Loren Data's SAM Daily™

FBO DAILY ISSUE OF MARCH 04, 2010 FBO #3022
SOLICITATION NOTICE

99 -- CONFERENCE CENTER FACILITIES AND HOTEL LODGING

Notice Date

3/2/2010
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Acquisition and Grants Office, SSMC4 - Room 7601/OFA61, 1305 East West Highway, 7th Floor, Silver Spring, Maryland, 20910
 

ZIP Code

20910
 

Solicitation Number

NFFKST40-10-0604
 

Archive Date

3/24/2010
 

Point of Contact

Alisa R. Sydnor, Phone: 301-713-0838 x203
 

E-Mail Address

alisa.sydnor@noaa.gov
(alisa.sydnor@noaa.gov)
 

Small Business Set-Aside

N/A
 

Description

Combined Synopsis / Solicitation - Request for Proposal #NFFKST40-10-06024, Conference Center Facilities and Hotel Lodging. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation: offers are being requested and a written solicitation will not be issued. The National Marine Fisheries Service (NMFS) has a requirement for conference center facilities and hotel lodging (for about 160 participants) as described herein for a joint National Stock Assessment Workshop (NSAW) and National Habitat Assessment Workshop (NHAW) in St Petersburg, Florida during 17-21 May 2010. The overall goal of this joint meeting is to bring regional NMFS scientists together to provide scientific presentations and conduct scientific work sessions on various theme topics to improve the monitoring and assessment of important marine fish stocks and their critical habitats in support of the NMFS's mandate for the sustainability of our nation's marine living resources. An anticipated 80 scientists will attend the NSAW workshop and an additional 80 scientists will participate during the concurrent NHAW meeting. During 18-19 May, the NSAW and NHAW participants will meet jointly in a large conference room (160 participants) to facilitate productive interactions between habitat scientists, habitat managers, and stock assessment scientists. To accomplish these goals, the contract shall provide the necessary conference facilities and conference arrangements as specified herein. The North American Industry Classification System (NAICS) is 721110. The solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular 2005-37. The following provisions and clauses apply to this acquisition: FAR 52.212-1, Instructions to OfferorsCommercial Items; FAR 52.212-3 Alt I, Offeror Representations and Certifications Commercial Items (Offeror must include a completed copy of this provision with their proposal); FAR 52.212-4, Contract Terms and Conditions Commercial Items; FAR 52.212-5 Alt II, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items; FAR 52.222-3, Convict Labor; FAR 52.222-26, Equal Opportunity; FAR 52.222-41, Service Contract Act of 1965; FAR 52.222-50, Combating Trafficking in Persons, FAR 52.223-6, Drug-Free Workplace, FAR 52.225-13, FAR 52.232-33, Payment by Electronic Funds-Central Contractor Registration, FAR 52.233-3, Protest After Award, FAR 52.233-4 -- Applicable Law for Breach of Contract Claim, FAR 52.237-2, In accordance with FAR Part 52.212-2 Evaluation Commercial Items (Jan 1999), the Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation is the most advantageous to the Government, price and other factors considered. The Government will evaluate offers based on the Lowest-Priced Technically Acceptable (LPTA) methodology. This combined synopsis/solicitation will be posted on the Government-wide Point of Entry (GPE) website, https://www.fbo.gov. Any amendments will be posted on the affected solicitation page GPE site. It is the offerors responsibility to monitor this site for the release of amendments (if any). All provisions and clauses listed above can be referenced and viewed through Internet access at http://farsite.hill.af.mil. Offerors must be registered with the Online Representations and Certifications Application (ORCA) prior to award. The ORCA website address is https://orca.bpn.gov/ All contractors are required to register in the Central Contractor Registration (CCR). If not already registered, you should immediately register with CCR by calling 1-888-227-2423 or via the Internet at https://www.ccr.dlis.dla.mil/ccr/scripts/index.html. Contractors are required to have a Dun & Bradstreet number (DUNS) in order to be registered in the CCR database. Lack of registration prior to award may make an offeror ineligible for award. A contractor can receive a DUNS number by calling Dun & Bradstreet at (800) 333-0505. Internet registration takes approximately 72 hours: mail-in registration takes approximately 30 days. Interested parties must submit any questions no later than March 5, 2010 at noon EST, in writing, via email: alisa.sydnor@noaa.gov. I. STATEMENT OF WORK/SPECIFICATIONS A. Background Information The National Marine Fisheries Service (NMFS) has a requirement for conference center facilities and hotel lodging (for about 160 participants) as described herein for a joint National Stock Assessment Workshop (NSAW) and National Habitat Assessment Workshop (NHAW) in St Petersburg, Florida during 17-21 May 2010. The overall goal of this joint meeting is to bring regional NMFS scientists together to provide scientific presentations and conduct scientific work sessions on various theme topics to improve the monitoring and assessment of important marine fish stocks and their critical habitats in support of the NMFS's mandate for the sustainability of our nation's marine living resources. An anticipated 80 scientists will attend the NSAW workshop and an additional 80 scientists will participate during the concurrent NHAW meeting. During 18-19 May, the NSAW and NHAW participants will meet jointly in a large conference room (160 participants) to facilitate productive interactions between habitat scientists, habitat managers, and stock assessment scientists. To accomplish these goals, the contract shall provide the necessary conference facilities and conference arrangements as specified herein. B. Contract Funding The contract will be funded by the NMFS for a contractor to provide conference center facilities, and all other business associated conference arrangements; and arrange hotel lodging for approximately 160 participants. Additional funds will be generated through registration fees as specified herein, and these funds shall be used by the contractor to support the tasks identified in the Statement of Work. C. Work to be Performed - Contract Services and Deliverables The contractor shall be responsible for all conference organization and logistics, as outlined below, in coordination with the Contract Officer's Technical Representative (COTR). The COTR will notify the contractor of the actual number of participants and other arrangement details with sufficient lead-time for the contractor's planning. 1. Conference Location and Dates A. The contractor shall provide a conference center located in St Petersburg, Florida during 17-21 May 2010. B. The conference center must be within walking distance (1/2 mile radius) to adequate lodging accommodations for the 160 participants. C. The conference center must be near (1 mile radius) a sufficient number of restaurants so that 160 participants have various choices for dining. 2. Conference Room and Seating requirements A. The contractor shall provide conference and meeting rooms for scientific presentations and work sessions for the NSAW and NHAW workshops. The NSAW workshop will be conducted during 17-20 May 2010 with an expected 80 participants. The NHAW workshop will occur concurrently during 18-21 May 2010 with an additional 80 participants. There will be joint NSAW and NHAW sessions during 18-19 May 2010 requiring a larger conference room for a total of 160 participants. Furthermore, some smaller meeting rooms will be required for work group discussions. A room will also be required for a poster session and evening socials during 18-19 May 2010. The required rooms and seating arrangements are listed below. Day; Time # Rooms Seating Other needs May 17; 8:00am - 6:00pm 1 90 Table for moderators, AV equip May 17; 8:00am - 6:00pm 1 20 Seating with tables for work May 18; 8:00am - noon 2 90 Table for moderators, AV equip May 18; noon - 6:00pm 1 180 Table for moderators, AV equip May 18; 8:00am - 10:00pm 1 n/a Room for poster session and evening social May 19; 8:00am - noon 1 180 Table for moderators, AV equip May 19; 8:00am - 6:00pm 4 40 Seating with tables for work groups, AV equip, flipchart May 19; noon - 6:00pm 2 90 Table for moderators, AV equip May 19; 8:00am - 10:00pm 1 n/a Room for poster session and evening social May 20; 8:00am - 6:00pm 2 90 Table for moderators, AV equip May 20; 8:00am - 6:00pm 6 40 Seating with tables for work groups, AV equip, flipchart May 20; 8:00am - 6:00pm 1 20 Seating with tables for work groups, AV equip, flipchart May 21; 8:00am - 6:00pm 2 20 Seating with tables for work groups, AV equip, flipchart B. The two main conference rooms must be large enough to accommodate up to 90 seatings arranged in a conference style seating arrangement. The rooms must have ceilings 12' or higher and an elevated platform with a podium for the speaker and a skirted table for seating up to six panel moderators. The conference rooms must have professional audio-visual (AV) equipment to allow speakers to effectively give PowerPoint presentations to the audience. Hotel staff shall ensure that the meeting rooms are locked and secured one hour after the workshops adjourn each evening, and unlocked one hour before the workshops begin each morning. C. The larger conference room for the joint NSAW and