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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 29, 2013 FBO #4296
SOLICITATION NOTICE

R -- EVENT PLANNER AND VENUE NEEDED TO SUPPORT HUMAN RESEARCH PROGRAMINVESTIGATORS WORKSHOP

Notice Date: 8/27/2013
Notice Type: Combined Synopsis/Solicitation
NAICS: 561920 — Convention and Trade Show Organizers
Contracting Office: NASA/Lyndon B. Johnson Space Center, Houston Texas, 77058-3696, Mail Code: BH
ZIP Code: 00000
Solicitation Number: NNJ13487217Q
Response Due: 9/11/2013
Archive Date: 8/27/2014
Point of Contact: Ashley E. Harral, Contract Specialist, Phone 281-792-7921, Fax 281-244-5331, Email ashley.e.harral@nasa.gov - J. R. Carpentier, Contracting Officer, Phone 281-244-7254, Fax 281-244-5331, Email john.r.carpentier@nasa.gov
E-Mail Address: Ashley E. Harral
(ashley.e.harral@nasa.gov)
Small Business Set-Aside: N/A
Description: This notice is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued. This notice is being issued as a Request for Quotations (RFQ) for: An event planner and venue are needed for the 2014 Human Research Program Investigators Workshop. This conference will provide a formal atmosphere for cross disciplinary interaction in the field of human space flight research with six hundred people expected to participate in the meeting. The workshop will address research progress, opportunities, processes, and strategies to optimize research. The planner will oversee all aspects of meeting coordination and logistics including, but not limited to, providing direct interface to the organizing committee and venue, venue coordination, meeting website design and maintenance, participant registration, abstract collection and publication, publication of programs, distribution of program information, on-site meeting support, communication with meeting participants before, during, and after the workshop. Technical Requirements: Event Planner Requirements: Meeting Website The planner is responsible for creating and maintaining the workshop registration website. The workshop website shall be the main source of information for workshop attendees. It will contain information about the hotel, parking information, driving instructions to the venue, workshop registration, electronic program, presentations as needed, surveys, and survey results. The meeting website shall be compatible with all major browsers including Firefox, Explorer, Chrome, and Safari. Electronic web-based workshop registration should be easy for users and should take no more than five minutes. The registration form (Attachment 1) should collect data specified in the attachment and provide immediate confirmation of the participants registration status. Details on website should be updated within one day of receiving instructions from NASA. The workshop website should be developed within two weeks of the contract being issued. http://procurement.jsc.nasa.gov/NNJ13487217Q/Attachment1.docx Abstract Management The planner will be responsible for electronically accepting all abstracts and developing a workshop program which includes a schedule for all sessions and abstracts to be presented within the workshop period. HRP in conjunction with the event planner will organize the abstracts into appropriate categories (e.g. Cardiovascular, Bone, Muscle, etc). Accepted abstracts will be assigned oral or poster status. The electronic systems must be robust and capable of handling approximately 600 abstracts. The format of the abstract is attached as Attachment 2. http://procurement.jsc.nasa.gov/NNJ13487217Q/Attachment2.docx Abstract submission period: 1 October 15 November 2013 Programs The planner will responsible for timely delivery of programs for all attendees. It is anticipated that approximately 600-650 people will attend. printed programs and programs on electronic media will be required for all attendees. Printed programs will include a detailed agenda with a listing of each and every oral and poster presentation at the meeting. Errata may be printed as needed. Electronic media will contain each and every abstract from all oral and poster presentations in addition to the agenda. Programs Due: 31 January 2014 Meeting List The planner will responsible for sending workshop-related messages to all meeting participants and maintaining email distribution list. Messages may be sent before, during, and after meeting. Surveys The planner will be responsible for electronically administering all HRP-related surveys before, during, and after the workshop as needed. Results shall be supplied within 30 days after the last survey is submitted. Workshop Closeout After the workshop has concluded, the planner will deliver electronic files containing all registration information, source files for the meeting website, and itemized receipts to NASA. The itemized receipts will need to be arranged by total attendance costs for NASA and non-NASA employees, Sponsorship costs pertaining to Sponsorship Fee, Facility rental, and support contractors. All final workshop closeout documentation