SOLICITATION NOTICE
R -- Logistical Support Service in Morocco
- Notice Date
- 9/6/2006
- Notice Type
- Solicitation Notice
- NAICS
- 561990
— All Other Support Services
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, Nat'l Institute of Diabetes, Digestive, & Kidney Diseases, 2 Democracy Plaza, Suite 700W 6707 Democracy Blvd., MSC 5455, Bethesda, MD, 20892-5455
- ZIP Code
- 20892-5455
- Solicitation Number
- NIH-NIDDK-06-1040
- Response Due
- 9/18/2006
- Archive Date
- 10/3/2006
- Description
- This is a combined synopsis/solicitation for logistical services prepared in accordance with the format in FAR 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation and a separate written solicitation will not be issued. This solicitation number is NIH-NIDDK-06-1040, and is issued as a Request for Quotation (RFQ). The solicitation/contract will include all applicable provisions and clauses in effect through Federal Acquisition Circular 2001-27. The North American Industry Classification (NAICS) Code is 561990 and the business size standard is $6 million. However, this solicitation is not set aside for small business. This acquisition is being conducted using Simplified Acquisition Procedures in accordance with FAR Part 13. The National Institutes of Health (NIH), National Institute of Child Health and Human Development (NICHD), has a requirement to procure Logistical Support Service in Morocco. The NICHD is organizing a 3-day meeting in collaboration with the Ministry of Health of the Kingdom of Morocco on Strengthening Newborn Screening in North Africa and the Middle East. The conference will be held in Marrakech, Morocco on November 13-15, 2006. The conference will bring together approximately 80 leading investigators and health care providers from 15 countries in the Middle East, North Africa, Europe, North America and Asia to establish a network of research and technical collaboration. It is imperative to have a contractor on the ground in Morocco to oversee the organization of the meeting which includes communication with participants, travel and lodging arrangements, meeting logistics and material distribution. The contractor must have experience with international workshops, be fluent in English, have a US bank account, handle travel and all logistical arrangements, and have close working relations with the meeting cosponsor, the Moroccan Ministry of Health. All of the following must be met by the Contractors: a) Fluency in English and French b) Financial management of the event c) Estimates of hotel contract including local transportation d) Travel coordination and reimbursement e) Meeting space and contract negotiations f) Simultaneous interpretation during the conference (Translation in French and English) g) Communication with all conference participants including email, fax and mail h) Onsite management including meeting registration i) Press release and website development j) Previous work with the United State entities k) United States Bank Account The contractor shall provide management and administrative support and all services necessary for successful conduct of the meeting to be held at a conference facility designated by NICHD in Marrakech, Morocco; and shall perform the following type of work assignments: Pre-Meeting: Secure a meeting site in Marrakech, Morocco (preferred hotel is Palmeraie Golf Palace, second choice is the Le Meridien N?fis, third choice for meeting facilities is the Marrakech Convention Center); and negotiate hotel/facilities rates. Pay hotel/facilities deposits; Make travel and lodging arrangements for approximately 75-80 participants primarily from North Africa and the Middle East, who will also receive reimbursement for per diem and other travel related expenses (the lodging arrangements should be made at the same location as the conference facility, if possible). Arrange for extra night for 10 participants involved in additional session to be held on November 16th; Arrange for meeting room sufficient to accommodate 120 participants (including speakers and other participants) for the 3-day meeting; an additional room for break out poster sessions that can accommodate 50-60 persons. Secure a meeting room for November 16th for half day workshop for Moroccan participants; Solicit travel information from 80 invited speakers and participants (out-of-town and local); Secure and pay for French/English interpreters and necessary interpretation equipment for the meeting; Create and manage website for meeting registration and posting of meeting information. Ensure that the website is structured in such a way as to allow it to be easily converted into a long term informational resource for conference participants and their colleagues in the region; Create original logo to be used on all materials relating to the meeting and on the website; Coordinate all pre-meeting mailings (email, fax and/or postal service) and provide logistical and informational support for the meeting participants; Prepare pre-meeting and meeting packages for all participants, to include an agenda, participant list, and other materials TBD and send to participants (email and/or postal service) and provide during the meeting; Develop detailed travel itineraries for speakers/travelers; Utilize a variety of transportation modes from the speaker?s/traveler?s residence or home institution to the specified