NHAW presentations must have seating to accommodate 180 participants as listed in the above table. The rooms must have ceilings 12' or higher and an elevated platform with a podium for the speaker and a skirted table for seating up to six panel moderators. The conference rooms must have professional audio-visual (AV) equipment to allow speakers to effectively give PowerPoint presentations to the audience. The two 90 person rooms may be joined to accommodate this joint session as long as all of the 180 seatings have a clear view of the speaker's PowerPoint presentation. Hotel staff shall ensure that the meeting rooms are locked and secured one hour after the workshops adjourn each evening, and unlocked one hour before the workshops begin each morning. Time will be made in the meeting agenda to allow for this to be done by hotel staff. D. The conference rooms must be handicapped accessible. 2. Conference Registration and Administration. A. Registration fees - The contractor shall provide a registration service so participants can pay a registration fee before the conference. Each participant will be required to pay a registration, and the COTR will make arrangements with the contractor to encourage early registration to provide the contract sufficient advance notice of the number of participants. For example, participants will be provided a discount registration fee up until one month before the conference date, while participants who register later will have a higher registration fee. The purpose of the registration fee will be to cover the costs of food and beverage during the conference breaks and social events. The COTR will provide the contractor with an estimated total number of participants. The contractor will provide the COTR will a cost estimate per participant for the food and beverage requested by the COTR to determine the registration fee. The contractor will provide the contact information so the participants can pay the registration fee by credit card in advance of the conference dates. B. Registration Check-in Space - An adjoining area should be available for check-in registration of conference participants where participants will receive name tags and other conference materials. The registration space should have skirted tables, chairs, and water service for the benefit of clerks responsible for registration of conference participants. C. Administration Office - The contractor shall make arrangements with the hotel for a meeting room that will serve as the on-site administrative center for the conference. The administration office shall be available one day before the conference, each day of the conference, and the day after the conference ends. The administration office should be located in close proximity to the meeting space, if possible. Keys for this office should be available to the contractor and the COTR to lock and secure the office after hours.. The office will also function as a storage room for conference items. The contractor will provide all appropriate office administrative services, including: 2 phones, 2 computers with internet access, fax machine, an LCD projector and screen, a printer, and a copier. Tables and chairs with seating for up to 20 persons shall be provided. The administration office shall be in an enclosed room that can be locked and secured. Hotel staff shall ensure that this room is locked and secured one hour after the meeting adjourns each evening, and unlocked one hour before the meeting begins each morning. 3. Conference Poster Session A. Poster Session Room - Directly adjoining the main conference space, there shall be adequate room to accommodate approximately 50 poster presenters. This space shall be available during 18-20 May 2010 as listed in the above table. The contractor shall make arrangements to allow each poster to be mounted on a 4 ft x 4 ft display board with adequate lighting, including the supply of necessary poster mounting material, such as mounting tape or push pins. The poster session area will also be used for two evening social events as stated in the above table. The poster session room or area shall be available as outlined in the above table, and locked and secured when not in use. Hotel staff shall ensure that the exhibitor area is locked and secured one hour after the meeting adjourns each evening, and be unlocked one hour before the meeting begins each morning. 