Department of Commerce
National Oceanic and Atmospheric Administration (NOAA)
Acquisition and Grants Office
Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Acquisition and Grants Office, SSMC4 - Room 7601/OFA61 1305 East West Highway, 7th Floor, Silver Spring, MD, 20910, UNITED STATES
Y -- NOAA HONOR AWARDS CEREMONY1
Amy Sanders-White, Procurement Technician, Phone 301-713-0838 x198, Fax 301-713-0809, Email Amy.Sanderswhite@noaa.gov - Annita Wimbish, Contracting Officer, Phone 301-713-3478 x173, Fax 301-713-4155, Email firstname.lastname@example.org
The U.S. Department of Commerce/NOAA, Human Resources intends to issue a combined synopsis solicitation under FAR pt. 12 & 13. This requirement is being solicited on a full and open competitive basis. The North American Industry classification System (NAICS) code for this acquisition is 561920 size standard of $6.5M. The solicitation for this requirement will be DG1330-08-RQ-0148. I. BACKGROUND Each spring, NOAA holds its Honor Awards ceremony to recognize winners of the Bronze Medal and Distinguished Career Awards. This event consists of a pre-ceremony buffet breakfast beginning at approximately 9:00 a.m. and lasting until about ten minutes before the beginning of the awards ceremony which is 10:30 a.m. This breakfast will preferably occur in an area separate from where the awards ceremony will occur. However, if the space is large enough, NOAA will consider holding its breakfast in the same room as the ceremony. If this is the case, the breakfast area must somehow be set-off from where guests will sit during the presentation of the awards. After the breakfast, the celebration will be moved into an auditorium (or similar setting) where NOAA officials address the recipients and publicly distribute the awards. Following the ceremony is a small, informal dessert reception, which will take place in the same area as the breakfast. II. DATE OF CEREMONY NOAA?s Under Secretary for Oceans and Atmosphere is only available to present the awards on the following dates, in order of preference: ? Wednesday, April 16, 2008 ? Thursday, April 17, 2008 ? Friday, April 18, 2008 *Please note that we require use of the venue the day prior to the event for set-up. This means full access to the stage and seating area beginning no later than 10:00 am and commencing at 6:00 p.m. III. VENUE LOCATION Because most of NOAA leadership, as well as a large number of NOAA employees, work in the Metro Washington, D.C. area, the ceremony must take place within a reasonable distance (within walking distance of a Metro station) from the NOAA Silver Spring Campus (intersection of East-West Highway and Colesville Road) or the Herbert C. Hoover Building in Washington, D.C. (Constitution Ave. and 14th St., NW). IV. CAPACITY This year, NOAA plans to recognize nearly 350 Bronze Medal and Career Award recipients. An additional 30 NOAA officials will attend the ceremony. As a result, with guests, the event requires seating capacity for between 800 and 1000 individuals seated theater-style in rows. If chairs for the seating will need to be rented from the venue, please provide a separate cost breakdown for chair rental. Please note that these chairs will be labeled with seat tags, which will be affixed using double-sided masking tape. V. BREAKFAST REQUIREMENTS The venue must be able to host a catered breakfast buffet prior to the presentation of the awards. This will be a buffet-style breakfast with limited seating (seating for between 60 and 100). The breakfast will preferably occur in an area separate from where the awards ceremony will occur. However, if the space is large enough, NOAA will consider holding its breakfast in the same room as the ceremony. If this is the case, the breakfast area must somehow be set-off from where guests will sit during the presentation of the awards. If the venue is able to provide in-house catering please make this a separate cost proposal from that of hosting the ceremony. Catering proposals must include costs related to food and beverages, equipment rental, staff, set-up/breakdown, and delivery. If the venue is unable to provide in-house catering, NOAA will contract with another vendor and will require full access to the loading, reception, and stage areas for food and equipment deliveries on the day prior to the ceremony, as well as the morning of the ceremony. In addition, the caterer will require access to the venue after the ceremony ends around 1:30/2:00 p.m. to pick-up equipment and any remaining food. Please see ?Timing/Set-up? section below for more information. VI. CEREMONY REQUIREMENTS The venue should be of such a size that it can accommodate a breakfast reception and awards ceremony for between 800 and 1000 guests. During the ceremony, the 800 ? 