SOLICITATION NOTICE
X -- Annual CBP Trade Symposium
- Notice Date
- 8/13/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Homeland Security, Customs and Border Protection, Procurement Directorate, 1300 Pennsylvania Avenue, N.W., Room 1310 NP, Washington, District of Columbia, 20229
- ZIP Code
- 20229
- Solicitation Number
- RFQ20040693
- Archive Date
- 8/30/2008
- Point of Contact
- Ronie Namata,, Phone: 2023443631
- E-Mail Address
-
ronie.namata@dhs.gov
- Small Business Set-Aside
- N/A
- Description
- US Customs and Border Protection Office of International Affairs and Trade Relations Trade Relations Division The Annual Trade Symposium 2008 Statement of Work The purpose of this Statement of Work (SOW) is to provide specific information on the needs and requirements of the Department of Homeland Security (DHS), U.S. Customs and Border Protection (CBP), Office of International Affairs and Trade Relations (INATR), to successfully convene the Annual CBP Trade on October 29th – 31st 2008. This conference may include senior managers from the DHS, CBP, other government agencies, Congress, members of the international trade community, and the press. Vendor MUST BE WITHIN WALKING DISTANCE OF CBP HEADQUARTERS AT 1300 PENNSYLVANIA AVE NW, WASHINGTON DC, 20229, as officials will be walking back and forth from Headquarters to Conference throughout the day. Scope of Work: The vendor shall furnish space, food and beverage, logistical support, and audiovisual equipment and services, to INATR for this event. The vendor’s logistical support services provided will be specified by the Task Order issued by the assigned contracting officer, but will fall within the scope of those services set forth below. Services are also subject to change as decisions are made by senior management on a daily basis as the event gets closer. Period of Performance: The meeting is currently scheduled for Wednesday, Thursday, and Friday, October 29- 31, 2008. The arrival and check-in date for all participants is Wednesday, October 29, 2008. General: The host for this event is the Trade Relations Division of INATR. The vendor shall provide a professional staff to organize, coordinate, and handle any last minute requests, as well as execute all logistics requirements as specified in this SOW. All staff provided by the vendor shall be either direct employees of the vendor or employees of an approved subcontractor. The vendor shall have full responsibility for the staff. The vendor shall make direct contact with the host to ensure that all arrangements are mutually understood concerning arrival times, accommodations, official functions, financial arrangements and any other special information that may impact this meeting. Specific Tasks: The vendor shall coordinate and implement all logistic arrangements for this event. Typical support may include, but is not limited to, coordination of: meeting accommodations, front desk service, conference and break-out rooms, meal arrangement/catering, and event technology equipment. MEETING ROOM REQUIREMENTS October 29, 2008 Registration/Exhibit Area Registration area to accommodate 10 persons along with a separate special registration table for 2 persons with chairs, waste baskets, and table drapes to be available at 7:00 am Exhibits booths available at 8:00 am for set up and completed by 11:00 am Delivery of equipment by 8:00 a.m Approximately 10 to 20 booths with suggested equipment as outlined below to be supplied by the contractor on an “as needed” basis: ·Electric ·High speed Internet access ·Video equipment ·Data display equipment with interface capabilities ·Audio equipment ·Tables ·Chairs ·Waste Baskets ·Drinking water supplied to each booth Afternoon break (time according to agenda) General Session Room This room will be used for general session with speakers and panels during the main conference event beginning at 1:00 p.m. ·Set up classroom style for approximately 800 people ·For the presentation dais, set-up shall be for 6-8 people ·Coat Check ·Set up the green room for guest speakers ·Water station in the rear of the room Suggested audio/visual equipment services as outlined below to be supplied by the contractor on an “as needed” basis. ·Audio cam patch to CBP studio ·Fast-fold screens ·Drapes ·Cassette recorders and tapes ·Podium with microphone ·Wireless handheld microphones ·Lapel microphones ·Amplifiers ·Media players ·Digital video cameras ·Projectors ·Video monitors ·Lighting ·Labor ·Support equipment ·Capability for vendor to tap into the audio to create CDs and tapes for sale to the audience Open Forum Room Open Forum with Commissioner and CBP Executive Staff from 5:00 p.m. to 7:00 p.m. ·Food selections ·Cashiers ·Bartenders ·Podium with microphone (set on the grand staircase) ·Provide security guards from 