SOLICITATION NOTICE
R -- 2010 Department of Defense Postal Symposium For the Military Postal Service Agency (MPSA) In St. Louis, Missouri
- Notice Date
- 11/24/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Contracting Center of Excellence (NCR-CC), ATTN: Policy and Compliance, 5200 Army Pentagon, Room 1D245, Washington, DC 20310-5200
- ZIP Code
- 20310-5200
- Solicitation Number
- W91WAW-10-T-0015
- Response Due
- 12/10/2009
- Archive Date
- 2/8/2010
- Point of Contact
- James Canady III, 703-428-0776
- E-Mail Address
-
Contracting Center of Excellence (NCR-CC)
(james.canady1@us.army.mil)
- Small Business Set-Aside
- N/A
- Description
- 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. (1)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. (2)The solicitation document is issued as a Request-for-Quotation (RFQ). Submit written quotations on RFQ number: W91WAW-10-T-0015. (3)The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-30, effective 15 January 2009. (4)The North American Industry Classification System (NAICS) code is 721110 and the size standard is $7 million. The acquisition is Unrestricted (Full-and-Open Competition). The Government intends to award a Firm-Fixed-Price (FFP) contract resulting from this combined synopsis/solicitation. (5)This combined synopsis/solicitation is for purchase of the following commercial services: Procure personnel, equipment, tools, material, supervision, and other items and non-personal services necessary to facilitate the Military Postal Service Agency (MPSA) hosting the 2010 DoD Postal Symposium. Contractors shall provide the unit price for the requirements listed below: ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT BASE YEAR 0001Large Conference Room (400 Personnel)5 Day0.00 0.00 0002Breakout Room (200 Personnel) 5 Day0.00 0.00 0003Breakout Room (100 Personnel) 5 Day0.00 0.00 0004Breakout Room (35 Personnel) 5 Day0.00 0.00 0005Breakout Room (35 Personnel) 5 Day0.00 0.00 0006Breakout Room (35 Personnel)5 Day0.00 0.00 0007Office /Storage Area 7 Day0.00 0.00 00088 X 10 Space Area 5 Day0.00 0.00 0009Ice Breaker Social Room 1 Day0.00 0.00 0010Registration Area 6 Day0.00 0.00 0011Computer Lab 5 Day0.00 0.00 0012On-line Registration Service 1 Lot0.00 0.00 0013Badging System 1 Lot0.00 0.00 0014Seating Chart 1 Lot0.00 0.00 0015Audio Visual 5 Day0.00 0.00 6) Statement of Work (SOW) BACKGROUND The MPSA sponsored 2010 DoD Postal Symposium combines three conferences that were previously held separately. The DoD Official Mail Managers met annually in the DC area. Their conference was attended by approximately 200 mail managers. The Joint Military Postal Activities (Atlantic and Pacific) each hosted conferences at various locations within their area of operations. They were usually attended by approximately 80 military postal system personnel. In 2008, these three conferences were combined and held in Orlando, FL. This conference was attended by 365 personnel to include USPS, vendors, and airline representatives. In 2009, the DOD Postal Symposium was held in Phoenix, AZ and was attended by 329 personnel. The intent of the combined conference was to reduce travel and conference costs for those that attend multiple conferences and to increase idea sharing, education, and networking opportunities between the official mail and military personal mail communities. OBJECTIVE The object of this requirement is to provide adequate lodging, facilities, meals, breaks, audiovisual equipment, internet, phone, and shipping to execute a successful DoD Postal Symposium. Lodging for Government employees will be paid by individual Government credit card. Attending contractors will pay a fee to attend the conference and will pay for their own lodging. SCOPE The hotel shall provide services for lodging, facilities, refreshments, breaks, audiovisual equipment, and contractor fee collection. Services include those in accordance with Part 5. DELIVERIES OR PERFORMANCE The Period of Performance (POP) is as follows: 1418 June 2010 in St. Louis, Missouri. SECURITY REQUIREMENTS Conference facilities will have security personnel available to assist in planning and implementing security measures and contingency plans for emergencies. Security requirements must be made a part of the contract with the conference