SOLICITATION NOTICE
R -- EVENT PLANNER FOR
- Notice Date
- 12/1/2005
- Notice Type
- Solicitation Notice
- NAICS
- 541613
— Marketing Consulting Services
- Contracting Office
- Department of State, Office of Logistics Management, Acquisition Management, P.O. Box 9115 Rosslyn Station, Arlington, VA, 22219
- ZIP Code
- 22219
- Solicitation Number
- SAQMPD06Q1006
- Response Due
- 12/13/2005
- Archive Date
- 12/28/2005
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition (FAR) subpart 12.6, Acquisition of Commercial Items. The U.S. Department of State, Bureau of Human Resources, Office of Recruitment, Examination and Employment anticipate awarding a single award, firmed-fixed price purchase order for Event Planner services. The announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. This solicitation is 100% set-aside for Small Business. The North American Industry Classification System (NAICS) code for this acquisition is 541613, with a small business size standard of $6,000,000.00. The government plans to award a commercial item purchase order to the bidder with most advantageous bid to the government. The period of performance is one year from the date of award. To be eligible for award you must be properly registered in the government's Central Contractor Registration (CCR). Offerors may obtain information on CCR registration by calling 1-888-227-2423, or via internet @ www.ccr.gov. The selected offeror must comply with the following commercial items terms and conditions. FAR 52.212-1, Instructions to Offerors ? Commercial and 52.212-2 Evaluation ? Commercial Items, applies to this acquisition. The selected Offeror must submit a completed copy of the provision at 52.212-3, Offeror Representations and Certifications - Commercial Items. FAR 52.212-4, Contract Terms and Conditions - Commercial Items, applies to this acquisition. The following FAR clauses in paragraph (b) of FAR clause 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders - Commercial Items, will apply: 52.222-21, 52.222-26, 52.222-35, 52.222-37, 52.225-13, 52.232-34. The full text of a FAR clause may be accessed electronically at http://www.acqnet.gov/far. The Department of State must receive quotes no later than 5:00 P.M. Eastern Standard Time Friday, December 13, 2005. Anticipated award date is contemplated for December 30, 2005. (See attached SF 1449) Background HR/REE has a requirement to attract and recruit qualified, diverse applicants into the U.S. Department of State. The Department?s HR marketing group has determined, after reviewing secondary market research data, including total population, diversity composition, educational attainment, and geographic location (to coincide with Diplomat in Residence locations and diverse organizations? annual national conferences), that customized, Department-specific recruiting/networking events should be a key part of its outreach efforts to attract culturally diverse, entrepreneurial, corporate, business and student professionals into the Department?s many Civil Service and Foreign Service programs. The Department determined that when considering the logistics of developing events of this scope and magnitude, it is necessary, from a time-efficiency and cost-effectiveness perspective to build a partnership with an organization that has experience in conducting events, as well as established relationships with minority organizations in selected markets. In addition, a proven track record with Federal customers, who have recruiting processes similar to the U.S. Department of State for both Civil and Foreign Service career opportunities, is required. Specifically, the contractor will serve as the event planner, in conjunction with the Department, for a series of career panel presentations and one-on-one networking events. These events will be known as U.S. Department of State ?Careers in the Foreign Service Diversity Networking Nights? and will target local market educators, graduate students and alumni; targeted affiliate organizations; interest groups; local government representatives and business leaders. Requirement Under the scope of this project, the contractor must demonstrate the highest degree of professionalism, customer focus, adaptability, innovation, commitment and responsiveness in meeting, and exceeding, the Department?s expectations and driving targeted results. The event planner will provide service for nine events, with five events tentatively set for January 9, 2006 through March 8, 2006, with specific dates for the remaining four to be determined at a later date.. It is expected that approximately 150 people will attend each of the events. The Event planner will conduct outreach to prospective attendees and organize all events that are to be held in Atlanta, GA, San Antonio, TX, Houston, TX, Miami, FL, Raleigh, NC, Chicago, IL, Detroit, MI, New York, NY and Philadelphia, PA. In addition, the contractor will complete the following work: (a) Develop and implement nine (9) diversity-focused events for mid-career professionals using targeted online and offline programs, including marketing on website owned and operated by contractor; outreach to local media venues; communications with strategic partners and alliances; and electronic communications to promote customized