SOLICITATION NOTICE
R -- Sole Source - TRI Leadership Resources, LLC, Advisory Council on Historic Preservation (ACHP) Summit Consultant
- Notice Date
- 9/7/2006
- Notice Type
- Solicitation Notice
- Contracting Office
- US Dept of the Interior - National Business Center Washington DC Acquisition Branch MS1324 1849 C Street NW Washington DC 20240
- ZIP Code
- 20240
- Solicitation Number
- NBCR06042
- Archive Date
- 9/7/2007
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in the Federal Acquisition Regulations (FAR) Subpart 12.6, as supplemented with additional information included in this notice. The U.S. Department of the Interior, National Business Center (NBC), intends to award a sole source contract to TRI Leadership Resources, LLC in accordance with FAR Part 6.302-1: only one responsible source and no other supplies or services will satisfy agency requirements. This acquisition is a small business set-aside. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The associated NAICS code for this procurement is 541618. The United States Department of the Interior/National Business Center/Office of the Secretary, pursuant to the requirements at FAR 12.603, hereby issues this combined synopsis and solicitation. The closing date for this combined synopsis/solicitation is September 13, 2006, 4:00 pm ET This document incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2005-12. Federal Acquisition REgulation (FAR) Clauses incorporated by reference 52.212-1 52.212-2 52.212-3 52.212-4 52.212-5 Full text of the above referenced FAR clauses can be found via http://farsite.hill.af.mil/vffara.htm Evaluation In accordance with FAR 52.212-2, Evaluation - Commerical Items, proposals will be reviewed and evaluated in order to find the overall best valuue for the Government (FAR 15.101-1 - Tradeoff Process). The Government's objective is to obtain the highest technical quality considered necessary to achieve the project objective, with a realistic and reasonable cost. The tradeoff process will be used to determine best value. The Government is not required to list evaluation factors in order of importance or to assign percentage values; however, when combined, technical capabilities and past performance are more important than price alone. The Government will not; however, pay a significantly higher price to obtain only slightly greater technical capabilities. This is NOT a request for competitive quotes, however, interested parties may identify their interest and capability to respond to the requirement or submit proposals. Any response to this notice must show clear, compelling, and convincing evidence that competition will be advantageous to the government. If not affirmative written response is received, the contract will be awarded without further notice. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Evaluation of offers shall not obligate the Government to compete the requirement. Commercial Items clauses will be incorporated into the award Purchase Order. Notification of changes shall be made only via FedBizOpps. OFFERORS ARE REQUIRED TO SUPPLY A COMPLETED COPY OF THE PROVISION AT 52.212-3, OFFEROR REPRESENTATIONS & CERTIFICATIONS--COMMERICAL ITEMS OR INDICATE THAT THEY ARE REGISTERED IN ORCA--refer to: orca.bpn.gov Scope of Work and Budget Contractor - TRI Leadership Resources, LLC The Advisory Council on Historic Preservation seeks to hire TRI Leadership Resources (TRI) to provide consulting services for assistance in planning and executing the Preserve America Summit (Summit), which will be held in New Orleans, Louisiana, October 18-20, 2006. TRI will serve as the conference management firm for the Summit, and will provide organizational, logistical, and on-the-ground management support. TRI will also oversee hotel and other local arrangements, and provide pre-conference website development services and meeting registration management. TRI will begin Summit consulting work with the ACHP and its partners on date of award and will be working on this project through December 31, 2006. TRI will be asked to assist with some or all of the following tasks; this list may be amended by mutual consent as the plans are further developed for the Summit: Services Provided " Pre-event planning and onsite execution for 10-12 team member including lodging and transportation " Site visits - based on two more sites visits to New Orleans between now and the October 18. " Vendor coordination " Security " Setup, tear down " Volunteer coordination " Presenter coordination " Staging -- Assist with conference staging design and setup, including but not limited to selection and placement of: screens and projectors; cameras; sound system; multi boxes; PPT and video capabilities; pipe and drape; signage; staging platforms; lighting; chair set-up; carpeting; plants and decorations; stage props; press platform; podiums and other staging needs. " Consult on the meeting program as it directly relates to staging and operation issues " Scripting support " Communications - set up and manage of radios for Summit planning team during the Summit " Interface support with advance team for agencies and VIPs " Overall event flow " Service personnel " Set up Summit offices - including computer, printer, copier rentals " Contract for services, supplies and equipment in conference meeting spaces, as requested, including but not limited to: communications equipment; computers; onsite transportation; pipe and drape; audio-visual, including Image Magnification; staging; rental furniture; and conference collateral materials which will include badges, lanyards, take-aways; programs and printing; and signage " Contract with Hotel selected by