MODIFICATION
99 -- 2004 NARA RACO Conference
- Notice Date
- 7/24/2003
- Notice Type
- Modification
- Contracting Office
- National Archives and Records Administration, NAA, Acquisition Center, 8601 Adelphi Road, Room 3360, College Park, MD, 20740-6001
- ZIP Code
- 20740-6001
- Solicitation Number
- NAMA-03-Q-0020
- Response Due
- 7/31/2003
- Archive Date
- 8/15/2003
- Point of Contact
- Marty Cruz, Contract Specilaist, Phone 301-837-1633, Fax 301-837-3227,
- E-Mail Address
-
narciso.cruz@nara.gov
- Description
- This is a combined synopsis/solicitation for commercial items in accordance with the format in FAR Subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; firm-fixed price proposals are being requested and a written solicitation will not be issued. The solicitation number is NAMA-03-Q-0020 and is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-14 effective June 23, 2003. The Government reserves the right to make an award on the initial quote without discussions. Award will be based on a best value determination, price and other factors considered. Other factors for award include past performance and a responsible offeror?s ability to meet the salient functional and technical requirements as listed below for the Records Administration Conference (RACO) sponsored by the National Archives and Records Administration (NARA), Modern Records Program. The conference is to be held on one of the following dates in 2004 depending on venue availability: May 11, 13, 18, 20, 25, or 27 with an optional conference day being either May 12, 19, or 26. The preferred date is May 11th. Please indicate availability as to all of the above dates when submitting a proposal. Offerors must provide a detailed price proposal, in accordance with the requirements as listed below, along with descriptive literature or brochures on its proposed facility indicating compliance with the building requirements as listed below. The Offeror is required to provide a technical presentation at their facility demonstrating their ability to meet the needs of the Government. BACKGROUND: Every year for the past 15 years, NARA has hosted RACO in the Washington, DC Metropolitan area. The conference includes a minimum of one-day of programming with an option for a second day [notice of the Government?s desire to exercise this option shall be given at the earliest of the following two occurrences: (1) the Contractor is approached by another client requesting the facilities for that day at which time the Government wishes to utilize a first right of refusal OR (2) January 15, 2004]. As with most conferences, there is a mixture of large audience presentations and break out sessions necessitating the need for multiple spaces of various sizes. The day?s events are all-inclusive, meaning that all needs of the attendees, aside from lodging, shall be handled by the Contractor, including meal service, security, parking, etc. There will be approximately 600-650 attendees, one-third of which will require accommodations for the conference in the DC metro area. NARA is not responsible for lodging the attendees. The RACO Training Conference requirements? prices must be proposed according to the following structure: CLIN 0001 Day One Room Rental; CLIN 0002 Day One Food and Beverage; CLIN 0003 Day One Technology Rental; CLIN 0004 Day One Miscellaneous; CLIN 0005 Option Day Room Rental; CLIN 0006 Option Day Food and Beverage; CLIN 0007 Option Day Technology Rental; CLIN 0008 Option Day Miscellaneous. Listed below, in much greater detail, is a break down of each aforementioned line item. BUILDING REQUIREMENTS: (To accommodate this event, a host venue must meet the following building requirements for the event): GENERAL: Washington, DC Metropolitan Area; Located within 3 blocks from a Metro station; Americans with Disabilities Act (ADA) accessible; Located within 3 blocks of Hotel accommodations at the Government rate; On-site parking, either free or paid; All rented space available from 6:00PM until 10:00PM the night prior to the conference for exhibitor/office set-up; All rented space available from 6:00AM until 6:00PM each day of the event; FUNCTIONAL ROOM REQUIREMENTS (CLIN?s 0001&0005): (To accommodate this event, a host venue must meet the following building requirements for the event): Plenary Session(s) Accommodate 600 persons with optional overflow room to accommodate 50 persons; Theatre, classroom, or banquet style seating; and Stage or raised speaker platform: podium, skirted panel discussion table---seat 6 persons; Break-out Sessions Six separate meeting rooms (with each meeting room to accommodate 75-100 persons), or 3 separate meeting rooms (with each meeting room to accommodate 150-200 persons), or a combination of the above; Classroom or conference style seating; and Minimum size circa 750 square feet; Awards Luncheon Accommodate 600 persons; Optional overflow room to accommodate 50 persons; Banquet style seating; and Raised speaker platform: podium, awards table, seating for four; Exhibits Accommodate 40 vendors + 600 attendees; Individual exhibit size approximately 10?wide x 6? long x 10? high; Forty 6? x 30" skirted exhibitor tables with two chairs each; Forty 20 amp power supplies plus power strips; Forty waste baskets; Four buffet tables (all