SOURCES SOUGHT
X -- Conference Venue for the 2020 BRAIN Initiative Investigators Meeting
- Notice Date
- 4/4/2019
- Notice Type
- Synopsis
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- 6001 Executive Boulevard Room 4211, MSC 9559 Bethesda MD 20892-9559
- ZIP Code
- 20892-9559
- Solicitation Number
- NIH-NINDS-SSSA-75N95019R00049
- Response Due
- 4/18/2019
- Point of Contact
- Rieka Plugge, Contract Specialist, Phone (301) 827-7515
- E-Mail Address
-
rieka.plugge@nih.gov
- Small Business Set-Aside
- N/A
- Description
- This is a Small Business Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. This notice is issued to help determine the availability of qualified companies technically capable of meeting the Government requirement and to determine the method of acquisition. It is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals or quotes. No award will be made as a result of this notice. The Government will NOT be responsible for any costs incurred by the respondents to this notice. This notice is strictly for research and information purposes only. Background : The Brain Research through Advancing Innovative Neurotechnologies® (BRAIN) Initiative is a multi-agency initiative aimed at revolutionizing understanding of the human brain that will lead to the development of technologies that will treat, cure or even prevent brain disorders. The BRAIN Initiative Principal Investigators (PI) Meeting convenes awardees from the main federal agency sponsors of the Initiative, leadership and staff from these agencies, and select additional representatives from non-federal BRAIN partners who are members of the BRAIN Initiative Alliance. The objective is to bring these stakeholders together at the 6th annual BRAIN Initiative meeting for an in-person meeting to share their latest results, to discuss emerging trends, and to identify possibilities for collaboration and coordination of on-going and future research directions. Approximately 1750 total attendees are expected to attend. Additionally, it is important to educate non-scientists on the transformative technologies and potential applications of results stemming from the initiative. The meeting will include session(s) open to the media/press, congressional staff, patient/advocacy groups, and lay public. Purpose and Objectives : The purpose of this acquisition is to procure meeting space and associated hotel room reservation block for a 3-day scientific conference, the 6th annual BRAIN Initiative Meeting. Project requirements : Independently, and not as an agent of the Government, the Contractor shall furnish the following: • A hotel room block at a group rate (not-to-exceed the GSA-established government per diem rate for federal attendees) for a standard room. o Check in on Day 1 with 350 room nights -Capability to add rooms should room block fill prior to the cut-off date is preferred o 350 room nights on Days 2 and Days 3 -Capability to add rooms should room block fill prior to the cut-off date is preferred o 100 room nights on Day 4 o Final check out on Day 5 and/or any date prior within the room block • Meeting identifier for room block with online reservation link/webpage and phone number for participants to make room reservations o The room block will be available to meeting participants until 1 month prior to check-in. o Any reservation in the Government room block that is cancelled by an attendee (within the parameters of the venue cancellation policy) will remain in the Government room block. After the cut-off date, the venue agrees to allow Government and/or attendees to substitute the name of another individual, as long as the cancellation and substitution are concurrent. An attendee who cancels their reservation made through the Government room block, but provides a substitute name concurrently, will not be charged a cancellation fee or be required to forfeit their deposit. o Government will not be liable for the payment of any guest room attrition. • Meeting space that can accommodate approximately 1750 meeting participants (an estimated 400 Federal attendees and 1350 Non-Federal attendees) • No requirement of the federal government to include/incorporate food and/or beverage services. • Meeting space is available for the duration of the meeting (days 2-4) and meeting rooms do not need to be broken down within days 2-4 unless a new arrangement is specified by the Government. o Meeting sessions allowable for the following hours: -7am-9pm on Day 2 -7am-9pm on Day 3 -7am-6pm on Day 4 • AV, telecommunications, and high-speed Wi-Fi internet capability can be arranged for all meeting space, to be managed by a Meeting Planning Contractor identified by the Government. The Venue should provide a detailed cost sheet for associated time and materials but may not prohibit the Government from using outside resources. o This includes: projectors, screens, sound boards, standing/table-top/lavalier microphones, speakers, lighting, capability to set up for conference call or WebEx virtual meeting, dedicated Wi-Fi for meeting organizers and participants in all meeting areas. Exact AV need will not be known at time of award and contract will be modified upon receipt of confirmed AV invoice. o Venue staff (ex. AV technicians who work on site) must be able to work with NIH Videocast Services, who must have ability to set up in the plenary space (at least 3-hours) on the evening Day 1 or early morning immediately before the first meeting session begins on Day 2. • Vendor can work with a Meeting Planning/Logistics Contractor identified by the Government to finalize hotel room nights, meeting space, and AV details and timeline to prepare for and run this meeting. The venue and associated hotel room block must be within 50 miles of the National Institutes of Health main campus in Bethesda, MD. The venue and associated hotel must meet the guidelines of the Americans with Disabilities Act and have the capability to add a ramp for any staging that might be used. In addition to the above, the Contractor shall provide the following meeting space: Date/Meeting/Event/Time Day 1 afternoon/evening Office for meeting supplies; access to plenary space for videocast set up preferred Day 2, 3, 4 Plenary space for science talks for 1,750 attendees 7:00 a.m.-9:00 p.m. each day Day 2, 3, 4 Exhibition space for ~150 double-sided 4'x6' poster boards 7:00 a.m.-9:00 p.m. each day Day 2, 3, 4 Registration space 7:00 a.m.-9:00 p.m. each day Day 2, 3, 4 Networking space 7:00 a.m.-9:00 p.m. each day Day 2, 3, 4 minimum of 6 break out rooms and at least one office 7:00 a.m.