destination; Purchase prepaid economy class airfare or other tickets for travel of federally sponsored participants (approximately 40); Make direct contact with the speakers/travelers to ensure that all arrangements are understood concerning travel; Mail meeting notices, updates and travel information to all participants (both email and/or postal service); Provide for all necessary support services, and other funding to cover hotel/meeting deposits, travel, per diem, for federally sponsored participants; Procure advance copies of presentations, and other resource material from participants and prepare binders containing copies of presentation and other printed meeting materials for distribution to participants during the meeting; Press release to be delivered to media outlets prior to meeting start date. Develop plan to incorporate press coverage during the meeting by inviting members of the press and coordinating delivery of information to members of the press. Meeting: Register guests upon arrival, providing them with their name tags, meeting binders/folders and any additional meeting materials; meeting materials should include agenda, participant list and other duplicated materials TBD. These materials should be prepared two weeks prior to meeting. The Contractor shall create table tents with provided logos, and printed name badges, with provided logos, in clear plastic holders attached to lanyards; Record names of all participants and observers upon arrival; 1 microphone/each 2 speakers, one for meeting chair/moderator around the table, two floor microphones and all necessary audiovisual equipment should be provided for the meeting; Determine and pay costs for appropriate support staff during the 3-day meeting including 1 person at registration desk to assist speakers and participants, register and record attendees; Provide on-site support; Determine and pay costs for a competent audiovisual technician to be available during the 3-day meeting to set-up and run PowerPoint presentations using an LCD projector and lap top or other PC compatible computer and provide any necessary support; Determine and pay costs for a photographer to create a visual record of the meeting?s presentations and discussions for incorporation into final meeting report. Post-Meeting Reimburse travelers/speakers for ground transportation and other travel-related expenses as permitted under Government Federal Travel Regulations and Government policies; Provide post-meeting services to include contacting and reimbursing all federally sponsored participants. The Contractor shall ensure all travel and per diem costs have been submitted and reimbursed; these services should extend for a period of two months after the conclusion of the meeting; Refashion website into long-term reference site to be maintained by subsequent organization (TBD) for use by participant and non-participant countries/groups. Add meeting report and other meeting related materials to the website; Prepare post meeting press release to be distributed to major press outlets. The project period will begin immediately after award and continue until January 30, 2007. Deliverables: Pre-Meeting Hotel sleeping and meeting rooms Interpreters Binders containing meeting materials and presentations Website Mailed meeting notices and orientation information for participants Travel Itineraries (Secure travel and accommodations for participants) Press Release Meeting Name tags, meeting materials Audiovisual equipment (projector, screen, microphones) Record of participants Post Meeting Close out of participant travel arrangements and reimbursements where necessary Photographs and negatives Updated website Post meeting press release The offeror must include a completed copy of the provision of FAR Clause 52.212-3, Offeror Representations and Certifications ? Commercial Items with its offer. The provisions of FAR Clause 52.212-4, Contract Terms and Conditions ? Commercial Items, applies to this acquisition. The addenda to the clause reads as follows: The offeror must include in their quotation, the unit price, the list price, shipping and handling costs, the delivery period after contract award, the prompt payment discount terms, the F.O.B. Point (Destination or Origin), the Dun & Bradstreet Number (DUNS), the Taxpayer Identification Number (TIN), and the certification of business size. The FAR Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders ? Commercial Items ? Deviation for Simplified Acquisitions, applies to this acquisition. The clauses are available in full text at http://www.arnet.gov/far. Interested vendors capable of furnishing the government with the item specified in this synopsis should submit their quotation to the below address. Quotations will be due on Sept. 18, 2006, thirteen (13) calendar days from the publication date of this synopsis. The quotation must reference ?Solicitation number? NIH-NIDDK-06-1040. All responsible sources may submit a quotation, which if timely received, shall be considered by the agency. Quotations must be submitted in writing to the National Institute of Diabetes and Digestive and Kidney Diseases 6707 Democracy Blvd., Room 775, Bethesda, Maryland 20817, Attention: Patricia Haun. Faxed copies will not be accepted.
- Record
- SN01134702-W 20060908/060906220350 (fbodaily.com)
- Source
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