facility. The conference facility security officer will meet with our security officer to plan the following: site security, risk identification and assessment requirements, vehicle control/parking, attendees lodging and points of ingress/egress, identification needs, and any other security requirements. The contractor shall be responsible for safeguarding all Government property and personnel using the facility. At the close of each work day the contractor shall secure all materials and equipment. POST AWARD CONFERENCE/PERIODIC PROGESS MEETINGS The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulations Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the contracting officer will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of any anticipated problems. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. SPECIFIC TASKS Basic Services: The contractor shall provide: a. A large conference meeting room to support 400 personnel in a classroom set-up meeting the following requirements: (1) 36 linear inches of table space for each participant. (2) Table cloths and drinking water are on each table. (3) A riser centered at the front of the room with lighted podium and a U.S. flag to the speakers right; flag must not touch the floor. (4) No ashtrays. (5) Maintain room temperature between 76 and 78 degrees Fahrenheit. Ensure symposium staff has the ability to adjust speaker volume and dim the lighting. (6) High speed wireless internet access provided. (7) Room set-up and serviced from 7:00 AM to 6:00 Monday through Friday. b. Breakout room to support 200 personnel in a classroom set-up meeting the following requirements: (1) 36 linear inches of table space for each participant. (2) Table cloths and drinking water are on each table. (3) A riser centered at the front of the room with lighted podium (4) No ashtrays. (5) Maintain room temperature between 76 and 78 degrees Fahrenheit. Ensure symposium staff has the ability to adjust speaker volume and dim the lighting. (6) Room set-up and serviced from 7:00 AM to 6:00 Monday through Friday. c. Breakout room to support 100 personnel in a classroom set-up meeting the following requirements: (1) 36 linear inches of table space for each participant. (2) Table cloths and drinking water are on each table. (3) A riser centered at the front of the room with lighted podium. (4) No ashtrays. (5) Maintain room temperature between 76 and 78 degrees Fahrenheit. Ensure symposium staff has the ability to adjust speaker volume and dim the lighting. (6) Room set-up and serviced from 7:00 AM to 6:00 Monday through Friday. d. Breakout room to support 35 personnel in a hollow square or boardroom set-up for use by the Executive Director and Deputy Director meeting the following requirements: (1) 36 linear inches of table space for each participant. (2) Table cloths and drinking water are on each table. (3) Room set-up for informal meeting Sunday 9:00 AM to 5:00 PM. No service required. (4) Room set-up and serviced from 7:00 AM to 6:00 Monday through Friday. e. Two breakout rooms to support 35 personnel each in a classroom set-up meeting the following requirements: (1) 36 linear inches of table space for each participant. (2) Table cloths and drinking water are on each table. (3) Room set-up for informal meeting Sunday 9:00 AM to 5:00 PM. No service required. (4) Room set-up and serviced from 7:00 AM to 6:00 Monday through Friday. f. One office/storage area meeting the following requirements: (1) Accommodate three personnel. (2) Space to store up to 25 boxes size 18 x 18 x 16. (3) Three tables and six chairs. (4) Symposium workers have ability to secure office space. (5) Available 7:00 AM to 6:00 PM Saturday through Friday. g. 8 x 10 space for 15 exhibitors meeting the following requirements: (1) One six-foot tablecloth and skirting for each space. (2) Electrical outlets available. (3) Co-located with refreshments breaks in the large conference room foyer. (4) Available Sunday 9:00 AM to 4:00 PM to allow exhibitors to set-up. (5) Available 7:00 AM to 6:00 PM Monday through Friday. h. Room to accommodate 300 people attending an Ice Breaker Social meeting the following requirements: (1) Scattered cocktail seating. (2) Centerpieces. (3) Dance floor area. (4) Space for disc jockey. (5) Three easel stands