SOLICITATION NOTICE
R -- Meeting management and Facilitation/Strategic Planning Serivces
- Notice Date
- 11/15/2006
- Notice Type
- Solicitation Notice
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- Corporation for National and Community Service, Procurement, Office of Procurement Services, 1201 New York Avenue, NW, Washington, DC, 20525, UNITED STATES
- ZIP Code
- 20525
- Solicitation Number
- HQLJR0702
- Response Due
- 11/30/2006
- Point of Contact
- Lionel Johnson, Purchasing Agent, Phone 202-606-6983, Fax 202-606-3488, - Bret Zieman, Senior Contract Specialist/Contracting Officer, Phone (202) 606-6987, Fax (202) 606-3488
- E-Mail Address
-
LJohnson@cns.gov, bzieman@cns.gov
- Small Business Set-Aside
- Total Small Business
- Description
- This solicitation is issued under the Federal Acquisition Regulation (FAR) Subpart 8.4, Federal Supply Schedules. The Corporation for National and Community Services, (Corporation) Office of Chief Operating Officer intends to award up to three (3) Blanket Purchase Agreements (BPAs) for Meeting Management and Facilitation/Strategic Planning Services. This requirement is set-aside 100% for Small Business. The NAICS Code is 541611 with a size standard of $6.5M. The period of performance will not exceed five years from the date of award. All firms or individuals responding must have a commercial and government entity code (CAGE Code), must be registered with the Central Contractor Registration (CCR) https://www.bpn.gov/ccr, and have a valid GSA/FSS schedule. All responsive emerging small business offerors will be considered by the agency. The following provisions apply: 52.212-1, 52.212-2, 52.212 and 52.212-4. You may prepare and respond via GSA e-Buy or download the solicitation and mail your quote to the address below. Fax requests will not be honored. Once the solicitation is posted, it is incumbent upon the interested parties to review this site frequently for any updates/amendments. The point of contact for this requirement is: Lionel Johnson, 202 606-6983. Mailing address: Corporation of National and Community Service 1201 New York Avenue, NW, Rm#8404, Washington, DC 20525 Attn: Lionel Johnson. If you plan to submit a quote, please email Mr. Johnson at ljohnson@cns.gov.. STATEMENT OF SERVICES: The contractor shall work closely with the Corporation?s Conference Manager and Program Units to offer a range of meeting planning services to support the Corporation in the areas of direct training, research and analysis, facilitation services, conference/meeting support, travel, and logistical support. Specific capacities that must be provided directly or through contract support include: a. Organize, perform and manage tasks necessary to support Corporation programs, and its personnel, to meet conference/event requirements and objectives. b. Expertise in the use of state of the art online conference management tools as well as other meeting technologies. c. An understanding of the rules and regulations that apply to conferencing activities for the federal government. d. Provide conference/event support, planning, and production as required (from small to large meetings, domestic only). The conferences/events may have a variety of purposes and objectives, and could take on a variety of forms (example: Orientations, Symposiums, Institutes, Workshops, Banquets, Networking Meetings, Special Events, etc). e. The capacity to design conference and meeting management training curricula, lesson or session plans, resource manuals, tip sheets, and toolkits as appropriate. f. Support communication and community outreach activities to encourage participation and support from academia, industry, and Federal, state and local governments at Corporation sponsored events g. Provide excellent meeting design and facilitation services in support of both large?several hundred person?meetings and small internal workgroups with as few as 10 people. h. Conduct grantee and community outreach and research including convening focus groups and listening sessions on such topic as grantee burden reduction, and grant process streamlining. i. Provide research and policy development support for issues related to program and grants management. j. Provide adjunct services as required. Adjunct Services include, but are not limited to the following: 1. Management of Computerized or Non-Electronic Registration & Fee Collection (including on-line Electronic Registration & Fee Collection) 2. Managing Honoraria payments for invited guests including grant reviewers and facilitators* 3. Managing invitational travel and expense reimbursements for invited guests including grant reviewers and facilitators* 4. Preparation of Event Materials and Information Packets 5. Mailings and Invitations 6. Production/Graphic Design 7. Exhibit Management 8. Budget Development and Financial Management 9. Conference/Event Site Selection, Reservation, Negotiation and Subcontract 10. On-site Supervision and/or Support 11. Conference Coordination 12. Communications Support 13. Collection, Coordination, and Preparation of Abstracts for Publication 14. Marketing, Publicity and Promotion 15. Event related Data Base Development, Management and Maintenance 16. Event related Web Page Design and Maintenance 17. Selection of Speaker, Exhibitors, or Lecturer 18. Pre-Conference Liaison and Staff support on Site at the Corporation 19. Conference Wrap-up and Evaluation 20. Facilitate Project Planning Meetings with Corporation staff 21. Post-Conference Activities 22. Travel* 23. Lodging Accommodations 24. Proceeding recording (audio or video) 25. Materials production (Including Signage, Nametags, Conference Badges, Special Event Tickets, Marketing documents and Conference and Event media) 26. Desktop Publishing 27. Transcription and/or Translation services and other reasonable accommodations as requested. 