4. Conference Food and Beverage Service A Morning and Afternoon Breaks - During 17 May, the contractor shall provide for snack foods and beverage service during morning (10:00-10:30am) and afternoon (3:00-3:30pm) breaks for approximately 80 NSAW participants. During 18-20 May, the contractor shall provide for snack foods and beverage service during morning (10:00-10:30am) and afternoon (3:00-3:30pm) breaks for approximately 160 NSAW and NHAW participants at two or more stations near the meeting rooms. The food and beverage during conference breaks will include, at a minimum, coffee, tea, and juice with light snacks. The contractor with the COTR shall determine the quantity of foods and beverages required, and provide cost estimates to the COTR. The cost of the food and beverage will be covered by the registration fees. B. Poster Session Evening Events - During the evenings (6:00pm - 10:00pm) of 18 May and 19 May, food and beverage service shall be provided for approximately 160 participants. An assortment of hors d'oeuvres and finger foods shall be provided by the contractor, and the costs of the food will be covered by the registration fee. The contractor shall also arrange for a cash bar service for beverages that effectively services approximately 160 participants without unnecessary waiting lines. Entertainment, such as music, can also be provided during these social events. The contractor shall communicate with the COTR to determine the quantity and type of food and beverage needed for these two evening social events, including entertainment. C. Lunch - The contractor shall ensure that 160 participants can effectively be serviced and consume lunch during the noon-1:00pm lunch break for each conference day. This is a critical requirement to ensure there is no delay in lunch resulting in the interruption of the conference schedule. This requirement can be met with various options, such as nearby restaurants and cafeteria style services, and can be catering by the contractor. Food service shall be varied to provide nutritious, including low-fat and vegetarian options. The contractor shall work with the COTR to determine the appropriate options for lunch. Lunch catering costs shall be covered by the registration fees. 4. Lodging and Other Accommodations A. Lodging - The contractor shall reserve a block of hotel rooms for up to 160 participants through the conference center or nearby (1/2 mile radius from conference center) hotels. The hotel lodging arrangements shall honor any standard cancellation policy regarding cancellations. Participants will call the hotel at least 7 days prior to the conference date to reserve their room, and identify themselves as participants in the "NSAW-NHAW Conference"... Lodging reservations will be made by individual participant call-in and reserved on each caller's personal credit card. Most of the participants will be Federal Government employees, therefore the contractor shall ensure the reserved block of rooms at the GSA government lodging rate. It is requested that the Federal Government be granted a general tax exemption for all room and conference spaces to be paid for by the Federal Government. The contractor shall be responsible for confirming all hotel arrangements, including providing the hotel/conference center with sufficient deposits to hold such space. 5. Pre-Conference Preparations and Arrangements A. Budget Development and Tracking - The contractor shall work with the COTR and the hotel/conference center to ensure all conference expenses are planned and budgeted for appropriately. Contract costs include all conference center costs and other business related expenses associated with the conference arrangements, but does not include the actual cost of food. The contractor will provide an estimated food cost per participant which will be covered by a mandatory registration fee to be paid directly by each participant. The contractor shall provide monthly budget updates to the COTR. The contractor shall implement budget tracking upon initiation of the contract. B. Conference Web Site - The contractor shall make arrangements to host the NSAW-NHAW Conference website, or other equivalent arrangement for participants, that provides information on the conference center, conference announcement and agenda, directions, registration fee, and lodging reservation. The contractor shall work with the COTR on the necessary information for this website. C. Registration Materials - The contractor shall be responsible for developing registration information and on-line registration materials. For the purpose of on-line registration by credit card, the web page will be established as a secure site. Receipt of funds for payment of registration fees can be controlled by the contractor, or by a separate secure on-line system. All major credit cards will be accepted, and arrangements will also be available for payment by check or money order via regular mail. D. Conference Kits - The contractor shall prepare conference kits for participants which shall include: pens, writing medium sufficient to take notes for three days of meetings, and other items (such as t-shirts or other promotional items) as appropriate and as funds allow. Final contents of conference kits will be decided in coordination with the COTR. E. Name Tags - The contractor shall provide attractive, durable name tags which should include the logo for the meeting and pre-printed full name and affiliation of the registrant. 