7:00 pm to 8:00 am to protect the exhibits overnight October 30, 2008 Registration/Exhibit Room Exhibit booths open at 8:00 a.m. and close at 5:00 p.m. General Session Room This room will be used for general session with speakers and panels during the main conference event beginning at 8:00 a.m. to 5:00 pm ·Set up classroom style for approximately 800 people ·For the presentation dais, set-up shall be for 6-8 people ·Coat Check ·Set up the green room for guest speakers ·Water station in the rear of the room Suggested audio/visual equipment services as outlined below to be supplied by the contractor on an “as needed” basis. ·Audio cam patch to CBP studio ·Fast-fold screens ·Drapes ·Cassette recorders and tapes ·Podium with microphone ·Wireless handheld microphones ·Lapel microphones ·Amplifiers ·Media players ·Digital video cameras ·Projectors ·Video monitors ·Lighting ·Labor ·Support equipment ·Capability for vendor to tap into the audio to create CDs and tapes for sale to the audience Morning break (time according to agenda) Afternoon break (time according to agenda) General Session Room – October 30, 2008 This room will be used for 4 breakout sessions with speakers and panels during the main conference event beginning at 10:00 am ·Set up classroom style for approximately 800 people ·For the presentation dais, set-up shall be for 6-8 people ·Coat Check ·Set up the green room for guest speakers ·Water station in the rear of the room Suggested audio/visual equipment services as outlined below to be supplied by the contractor on an “as needed” basis. ·Audio cam patch to CBP studio ·Fast-fold screens ·Drapes ·Cassette recorders and tapes ·Podium with microphone ·Wireless handheld microphones ·Lapel microphones ·Amplifiers ·Media players ·Digital video cameras ·Projectors ·Video monitors ·Lighting ·Labor ·Support equipment ·Capability for vendor to tap into the audio to create CDs and tapes for sale to the audience Luncheon Room Symposium luncheon event. ·Set up banquet 5’ rounds for approximately 800 people. ·Luncheon keynote speaker – set up dais with background drapes Suggested audio/visual equipment services as outlined below to be supplied by the contractor on an “as needed” basis. ·Podium with microphone, and support ·Wireless handheld microphones ·Microphone mixer ·Lighting ·Set and strike labor ·Capability for vendor to tap into the audio to create CDs and tapes for sale to the audience October 31, 2008 General Session Room This room will be used for general session with speakers and panels during the main conference event beginning at 8:00 am to noon ·Set up classroom style for approximately 800 people ·For the presentation dais, set-up shall be for 6-8 people ·Coat Check ·Set up the green room for guest speakers ·Water station in the rear of the room Suggested audio/visual equipment services as outlined below to be supplied by the contractor on an “as needed” basis. ·Audio cam patch to CBP studio ·Fast-fold screens ·Drapes ·Cassette recorders and tapes ·Podium with microphone ·Wireless handheld microphones ·Lapel microphones ·Amplifiers ·Media players ·Digital video cameras ·Projectors ·Video monitors ·Lighting ·Labor ·Support equipment Contracting Officer’s Technical Representative: INATR shall appoint a Contracting Officer’s Technical Representative (COTR) to work closely with the vendor to ensure that all terms and conditions of this Statement of Work are accomplished. Post-Award: The vendor shall be available immediately following the contract award to exchange information and begin planning for the provision of services under the contract. Deliverables: Within 30 days of the contract award, the vendor shall comprise a Detailed Logistical Support Plan for provision of all required support. The plan will include a proposed budget and detailed schedule as applicable. The CBP POC(s) shall review the Logistical Support Plan and provide acceptance and/or comments to the vendor. The vendor shall be available to CBP for weekly status reports in order to facilitate the coordination of evolving operational and logistical issues in regards to the tasks outlined in the SOW. Account Reconciliation: CBP requests that the invoice be prepared in a logical and chronological sequence, and that backup data accompany it. The vendor shall complete its accounting of the conference within two weeks of the conclusion of the event.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=f1de07004384f10c93e7d4c0608f7178&tab=core&_cview=1)
- Place of Performance
- Address: Washington, District of Columbia, 20229, United States
- Zip Code: 20229
- Zip Code: 20229
- Record
- SN01638817-W 20080815/080813222253-f1de07004384f10c93e7d4c0608f7178 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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