COMBINED SYNOPSIS/SOLICITATION SOLICITATION HQ0006-08-Q-CS01 PRODUCIBILTY AND MANUFACTURING DIRECTORATE CONFERENCE (1) This 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; proposals are being requested and a written solicitation will not be issued. All future information regarding this acquisition, including amendments will be distributed through this website. Interested parties are responsible for downloading their own copy of amendments (if any) and monitoring the website to ensure that they have the most current information regarding the acquisition. (2) The applicable solicitation number is HQ0006-08-Q-CS01 and is issued as a request for quotation (RFQ). Ensure responses include this solicitation number. (3) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-25. (4) This procurement is a 100% Small Business set-aside IAW FAR 19.502-2(a). The North American Industry Classification System (NAICS) code for this acquisition is 721110. For the purpose of this procurement the small business size standard is $6.5M. (5) REQUIREMENT: This is a requirement to locate a venue in Williamsburg, VA to accommodate the Missile Defense Agency, Producibility and Manufacturing (MDA/DEP) Directorate Conference on July 15 – 18 , 2008. (6) TECHNICAL REQUIREMENTS: Number of attendees at offsite location – 35. Meeting Room requirements: • Guest Rooms - 4 rooms on 14 July, 21 rooms on 15 July , and 35 rooms 16 and 17 July; 95 room nights at per diem rate • Tuesday, 15 July 08: Main room - 1, seating for 15, U-shape, to include notepads, pens, water service, and candies and not to be a divided off section of a large ballroom size space • Wednesday – Friday, 16-18 July 08: Main room - 1, seating for 40, U-shape, to include notepads, pens, water service, and candies and not to be a divided off section of a large ballroom size space • Break-out room - 3 small, seating for 10ppl, U-shape intermittent throughout the 3 day conference • Outside space for any group team building that is an essential part of the DEP offsite to equal approximately 1/2 acre in size and not be adjacent to the main parking lot or main street • Separate dining room not to be in the hotels main dining space– 1 for dinner, 4 lunches. The 4 continental breakfasts may be set up near/outside the meeting room but not inside the meeting room. • Dedicated conference support for all four conference days Lodging requirements: 4 guest rooms – 14 July, 2008, 21 guest rooms 15 July, 2008, and 35 guest rooms – 16 and 17 July, 2008. Checkout is July 18, 2008. Meal requirements for each day: Tuesday, 15 July 08: Breakfast 15ppl/ Continental Breakfast (1) to include the following and to be set outside the meeting room: o Muffins, croissants, bagels, and danish o Preserves, cream cheese, and butter o Sliced fresh fruit o Granola and cereal o Individual yogurt cups o Coffee, tea, milk and juices Tuesday, 15 July 08: Lunch 15ppl/ Lunch to be buffet style (for this day only, lunch will be served just outside the main meeting room, set two rounds at the rear of the meeting room to be used for lunch seating, water and iced tea to be set on tables) o Menus to include but not limited to: Pre-made gourmet sandwiches Chips Macaroni or potato salad Cookies and brownies Assorted regular and diet sodas Iced tea and water Regular and Decaf coffee/tea Tuesday, 15 July 08: Beverages during conference: 15/ppl afternoon break for 1 day to include but not be limited to: o All Day Beverage Service Assorted regular and diet sodas Assorted bottled juices Bottled mineral water/ice tea Regular and Decaf coffee/tea o Afternoon Break Fresh Vegetables with Dip Cheese trays and assorted crackers Chips and pretzels Cookies and/or brownies Wednesday – Friday, 16-18 July 08: Breakfast 35ppl/ Continental Breakfast (3) to include the following and to be set outside the meeting room: o Muffins, croissants, bagels, and danish o Preserves, cream cheese, and butter o Sliced fresh fruit o Granola and cereal o Individual yogurt cups o Coffee, tea, milk and juices Wednesday – Friday, 16-18 July 08: Lunch 35ppl/ Lunch in private room for 3 days. Wednesday, 16 July 08: Dinner 35ppl/ Wednesday night ONLY. Wednesday – Friday, 16-18 July 08: Beverages during conference: 35/ppl Mid- morning break and beverage service for all days, afternoon break for 2 days to include but not be limited to: o All Day Beverage Service Assorted regular and diet sodas Assorted bottled juices Bottled mineral water/ice tea Regular and Decaf coffee/tea o Mid Morning Breaks for all days All breakfast items refreshed Chips and pretzels o Afternoon Break; Day 1 Fresh Vegetables with Dip Cheese trays and assorted crackers Chips and pretzels