SOURCES SOUGHT
R -- Exhibit Management Services
- Notice Date
- 11/2/2009
- Notice Type
- Sources Sought
- NAICS
- 493110
— General Warehousing and Storage
- Contracting Office
- Social Security Administration, Office of Budget, Finance, and Management, Office of Acquisition and Grants, 1st Floor, Rear Entrance, 7111 Security Blvd., Baltimore, Maryland, 21244
- ZIP Code
- 21244
- Solicitation Number
- SSA-RFQ-10-1088
- Archive Date
- 11/24/2009
- Point of Contact
- Kevin P. Muniz, Fax: 410-966-9310
- E-Mail Address
-
kevin.muniz@ssa.gov
(kevin.muniz@ssa.gov)
- Small Business Set-Aside
- N/A
- Description
- VENDOR: Sources Sought Notice The Social Security Administration (SSA) seeks to identify potential small business concerns located within 75 miles of SSA's headquarters in Woodlawn, Maryland capable of providing exhibit management services that meet the below requirements. Exhibit Management services include: storage, electronic inventory and request, shipment/transportation, and maintenance. Currently there are approximately 1,540 square feet of exhibit materials to be stored, inventoried, and maintained to support 85-100 conferences across the United States, in addition to field and headquarters events. One of the Agency's strategic initiatives is to strengthen the public's understanding of the programs, benefits, and services provided by SSA. SSA's Office of Communication (OCOMM) has the responsibility of educating the American public about Social Security programs and policies. Specifically, OCOMM/OEA provides public information, using exhibits and other activities to develop, enhance and preserve good working relationships with the general public and a wide variety of national organizations, advocacy groups and other governmental organizations that have an interest in Social Security programs. This office also provides support to SSA-wide communications initiatives through a national framework of headquarters, regional and local delivery strategies and processes. OEA works directly with other SSA components, major groups and organizations to promote a meaningful exchange of ideas, opinions and points of view. In addition, OEA facilitates the ongoing growth of these relationships between external organizations and SSA. One method of establishing and maintaining relationships with external organizations and the American public is attending and exhibiting at meetings and conferences sponsored by these organizations nationwide. At conferences and meetings, we use the exhibit process as a marketing strategy for outreach to various audiences. There are approximately 355 exhibits and related materials currently in the OEA inventory. For purposes of this notice, exhibits include displays and storage cases, literature racks, counters, director chairs, banners, posters, artwork, table drapes, and electronic equipment. The responsibilities of the exhibit management contractor would be to: 1. Meet with the COTR to: survey storage site; meet project manager and key staff; review contract requirements; create a plan that will continue services during the transition time; and create a work plan for the initial start-up phase. 2. Provide an extensive initial start-up that includes but is not limited to: Make all the logistical arrangements and furnish all the supplies needed to transport to the Contractor's storage site all exhibits currently stored in Jessup, Maryland; Inventory and bar code all exhibits; Photograph (digital for online use) all exhibits; Dispose of all exhibits deemed obsolete or damaged by the Project Officer/Project Manager; and Reserve additional space for possible additions to the exhibit inventory through out the life of the contract at approximately 210 sq. feet a year. 3. Meet with the SSA COTR at the SSA Headquarters to discuss guidelines for the development of a web-based, real-time exhibit inventory, tracking, shipping and request system (the System). Develop a web-based inventory system approved by SSA. The System must be compatible with current SSA data systems, and must include at minimum, the following: Password protected data base; Simple and user friendly screens; On-line photos of all exhibits categorized by type; Immediate confirmation that an exhibit request has been received and that the exhibit is available. If not currently available, next available date and a reservation capability; Same day confirmation when the exhibit has been shipped including shipping company, tracking number(s); Instructions for the return shipment of exhibits from conferences; Provide Project Officer and Project Manager access to add, delete, and edit information when necessary; and Section 508 compliant. 4. Provide an instructor to train SSA staff (20-25 people) who will be using the System. There will be an initial training session and a make-up session at a later date, if needed. Training sessions will be at the Social Security Headquarters in Baltimore. In addition, prepare a Systems Desk Guide that can be used as a reference during and after the training sessions. 