events. (b) Provide demographic market analysis and target market recommendations. The contractor will provide in-depth market analysis for nine (9) U.S. markets, including, but not limited to: Atlanta, GA; San Antonio, TX; Houston, TX; Miami, FL; Raleigh, NC; Chicago, IL; Detroit, MI; New York, NY; and Philadelphia, PA (c) Manage, negotiates, and facilitates all phases of event planning and logistics including scheduling the facility to accommodate all attendees. (d) Collaborate with U.S. Department of State marketing staff and external public relations and advertising vendors to market and promote events. (e) Capture online and offline metrics and submit weekly reports to client. (f) Develop follow-up marketing campaigns to maintain ongoing relationships with event attendees and interested parties. METHOD FOR AWARD This will be a best value procurement. The award shall be made to the contractor whose quote represents the best value to the Government considering the following factors listed in descending order of importance. A purchase order will be awarded to the Contractor whose proposal is determined to best meet the needs of the Government after consideration of all factors. The Government may award the task order based on initial offers received, without discussion of such offers. A. Technical knowledge and approach B. Breadth of experience C. Federal references for past performance D. Timeliness of job performance E. Price TECHNICAL EVALUATION CRITERIA A. Technical knowledge and approach: i) The contractor?s understanding of the requirements, as indicated by their proposed technical approach to the subject. ii) The ability to provide the services described as required. B. Breadth of experience The quality and accuracy applied to similar work, performed in diversity-specific online and offline event planning, promotion, and marketing must be similar in scope and complexity. A diverse staff with substantial knowledge of the U.S. Department of State and, in particular, its diversity recruitment efforts, is critical. C. Federal References for Past Performance The offeror shall provide the following information on the last two projects for same or similar work that it has either worked on or completed. The required information is as follows: Customer or agency Contract Number, if applicable Contract Type (Firm Fixed Price, Labor-Hour, Cost Plus Fixed Fee, etc.) Period of Performance Two points of contact for reference checks with current telephone numbers (both voice and email) Brief description of work performed, including objectives, results and detailed metrics Biographies of key personnel D. Timeliness of job performance The bidder/contractor must be able to undertake the work immediately upon the contract being awarded. The contractor must be prepared to start work within one week after the award of the contract. E. Contract Price The offeror shall submit their pricing information on Standard Form 1449. F. Delivery of Proposals The quote shall be submitted to the location set forth below not later than 5:00p.m. Eastern Standard Time on December 13, 2005. Hand-carried quotes and quotes delivered by express mail (e.g., Federal Express) will be accepted Monday through Friday, except on Federal Holidays. Quotation may be faxed to the attention of Gwendolyn Mansfield at (703) 875-6085 or sent in soft copy to mansfieldg@state.gov. Late quotes shall be handled in accordance with FAR 15.208. Hand Delivery & Express Mail Address: U.S. Department of State Office of Acquisition Management Attn: Gwendolyn Mansfield, Room 200 1701 North Fort Myer Drive (at 17th Street entrance) Arlington, VA 22209 U.S. Post Office Delivery Address: U.S. Department of State Office of Acquisition Management Attn: Gwendolyn Mansfield, A/LM/AQM/INF/TEL P.O. Box 9115, Rosslyn Station Arlington, VA 22219 Your quote shall be marked with RFQ No. SAQMPD06Q1006. A cover letter may accompany your quote to set forth any information that the offeror wishes to bring to the Government?s attention. QUOTE PREPARATION COSTS. This RFQ does not commit the Government to pay any costs incurred in the submission of any proposal or in making necessary studies for the preparation thereof. The RFQ does not commit the Government to procure or contract for said services. The contracting officer is the only individual who can commit the Government to the expenditure of public funds in connection with this proposed procurement. COMMUNICATION CONCERNING REQUEST FOR QUOTATION Only the individual show in Block 7 of the Standard Form 1449, Solicitation/Contract/Order for Commercial Items, or the Contracting Officer, may be contacted regarding this RFQ. Communication concerning this RFQ with any other Government personnel, including contractor support personnel, is prohibited unless specifically authorized elsewhere herein. If such contact occurs, the Offeror making such contact may be excluded from award consideration. All questions concerning this RFQ shall be submitted to Gwendolyn Mansfield at the e-mail address of mansfieldg@state.gov or via telephone (703) 875-6049, or fax 703-875-6085.
- Place of Performance
- Address: To Be Determined.
- Record
- SN00942757-W 20051203/051201211756 (fbodaily.com)
- Source
-
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