SOLICITATION NOTICE
X -- FY 2011 Trade Symposium
- Notice Date
- 7/27/2010
- 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 - DC, 1300 Pennsylvania Avenue, N.W., Room 1310 NP, Washington, District of Columbia, 20229, United States
- ZIP Code
- 20229
- Solicitation Number
- FY2011TradeSymposium
- Archive Date
- 8/21/2010
- Point of Contact
- Nakisha N. Yates, Phone: 2023441124, Ronie Namata,
- E-Mail Address
-
nakisha.yates@dhs.gov, ronie.namata@dhs.gov
(nakisha.yates@dhs.gov, ronie.namata@dhs.gov)
- Small Business Set-Aside
- N/A
- Description
- Request for Conference Space For U.S. Customs and Border Protection Office of Trade Relations (OTR) Statement of Work (SOW) BACKGROUND U.S. Customs and Border Protection (CBP) is the unified border agency within the Department of Homeland Security (DHS). CBP combined the inspectional workforces and broad border authorities of U.S. Customs, U.S. Immigration, Animal and Plant Health Inspection Service and the entire U.S. Border Patrol. The Office of Trade Relations (OTR) is responsible for ensuring that the international trade community is provided with accurate, timely, and consistent information regarding CBP programs, policies or initiatives affecting the international trade community. In an effort to ensure that this is done, OTR is hosting its 11th Annual Trade Symposium. This is a major outreach event hosted by the Acting Commissioner, which brings over 800 members of the international trade and transportation communities, other government agencies, Congress, and the Press together with CBP senior management. OTR conducts outreach to and serves as a resource for the international trade community on a range of CBP policy issues. Once a year, a Trade Symposium is held to provide a forum for the discussion of significant efforts being made within these areas. The 2011 Symposium will focus on trade priorities and policies to ensure compliance improve security and encourage continued CBP and trade partnerships. This relationship helps CBP to incorporate feedback from the trade community into key initiatives lessening the negative impact on new and existing programs. The program will include topics such as CBP's Trade Strategy, the new Importer Security Filing (10+2), Import Safety, Customs-Trade Partnership Against Terrorism (C-TPAT), ACE and other CBP programs and initiatives. These symposiums provide great benefit to U.S. citizens, the trade community, Customs employees, government agencies, and the economy as a whole. Citizens will be better protected from health and safety risks posed by terrorist activities and the influx of narcotics, illegal products and unsafe goods. Customs personnel will benefit from state-of-the-art tools to perform their jobs better and faster. They will have increased access to information, and the burden of paper-intensive manual processing of goods will be reduced. Government agencies with border enforcement and regulatory responsibilities will have the potential for improved information sharing and analysis to better target and analyze goods coming into the country. PERIOD OF PERFORMANCE Fiscal Year: 2011 Estimated Start: February 22, 2011 Estimated End Date: February 24, 2011 SCOPE OF WORK The vendor shall furnish meeting space to OTR 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. General Requirements •· Availability for a 3 day event: February 22-24, 2011 •· Exhibit space for two (2) 10 x 12 booths and up to fourteen (14) table top booths, which require a 10 x 10 space. •· Networking reception area for 600 people on the first day of the event. •· Separate ballroom or event space set in banquet rounds of ten (10) to accommodate over 800 with appropriate sized riser to hold a podium with podium microphone for a high level keynote speaker and mult-box for press access. •· Separate PRESS Room to include the following set up: a rectangle table with table cloth set up, •· A venue that will allow U.S. Customs and Border Protections Canine Team to exhibit service dogs, and can provide grassy areas in close proximity to the hotel for the dogs to be exercised. •· A venue that can provide two (2) separate registration areas for General Attendees and PRESS/Congressional Staff/VIP's. •· Within walking distance (a 2 mile radius) to employees from CBP Headquarters located at the Ronald Reagan Building, 1300 Pennsylvania Avenue, NW, Washington, DC 20229. •· Must accommodate a General Session with 90% classroom style set-up and 10% theater style with adequate space for PRESS, Congressional Invitees, Audiovisual, a stage set to accommodate a panel of up to 16 people in a talk show style set for up to 1,000 attendees. The group also requires a PRESS riser as well as a Mult Box so that the PRESS representatives will be able to have full access to the General Sessions without disruption. The PRESS riser should accommodate approximately 4 cameramen. The exact dimensions will not be known until closer to the event, therefore all accommodations should be made to ensure adequate space is available without disruption of the 90/10 room set as noted above. •· Within a 20-minute taxi ride of at least one major airport. This alleviates the necessity of government personnel requiring rental cars. •· Onsite dining option(s) as well as local dining options within walking distance. •· Onsite dining area that can accommodate an influx of at least 300 additional guests for lunch during the