Preserve America Summit Planning team for meeting and event space " Contract for Food and Beverage orders and payment -- Meals and refreshments throughout the Summit for all invited attendees and participants; includes 2 receptions, 2 Continental breakfasts, 2 coffee breaks, 1 lunch, 1 afternoon break, and 1 lunch provided onsite at a preservation assistance work site to volunteers. Equipment Rentals (See Explanation of Rental and Purchase Requirements) " Insurance - as needed for TRI equipment. See language re: Required Liability Limits and Insurance Coverage " Room sets " Parking - as determined " Transportation - manage bus contracts and transportation schedule " Security - as needed for TRI needs and requirements Collateral Material Design and Production " Design, production, and setup charges for conference program - logo is being provided by the Preserve America Summit Planning Team - TRI will manage the reproduction of the logo on collateral materials selected by the Summit Planning Team " Summit Planning Team will determine the list of collateral materials and the list could include the following: " Folders " large and small banners/backdrops " name badges " lanyards " signage " participant gift items " podium signs " PowerPoint templates for presenters " conference bags " custom paper " Shipping for collateral materials. Registration " Serve as conference registrar and provide specialized staff support for conference registration " Electronic and print invitations distribution " Establish and host the conference registration website, to be accessible through the Preserve America website which includes design and management of website " Assembly of registration " Collateral material as it relates to registration " Daily and weekly reporting " Call center for participant questions and support " Assist with logistics of check in " Confirmation of participation " Manage invitational travel for non-federal expert panel members and Summit attendees " Assist with press plan execution, including set up, registration, credentialing, and press kits " Oversight and payment to travel management subcontractor Ann Baugh who is assisting with invitational travel arrangements. (See Ann Baugh Scope of Work) " Manage funds for reimbursements for non-federal panel members attending the Summit, as well as Multimedia Production " Two days of presentation support including image magnification to one or more large screens " animated countdown " presenter transitions " multimedia shows, sound, light, and digital video editing " May include announcer, equipment, sound/light/video crew " Capability to play outside media such as video and digital clips " PowerPoint presentations; specially produced videos, etc. " Includes equipment, setup/strike, and technicians. TRI will work closely with the Summit Planning Team, particularly the Conference Manager (NPS), the Program Coordinator and Deputy Program Coordinator (ACHP), and other team members with the Office of the Chairman (ACHP) to accomplish the work specified under this contract. TRI will also work closely with the Office of the First Lady and to other offices in the White House as well as a number of federal agencies. During the Summit, TRI will be on site in New Orleans and will serve a number of roles as specified in this SOW and as determined necessary by the Conference Manager and the Program Coordinator. After the completion of the Summit, TRI will continue to maintain the conference web site for follow up information for conference attendees as well as members of the public. TRI will also participate in a post-conference evaluative process. Travel The contractor shall be reimbursed for travel expenses and lodging associated with travel associated with planning the Summit. Reimbursement is pursuant to existing Federal Travel Regulations (FTR) as an invitational traveler. Travel must be pre-approved by the Contracting Officer's Representative (COR) and the Contracting Officer (CO). Travel Authorization and Reimbursement; Services of Ann Baugh Ann will be handling all Travel Authorizations and Travel Vouchers for non-Fed panel members at the Pre-Summit meetings. ACHP will send the vetted names and locations to Ann. The vetted panel member will be sent info electronically by Ann giving clear concise instructions on how to reach Ann to make travel arrangements. Ann will tell the traveler that they must complete an ACHP payment form (Ann to electronically send to them) giving banking info for electronic payment. This signed form MUST accompany the voucher when it is sent in for payment. If this form is not attached to the voucher; payment will not be authorized. The traveler will be given instructions by Ann to call the Carlson Travel Agency to make their airline reservations. Ann will gather all info from traveler to be able to complete their Travel Authorizations. Ann will electronically send the filled out TA's to ACHP for printing and authorized signature. Ann will maintain a spread sheet with travelers' names, addresses, email addresses, phone number, location of meeting and TA number. Ann will send this electronically on an asked for basis to ACHP. As soon as the travel is completed, the traveler will send to Ann all receipts and info relative to a travel voucher. Ann will complete the TV - FedEx it back to the traveler for signature. The traveler will then FedEx their signed voucher (with receipts) and the ACHP payment form to ACHP for processing. ACHP will send the vouchers onto Denver for payment and will notify the traveler by email when they might be able to expect their payment. The co-chairs will be responsible for acquiring the hotels and meeting space and