28. Workshop Session Tracking 29. Data entry and reports generation for events 30. Conference attendee evaluation and analysis *These activities are associated primarily with the Corporation?s peer review process, which brings professionals from around the country on average 3 to 4 times per year to review grant applications and make recommendations. These events can be a small and include only 10 to 20 reviewers, but two events each year will have approximately 250 to 300 people in attendance. These events require specialized support as follows: 1. Managing Honoraria payments for invited guests including grant reviewers and facilitators. Vendor will need to track attendance at the event and issue set amount Honoraria checks to the attendees. A typical honoraria amount is $800 per attendee and in a typical year 400 to 500 peer reviewers would be engaged in grant reviews for the Corporation. The Corporation will work with the vendor to ensure reimbursement within a 7 day period of when the check is issued. 2. Managing invitational travel and expense reimbursements for invited guests included grant reviewers and facilitators. The peer reviewers also receive a second check for per diem and occasional miscellaneous expenses reimbursement. 3. Travel. The vendor would be required to make travel arrangements including making reservations and purchasing airline tickets for Peer Reviewers. The Corporation will work with the vendor to ensure reimbursement of travel, per diem and honoraria expenses within a 7 day period after receiving an invoice. PRICING: (Anticipated unit cost categories) ? Daily rates for trainers and facilitators ? Hourly rates for project managers, project assistants and other technical support positions ? Facility locations when required Evaluation of Quotes The following criteria will be used in evaluating quotes. The Government will award a minimum of one, but up to three BPA?s to the bidders whose quotes offer the best overall value based on the following criteria. 1. Technical Qualifications 2. Demonstrated Past Performance/Experience in the same or similar services 3. Price given for the stated ?Sample Meeting Planning Need? as attached. 4. Content expertise as it relates to working with and understanding organizations that support national service and volunteerism. ?Sample Meeting Planning Need? Please provide a sample bid for the following services associated with a fictitious national meeting planned for three days (2 nights) in April 2007. The meeting must be held at a hotel in the Washington, DC Metro area and must be easily accessible by Metro. Specifications for the training meeting are as follows: A. 250 Sleeping rooms needed on peak. (10% of the attendees may be disabled) B. 1 (one) General Session Room set in rounds for 300. (3 plenary projected during the event) C. 10 meeting rooms for 25-40 people each ? 5 rooms set in rounds ? 5 rooms set in classroom D. No catering is required for this event E. Use of online registration & fee collection system capable of tracking workshop space and registration. F. Audio Visual requirements include LCD projector for one plenary session and each meeting room. Flipchart package should be included in each breakout room.. G. Include cost for parking and special needs transportation. Vendor must provide on-site representation each day of the event for coordination, problem solving and decision making. In addition, professional facilitation services and strategic planning services are needed to help plan and facilitate two meetings associated with the event. 1. First event will be a focus group/listening session conducted with 16 senior managers on the topic of how our Office of Human Capital can be more responsive to the needs of the field staff. This will be a two hour session and will be co-lead by an executive from our office. 2. There will be a ? day executive retreat that will take place the day prior to the meeting starting at our headquarters (no room or equipment rental needed) focused on goal setting for the upcoming year. The meeting is being planned by a steering committee of three executives and we anticipate two days of planning to develop the meeting agenda and anticipate outcomes, ? day of facilitation and recording during the meeting and a report documenting the content of the meeting. NOTE: THIS NOTICE MAY HAVE POSTED ON FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (15-NOV-2006). IT ACTUALLY APPEARED OR REAPPEARED ON THE FEDBIZOPPS SYSTEM ON 01-FEB-2008, BUT REAPPEARED IN THE FTP FEED FOR THIS POSTING DATE. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link to FedBizOpps document.
(http://www.fbo.gov/spg/CNS/CFO/WashingtonDC/HQLJR0702/listing.html)
- Place of Performance
- Address: 1201 New York Avenue, NW Washington, DC 20525 Attn: Lionel Johnson
- Zip Code: 20525
- Country: UNITED STATES
- Zip Code: 20525
- Record
- SN01498951-F 20080203/080201231146 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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