to display poster announcing details of the Ice Breaker. (6) Cash bar. (7) Available 6:30 PM to 9:30 PM Monday. i. Symposium Registration support including the following requirements: (1) Hotel Staff / Front Desk collect contractor fees for symposium registration: (a) Collect contractor symposium fees to be determined by the US Government regardless of whether attendee is registered at the hotel. Document the fee collection separately from any hotel lodging registration and costs: (b) Provide receipt of payment, at time of payment, for US Government validation for contractor symposium registration. (c) Provide a daily report of number of contractors and amount of fees collected to US Government for audit. (d) Document and deduct fees collected from contractor attendees from the amount due by the US Government, including total dollar amount and number of contractors submitting payment, on the final invoice upon symposium completion. (2) Registration Area meeting the following requirements: (a) Four tables, eight chairs, and two tables for handouts. (b) Two large easels to identify organizations. (c) Board for posting messages. (d) A built-in Registration Area is preferred vice tables set up in the foyer. (e) Registration Area needed Sunday 9:00 AM to 7:00 PM and 6:00 AM to 6:00 PM Monday through Friday. j. Computer Lab for 15 personnel to meet and use MPSA web based system: 36 inches of table space to accommodate each of the 15 computer stations and users. High speed wireless internet access. k. (Optional CLIN) Design and develop an on-line registration form with mandatory data fields and drop down selections identified. The data should be searchable by (1) Service / Agency / Company: USA, USN, USAF, USMC, DLA, DIA, DODIG, TRICARE, USUHS, NSA, DCAA, WHS, NGA, DISA, DSS, DMA, JS, DTRA, DARPA, DFAS, DECA, CPMS, MDA, DCMA, GSA, DOS, USCG, OSD, Other (with ability to type in), Company (with ability to type in); (2) Type of employee: Military, Civilian GS, Contractor, Vendor. (3) Paygrade: E-1 thru E-9, W-1 thru W-5, O- 1 thru O-10, GS 5 thru SES; (4) Official Mail (OM) or Military Postal Service (MPS) (5) Geographic location or theater supported: EUCOM, CENTCOM, PACOM, AFRICOM, SOUTHCOM, NORTHCOM; and (6) Airport code of origin (i.e. DCA, SFO, JFK, ATL, etc.) The data content should be Excel exportable and provided to MPSA for report generation. Soft exportable Excel files should be delivered via email to the MPSA POC on a weekly basis starting 03 May 2010 and ending 21 June 2010. l. (Optional CLIN) Provide a badging system to include: (1) An electronic (exportable file) and printed report listing all registered attendees in alphabetical order by Type of Employee and allows for signatures; (2) Paper badges of dimensions no larger than 3x4 that are capable of accommodating a lanyard or may be clipped with a clear plastic holder; (3) Badges should be lightly color- coded so that print is readable: red for DOD or other USG Agency (Military or Civilian GS), green for Contractors, and blue for Vendors; (4) Badges shall include the following information in blank print by line: -1st: 2010 DOD Postal Symposium -2nd: Rank/Title (Mr, Ms, or military rank), first & last name -3rd: Agency (5) Provide a sample for approval 60 days prior; provide badges 30 days prior to Symposium. (6) Create additional badges as required on site during Symposium m. (Optional CLIN) An RFID system associated with the badges to track attendance at the various briefings, workshops, and breakouts. n. (Optional CLIN) Provide a graphic seating chart and individual name seating tags (Name Tents) for each attendee in the general session room; seating guidance will be provided by the COR at a later date. o. Audio Visual for the 400 person conference room meeting the following requirements: (1) Two 9 x 12 fast fold screens with dress kit. The screens shall be visible to the speaker from behind the podium. (2) Two LCD projectors (minimum resolution 1024 x768) (minimum 800 lumens). (3) Two wireless presenters with laser. (4) Four standing microphones. (5) One podium microphone. (6) Two UHF wireless clip mounted lavaliere microphones. (7) One UHF wireless handheld microphone. (8) One 8-channel mixer. (9) Two High Speed internet line (Ethernet network). (10) Available 7:00 AM to 