will give their panel members the pertinent info for making their hotel reservations. Budget As previously stated, Period of Performance will be from date of award thru December 31, 2006. The total budget will be for the period of performance including all payable fees, rental, and subcontractor costs. This includes: Logistics Food and Beverage (Current Estimate from Marriott) Multimedia Production Collateral Material Design and Production Registration Invitational Travel and Travel Management (Ann Baugh Contract) Funds for Reimbursement, (Ann Baugh Contract) TRI will provide consulting services on a product deliverable basis. Any other expenses associated with TRI's work with the ACHP and its partners as related to the Summit and not previously mentioned but incurred with TRI's role as a consultant with the ACHP will be reimbursable with prior approval by both parties. Explanation of Rental and Purchase Requirements Rental items Radios -- For the day before the conference to the end of the conference, on site conference communication rental of 40 radio units for security and conference management staff communication would need to work within the hotel and the U.S. Customs House. A repeater will be necessary to carry the signal between the two spaces - they are next to each other on Canal Street. Computers - Rental of 25 computers with Microsoft word for use of the Summit staff during the week of the Summit will be needed. 8 setup with 2 printers for the media operations, 8 setups with two printers for the security team, 3 setups with one printer for the Conference management staff and six setups with 2 printers for summit panel co-chairs to use to refine documents during the summit. All groups would need to be networked to use the printers provided. Pipe & Drape - The site of the Plenary Sessions for the Summit is presently a large open space with pillars in an 1850's building. It will need to be pipe and draped to provide an enclosed comfortable environment for the Plenary Sessions. The space is approximately 300' by 300' to span with draping material. Colors should coordinate with the green of the Summit logo. Staging -- The site of the Plenary Sessions for the Summi, presently it is a large open space with pillars in an 1850's building. There is no stage in the space. A plenary session stage will need to be constructed for the presenters for the Sessions. It should be approximately 24 feet long and 12 feet deep, skirted with coordinating colors of the Summit. Rental furniture: -- Tthe site of the Plenary Sessions for the Summi, presently it is a large open space with pillars in an 1850's building. There is no stage in the space. A plenary session stage will need to be constructed for the presenters for the Sessions. The stage will need up to 8 comfortable chairs and a podium (with room for the Summit logo on the front). The Press availability room and the Summit communications offices will both need comfortable chairs to provide Government Officials and the media a way to interact in a comfortable manner. The Press availability room should have a love seat and two matching chairs and a coffee table. The Summit communications office should have - beside the tables and chairs provided by the hotel for work spaces - five comfortable chairs around a coffee table for the staff to use for internal meetings as well as meetings with working media. A/V - The stage should be flanked with Image magnification (Imags.) screens. There will be a full stationary camera package for the center of the rear of the Plenary Session as well as one portable unit to be used as needed to augment the images of the speakers. The podium microphone will feed into the sound system provided for the event and use speakers provided by the A/V company for the plenary sessions. The Imags. will be using the images provided by the cameras and will need to provide power point images as required by the speakers. Further, if there is a video presentation, the system will need to have that capability. There will be a requirement to tape these sessions in a format to be compatible with news services and government agencies to use. Streaming text/deaf interpretation - The spoken words of the speakers will need to be shown on the Imags for those in the plenary sessions that will need assistant in hearing what is said, but to not require sign language interpretation for the hearing disabled. Deaf Interpretation - two signers will be needed for each Plenary Session to sign for the hearing disabled. They will be located off the stage, to the left in front of the stage. Purchased items Conference Take-A-Ways - a bag of some kind will be needed for the program, pads, pen, and other paper materials pertaining to the Summit. Badges - As this is an event that will include cabinet secretaries and bureau and agency heads security will be higher than normal. Plastic badge sleeves will need to be purchased with various colors to identify what access the badge holder has. Summit security led by the USDA Forest Service will approve all badging. Lanyards - In order to make the look of the Summit coordinated, lanyards for name badges will need to be purchased to reflect the Summit logo. Programs and Printing - The Summit program and all printed materials used during the Summit will be designed to provide a coordinated look for the Summit. Beside the paper program, list of Summit participants, list of resource organizations, there will be other documents that may be required to assist the participants in making the Summit as success. While the program, the list of participants, and the resource organizations will be designed and printed ahead of the Summit, there