Loren Data's SAM Daily™

FBO DAILY ISSUE OF APRIL 18, 2012 FBO #3798
DOCUMENT

R -- IRDC EVENT PLANNING - RAYNACK/RAY - Attachment

Notice Date

4/16/2012
 

Notice Type

Attachment
 

NAICS

561920 — Convention and Trade Show Organizers
 

Contracting Office

Department of Veterans Affairs;Program Contracting Activity Central;6150 Oak Tree Blvd, Suite 300;Independence OH 44131
 

ZIP Code

44131
 

Solicitation Number

VA70112I0194
 

Response Due

4/26/2012
 

Archive Date

8/3/2012
 

Point of Contact

Michael Raynack
 

Small Business Set-Aside

Total Small Business
 

Description

I. Introduction: This Sources Sought is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). The VA is currently conducting market research to locate qualified, experienced and interested potential sources. Responses will NOT be considered as proposals, nor will any award be incurred by interested parties in responding to this sources sought announcement. The Veterans Health Administration (VHA) is seeking interested sources (contractors) for a near-future solicitation and procurement for Conference Planning Services. At this time, no solicitation exists. Therefore, DO NOT REQUEST A COPY OF THE SOLCITATION. II. Background: The Human Factors Office (HFO) within the Office of Informatics and Analytics (OIA) manages the Informatics Research and Design Center (IRDC) in Nashville, TN. The IRDC is a 10,000 square foot VHA multi-use facility that consists of state of the art conference spaces, participatory design rooms, user experience laboratories, specialty training rooms, and a simulated environment Exploratorium. Key room resources are: ResourceSq Ft Exploratorium986 Conference Room/Participatory Design646 Computer Training/Visual Simulation Lab396 Break Out Room(s) -divisible396 Primary Usability Lab #1180 Small Conference Room/ Participatory Design165 Companion Usability Lab #2120 The facility is located one half-mile from the VA Tennessee Valley Healthcare System and adjacent to the Vanderbilt University campus. This close proximity allows for interactive collaboration with VA practitioners and world renowned academic leaders in Informatics, Engineering, Computer Science, Medicine, Nursing, and Biologic Research. III. Requirements: The Contractor shall provide the Human Factors Office (HFO) with timely, effective and efficient all-encompassing Event Planning services. Contractor shall be responsible for Event Planning for conferences, meetings, and trainings conducted at the Informatics Research and Design Center (IRDC) in Nashville, TN. Services include the making of all necessary arrangements to include: resource configuration, on-site meeting and registration services, and other communication with attendees. Additionally, the Contractor shall provide audio-visual support services for multiple events to include: configuration of presenter hardware with IRDC tools and the collection of audio and video components for digital media deliverables. The period of performance shall be a 12 month base period and two (12 months) option years to be exercised at the Government's discretion. The Government estimates up to 56 events per year that would require Event Planning Services. Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). Tasks under this PWS shall be performed in VA facilities located at 2817 West End Avenue, Suite 200, Nashville, TN 37203. Work may be performed at remote locations with prior approval of the Contracting Officer's Representative (COR). The Government does not anticipate travel. Minimum Requirements: Apple Mac Systems Utilizing OSX- Snow Leopard Apple Final Cut Studio Vaddio Digital Cameras Familiarization with Apple Server Applications -Podcast Manager -Quicktime Broadcaster -Quicktime Fuze Meeting and Live Meeting Conferencing Applications Roland and Allen Heath Audio Mixing Equipment Sonar Audio Software Yeti Microphones Familiarization with Stage Lighting Setup and Application 1.0 SPECIFIC TASKS AND DELIVERABLES The required services of this Performance Work Statement (PWS) shall be used to support HF for the following types of events: Event TypeNumber of Events Per Year (Estimated)Size of EventDuration of Event (Generally)Scheduled Training/Retreat/ Seminar/Symposium18Large3-4 DaysIntermittently Conference1-2Large5 DaysAnnually Workshop/Routine Meeting12-18Small2-4 DaysIntermittently Workshop/Routine Meeting6-8Medium3-4 DaysIntermittently The VA anticipates the events will occur on an even and routine basis during the course of the performance period, although actual start and completion dates may vary month to month. Definitions for Size of Meeting: Small - 25 or less attendees (1-25) Medium - 26 to 50 attendees (26-50) Large - 51 to 75 attendees (51-75) Conference - A prearranged meeting for consultation or exchange of information or discussion (especially one with a formal agenda). Retreat - A town hall type meeting for government employees to review progress and challenges in implementing government/departmental policies, engaging their staff in discussing various aspects of said government or departmental activities. Retreats are often held off site or away from the normal duty station or office. Such a facility usually offers participants the opportunity to socialize to a greater extent than they otherwise would in the office, and to personalize relationships and gain greater appreciation of each other. Routine meeting - A formal or informal arranged gathering for a predetermined purpose; in a meeting, two or more people come together for the purpose of discussing a (usually) predetermined topic such as business or community event planning. Seminar - A lecture or presentation delivered to an audience on a particular topic or set of topics that are educational in nature. It is usually held for groups of 10-50 individuals. A seminar is frequently held at a hotel meeting space or within an office conference room. It is also known as a conference. Symposium - A meeting of a number of experts in a particular field at which papers are presented by specialists on particular subjects and discussed with a view to making recommendations concerning the problems under discussion. Training - An activity leading to skilled behavior. Training also refers to the acquisition of knowledge, skills, and competencies as a result of the teaching of vocational or practical skills and information that relate to specific useful competencies. Workshop - A series of educational and work sessions. Small groups of people meet together over a short period of time to concentrate on a defined area of concern. Purposes for workshops may vary; examples include Informing, Problem solving, and Training. Typically a workshop has two components: technical in which one presents theory in lectures and readings, and in which one would do a project, produce a product, or write a paper. Schedule of Tasks/Deliverables: Task/Sub-TasksTask/Deliverable DescriptionDue DateQuantityUnit Task 1Event Planning Services for Small-Sized Meetings Sub-Task 1.1Prepare and/or maintain a documented standard operating procedure outlining the actions, timelines, roles and responsibilities, etc. associated with event planning for the IRDC. Due in first Monthly report and updated each month thereafter, Sub-Task 1.2.1Coordinate pre-meeting logistics with IRDC Manager and meeting POC/ Develop event plan for Government review. Develop event plan for Government review. Note: IRDC Manager and Meeting POC will provide information regarding speakers or facilitation services required.Due five (5) business days following notification of event requirement. Sub-Task 1.2.2Arrange/coordinate all audio/visual equipment needs and any other special needs. Determine from IRDC Manager and Meeting POC what room setup will be required, A/V needs (including, but not limited to, projector, laptop, A/V cart, DVD player, VCR player, Television, Projector Screen, Smart Boards, conference phone, video conference equipment, internet service, internet service portals required, Ethernet Cables, flip charts, power strips, extension cords, microphone, whiteboard, pads, pens, markers, pencils, etc.)Due ten (10) business days following notification of event requirement. Sub-Task 1.3.1Event logistics coordination and communication. -Work with IRDC Manager and Meeting POC to determine attendee listing based upon subject matter -Work with IRDC Manager and Meeting POC to determine the number of days required based on the meeting content and desired outcomes.Due ten (10) business days prior to event. Sub-Task 1.3.2Communication of preliminary event information to IRDC Manager, Meeting POC, and potential event attendeesWeekly Sub-Task1.3.3Coordinate communication of ground transportation logistics with IRDC Manager and Meeting POCDue five (5) business days prior to event. Sub-Task 1.4Track Resource Utilization -Track time spent on various tasks -Track a/v resources utilized per desired deliverable -Develop lessons learned for process improvementMonitor throughout event and address in Monthly Report. Sub-Task 1.5Review timeline of events. -Present timeline of events to the IRDC Manager and the Meeting POC, including a review of the agenda to determine that logistical needs are covered per proposed agenda.Due five (5) business day prior to the event. Sub-Task 1.6Coordinate with Facilitators/Guest Speakers that have been identified. -Arrange all media coordination for briefings, etc. with speakers, participants, and stakeholders.As required. Sub-Task 1.7Prepare and maintain a registration tracking spreadsheet that will include attendees, speakers, and staff for each function.Due three (3) business