OAR Conference

COMBINED SYNOPSIS/SOLICITATION OAR Conference (I) 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 and in accordance with the simplified acquisition procedures authorized in FAR Part 13. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (II) This solicitation is issued as a request for quotation (RFQ). Submit written quotes on RFQ Number NRMA0000-11DG. (III) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-30. (IV) This procurement will be set aside for small business if qualified responses are received. The associated NAICS code is 722211. The small business size standard is $7 million. (V) This combined solicitation/synopsis is for purchase of the following commercial item(s)/services: The Contractor shall provide the identified services in support of a conference for the National Oceanic Atmospheric Administration's, Office of Oceanic and Atmospheric Research, Management Conference 2010. Conference to be held November 8, 9 & 10, 2010 at a location near the Atlantic Oceanographic Meteorological Laboratory (AMOL), 4301 Rickenbacker Causeway. Virginia Key, Miami, FL 33149. Location must be within a ten (10) mile radius or fifteen (15) minute drive time to/from AMOL under normal traffic conditions. Anticipated maximum number of participants is 130. Contractor shall provide a Day Rate Meeting Package for about 130 attendees at the per-diem rate for the facility location, to include the following requirements: Lodging: The facility must be capable of providing suitable lodging at a reasonable rate (no higher than the Federal Government Per Diem rate) for maximum of 130 people. Special needs (e.g. handicap accessible) must be accommodated. Lodging for participants arriving before November 7 or after November 11 is not covered by this order. Meals are responsibility of the participants for periods outside of designated conference time. Lodging costs, meals (other than those specified), and all incidental expenses incurred by individuals are the responsibility of the individual participants. Facility must be able to house all participants in same location. Meeting Room(s): The facility must provide a meeting room to accommodate up to 130 people. The same meeting room shall be available for the entire duration of the conference. One meeting / large conference room is required from 7:30 am to 5:30 pm on November 8, 2010, from 7:30 am to 1:00 pm on November 9, and from 7:30 am to 3:30 pm on November 10, 2010. The conference room seating shall be set up in a configuration called the "crescent rounds" style for approximately 130 people. There should be one panel table provided, and at least one extra "folding" table for supplies and equipment. For lunch times on November 8 and 10, the facility must provide space to accommodate maximum 150 participants. This space must be separate from the meeting room, with a podium for a guest speaker. Breakout Rooms: Four (4) rooms to seat 30 people on November 10. Breakout rooms are not required on November 8 or 9. Meals: The contractor will provide a plated lunch on November 8 and Buffett lunch on November 10 for 130 maximum participants. Include sample menus with proposal. Continuous refreshment breaks, set-up directly outside of the conference room, morning and afternoon November 8, mornings only November 9 and 10. Include sample menus with proposal. Contractor shall provide meal and refreshment selection options not later than 3 weeks prior to the conference and the Government shall provide its final selections not later than 2 weeks prior to the conference. Facility must be able to accommodate specific dietary requests (e.g., kosher, vegetarian, etc.); include verification of ability to accommodate dietary requests. Audio/Visual Equipment: The facility shall provide the following: For Meeting Room: 1 podium with microphone, 1 overhead projector with remote, 1 projection screen, 1 VCR, power cords, extension cords, surge protectors, 2 flipcharts with markers and easels, white board, 1 speaker phone, pencils and pads, and any set-up costs. For Breakout Rooms: 1 flipchart with markers and easels per room. For meals: podium and lavaliere microphone for meal speakers (VI) Contractor should list/demonstrate their experience in working with the U.S. Government in arranging meetings/conferences for groups of similar size to ours over the last three years. The facility needs to be in a location that allows participants the ability to purchase breakfast and dinner. The Contractor is not responsible for participant's transportation to and from the conference. Award will be based on maximum number of attendees. Final invoice to be based on actual number of attendees. (VII) Place of performance is within ten (10) mile radius and a fifteen minute drive time of the Atlantic Oceanographic Meteorological Laboratory (AMOL), 4301 Rickenbacker Causeway.Virginia Key, Miami, Florida. Period of performance is November 8 through 10, 2010. (VIII) FAR 52.212-1, Instructions to Offerors -- Commercial Items (June 2008), applies to this acquisition. (IX) FAR 52.212-2, Evaluation - Commercial Items (Jan 1999), applies to this acquisition. Offers will be evaluated on price and the factors set forth in paragraph (a), and award will be made to the firm offering the best value to the Government. Paragraph (a) is herby completed as follows: Award will be made to Contractor whose quote offers the best value to the Government, price and other factors considered. The Government will evaluate quotations based on the follow evaluation criteria: 1) Availability, 2) Location, 3) Facilities & Technical capability, and (4) Price. (X) The offeror must submit a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (Feb 2009), with its quote. An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (c) through (m) of this provision. (XI) The clause at FAR 52.212-4, Contract Terms and Conditions - Commercial Items (Oct 2008), applies to this acquisition. (XII) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (Feb 2009) applies to this acquisition. The following clauses under subparagraph (b) apply: (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)). (6)(i) 52.219-6, Notice of Total Small Business Set-Aside (June 2003) (15 U.S.C. 644). (16) 52.219-28 Post Award Small Business Program Representation (June 2007) (15 U.S.C. 632(a)(2). (17) 52.222-3, Convict Labor (June 2008) (E.O. 11755). (18) 52.222-19, Child Labor-Cooperation with Authorities and Representation (June 2007) (15 U.S.C. 10a-10d, 19 U.S.C. 3301 note, 19 U.S.C. 2112 note, Pub. L 108-77, 108-78, 108-286, 109-53 and 109-169). (19) 52.222-21, Prohibition of Segregated Facilities (Feb 1999). (20) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246). (22) 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793). (29) 52.225-1, Buy American Act-Supplies (June 2003) (41 U.S.C. 10a-10d). (30)(i) 52.225-3, Buy American Act-Free Trade Agreements-Israeli Trade Act (Aug 2007) (41 U.S.C. 10a-10d, 19 U.S.C. 3301 note, 19 U.S.C. 2212 note, Pub. L 108-77, 108-78, 108-286, 109-53 and 109-169). (32) 52.225-13, Restrictions on Certain Foreign Purchases (Jun 2008) (E.O.s, proclamations, and statues administered by the Office of Foreign Assets Control of the Department of the Treasury). (37) 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003) (31 U.S.C. 3332). The following clauses under subparagraph (a) apply: None in this subparagraph apply. (XIII) The following clauses are also applicable to this acquisition: 52.252-2 Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http:www.arnet.gov The following other terms and conditions apply: 52.203-5 Covenant Against Contingent Fees 52.203-7 Anti-Kickback Procedures. 52.214-34 Submission of Offers in the English Language. 52.214-35 Submission of Offers in U.S. Currency. 52.216-24 Limitation of Government Liability. 52.225-13 Restrictions on Certain Foreign Purchases. 52.233-2 Service of Protest. 52.233-3 Protest after Award. (XIV) As prescribed in 48 CFR 1301.602-170, Contracting Officer's Authority (Apr 2010) - The Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this contract, and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely in the Contracting Officer. In the event the contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract terms and conditions, including price. (XV) Defense Priorities and Allocations System (DPAS) and assigned rating does not apply. (XVI) The Government intends to award a firm-fixed-price order resulting from this solicitation. Quotes are required to be received in the contracting office no later than 5:00 P.M. CDT on October 6, 2010. All quotes must be emailed or faxed to the attention of Dena Grose. The email address is [email protected] and fax number is (405) 325-1889. (XVII) Any questions regarding this solicitation should be directed to Dena Grose, (405) 325-6513, [email protected].