6:00 PM Monday through Friday. (11) Audio Visual technical support shall be available on-site to set-up, test, monitor, and maintain continuous support and connectivity for all hotel provided audio visual equipment. Technician shall trouble shoot any issues associated with, pre, during and post conference activities involving all hotel provided audio visual equipment. Technical support shall be available from 7:00 AM to 6:00 PM. p. Audio Visual for the 200 person conference rooms meeting the following requirements: (1) One 7.5 x 10 fast fold screen with dress kit. (2) Two standing microphones. (3) Two wireless presenters with laser. (4) Two UHF wireless clip mounted lavaliere microphones. (5) One 4-channel mixer. (6) Available 7:00 AM to 6:00 PM Monday through Friday. (7) Audio Visual technical support shall be available on-site to set-up, test, monitor, and maintain continuous support and connectivity for all hotel provided audio visual equipment. Technician shall trouble shoot any issues associated with, pre, during and post conference activities involving all hotel provided audio visual equipment. Technical support shall be available from 7:00 AM to 6:00 PM. q. Audio Visual for the 100 person conference rooms meeting the following requirements: (1) One 7.5 x 10 fast fold screen with dress kit. (2) Two standing microphones. (3) Two wireless presenters with laser. (4) Two UHF wireless clip mounted lavaliere microphones. (5) One 4-channel mixer. (6) Available 7:00 AM to 6:00 PM Monday through Friday. (7) Audio Visual technical support shall be available on-site to set-up, test, monitor, and maintain continuous support and connectivity for all hotel provided audio visual equipment. Technician shall trouble shoot any issues associated with, pre, during and post conference activities involving all hotel provided audio visual equipment. Technical support shall be available from 7:00 AM to 6:00 PM. r. Audio Visual for the Computer Lab meeting the following requirements: (1) One 7.5 x 10 fast fold screen with dress kit. (2) Two wireless presenters with laser (3) One 4-channel mixer. (4) Available 7:00 AM to 6:00 PM Monday through Friday. (5) Audio Visual technical support shall be available on-site to set-up, test, monitor, and maintain continuous support and connectivity for all hotel provided audio visual equipment. Technician shall trouble shoot any issues associated with, pre, during and post conference activities involving all hotel provided audio visual equipment. Technical support shall be available from 7:00 AM to 6:00 PM. (6) 15 Networkable computers with wireless internet access and the following: (a) Keyboard (b) Mouse (c) Smart Card Readers Installed (for Common Access Cards) s. Audio Visual for the Registration Area meeting the following requirements: (1) One color printer. (2) Two High Speed internet lines (Ethernet network). (3) Two laptop computers. (4) One dedicated phone line for symposium personnel to receive messages for attendees. (5) Audio Visual technical support shall be available on-site to set-up, test, monitor, and maintain continuous support and connectivity for all hotel provided audio visual equipment. Technician shall trouble shoot any issues associated with, pre, during and post conference activities involving all hotel provided audio visual and telecommunications equipment. Technical support shall be available from 6:00 AM to 6:00 PM. t. Food and Beverage meeting the following requirements: (1) Ice Breaker Social Provide assorted finger food, plentiful and varied; non-alcoholic punch for approximately 300 people. The Ice Breaker Social will not be paid by Operational and Maintenance (O&M) Funds. Available 6:30 PM to 9:30 PM Monday. (2) Morning breaks Light refreshments for 375 people. Available 9:30 AM to 10:00 AM Monday through Friday. Light refreshments will not be paid by Operational and Maintenance (O&M) Funds. (3) Afternoon breaks Light refreshments 375 people. Available 2:00 PM to 2:30 PM Monday through Thursday. Light refreshments will not be paid by Operational and Maintenance (O&M) Funds. (7)FAR 52.212-1Instructions to OfferorsCommercial Items, applies to this acquisition. (8)FAR 52.212-2EvaluationCommercial Items, applies to this acquisition. (9)Basis of Award: The following factors shall be used to evaluate offers: 1.Factor 1: Technical Capabilities The Government will evaluate the offerors ability to provide the resources and comply with the requirements as outlined in the Statement of Work (SOW). 