- Place of Performance
- Address: Social Security Administration, 6401 Security Boulevard, Baltimore, Maryland
- Zip Code: 21235-6401
- Country: US
- Zip Code: 21235-6401
- Record
- SN00743825-W 20050203/050201212447 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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