Cookies and/or brownies o Afternoon Break; Day 2 Fresh fruit Granola bars Chips and pretzels Assorted cookies Audio Visual Support: Tuesday, 15 July 08 • Flipchart w/pad and markers (2 for main meeting space) • Screen • Extension cords where needed • LCD projector • Wireless capability for main conference room • Skirted table for A/V Equipment Wednesday-Friday, 16-18 July 08 • Flipchart w/pad and markers (3 for main meeting space, 1 for each breakout room) • Screen • Extension cords where needed • LCD projector • Wireless capability for main conference room • Skirted table for A/V Equipment Period of Performance: July 14 – 18, 2008. (7) SECURITY: A security clearance is not required in the performance of this requirement. (8) CLAUSES: The following clauses and provisions apply to this solicitation (available from http://farsite.hill.af.mil/vffara.htm): FAR 52.212-1, Instructions to Offerors--Commercial Items, applies to this solicitation. No addenda are attached. FAR 52.212-3 Alt. 1, Offeror Representations and Certifications -- Commercial Items, applies to this solicitation and the offeror must include a completed copy of this provision with their proposal. FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this solicitation. There are no addenda attached to this clause. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items, applies to this solicitation. Specifically, the following clauses cited are applicable to this solicitation: • FAR 52.222-21, Prohibition of Segregated Facilities • FAR 52.222-26, Equal Opportunity • FAR 52.222-36, Affirmative Action for Workers with Disabilities • FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies • FAR 52.224-1, Privacy Act Notification • FAR 52.224-2, Privacy Act, applies to this solicitation. • FAR 52.225-13, Restrictions on Certain Foreign Purchases • FAR 52.232-33, Payment by EFT – CCR Additional contract requirements, terms, and conditions determined by the contracting officer to be necessary for this acquisition are: • DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statues or Executive Orders applicable to Defense Acquisition of Commercial Items, applies to this solicitation. Specifically, the following clauses, cited are applicable to this solicitation: • DFARS 252.225-7036, Buy American Act—North American Free Trade Agreement Implementation Act—Balance of Payments Program • DFARS 252.232-7003, Electronic Submission of Payment Requests In accordance with DFARS 252.204-7004, all firms or individuals responding must be registered with the Central Contractor Registration (CCR). FAR 52.212-2, Evaluation –Commercial Items. Evaluation of Offers: (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors and evaluation criteria shall be used to evaluate offers (listed in relative order of importance): Factor 1 Technical: Ability of the proposed services to meet the government’s stated technical requirements as described above. Services will be evaluated on a pass/fail basis. A proposal shall be considered unacceptable if it fails to meet any of the technical requirements as described above. Only technical acceptable offers will be evaluated further. Factor 2 Past Performance: Provide a list of two past performance references during the last three (3) years that are similar in scope to this requirement and the point of contact’s name, telephone number, and e-mail address. The government intends to evaluate only two (2) past performance references for relevancy to the scope of the requirement. If more than two (2) references are provided, the government reserves the right to select which references will be evaluated. Factor 3 Price: While the evaluated price is a substantial area to be taken into consideration in the overall integrated assessment of offers, the Government may select other than the lowest priced, acceptable offer if it is determined that the additional capability offered is worth the additional cost. (b) A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (9) INVOICING: Actual invoice instructions will be provided at time of award. (10) The resultant contract will be unrated in Defense Priorities and Allocations System (DPAS). (11) There are no applicable numbered notes to this solicitation. (12) All quotes, and questions or concerns must be e-mailed to Ms. Leslie Freeman at
[email protected] and Ms. Shirlee Madeloff at
[email protected] with a reference to the solicitation number in the subject line of the e-mail or submit by facsimile to (703) 882-6365, Attn: Ms. Leslie Freeman/Ms. Shirlee Madeloff no later than 6 June, 2008, 3:00 p.m., EST. Points of contact for this action are Ms. Freeman (703) 882-6152 and Ms. Madeloff, (703) 882-6152.