2.Factor 2: Price The Government will evaluate the offerors price to determine that prices are fair and reasonable. Price will be evaluated for completeness and reasonableness using the techniques in FAR 15.404-1(b)(2). The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). No adjectival ratings will be used to evaluate price. Factor 1 will be rated using the following Adjectival Scale: AcceptableYellowA proposal that satisfies all of the Governments requirements with minimal detail to indicate feasibility of the approach and shows a minimal understanding of the problems, with an overall moderate to high degree of risk in meeting the Governments requirements. UnacceptableRedA proposal that contains a major error(s), omission(s) or deficiency(ies) that indicates a lack of understanding of the problems or an approach that cannot be expected to meet requirements or involves a very high risk; and none of these conditions can be corrected without a major rewrite or revision of the proposal. (10) FAR 52.212-3, Offeror Representations and CertificationsCommercial Items (incorporated by reference), applies to this acquisition. Therefore, offerors must submit a completed copy of their representation and certification information with this quotation. (11) FAR 52.212-4, Contract Terms and ConditionsCommercial Items (incorporated by reference), applies to this acquisition. (12) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive OrdersCommercial Items (incorporated by full-text), applies to this acquisition. 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (APR 2009) _x__ (18) 52.222-3, Convict Labor (JUNE 2003) (E.O. 11755). _x__ (20) 52.222-21, Prohibition of Segregated Facilities (FEB 1999). _x__ (21) 52.222-26, Equal Opportunity (MAR 2007) (E.O. 11246). _x__ (23) 52.222-36, Affirmative Action for Workers with Disabilities (JUN 1998) (29 U.S.C. 793). _x__ (25) 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees (DEC 2004) (E.O. 13201). _x__ (38) 52.232-33, Payment by Electronic Funds Transfer--Central Contractor Registration (OCT 2003) (31 U.S.C. 3332). (c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (Contracting Officer check as appropriate.) (d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records--Negotiation. (1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract. (2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved. (3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law. (e) (1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1)in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause (i) 52.222-26, Equal Opportunity (MAR 2007) (E.O. 11246). (ii) 52.222-36, Affirmative Action for Workers with Disabilities (June 1998) (29 U.S.C. 793). (vii) 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees (DEC 2004) (E.O. 13201). (viii) 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.). (ix) 52.222-50, Combating Trafficking in Persons (FEB 2009) (22 U.S.C. 7104(g)). (x) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment--Requirements (Nov 2007) (41 U.S.C. 351, et seq.). (xi) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services--Requirements (FEB 2009) (41 U.S.C. 351, et seq.). (xii) 52.222-54, Employment Eligibility Verification (Jan 2009). (Not applicable until May 21, 2009.) (xii) DFARS 252.232-7007 Limitation Of Governments Obligation (May 2006). (2) While not required, the contractor May include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations. (End of clause) (13) The Government intends to award a Firm-Fixed-Price (FFP) contract resulting from this combined synopsis/solicitation. (14) Questions are due no later than 4 December 2009, 1:00 PM E.S.T. Contractors must submit questions to James Canady III, Contract Specialist, via electronic-mail: james.canady1@us.army.mil. Telephone inquiries will not be accepted. The combined synopsis/solicitation closing date and time are as follows: 10 December 2009; 1:00 PM E.S.T. Quotes shall be submitted to James Canady III via electronic mail: james.canady1@us.army.mil.
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