-9:00 p.m. each day Meeting room/space setup requirements might include: • Plenary space: through duration of the meeting; may include option of dividing this space into smaller rooms o Capacity/arrangement: theater seating for 1750, including stage with space for a podium and panel table for 5-6 o Space/capability for at least 2 projectors/screens for presentations o AV support access, including high speed Wi-Fi access. The Government's Meeting Planning Contractor will arrange and pay for AV use. At this time, the Government only requires that AV materials and technical staff support be available. o Capability and space for videocasting equipment and dedicated wired internet • Exhibition space: through duration of the meeting; to display scientific posters o Capacity/arrangement: ~150 double-sided poster boards that are 4' tall by 6' wide, with room for up too 1750 attendees standing/walking between boards, including those who may have mobility issues • Networking space: to occur at intervals throughout the meeting o Capacity/arrangement: primarily open space (could be foyer/lobby/ballroom pending capability of venue), can support up to 1000 participants, majority standing-room; Government can request addition of high-top tables, benches, and/or chairs at regular intervals for impromptu meetings between participants • Registration space: easily accessible and centrally located relative to other meeting rooms/space, for the duration of the meeting o Capacity/arrangement: at least 4 large tables to hold meeting supplies/materials; space for 4-5 support staff to manage the tables; space for participants to line up at the tables to receive items/information o Includes some space for participant luggage, to be watched by registration support staff • Breakout Rooms: a minimum of 6 separate rooms for the duration of the meeting. Final room requirement and AV needs within these parameters to be established at time of agenda finalization. o Capacity/arrangement: -at minimum 3 rooms that can hold at least 400 people each in theater set-up and 3 rooms that can hold at least 200 people each in theater set-up -all rooms capable of theater-style, classroom-style, or banquet (8-10 top tables) arrangements; may incorporate podium and panel table for 5 while still supporting 200 in audience (as needed) -Venue staff can adjust room arrangement between meeting days at no cost to the Government to accommodate different session needs • The venue must provide a cost sheet for all reserved meeting rooms Audio-visual setup requirements may include: • All meeting rooms will need the option to include projectors, screens, sound boards, speakers, microphones (standing, table-top, lavalier); Wi-Fi o The exact type and quantity of these items is dependent on the size of the given room and the needs of the given session, but there must be an option to add additional projectors/screens and other equipment for larger rooms (ex. plenary space) as necessary. This information will be provided upon finalization of the meeting program. • The venue must provide a detailed cost sheet outlining AV services and costs (time and materials), including telecommunication and technicians. If not included in the AV cost sheet, the venue must provide the costs for staging, draping, and miscellaneous meeting room accessories. Anticipated period of performance : The Government seeks all instances of availability throughout the month of May 2020. The anticipated period of performance shall be effective from the date of award through to the end of the conference when the dates are confirmed as follows. Meeting space and an associated hotel block is required for the meeting shall be held sometime between March 1, 2020 and May 31, 2020. Access to the meeting venue and hotel block are needed over 5 consecutive days, where hotel check-in and meeting set-up occur in the afternoon/evening of day 1. The hotel block will end will check-out on the morning of day 5. The meeting space must be available all day on days 2-4, with clean-up/removal anticipated to occur during the evening of day 4. Contract Type : An Indefinite Delivery Indefinite Quantity (IDIQ) type contract with the issuance of firm-fixed price delivery/task orders is contemplated. OTHER CONSIDERATIONS Capability statement /information sought : Respondents must provide clear and convincing documentation of their capability of providing the required support specified in this notice. Also, information must be provided in sufficient details of the respondents' (a) staff expertise, including their availability, experience, formal and other training; (b) current in-house capability to perform the work; (c) prior completed projects of similar nature; (d) corporate experience and other management capability; and (e) examples of prior completed Government contracts, references, and other related information. The respondent must also provide their DUNS number, organization name, address, point of contact, any contractor GSA Schedule contracts by which all of the requirements may be met, if applicable, and size and type of business (e.g., 8(a), HubZone, etc., pursuant to the applicable NAICS code and any other information that may be helpful in developing or finalizing the acquisition requirements. Finally, respondents are also encouraged to provide a general overview of the respondent's opinions about the difficulty and/or feasibility of the potential requirement, and any other information regarding innovative ideas or concepts that may be applicable. Submission Instructions : One (1) copy of the response is required and must be in Microsoft Word or Adobe PDF format using 11-point or 12-point font, 8-1/2" x 11" paper size, with 1" top, bottom, left and right margins, and with single or double spacing. The information submitted must be must be in and outline format that addresses each of the elements of the project requirement and in the capability statement /information sought paragraphs stated herein. A cover page and an executive summary may be included but is not required. The response is limited to ten (10) page limit. The 10-page limit does not include the cover page, executive summary, or references, if requested. The response must include the respondents' technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and e-mail addresses. All responses to this notice must be submitted electronically to the Contract Specialist, Rieka Plugge, at rieka.plugge@nih.gov. Facsimile responses are NOT accepted. The response must be received on or before 04/18/2019 at 9:00 A.M., Eastern Standard Time. " Disclaimer and Important Notes : This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (04-APR-2019); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link To Document
(https://www.fbo.gov/spg/HHS/NIH/NIDA-01/NIH-NINDS-SSSA-75N95019R00049/listing.html)
- Place of Performance
- Address: Contractor Site
- Country: US
- Country: US
- Record
- SN05271238-F 20190406/190404230027 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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