6. Conference On-Site Support Services A. Registration/Exhibitor Check-in - The contractor shall provide one clerical staff for registration services on the first day of the conference, and no less than one clerical person for registration and other services for the second and third days of the conference. The clerks will have access to the pre-conference registration information for verification of registrants. Clerks will distribute registration materials to all registrants along with other conference materials. Registration staff should be provided by the contractor at the time of the conference. B. General Information - The contractor shall provide, or arrange to provide, general information to conference registrants and their guests about local services and attractions. The contractor is expected to work closely with the COTR, the hotel front-desk staff, and the hotel concierge. The contractor and the registration staff should be familiar with the local services and attractions. General information should be compiled by the contractor no later than two weeks prior to the conference. C. AV Technical Logistics and Services - The contractor shall provide or arrange for technical AV (audio-visual) professional services for each conference room as listed in the above table. These services shall include AV equipment set-up and testing before each meeting begins, and standby service for any AV equipment troubleshooting requirements. Each conference room as listed in the above table should include the necessary AV equipment setup for speakers to effectively conduct PowerPoint presentations, including the following AV equipment: • Digital (LCD) projector, with serial/USB port cables to connect to PC laptop computers. • Overhead projector with skirted cart, if necessary. • Slide projector, with remote slide advance and focus capabilities, if necessary. • Projection screen large enough for audience (no less than 8 ft x 8 ft). • Laser pointer. • 1 podium microphone. • 2-3 head table microphones. • 2-3 aisle microphones. • 2 speakers with tripods. • 1 mixer. • 1 equalizer. • 1 amplifier. • 2-3 computers for use in the Administrative Office. • Wireless internet access throughout the venue, if possible. • An on-site technician. The contractor shall provide all technical logistics at the time of the conference. II. PERIOD OF PERFORMANCE The period of performance for this work begins at the time of award and ends on 30 August 2010. III. DELIVERABLE SCHEDULE The contractor shall conduct the tasks described herein according to the following schedule of milestones and deliverables. A. No later than 1 March 2010, the contractor shall complete the following tasks; 1. Develop budget and budget tracking system, and maintain budget monitoring. 2. Finalize conference location with COTR 3. Secure main conference space, registration space, administration office, pre conference workshop space (if necessary), and poster area. 4. Provide COTR with listing and cost estimates for food and beverage service for morning and afternoon breaks, and for social events 5. Reserve a block of 160 guest rooms for anticipated participant lodging. 6. Provide COTR with a progress and budget report, and invoice for services to date. B. No later than 15 March 2010, the contractor shall complete the following tasks; 1. Establish a website for conference announcement, conference center information and directions, and on-line registration. The registration period will be between 15 March and 15 April 2010. 2. COTR will provide the contractor with the initial participant mailing list. 3. COTR will meet with contractor to communicate and review conference facilities 4. Finalize the food and beverage requirements with the COTR, and establish the registration fee amount. 5. Provide COTR with a progress and budget report, and invoice for services to date. C. No later than 15 April 2010, the contractor shall complete the following tasks; 1. Finalize conference facility arrangements (room reservations, seating, AV equipment, food/beverage catering, poster mounting, etc.), and review with COTR. 2. Finalize conference registration materials, including conference kits for participants. 