1000 attendees will be seated in rows facing a stage or raised platform. This raised platform or stage is used to seat at least three NOAA dignitaries, as well as to present the awards. On stage, NOAA will require the use of runner carpets (1 or 2). NOAA will also require the use of staircases next to each side of the stage so that recipients can easily (and safely) access the stage when receiving awards. NOAA will need to rent drapery to pipe and drape the stage and create a ?backstage? area so that the awards can be stored out of sight during the ceremony. Please see ?Timing/Set-up? section below for more information. VII. DESSERT RECEPTION REQUIREMENTS Following the ceremony?beginning between approximately 11:45 a.m. and 12:00 p.m.--will be a dessert reception to take place in the same area as the breakfast. The dessert reception will consist of brownies, cookies, pastries, punch, coffee/tea, and possibly some cakes. The desserts will be presented buffet-style with limited seating (not necessarily enough to accommodate all participants). If the venue is able to provide in-house catering please make this a separate cost proposal from that of hosting the ceremony. Catering proposals must include costs related to food and beverages, equipment rental, staff, set-up/breakdown, and delivery. If the venue is unable to provide in-house catering, NOAA will contract with another vendor and will require full access to the loading, reception, and stage areas for food and equipment deliveries on the day prior to the ceremony, as well as the morning of the ceremony. In addition, the caterer will require access to the venue after the ceremony ends around 1:30/2:00 p.m. to pick-up equipment and any remaining food. Please see ?Timing/Set-up? section below for more information. VIII. REGISTRATION On the day of the ceremony, the awards recipients are required to sign-in at registration tables. These registration tables must be set-up outside of the breakfast/ceremony area (but it must be indoors) so that when most of the recipients enter the venue, they will first come upon the registration tables. NOAA will require six 8? rectangular registration tables skirted with royal blue (or equivalent) and white linens. The registration area must be large enough to accommodate lines of at least 30 people. These registration tables must be set-up and skirted by 12:00 p.m. on the day prior to the ceremony. Please see ?Timing/Set-up? section below for more information. IX. FLOWERS NOAA usually includes floral arrangements and/or blooming plants as part of its receptions and awards ceremony. There are flower centerpieces on the eating tables and some arrangements on the registration and buffet tables. Additionally, the stage must also contain either floral arrangements or blooming plants. These floral arrangements/plants must be set-up by 3:30 p.m. on the day prior to the ceremony. If the venue can provide these floral arrangements/plants, please provide this in a separate cost proposal. If the venue is unable to provide these flowers/plants, then NOAA will contract with another vendor, which will require access to the loading, reception, and stage areas of the venue on the day prior to the ceremony. In addition, the florist will require access to the venue after the ceremony ends around 1:30/2:00 p.m. to pick-up any rented plants. X. AUDIO-VISUAL REQUIREMENTS NOAA ceremonies usually consist of a visual presentation (usually a PowerPoint projected onto a screen), which follows the ceremony script. The requirements for these presentations are as follows: Audio ? Executive-style podium on stage or platform for addressing audience ? Computer audio input for house playback ? Mike input for house playback (preferably wireless) and mike for national anthem singer ? Speaker system Video ? Computer video playback through two simultaneous projectors on two, large wall-mounted screens (if not wall-mounted, screens must be elevated and next to stage facing audience) ? Live feeds to projector ? Ability to switch video feeds (live camera feed vs. computer video) to projectors ? Potential for house playback of DVD Lighting ? Theatrical lighting typical for stage switchable among presets. All A/V equipment must be set up by 1:00 p.m. on the day prior to the ceremony. Please see ?Timing/Set-up? section below for more information. XI. TIMING AND SET-UP Day prior to ceremony: Time(s)/Set-up Deadlines Tasks 10:00 a.m. ? 6:00 p.m. Full access to the venue loading area, reception area and auditorium/stage, as well as the seating area for set-up, delivery of plaques, flowers, and catering food and equipment 10:00 a.m. The backstage area must be completely set-up so that NOAA can begin placing the awards plaques on the tables at 10:30 a.m. Backstage Set-up Includes: ? Stage must be piped and draped and set-up so that a backstage area is set off by a curtain ? The stage must be accessible for the backstage area so that someone can slip through a curtain (or equivalent) during the ceremony to present awards to recipients ? The backstage area should be carpeted or contain a carpet runner and set-up with 4 rectangular tables (6?) and two chairs 11:00 a.m. If the ceremony is providing the chairs for seating during the ceremony, the