shall be submitted within 30 days of the close of the workshop. Venue Requirements: Venue Date Needed: The three-day workshop will be held in February 2014 beginning on Tuesday and ending on Thursday. Venue Location must be within 50 miles of Johnson Space Center. Foyer area must be able to accommodate all 600 participants for breaks between sessions for all three days of workshop. Audio and Visual facilities (computer, monitor, projector, and wireless microphones) in the main ballroom and each breakout room are required during the time of presentations. Audio and Visual technicians should be stationed in the main ballroom and in each and every breakout room when presentations are occurring. Software on computer should include current versions of Adobe Reader and Microsoft PowerPoint. Wi-Fi infrastructure with a wireless controller to centrally manage access points capable of supporting at least 600 users at any one time. Wi-Fi should be available in all breakout rooms and conference spaces. Exhibit Hall (4000 Square Feet - Minimum) needed to accommodate at least 250 poster presentations. A sufficient number of poster boards that can accommodate 250 posters for the duration of the workshop are required. Posters are 44 inches by 44 inches so boards should be able to accommodate posters of this size. The venue in conjunction with the event planner must develop a floor layout that allows 600 participants to view the posters at one time. Space needed for staffed registration desks during the entire duration of the conference. The table will be staffed by event planner personnel (4-5 staff during peak times, 1-2 other times). Locked storage room (144 Square Feet - Minimum) needed to keep equipment overnight. Eating facilities for 600 people should be less than five miles from the venue. Catered food that can be purchased by the participants during lunch is also needed.(Food and coffee is not part of this solicitation) Tuesday: Access to Main Ballroom will not be required One breakout room needed to accommodate 100 people for entire day. One breakout room needed to accommodate 200 people for entire day. Note both rooms will be used simultaneously. Wednesday: Main Ballroom to accommodate 600 people for entire day. One breakout room needed to accommodate 200 people for entire day. Four breakout rooms needed to accommodate at least 100 people each for entire day. Three breakout rooms needed to accommodate at least 25 people each for entire day. Note all rooms will be used simultaneously. Thursday: Main Ballroom to accommodate 600 people for entire day. One breakout room needed to accommodate 200 people for entire day. Four separate breakout rooms needed to accommodate at least 100 people each for entire day. Three breakout rooms needed to accommodate at least 25 people each for entire day. Note all rooms will be used simultaneously. Proposer Information: Proposals must include detailed cost information concerning the event planning activities and the venue. Offerors shall submit past performance information in accordance with Paragraph 2 Past Performance below. Offerors shall provide the information required by FAR 52.212-1 (FEB 2012), Instructions to Offerors-Commercial Items, which is incorporated by reference. Offerors shall submit technical capabilities that demonstrate clear understanding of the technical requirements. The provisions and clauses in the RFQ are those in effect through FAC 2005-69. The NAICS Code and the small business size standard for this procurement are 561920 and $7 M respectively. The offeror shall state in their offer their size status for this procurement. All responsible sources may submit an offer which shall be considered by the agency. Offers for the items(s) described above are due by 4:30 PM, September 11, 2013 to ashley.e.harral@nasa.gov and must include solicitation number, FOB destination to this Center, proposed delivery schedule, discount/payment terms, warranty duration (if applicable), taxpayer identification number (TIN), identification of any special commercial terms, and be signed by an authorized company representative. Offerors are encouraged to use the Standard Form 1449, Solicitation/Contract/Order for Commercial Items form found at URL: http://server-mpo.arc.nasa.gov/Services/NEFS/NEFSHome.tml If the end product(s) offered is other than domestic end product(s) as defined in the clause entitled 'Buy American Act - Supplies,' the offeror shall so state and shall list the country of origin. FAR 52.212-4 (JUL 2013), Contract Terms and Conditions-Commercial Items is applicable. FAR 52.212-5 (AUG 2013), Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items is applicable and the following identified clauses are incorporated by reference: 52.203-6, 52.204-10, 52.209-6, 52.209-9, 52.209-10,52.219-4, 52.219-8, 52.219-9, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.223-18, 52.225-1, 52.225-5, 52.225-13, and 52.232-33. The FAR may be obtained via the Internet at URL: http://www.acquisition.gov/far/index.html The NFS may be obtained via the Internet