3. Confirm available of AV technical support for conference rooms 4. Provide COTR with a progress and budget report, and invoice for services to date. D. During 17-21 May 2010, the contractor shall complete the following tasks; 1. Meet with COTR the day before (16 May) to review conference arrangements 2. Registration check-in services, including name tags and conference kits to participants 3. AV technical services, including AV setup, testing, and standby troubleshooting 4. Food catering services during breaks and evening socials as outlined herein. 5. Provide COTR with a progress and budget report, and invoice for services to date. IV. DISPOSITION OF DELIVERABLES The contractor will provide budget reports and invoices to the COTR. V. OPTION FOR SUPPLEMENTATION OF FUNDS If adequate funds are not available for reimbursement of all conference expenses and appropriate efforts have been made by the contractor, the contractor shall inform the COTR to determine whether additional funds may be added to this contract for additional support necessary to convene the conference. VI. PERFORMANCE CRITERIA Performance criteria for this contract shall be based upon the COTR's review and approval of the tasks and deliverables provided by the contractor as described herein in accordance with the schedule of milestones and deliverables.. VII. Contractor reporting to COTR The contractor will communicate and report directly with the Contract Officer's Technical Representative (COTR) in regard to the tasks, determination of catering and other arrangements, invoicing, and deliverables described herein. The COTR is William Michaels at NOAA National Marine Fisheries Service, F/ST4, 1315 East-West Highway, Silver Spring, MD 20910. The COTR may be contacted by phone 301-713-2363 x136, FAX, 301-713-1875, or email: William.Michaels@noaa.gov. VIII. Contract Award Criteria A purchase order in the amount sufficient to cover all quoted costs will be issued to the lowest priced technically acceptable offeror representing the best value to the Government. Upon conclusion of the conference and final determination of final costs such as costs expected to be but not covered by the attendees, conference facilities/space, and costs associated with audio-visual requirements if not included with package quote, will be covered under the commercial purchase order to be issued by the Government in accordance with the hotel's standard contract terms and conditions. Upon final determination and payment of all pending charges payable by the Government in order to satisfy the terms of the hotel's accepted contract, all remaining funding on the purchase order will be de-obligated. The per-night lodging cost shall not exceed the cost listed in the Federal Travel Regulations. Additionally, in order to insure competitiveness, additional discounts are encouraged. It is requested that the Federal Government be granted a general tax exemption for all rooms and conference spaces to be paid for by the Federal Government. Quotes shall be inclusive of the per-night cost per room, a sub-total cost indicating the cost for each of the night periods separately, and a Conference Total for the entire period. In order to be considered for award, the offer must be determined to be technically acceptable. The evaluation factors for this procurement are Lowest Price Technically Acceptable (LPTA). To be determined technically acceptable, the offeror's quotation will be subjected to the following "Go/No Go" criteria: (1) The offeror must demonstrate ability to provide the requested number of guest rooms/nights and associated conference facilities as described in the SOW on the dates indicated, (2) The offeror must be in compliance with the Hotel/Motel Fire Safety Act, (3) The offeror must be provide an itemized quotation for the conference rooms, AV equipment, estimated catering for morning and afternoon breaks and socials, and other conference business arrangements as described herein. This solicitation is intended to result in one award to a single vendor offering the lowest aggregate price representing the best value to the Government. Offerors may send in proposals electronically provided that they do not exceed fifteen (15) pages in length. It is the vendors responsibility to ensure that all quotations and required supporting documents are received at the following address on or before 09 March 2010 not later than 11:59 am (EST) at the address below: National Oceanic and Atmospheric Administration External Clients Acquisition Division 1335 East-West Highway SSMC 4 RM 7543 Silver Spring, MD 20910 Alisa R. Sydnor - Contract Specialist, 301-713-0838 ext 203
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/DOC/NOAA/AGAMD/NFFKST40-10-0604/listing.html)
 

Place of Performance

Address: Silver Spring, Maryland, 20910, United States

Zip Code: 20910
 

Record

SN02079911-W 20100304/100302234358-3681d7f15f6129320df52fb2578b60c5 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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