5. Simultaneously, ship exhibits to multiple conference sites throughout the United States and back to the contractor storage site. In addition, the contractor will receive publications/materials from the SSA Supply Building to be associated and shipped with the exhibit order and provide a type of confirmation when the materials arrive at the contractor's site. The requested exhibit and publications must arrive on time and at the proper location. The contractor must provide a toll-free phone number and include a process for responding to emergency situations from 9:00 a.m. Eastern Time to 5:00 p.m. Pacific Time. 6. In emergency situations, provide next or same day delivery services. 7. When appropriate, research and determine any special shipping cost and/or needs (i.e., labor union rules, marshalling yard charges). 8. When appropriate, prepare in advance all Bills of Lading for shipment of exhibits from conferences back to the contractor storage site. 9. Check all exhibits when they are returned to the storage site to ensure that there are no damaged items. Damages to the exhibit hardware, cases, artwork, and other items should be reported immediately to the Project Officer or Project Manager, along with an invoice for the repair. 10. Provide laundering services for the SSA table drapes. 11. Provide a storage site that is fully accessible for persons who use wheel chairs, electric scooters, or other assistive devices. 12. Provide a storage site that is reasonably clean, and secure from theft and/or weather-related, or any other damages. 13. Provide insurance to cover the replacement of exhibits in case of lost, theft, or damage and, in addition, complete all the necessary paperwork related to the claim. 14. Provide a single point of contact for immediate and ongoing interaction with the SSA Project Officer/Project Manager. 15. Meet with the Project Officer once quarterly for an on-site review. 16. Prepare a monthly report due by the 15 th of each month for the previous month's activities and a cumulative report at the end of each fiscal year (October 1 to September 30). Thus the report is due October 15. The report will include the following items but is not limited to: Name of requestors, dates of request, and exhibits requested; Shipment dates for exhibits, to and from conference sites; Shipment destinations including city and state, names of conference; Cost of shipments to and from conference sites; Cost of repairs or unexpected expenditures, if applicable. In addition, supply ad hoc reports to the Project Officer and Project Manager, as requested. As stated above, the purpose of this Sources Sought Notice is to locate potential Small Business Concerns, which have the capability of providing these services. The agency intends to award a single contract for all phases described herein. The North American Industry Classification System (NAICS) code for this requirement is 493110. The size standard for this NAICS code is $25.2 million. Responses should be no more than 3 pages in lenght and clearly state the capabilities of the company to perform each type of service storage, electronic inventory and request, shipment/transportation, and maintenance. The period of performance for the stated services would be for a total of a five-year period (one year base period, with four, one-year option periods, if exercised). The Government contemplates using FAR Part 12, in conjunction with FAR Part 13. The requested information is for planning purposes and does not constitute an actual solicitation, commitment, implied, or otherwise, that a procurement action will be issued at this time, nor will the government pay for the information solicited. The Government does however, anticipate a solicitation to be released in the future. Acknowledgement of receipt will not be issued, nor will respondents be notified of the results of the evaluation of information received. Interested small business concerns should e-mail capability statements to Kevin.Muniz@SSA.gov in SSA's Office of Acquisition and Grants (OAG). The capability statement should include Central Contractor Registration (CCR) information (website: http://www.ccr.gov ). The size limitation for e-mail attachments is 5 megabytes. MS Word 2002 is the standard word processing software. Submit responses on or before 12 O'clock EST on 11/9/2009. No other responses will be accepted after this date and time.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/SSA/DCFIAM/OAG/SSA-RFQ-10-1088/listing.html)
- Place of Performance
- Address: The contractor shall house and maintain the exhibits at their facility, which should be within a 75-miles of SSA's Headquarters in Woodlawn, MD., United States
- Record
- SN01996539-W 20091104/091102235246-50a32669800d0ccc2113d5a9001ed7f9 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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