chairs must be set-up by 11:00 a.m. on the day prior to the ceremony 12:00 p.m. Registration tables must be set-up and skirted 1:00 p.m. A/V equipment must be set-up 1:30 p.m. An executive-style podium must be set-up stage-right 2:00 p.m. The stage must be set-up so that awards recipients can climb stairs to walk on stage, cross the stage and then exit using stairs on the other side 2:15 p.m. The stage must contain a carpet runner which will prevent recipients from slipping and/or tripping on exposed wires 2:30 p.m. The stage must also contain two executive-style chairs set-up near the podium 3:00 p.m. If possible, please provide an American flag set-up stage-left with an additional flag stand for use by NOAA (NOAA will place a NOAA Corps flag there) 3:30 p.m. If venue is providing flowers/plants, they must be set-up on stage, in registration area, and in reception area Day of ceremony: Time(s)/Set-up Deadlines Tasks 7:00 a.m. Breakfast will begin at 9:00 a.m. This requires full access to the venue loading dock, breakfast area, stage, and seating area by 7:00 a.m. on the morning of the ceremony 9:00 a.m. ? 10:20 a.m. Breakfast 10:30 a.m. Ceremony begins in the seating/stage area 11:45 a.m./12:00 p.m. (approximate) Dessert reception to begin (should last until approximately 1:30 p.m.) 2:00 p.m. ? 5:00 p.m. Clean-up/breakdown, including pick-up of flowers and catering equipment (if necessary) XII. BASIS FOR AWARD Award will be made on a best value basis taking into consideration approach which includes items such as appearance, layout for receptions and awards ceremony, location, past performance, and price. We are seeking an elegant presentation at a modest price. Contractors? quotations must include pricing for the use of the venue and must include the items that will be provided for the price. The proposal must include all items addressed in this Statement of Work, including any additional costs for access to the venue prior to 9:00 a.m. and after 5:00 p.m. If the venue requires or can provide for the rental of chairs, in-house catering, and flowers/plants, please provide a separate cost proposal for each of these items. A complete description of the venue proposed, along with the name and resume/credentials of the event planner should be provided. Additionally, the proposal should provide a sketch with a narrative showing how you would set up for our requirements. Your proposal should include at least three past performance references (include names and phone numbers and brief description of event that you have provided similar in nature). Quality of the approach and past performance are considered to be more important than price. However, the closer quotations are in terms of the quality of approach, the more important price will become. Be sure to carefully address all elements in this RFQ so that your quotation can be fully evaluated. The Government reserves the right to cancel the solicitation, with no obligation to the offeror by the Government. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-21. The provisions at FAR 52-212-1, Instructions to Offerors-Commercial Items applies to this acquisition. The award will be made to the best overall value taking into consideration approach which includes items such as appearance, layout for receptions and awards ceremony, location , past performance and price. Offerors are required to submit a completed copy of FAR 52.212-3, Offeror Representations and Certification Commercial Items, with their offer. The clause at 52.212-4, Contract Terms and Conditions Commercial Items, applies to this acquisition. The clauses at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items, applies to this acquisition, with the following clauses: 52.203-6, Restrictions on Subcontractor Sales to the Government with Alternate I; 52.219-23, Convict Labor; 52.222-19, Child Labor Cooperation with Authorities and Remedies; 52.222-21 Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52.222-35, Affirmative Action for Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans; 52.222-36, Affirmative Action for Workers with Disabilities; 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans; 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees; 52.225-13, Restrictions on Certain Foreign Purchases; 52.232-33, Payment by Electronic Funds Transfer - Central Contractor Registration. FAR 52.203-3, Gratuities; Buy American Act Free Trade Agreements Balance of Payments Program. Contract terms and conditions required to implement statutes or Executive Orders applicable to Defense Acquisitions of Commercial Items. To view the clauses in full text, visit www.arnet.gov. Vendors must be approved and registered in Central Contractor Registration (www.ccr.gov) before award can be made. All responsible sources may submit a response to Amy Sanders-White via email Amy.Sanderswhite@noaa.gov or via facsimile, (301) 713-0809. NO TELEPHONE RESPONSES WILL BE ACCEPTED.
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