will need to be established an ability to print materials on an as needed basis during the Summit. A contract with a local firm for all materials will reduce the cost of shipping the programs and other printed conference materials to the site of the Summit. Signage - During the Summit each breakout session and evening event will need to be "branded" in order for participants to know they are in the correct location for their breakout session or evening event. Signs with the Summit logo and reusable plastic sleeves for information pages should be created for use during the Summit. The National Park Service has appropriate specifications for these signs. Required Liability Limits and Insurance Coverage Indemnification and Insurance (Exhibit 1) (a) Indemnification TRI agrees to assume liability for and does hereby agree to save, hold harmless, protect, defend and indemnify the United States of America, its agents and employees from and against any and all liabilities, obligations, losses, damages or judgments (including without limitation penalties and fines), claims, actions, suits, costs and expenses (including without limitation attorneys fees and experts' fees) of any kind and nature whatsoever on account of fire or other peril, bodily injury, death or property damage, or claims for bodily injury, death or property damage of any nature whatsoever, and by whomsoever made, in any way connected with or arising out of the activities of TRI, its employees, agents or contractors under this CONTRACT. This indemnification shall survive the termination or expiration of this CONTRACT. (b) Insurance in General (1) TRI shall obtain and maintain during the entire term of this CONTRACT at its sole cost and expense, the types and amounts of insurance coverage necessary to fulfill the obligations of this CONTRACT as determined by the Advisory Council on Historic Preservation (ACHP). The initial insurance requirements are set forth below and in Exhibit I. Any changed or additional requirements that the ACHP determines necessary must be reasonable and consistent with the types and coverage amounts of insurance a prudent businessperson would purchase in similar circumstances. The ACHP shall approve the types and amounts of insurance coverage purchased by TRI. (2) The ACHP will not be responsible for any omissions or inadequacies of insurance coverages and amounts in the event the insurance purchased by TRI proves to be inadequate or otherwise insufficient for any reason whatsoever. (3) At the request of the ACHP, TRI shall at the time insurance is first purchased and annually thereafter, provide the ACHP with a Certificate of Insurance that accurately details the conditions of the policy as evidence of compliance with this section. TRI shall provide the ACHP immediate written notice of any material change in TRI's insurance program hereunder, including without limitation, cancellation of any required insurance coverages. (c) Commercial Public Liability (1) TRI shall provide commercial general liability insurance against claims arising out of or resulting from the acts or omissions of TRI or its employees, agents or contractors, in carrying out the activities and operations required and/or authorized under this CONTRACT. (2) This insurance shall be in the amount commensurate with the degree of risk and the scope and size of the activities required and/or authorized under this CONTRACT, as more specifically set forth in Exhibit I. Furthermore, the commercial general liability package shall provide no less than the coverages and limits described in Exhibit I. (3) All liability policies shall specify that the insurance company shall have no right of subrogation against the United States of America and shall provide that the United States of America is named an additional insured. (4) From time to time, as conditions in the insurance industry warrant, the ACHP may modify Exhibit I to revise the minimum required limits or to require additional types of insurance, provided that any additional requirements must be reasonable and consistent with the types of insurance a prudent businessperson would purchase in similar circumstances. Bonds and Liens (a) Bonds. The ACHP may require TRI to furnish appropriate forms of bonds in amounts reasonable in the circumstances and acceptable to the ACHP, in order to ensure faithful performance of TRI's obligations under this CONTRACT. (b) Lien. As additional security for the faithful performance by TRI of its obligations under this CONTRACT, and the payment to the Government of all damages or claims that may result from TRI'S failure to observe any such obligations, the Government shall have at all times the first lien on all assets of TRI within the Area, including, but not limited to, all personal property of TRI used in performance of the CONTRACT hereunder within the Area Closing Date/Time The closing date for this combined synopsis/solicitation is September 13, 2006, 4:00 pm ET. Any information received on or before the above date will be considered by Contracting Officer before award is made. Point of Contact Questions related to this requirement shall be addressed to Tiffany Kindred-Lopez via email at tiffany_a_lopez@nbc.gov. Telephonic questions or requests will not be accepted or acknowledged.
- Web Link
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(http://ideasec.nbc.gov/j2ee/announcementdetail.jsp?serverId=NB140101&objId=193964)
- Place of Performance
- Address: 1100 Pennsylvania Ave, NW Washington, DC
- Zip Code: 20004
- Country: US
- Zip Code: 20004
- Record
- SN01136794-W 20060909/060907221617 (fbodaily.com)
- Source
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