days prior to event. Sub-Task 1.8Ensure the audio/visual configuration required for the meeting is correctly configured. -Presenters have been educated on hardware being used (SmartBoards, Projectors, Computers, Microphones, etc.) -Support on A/V items is maintained throughout the meeting agendaAs required. Task 2Event Planning Services for Medium- and Large-Sized Meetings w/ Document Preparation, Onsite Coordination, and Expanded Audio/Visual Support Sub-Task 2.1Prepare and/or maintain a documented standard operating procedure outlining the actions, timelines, roles and responsibilities, etc. associated with event planning for the IRDC. Due in first Monthly report and updated each month thereafter, Sub-Task 2.2.1Coordinate pre-meeting logistics with IRDC Manager and meeting POC/ Develop event plan for Government review. Develop event plan for Government review. Note: IRDC Manager and Meeting POC will provide information regarding speakers or facilitation services required.Due five (5) business days following notification of event requirement. Sub-Task 2.2.2Arrange/coordinate all audio/visual equipment needs and any other special needs. Determine from IRDC Manager and Meeting POC what room setup will be required, what refreshments (if applicable), A/V needs (including, but not limited to, projector, laptop, A/V cart, DVD player, VCR player, Television, Projector Screen, Smart Boards, conference phone, video conference equipment, internet service, internet service portals required, Ethernet Cables, flip charts, power strips, extension cords, microphone, whiteboard, pads, pens, markers, pencils, etc.)Due ten (10) business days following notification of event requirement. Sub-Task 2.3.1Event logistics coordination and communication. -Work with IRDC Manager and Meeting POC to determine attendee listing based upon subject matter -Work with IRDC Manager and Meeting POC to determine the number of days required based on the meeting content and desired outcomes.Due ten (10) business days prior to event. Sub-Task 2.3.2Communication of preliminary event information to IRDC Manager, Meeting POC, and potential event attendeesWeekly Sub-Task 2.3.3Coordinate communication of ground transportation logistics with IRDC Manager and Meeting POCDue five (5) business days prior to event Sub-Task 2.4Track Resource Utilization -Track time spent on various tasks -Track a/v resources utilized per desired deliverable -Develop lessons learned for process improvementMonitor throughout event and address in Monthly Report. Sub-Task 2.5Review timeline of events. -Present timeline of events to the IRDC Manager and the Meeting POC, including a review of the agenda to determine that logistical needs are covered per proposed agenda.Due five (5) business days prior to the event. Sub-Task 2.6Coordinate with Facilitators/Guest Speakers that have been identified. -Arrange all media coordination for briefings, etc. with speakers, participants, and stakeholders.As required. Sub-Task2.7Prepare and maintain a registration tracking spreadsheet that will include attendees, speakers, and staff for each function.Due three (3) business days prior to event. Sub-Task 2.8Ensure the audio/visual configuration required for the meeting is correctly configured. -Presenters have been educated on hardware being used (SmartBoards, Projectors, Computers, Microphones, etc.) -Support on A/V items is maintained throughout the meeting agendaAs required. Sub-Task 2.9Event Documentation Preparation Event Planner to aid Meeting POC with the preparation of: -Meeting Agenda -Meeting Materials -Revision of Material During Event (as needed) -Printing and Distribution of Meeting MaterialsAs required. If required, due five (5) business days prior to the event and through the end of the event. Sub-Task 2.10On-site Coordination Event Planner would be involved in on-site coordination on behalf of the Government as needed. -Acts as a liaison between hotel and management for processing logistical changes prior to event and during event (as needed) -Provide room setup services as needed -On-site attendee coordination -Minute taking (as required)At event. Sub-Task 2.11Multimedia Deliverable of Meeting (eg. PodCast, DVD, or other electronic format) Event Planner will work with A/V Technician and IRDC Manager to ensure the media documentation is correctly configured for the desired deliverable of the Meeting POC. -Live streaming of the meeting will be provided as required. -URL will be provided with digital media collected from meeting as required. -DVD will be provided to Meeting POC as required.Live streaming required during event. URL must be provided at event conclusion. Digital media within five (5) business days of event conclusion. Deliverable 1.0Information/artifacts from all of the above Sub-Tasks (1.1 through 1.8 and 2.1 through 