at URL: http://www.hq.nasa.gov/office/procurement/regs/nfstoc.htm All contractual and technical questions must be in writing (via e-mail) to J.R. Carpentier not later than 4:00 PM local time September 09, 2013. Telephone questions will not be accepted. Selection and award will be in accordance with 52.215-122 Combination of Lowest Priced Technically Acceptable and Trade-Off of Other Non-Cost Related Factors and Cost or Price (OCT 2006) (JSC PROCUREMENT INSTRUCTION). The Government will award a contract resulting from this solicitation to the offeror whose proposal represents the best value after evaluation. This procurement shall be conducted utilizing a combination of technically acceptable baseline requirements and a tradeoff of past performance, predefined qualitative value characteristics, and cost/price. The following factors shall be used to evaluate offers: -Technical Acceptability -Past Performance -Predefined Qualitative Value Characteristics -Cost/Price 1.Technical Acceptability The baseline shall be evaluated for the complete and adequate response to the Technical Requirements. 2.Past Performance Past Performance indicates how well an offeror performed on earlier work and can be a significant indicator of how well it can be expected to perform the work at hand. The offerors past performance including recent experience will be evaluated by the buying team. The evaluation will be based on information provided by offerors in their proposals, information obtained by the buying team based on communications with listed references as well as any other information obtained independently by the buying team. Past Performance for the offeror (add and major subcontractors, if applicable) will be evaluated and rated as Excellent, Very Good, Good, Fair, or Poor*. If an offeror has no past performance experience, it will be given a neutral rating. 3.Predefined Qualitative Value Characteristics (VC) All offers will be judged against the qualitative characteristics. Only items specifically proposed as Qualitative Value Characteristics will be evaluated as such. The following Predefined Qualitative Value Characteristics are applicable to this procurement and will be evaluated and rated as adding no value, adding minimal value, or adding significant value. A. Accessibility to overnight accommodations for approximately 300 conference attendees B.Ease of access to lunch venues and availability of catered lunches on site (Food will not be paid by NASA) 4. Tradeoff Process 1.If all offers are of approximately equal merit, award will be made to the offeror with the lowest most probable cost. 2. The Government will consider awarding to an offeror with higher merit if the difference in price is commensurate with added value. 3. The Government will consider making award to an offeror whose offer has lower merit if the price (or cost) differential between it and other offers warrant doing so. 4. Technical requirements and past performance, when combined, are significantly more important than cost. Those offers determined to meet the baseline requirements will be judged against the value characteristics listed in paragraph 3, which establish what the Government considers to be valuable in an offer beyond the baseline requirements. The value characteristics permit selection of the offer which provides better results for a reasonable increase in price. Cost and technical acceptability will be considered equal in importance and will not be assigned weights. On those value characteristics the offeror chooses to provide, adequate information should be submitted to permit proper evaluation. Offerors must include completed copies of the provision at 52.212-3 (AUG 2013), Offeror Representations and Certifications - Commercial Items with their offer. These may be obtained via the internet at URL: http://rcb.cancer.gov/rcb-internet/SAP/52-212-plusadd.pdf. These representations and certifications will be incorporated by reference in any resultant contract. NASA Clause 1852.215-84 (NOV 2011), Ombudsman, is applicable. The Center Ombudsman for this acquisition can be found at http://prod.nais.nasa.gov/pub/pub_library/Omb.html. Prospective offerors shall notify this office of their intent to submit an offer. It is the offeror's responsibility to monitor the following Internet site for the release of solicitation amendments (if any): http://prod.nais.nasa.gov/cgi-bin/eps/bizops.cgi?gr=D&pin=73. Potential offerors will be responsible for downloading their own copy of this combination synopsis/solicitation and amendments (if any). NASA Clause 1852.215-84, Ombudsman, is applicable. The Center Ombudsman for this acquisition can be found at http://prod.nais.nasa.gov/pub/pub_library/Omb.html.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/NASA/JSC/OPDC20220/NNJ13487217Q/listing.html)
Record: SN03164599-W 20130829/130828000031-424115dd319413aecd02339531dc5606 (fbodaily.com)
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R -- EVENT PLANNER AND VENUE NEEDED TO SUPPORT HUMAN RESEARCH PROGRAMINVESTIGATORS WORKSHOP