breaks and optional reception to be located in exhibit space); and Exhibit area centrally located to plenary and break-out sessions; Registration/Check-in desk Counter space located in pre-function area of conference/event site; and Accommodate traffic flow for 600-650 attendees; Office Space Adjacent to registration check-in; Accommodate 30 persons; and Minimum size circa 750 square feet; Storage Space Minimum size circa 500 square feet; FOOD AND BEVERAGE REQUIREMENTS (CLIN?s 0002&0006): (To accommodate this event, a host venue must meet the following building requirements for the event): Water Stations Continental Breakfast for 600-650 persons: assorted fruit juices, muffins, Danish, bagels, seasonal fruit, coffee (regular and decaffeinated), bottled water, assorted teas; AM Break for 600-650 persons: coffee (regular and decaffeinated), bottled water, assorted teas; Plated Lunch for 600-650 persons: accommodate special dietary needs (e.g. kosher, vegan, low-salt, gluten-free, etc.---notice for these special meals will be given 30 days prior to the event); PM Break for 600-650 persons: bottled water, assorted diet and regular soft drinks, fruit juices; assorted cookies, brownies, and blondies; Optional Reception for 200-300 persons (if this service is required notice shall be given by January 15, 2004): assorted appetizers, bottled water, assorted diet and regular soft drinks, fruit juices, imported and domestic beer, and house wine; Optional Day Food for 600-650 persons: everything is the same as the first day except that lunch shall be merely a box lunch and there will be no reception. TECHNICAL REQUIREMENTS (CLIN?s 0003&0007): To accommodate this event, a host venue must meet the following building requirements for the event): Audio Systems (all rooms) Amplified sound system; Patch-in for audio playback, computers, etc.; Capacity for centralized audio recording (formats : CD, DAT,analog); Background music feeds; and Assistive listening system; Video Systems (all rooms) Multi-channel closed circuit television system; Patch-in for video playback, computer, etc.; Support local video feeds; Capacity for centralized video recording (formats: Beta, Super VHS, VHS); and Audio visual tie lines for internal transmission; Voice/Data Infrastructure (office only) High-speed internet access up to T1 lines; Multiple voice/data ports for custom configuration; Analog telephone lines; and Dedicated facsimile machine(s); Projection (all rooms) Digital Scan Converter; Projector (computer); and Circa 10.5? x 14? screen; Lighting Infrastructure (plenary room only) Individual zone settings; and Stage lighting; Technical Assistance Audiovisual specialists and technicians to deliver end-to-end technology services; and Inventory of projection, staging, lighting, and audio/conference equipment; MISCELLANEOUS REQUIREMENTS (CLIN?s 0004&0008): To accommodate this event, a host venue must provide the following miscellaneous requirements for the event: Decorations Floral arrangements; Screens; and Rope and stanchion; Security Security provided throughout by an approved Federal Protective Service contract security provider (anticipated to be between 2-4 as needed to guard entrances and maintain a presence) The following clauses and provisions are incorporated and are to remain in full force in any resultant fixed price purchase order: FAR Clause 52.212-1, Instructions to Offerors?Commercial Items (Oct 2000); each offeror shall include a completed copy of the provisions at FAR clause 52.212-3, Offeror Representations and Certifications?Commercial Items (June 2003), with the quotation. A copy of the provisions can be found at http://www.arnet.gov/far/; FAR 52.212-4, Contract Terms and Conditions?Commercial Terms (February 2002); FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders?Commercial Items (June 2003). Paragraph (b) of this clause incorporates by reference the following FAR clauses: 52.222-3 Convict Labor, 52.222-21 Prohibition of Segregated Facilities, 52.222-26 Equal Opportunity, 52.222-36 Affirmative Action for Workers with Disabilities, 52.225-1 Buy American Act?Supplies, 52.232-34 Payment by Electronic Funds Transfer?Other Than Central Contractor Registration, and 52.233-3 Protest After Award. Paragraph (c) of this clause incorporates by reference the following FAR clauses: 52.222-41, Service Contract Act of 1965, as Amended and 52.222-42, Statement of Equivalent Rates for Federal Hires. One copy of each proposal (detailed price breakdown and literature/brochures) must be mailed to The National Archives and Records Administration (NARA), Attention: Mr. Narciso Cruz, 8601 Adelphi Road, Room 3360, College Park, Maryland 20740-6001, by 3:30 pm on July 21, 2003. Additionally, the detailed price proposal may also be emailed to: narciso.cruz@nara.gov. The Government reserves the right to visit the offeror?s site prior to making an award determination. Telephonic responses will not be processed. NOTE RFQ No.: NAMA-03-Q-0020 response date is hereby extended to, July 30, 2003. Proposals must be submitted no later than 3:30 pm
- Place of Performance
- Address: Contractor's site
- Record
- SN00382303-W 20030726/030724215222 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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