2.11) shall be accumulated and presented in a Monthly Report submitted on the 3rd of each month as described in the section "Reporting Requirement" and formatted in Attachment A.Third (3rd) business day of each month.12EA REPORTING REQUIREMENTS a. The contractor shall submit a monthly progress report (see Attachment A) via electronic mail. Monthly reports should address project status, and not disclose security issues unless transmitted in a secure manner. The individual program managers retain the right to change reporting period on a case-by-case basis for purposes of managing the work. The official reporting for order compliance shall be the monthly report due on the third business day of each month. The report will cover progress made for the prior month. At the conclusion of each Task noted above, the contractor shall provide a written report documenting task completion. b. The monthly report shall also identify any problems that arose and a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved with an explanation. c. The contractor shall take minutes of all conference calls and/or meetings held with the IRDC Manager. Copies of minutes shall be provided to the IRDC Manager and the COTR as an attachment to the next scheduled Progress Report as determined by the COTR. Additional time may be needed under certain circumstances to complete minutes. Time extensions of this nature shall be permitted by prior arrangement between the contractor and the IRDC Manager. d. Reports shall contain, and are not limited to, the following: "Project status summary "Change Request status (new, open, closed since last report) "Issue status (new, open, closed since last report) "Schedule status "Minutes of Status Meetings "Contractor Staff Roster (providing updates as they occur, including personnel and security requirements - see Attachment C). "Status of required background investigations. (SECURITY REQUIREMENT) e. The contractor shall notify the IRDC Manager, COTR and Contracting Officer, in writing, if problems arise adversely impacting the performance of the order. The COTR serves as the primary point of contact for the contractor. IV. Submittal Information: Contractors having the skills and capabilities necessary to perform the stated requirements should submit a response of no more than 15 pages in length, single spaced, 12 point font minimum that addresses the above information. The Government will not review any other data, attachments that are in excess to the 15 pages. In response to this Sources Sought, interested contractors shall submit the following information no later than Friday April 26, 2012 by 5:00 PM EST to Michael S. Raynack via email at Michael.Raynack@va.gov. Provide the following information: A.Company Name and Address B.Company point of contact, telephone, and email address. C.Socio-Economic Status - Indicate whether your company, subcontractors, teaming partners, joint ventures have a Federal Socio-Economic status, e.g., Small Business, Service-Disabled Veteran Owned Small Business, Veteran Owned Small Business, Woman-Owned Small Business, Disadvantaged Small Business, and Hub Zone. If Service-Disabled or Veteran Owned Small Business, is your company and or partners registered in VA's VetBiz repository? D.If the company holds a Federal Supply Schedule (FSS) Contract, list the GSA Contract Number and relevant SINS. E.Capabilities / Qualifications: Provide a written description of the capabilities/qualifications/skills your company possesses to perform services described in this Sources Sought. F.Past Experience - Provide the following information on a maximum of three similar projects completed within the last three years for which the responder was a prime or subcontractor. 1.The name, address, and value of each project 2.The Prime Contract Type, Firm Fixed-Price, or Time and Material 3.The name, telephone and address of the owner of each project 4.A description of each project, including difficulties and successes 5.Your company's role and services provided for each project. DISCLAIMER This notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to firm a binding contract. Responders are solely responsible for all expensed associated with responding to this Sources Sought.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ISC/OISC/VA70112I0194/listing.html)
 

Document(s)

Attachment
 

File Name: VA701-12-I-0194 VA701-12-I-0194.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=323383&FileName=VA701-12-I-0194-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=323383&FileName=VA701-12-I-0194-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02722808-W 20120418/120416234621-15f8d4dc82f82a209ac2fc5a501d16b7 (fbodaily.com)
 

Source

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

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