SOURCES SOUGHT
V -- Travel and Logistical Support Services
- Notice Date
- 6/14/2011
- Notice Type
- Sources Sought
- NAICS
- 561510
— Travel Agencies
- Contracting Office
- U.S. Department of State, Office of Logistics Management, Acquisition Management, P.O. Box 9115, Rosslyn Station, Arlington, Virginia, 22219
- ZIP Code
- 22219
- Solicitation Number
- 1008100381
- Archive Date
- 7/13/2011
- Point of Contact
- William J. Corson, Phone: 7038755890, Anthony J McIntosh,
- E-Mail Address
-
corsonwj@state.gov, mcintoshaj@state.gov
(corsonwj@state.gov, mcintoshaj@state.gov)
- Small Business Set-Aside
- N/A
- Description
- Synopsis: U.S. Department of State's Bureau of Administration, Bureau of Oceans, Environment and International Scientific Affairs (OES), is issuing a Sources Sought request to seek information and capability statements from qualified firms to provide logistical, administrative and financial management services to the State Department's Office of Science and Technology Cooperation STC for the travel of the U.S. science envoys. This request is for planning purposes only and does not constitute an Invitation for Bids or a Request for Proposals. The Government does not reimburse respondents for any cost associated with submission of the information being requested or reimburse expenses incurred to interested parties for responses to this Sources Sought. The purpose of this Sources Sought is to receive feedback and capability statements from industry and is in support of market research. Background: Following the President's statement in Cairo in 2009, "On science and technology, we will appoint new science envoys to collaborate on programs that develop new sources of energy, create green jobs, digitize records, clean water, grow new crops." Secretary of State Clinton announced the U.S. Science Envoy Program on November 3, 2009. The State Department's Office of Science and Technology Cooperation (STC), in the Bureau of Oceans, Environment and International Scientific Affairs (OES) coordinates this program and since 2009, has had six science envoys who have travelled to more than 12 countries. In coordination with the White House Office of Science and Technology Policy (OSTP), OES selects science envoys to travel to foreign countries to elevate the visibility of U.S. interest in pursuing partnerships in science and technology, engineering, medicine, and innovation. STC works closely with embassy public affairs offices and the relevant State Department regional bureaus for the planning of the envoys' travel itinerary and meeting schedule. The science envoy activities include senior governmental meetings, scientific meetings, dinners and press events to enhance U.S. global engagement consistent with the President's vision. Previous science envoys have met with foreign heads of state, ministers and senior government officials, university deans, leading scientists and intellectuals, and Non-Governmental Organizations (NGOs) and business leaders. The science envoys engage on specific issues within their area of expertise, as well as addressing topics that the U.S. has identified as areas of high priority and opportunities for science and technology cooperation in the region. As a result of their experiences as envoys, they provide a report to inform the U.S. government on activities in the region and make recommendations for U.S. government initiatives on international science and technology collaboration. Purpose: This requirement will establish a new Blanket Purchase Agreement (BPA) for the services described herein. Services include the ability to provide logistical, administrative and financial management services to the STC for the travel of the U.S. science envoys. STC works with the science envoys' offices and U.S. embassies to establish the dates and develop the itinerary and scope of the tour, including selecting travel locations in the host countries, coordinating media events and managing the envoy's meeting schedule. The duration of each envoy trip is less than 10 days. Some envoys may have multiple trips and include one stop in Washington DC. STC anticipates between 6-9 tours in FY11. Fund allocation and logistical arrangements for the envoys' travel were previously managed by STC using individual travel grants, however, a more efficient mechanism to disperse funds and manage travel logistics for future envoys will be provided by a vendor as described in this Scope of Work. The vendor must have the capacity to provide administrative and logistic support to the STC for approximately 6-9 science envoy tours per year. Each tour will last approximately one week to ten days. Each tour may require multiple trips to selected countries with one final consultation trip to Washington DC. The contractor must have previous experience arranging international travel for governmental programs within an agreed budget. The performance period will commence at the time of contract award and cover a period of 12 months with four 1-year option years. Travel Services: 1) International Travel Arrangements: When called for by the program and provided for by the budget the vendor shall arrange for visas and reserve, purchase and distribute tickets for international air and ground travel of the science envoys. The vendor will purchase the tickets at cost-effective prices and, towards this end, will compare government and market rates when making the arrangements. The vendor shall use the "Fly America" rule in booking international flights. The vendor shall provide the tickets and/or other travel documents to the science envoys no later than 5 days prior to the start of the travel. With prior approval from STC, the vendor is authorized to make hotel, air and car rental changes as the need arises. 2) Domestic Travel Arrangements: When called for by the program and provided for by the budget, the vendor shall reserve, purchase and distribute tickets for domestic travel for of the science envoy including air and ground travel and car rental. The tickets should be obtained at cost-effective prices and, towards this end, the vendor will compare government and market rates making the arrangements. The vendor shall provide the tickets and/or other travel documents to the science envoys no later than 5 days prior to the start of the travel. With prior approval from STC, the vendor is authorized to make hotel, air and car rental changes as needed. 3) Per Diem: The vendor shall provide per diem to the science envoys, using allowable USG perdiem rates which may be distributed in advance of the travel. 4) Other Direct Costs: The vendor shall disburse additional funds for other direct costs to the science envoy as indicated in the project budget and pre-approved by the STC. These other direct costs may include, but are not limited to, allowances for phone cards, taxi, porter fees, research materials, periodicals, newspapers, magazines, cell phone expenses. The amount of other direct costs will be included in the project budget. The vendor shall provide funds for the direct costs to the science envoy no later than 5 days prior to the start of the tour. The envoy will keep receipts and provide a cost breakdown of expenses at the conclusion of the tour. Scope of Sources Sought: Potential sources either alone or with appropriate teaming partners must have demonstrated expertise and capability to provide the full range of services identified above. Vendor Submission Instructions: Industry sources who believe that they possess the expertise and experience to fulfill these requirements are invited to submit technical and management capabilities, and experiences addressing each of these areas in writing. Please send responses via e-mail to CorsonWJ@state.gov by date and time specified. Please limit your response to no more than ten pages (size: 8.5"x 11" pages, with 1" margins) all inclusive, using Times New Roman 12 pt font or equivalent. Also include information such as: Company name, address, email, telephone number, points of contact, size of business pursuant to North American Industrial Classification System (NAICS). To the maximum extent possible, please submit Non-Proprietary Information. All information received in this Sources Sought that is marked "Proprietary" will be handled accordingly. Responses to this Sources Sought will not be returned nor will receipt be confirmed. In accordance with FAR 15.201(e), responses to this Sources Sought are not offers and cannot be accepted by the Government to form a binding contract.
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