event. •· Registration area located close to the Ballroom where all General Sessions will be held. A built in registration area is preferred but not necessary. •· All function space should be located on the same floor. If the venue is not able to accommodate this layout, a floor plan must be provided to each attendee upon check-in clearly marking all function space to minimize confusion. •· Close to public bathrooms that can accommodate the flow of over 800-1000 attendees on breaks, etc. •· American Disabilities Act (ADA) accessible rooms •· A venue that accommodates special medical need requests (i.e. refrigerator in room). •· Walking distance to dining for non-meeting hours, and also accommodate attendees on conference days that all meals are not provided. •· 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. Specific Requirements Meeting Room Requirements The vendor shall demonstrate the ability to provide internet capability in each room, blackout drapes for rooms with windows, and ensure that there are adequate public restroom facilities in close proximity to all meeting space. The following specific items/equipment are required to support: General Registration Space Equipment/Needs (6) 6' skirted tables with three (3) set behind the front three (3) to hold event materials. (6) Chairs (2) Wastebaskets (1) Water Station (2) Easels for Signage or other approved directional signage (1) Power Cord Dark Linens Special/PRESS and Congressional Registration Space Equipment/Needs (3) 6' skirted tables with one (1) set up behind the front two (2) to hold event materials. (4) Chairs (1) Wastebasket (1) Water Station (1) Power Cord Dark Linens Exhibit Space The vendor is to provide adequate exhibit space to hold ten (10) to twenty (20) booths ranging in size from 10x10 to 10x12 with suggested equipment as outlined below to be supplied by the contractor on an "as needed" basis: Preference is for these exhibit booths to be set around the perimeter of the room with the food/beverage set in a serpentine style down the center of the room so as to allow attendees maximum time with various exhibitors, and so as to contain all food/beverage provided for this event. This room should be in close proximity to the General Session room to allow for maximum visibility. Equipment/Needs Electric to be set by 11:00 pm the night before exhibitors are to set-up to allow exhibitors adequate time to set up and be prepared for event kick-off. One dedicated high speed internet access line at each booth unless otherwise noted in the floor plan submitted to the venue by the authorized Point of Contact (POC). Video equipment Data display equipment with interface capabilities Audio equipment Tables Chairs Waste baskets Water stations Table skirting General Session Space Equipment/Needs Room set so as to accommodate up to 1,000 attendees with 90% of the room set in a classroom style allowing for 5' aisles and 2' aisles between rows, and the back 10% of the room is to be set theater style. A room that allows adequate space for PRESS and camera equipment for CBPTV and web casting services Presentation dais that can be set up talk show style for up to eight (8) presenters, and/or panel style for up to sixteen (16). The dais should also accommodate the appropriate American, State and Department of Homeland Security (DHS)/Custom and Border Protection (CBP) flags. PRESS risers to accommodate at least four (4) cameras PRESS section set theater style for 20 at the back right hand corner of the general session room. This area is to be roped and stanchion. Banquet Space Equipment/Needs Room set in banquet rounds of ten (10) to accommodate up to 880 people Dais set with podium and microphone for high level keynote speaker as well as appropriate flags if requested. PRESS area with adequate room for up to 4 cameras. Breakout Space The vendor is to provide six (6) breakout rooms as specified below to run concurrently for three (3) cycles so as to provide attendees the opportunity to attend each breakout session provided. Equipment/Needs Two (2) 4,000 sq. ft rooms to accommodate a maximum of 440 people set theater style with adequate room for a riser, head table(s), audiovisual and webcasting equipment. Two (2) 1,500 sq. ft. rooms to accommodate a maximum of 120 people set theater style with adequate room for a riser, head table(s), audiovisual and webcasting equipment. One (1) 4,200 sq. ft. room to accommodate a maximum of 540 people set theater style with adequate room for a riser, head table(s), audiovisual and webcasting equipment. One (1) 3,800 sq. ft. room to accommodate a maximum of 546 people set theater style with adequate room for a riser, head table(s), audiovisual and webcasting equipment Additional Space Requirements Staff office to accommodate up to fifteen (15) people set conference style Reception space - 15,000 sq ft. to accommodate up to 600 people Food selections Cashiers Bartenders Podium with microphone set on a small riser PRESS room Green room VIP Speaker Ready Room 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 thirty (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.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DHS/USCS/PDDC20229/FY2011TradeSymposium/listing.html)
- Record
- SN02219685-W 20100729/100728000032-dedc0bf62adf74ad45070192fc0e142a (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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