SOLICITATION NOTICE
X -- Hotel Conference Facility for Hydrographic Services Review Panel (HSRP) Meeting - NCNJ0000-10-00199-SOW
- Notice Date
- 9/9/2010
- 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
- NCNJ0000-11-00199
- Archive Date
- 10/1/2010
- Point of Contact
- Sandra K. Souders, Phone: 3017130820135
- E-Mail Address
-
Sandra.K.Souders@noaa.gov
(Sandra.K.Souders@noaa.gov)
- Small Business Set-Aside
- N/A
- Description
- HSRP Meeting -SOW This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Parts 12 and 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation Number NCNJ0000-11-00199 is issued as a request for quotation. The North American Industry Classification Code (NAICS) is 721110 and the Small Business Size Standard is $6.5 million. The National Oceanic and Atmospheric Administration (NOAA), National Ocean Service (NOS), Office of Coast Survey will host a Hydrographic Services Review Panel (HSRP) Meeting to be held in Portland, Oregon or Vancouver, Washington from October 12-13, 2010 under the authority of the Federal Advisory Committee Act (FACA). The Office of Coast Survey requires the services of a facility to provide an inclusive meeting package (sleeping rooms at Government Per Diem rate, meeting space, audio-visual equipment, miscellaneous support services, and on-site meal service including breakfast, lunch, AM and PM breaks) that will accommodate approximately twenty-five (25) attendees to this HSRP Meeting. The facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.) and the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C 2201 et. seq.) and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.dhs.gov/applications/hotel/. The facility must meet the following requirements: 1) Location of the facility must be in downtown Portland, Oregon or Vancouver, Washington area with easy accessibility to restaurants and public transportation for public attendees; 2) Provide Government per diem rates for a block of sleeping rooms for meeting attendees as follows: October 11, 2010 - twenty-five (25) sleeping rooms; October 12, 2010 - twenty-five (25) sleeping rooms; October 13, 2010 - twenty-five (25) sleeping rooms. Note: Estimated seventy-five (75) total sleeping rooms; actual room use will vary per night with final confirmation of room use by October 11, 2010. Payment will be issued only for the number of rooms actually used; 3) Meal Service which includes breakfast, lunch, AM and PM breaks for approximately twenty-five (25) to twenty-eight (28) meeting attendees for October 12-13, 2010; 4) Meeting room specs for October 12-13, 2010: Rectangular or square shaped meeting room with square footage of at least 2,000 sq. ft. or greater to hold an open U-shaped formation to comfortably seat twenty five (25) people around the U-shape (important that the Panel members seated at the U-shape have sufficient elbow room) with theatre seating for fifteen people on each side of the U-shape formation (total of thirty seats); Same meeting room must be available for both days, with ability to leave equipment locked in the room overnight; projection table in front of U-shape; Tables for handouts (1-2 tables in back of room); Tables for Panel speakers in front of U-shape (approximately 5-6 speakers); Tables for light refreshment service and meal services; 2-3 power supply strips for Court Reporter and HSRP staff equipment; 2 additional power supply strips for portable laptops at U-shape formation; 2 flag poles - 1 with American Flag (NOAA will provide flag for other flag pole); 1 Speaker Podium; 2-3-easels with stands, easel pads and markers. 5) Audio-visual equipment (Minimum of 12 'On/Off' switch microphones at U shape table; 4 'On/Off' switch microphones at Panel Speaker table; podium microphone; lapel microphone; sound mixer; 2 standup microphones for public seating area; high quality projector with projection screen and backup bulbs; necessary additional power strips; Availability of teleconference/poly-com line set up (actual use TBD) and wired or wireless Internet capability; A/V support services (as needed) including set up of audio-visual equipment). 6) Miscellaneous support services to include: Set up of all AV equipment; High quality computer, printer, copier, fax equipment accessibility; Support services for immediate adjustments for thermostat temperature control and lighting control; Conference room setup prior to meeting; Storage space for meeting supplies; Public parking; FedEx accessibility; Light refreshment service that includes the leaving of AM and PM refreshments throughout morning and afternoon breaks to minimize noise disruption to Panel discussion; Additional coordination and support services as required. The resulting purchase order shall be a negotiated on a firm fixed price and is Subject To Availability of FY2011 Funds. The award shall be made on a best value basis. Best value evaluation factors include the following: 1) Approach - The likelihood of effectively meeting the requirements; 2) Past Performance - The relevance and quality of prior performance; and 3) Price - The amount, realism and consistency of the evaluated price. The evaluation shall be based on use of the adjectival scheme as follows: Excellent (E) - Very good of its kind; eminently good, superior or first class; Good (G) - Beneficial and worthwhile; sound and valid; Adequate (A) - Reasonably sufficient and suitable; Marginal (M) - Minimally suitable at the lower limit; and Unsatisfactory (U) - Not acceptable, not adequate to carry out. The solicitation document and incorporated clauses are those in effect through Federal Acquisition Circular Number 2005-44. The provisions and clauses may be downloaded at http://arnet.gov.far. The following provisions and clauses shall apply to this solicitation. FAR 52.212-1, Instructions to Offerors - Commercial, applies to this acquisition and there is no addenda to this provision; FAR 52.212-2, Evaluation - Commercial Items. The Government shall award a purchase order resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (i) approach, (ii) past performance, (iii) price; FAR 52.212-3, Offeror Representations and Certifications - Commercial Items, applies to this acquisition and there is no addenda to this provision; FAR 52.212-4, Contract Terms and Conditions - Commercial Items, applies to this acquisition and there is no addenda to this provision; FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders - Commercial Items, applies to this acquisition. All interested contractors must be actively registered in the Central Contractor Registration (CCR) at the CCR website www.ccr.gov and must provide a completed copy of the Offeror Representations and Certifications. Interested contractors are invited to review the attached Statement of Work titled 'Hotel Conference Facility, Hydrographic Services Review Panel (HSRP) Meeting October 12-13, 2010' and provide a written and electronic response to be received no later than noon September 16, 2010 addressed to Sandra K. Souders, Purchasing Agent, National Oceanic and Atmospheric Administration, 1305 East West Highway, Suite 7145, Silver Spring, Maryland 20910, Sandra.K.Souders@noaa.gov. Contractors must submit a complete response. Responses that are not substantially complete will be returned. Offers of partial performance shall be rejected. An original copy shall be submitted as well as an electronic version in MS Word or Adobe Acrobat. The electronic version shall be in the form of an email with attachments. A one page letter shall transmit the quotation signed by an individual authorized to commit the organization. Each response shall be on 81/2 -inch x 11-inch paper, in a commercially standard font, not smaller than a size 12 font. The response shall be secured by simple stapling and shall not contain elaborate binding. Each page in the response shall be separately numbered. A page of paper printed on both sides is considered two pages. The offer, including the letter of transmittal, shall be limited to ten (10) single sided pages. Submit offers arranged in three sections as follows: Section I - Approach, which includes identification and qualifications of relevant personnel and technical management approach; Section II - Past Performance, which includes relevant experience which describes at least three (3) relevant projects performed in the last three years and quality of performance; Section III - Price, firm fixed price for the required meeting package. Each firm fixed price shall include sufficient data to allow the Government to determine the amount, realism and consistency of the firm fixed price. Award shall be made to the responsible contractor that offers the best value to the Government. The Government shall not be liable for any costs incurred in response to this request.
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