SOLICITATION NOTICE
R -- Event Support of the National Historically Black Colleges and Universities Week Conference, September 10-13, 2006
- Notice Date
- 5/8/2006
- Notice Type
- Solicitation Notice
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- Department of Education, Contracts & Acquisitions Management, Contracts (All ED Components), 550 12th Street, SW, 7th Floor, Washington, DC, 20202
- ZIP Code
- 20202
- Solicitation Number
- ED-OOOS-06-000024
- Response Due
- 5/19/2006
- Archive Date
- 6/3/2006
- Small Business Set-Aside
- Total Small Business
- Description
- The U.S. Department of Education, Office of the Secretary, intends to award a purchase order to obtain conference management support services for the National Historically Black Colleges and Universities Week annual conference to be held on September 10-13, 2006 in Washington, DC. This event is designed to highlight the achievements of HBCUs, as well as to discuss many of the critical issues that are currently impacting institutions of higher education. The theme for this year's conference is HBCUs as Communiversities: Serving Local, National and International Needs. The period of performance for this award shall be June 1, 2006 through September 30, 2006. Upon immediate direction from the COR, the contractor shall be required to complete the following tasks: * Website Design and Maintenance for Online Registration: The contractor shall design and maintain a website for approximately 700 conference participants to register on-line. The U.S. Department of Education will provide graphics of Departmental seals and logos, highlights from the 2005 National HBCU Week Conference and basic conference logistical and registration information. The site shall also contain stock photos of students and other education related settings which will be provided by the contractor and approved by the White House Initiative staff. This website shall be available during the award period of June 1, 2006 through September 30, 2006, shall be maintained on the contractor's server and shall be linked to the U.S. Department of Education/White House Initiative on Historically Black Colleges and Universities' web page. The contractor will monitor registration information and remove all duplications, revisions and deletions. The contractor shall establish a password protected electronic database on the site to allow both the contractor and designated U.S. Department of Education staff to update information as necessary. This database shall include all information requested on the registration form. The contractor shall provide all conference registrants with an email confirmation within 24 hours of receipt of their registration. The contractor shall establish a mailing address and fax number for participants who do not wish to register on-line. All hard copy registration shall be entered into the database within 24 hours after receipt by the contractor. The contractor shall maintain a current list of all registrants and copies should be available to US Department of Education staff. Upon conclusion of the conference, the contractor shall prepare a final list of actual attendees. * On-Site Registration: During the conference, the contractor shall assist the U.S. Department of Education staff with on-site registration. On-site registration will convene on Sunday September 10, 2006 from (10:00 a.m. to 5:30 p.m.), Monday, September 11, 2006 from 7:30 a.m. to 12:00 p.m., and Tuesday, September 12, from 7:30 a.m. to 12:00 p.m. * Nametags: The contractor will prepare nametags (4" x 3" with plastic cover) for all attendees. Due to potential changes in attendance, general attendance name tags will be printed on-site. Nametags for Presidents, Chancellors, Board members, volunteers and staff will be prepared in advance by the contractor. A final list of these specific attendees will be provided by the US Department of Education in advance of the conference. The contractor shall color code each nametag at the instruction of COR. The following categories will apply: - Staff - Board Members - President and Chancellors - Students - Speakers - Sponsors - Volunteers * Signage: The contractor shall design (15) 3' x 3' signs to 3' x 6' directional and information signs and will be responsible producing the signs upon approval from the COR. * Banner: The contractor shall design and produce one large public display banner with a recommended size of 4' x 12'. The banner shall be printed using three colors (red, white and gold). Any logos or icons used will be provided by the U.S. Department of Education. The contractor will coordinate directly with the hotel to ensure that the banner meets hotel requirements for hanging. * Table Tents: The contractor shall design and produce table tent cards to be consistent with other conference materials for all conference speakers and presenters. The U.S. Department of Education will provide a list of names to be printed by the contractor on the cards. All table tent cards will be reviewed and reviewed approved by the U.S. Department of Education staff prior to the event on September 10. * Conference Program: The contractor will design and layout the conference program consistent with other conference materials. The actual printing and reproduction of the document shall be accomplished by the Government Printing Office (GPO). The contractor shall provide appropriate disk information to the U.S. Department of Education in order for GPO to successfully print the documents. The U.S. Department of Education will coordinate printing through GPO and will pay GPO directly for any printing costs incurred. The contractor will not be responsible for any printing costs. Printing costs incurred from any other source shall not be reimbursable. * Conference Packages: The contractor shall prepare and assemble approximately 700 conference packages to be distributed to conference attendees. The exact number required will be determined by the total number of registrants. The assembled packages shall be delivered to the Hyatt Regency Washington Hotel no later than 9:00 a.m. on September 10, 2006. White House Initiative staff will provide all materials to be included in the packages, including the conference program, HBCU lists, White House Initiative brochure, and other related items. The contractor will not be required to produce any promotional products, i.e. pens, post-it notes, etc, as appropriate funds may not be used for this purpose. * Conference Evaluation: The contractor shall develop an evaluation tool to provide feedback on the entire conference for the U.S. Department of Education. The evaluation tool shall be approved by the U. S. Department of Education in advance and completed by conference attendees. The tool shall be designed to compute results of the responses from attendees, and provide final accounting of registrants and other attendees directly and indirectly associated with the conference. SUBMISSION OF PROPOSAL INFORMATION: THE CONTRACTOR SHALL SUBMIT THREE COPIES OF THEIR PROPOSAL TO THE FOLLOWING ADDRESS: U.S. Department of Education ATTENTION: ReShone Moore 1990 K Street, NW Room 6139 Washington, DC 20202 Proposals may also be faxed to ReShone Moore at (202) 502-7879 or emailed to reshone.moore@ed.gov. All questions regarding this solicitation shall be directed to ReShone Moore at (202) 502-7893. All proposals must be received by COB on May 19, 2006 in order to be considered. EVALUATION CRITERIA: The Government will make award to the offeror whose quote represents the best value to the Government, price and other factors considered. The following factors shall be used to evaluate quotations: price (45 points), website design quality (45 points) and experience (10 points).
- Place of Performance
- Address: All preliminary tasks shall be performed at the contractor's location. On-site conference support will be performed at the Hyatt Regency Hotel, 400 New Jersey Avenue, NW, Washington, DC 20001
- Record
- SN01043668-W 20060510/060508220248 (fbodaily.com)
- Source
-
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