Audio Visual Equipment and Services

1. Revisions to Line Items 3, 4, 5, 6 as noted below. 2. For technical questions see attchement 1. 3. Closing date for receipt of proposals remains 8/2/2011 at 3:00 pm est. This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Audio-Visual Equipment and Services for the 2011 Emergency Preparedness Conference at the Wyndham Grand Pittsburgh Hotel, Pittsburgh, PA, October 29, 2011 through November 2, 2011. Audio-Visual Equipment is required from Saturday October 29, 2011 through Wednesday November 2, 2011. Request for Quote RFQ-11-00002-HLM is in accordance with FAR Subpart 12.6-Streamlined Procedures for Evaluation and Solicitation for Commercial Items. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-53. NAICS Code 532490 and the small business size standard is $7.0 million. This solicitation is set-aside for small business and constitutes the only bid document that will be issued. LINE ITEMS: 0001: Registration Area, Sunday (10/30/2011) through Wednesday (11/02/2011): 1 Laptop Computer (with MS Office) Electrical Hookup 0002: Office Area, Saturday (10/29/2011) through Wednesday (11/02/2011): 1 Laser Printer 1 Laptop Computer (with MS Office) Electrical Hookup Internet Service (equipment required by 2:00 pm on Saturday, 10/29/2011) 0003: Sunday (10/30/2011) Breakout Sessions (8:00 am - 5:00 pm): 3 screens (8 ft tripod) 3 Laptop Computers (with MS Office) 3 Projectors (minimum 2000 Lumens) with remotes 0004: Monday (10/31/2011) Breakout Sessions (8:00 am - 5:00 pm): 8 Screens (8 ft tripod) 8 Laptop Computers (with MS Office) 8 Projectors (minimum 2000 Lumens) with remotes 0005: Tuesday (11/01/2011) Breakout Sessions (8;00 am - 5:00 pm) 11 Screens (8 ft tripod) 11 Laptop Computers (with MS Office) 11 Projectors (minimum 2000 Lumens) with remotes 0006: Wednesday (11/02/2011) General Session 2 LCD Projectors (4500 Lumens) 2 Laptop Computers (with MS Office) 2 9X12 Screens 1 Lectern/Mic 1 Wireless Lavaliere Mic 1 Wireless Hand Mic Sound System to accommodate 400 people 2 Screens (8 ft tripod) able to project Speakers' Power Point Presentations and Videos Simultaneously 0007: Wednesday (11/02/2011) Breakout Sessions (all day) 13 Screens (8 ft tripod) 13 Laptop Computers (with MS Office) 13 Projectors (minimum 2000 Lumens) with remotes 0008: Miscellaneous Needs (Sunday - Wednesday) 4 Sets of External Speakers to show Videos with sound Folsom Presentation Pro Vide Switcher 6 Flip Charts and Markers 6 Rooms with Internet Service 0009: A/V Technician (as part of A/V package) Scope of Work The Hazardous Site Clean Cleanup Division is co-sponsoring with the Pittsburgh Business Coalition for Homeland Security (PRBCHS) the 2011 Emergency Preparedness & Hazmat Response Conference. The Conference will be held October 30 through November 2, 2011 at the Wyndham Pittsburgh Hotel,. This 4 day conference focuses on training for Federal, State and Local Emergency Responders. The focus on this training is to prepare for an emergency response at any level. Participants will arrive at the facility for hotel check-in on Sunday October 30, 2011 and the workshop will start at 1:00 p.m. The workshop hours for Monday October 31 through Wednesday November 2, 2011 will be 8:00 a.m. to 5:00 p.m. To be eligible for award under this RFQ, the offeror is required to be registered on the Central Contractor Registration website (www.ccr.gov). Award shall be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 evaluation factors. An award may be made without discussions with the offeror(s). All responsible sources IAW FAR Part 9.1, that meet the requirements and provide items as listed above may respond to this solicitation by submitting cost and technical proposals. Offers shall be valid for at least sixty (60) days from the date due. Any offer that does not meet the RFQ requirements shall be rejected. The following provisions and clauses shall apply to this RFQ: FAR 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference with the same force and effect as if they were given in full text. Upon request, the Contracting Officer shall make their full text available. The full text of a clause may be accessed electronically at this web address: http://www.arnet.gov/far (FAR); FAR 52.212-1 Instructions to Offerors Commercial Items; FAR 52.212-2 Evaluation Commercial Items (Items 1 and 2 are of equal importance): Item 1. Past Performance: Offerors shall provide a list of three (3) sources/references for completed work in the last three (3) years which are similar in scope, magnitude, relevance and complexity to this requirement. Vendors shall provide a Point of Contact, telephone number, Order Number, brief scope of work, total dollar value, and period of performance for the reference. The EPA may also contact other sources not listed, as well as contact internal EPA sources that may have contracted with the vendor in the past Item 2. Price: Offerors shall provide prices for each of the above line items 0001 through 0009. Basis for Award: Award shall be made to the offeror who represents the best overall value to the Government. The past performance is equal to price in awarding a Purchase Order resulting from this RFQ. In the absence of providing a completed copy of FAR 52.212-3 "Offeror Representations and Certification-Commercial Items" in the proposal, vendors shall complete and reference the following commercial clauses at the ORCA web site: https://orca.bpn.gov/ FAR 52.212-3 Offeror Representations and Certification-Commercial Items. (FAR 52.212-4 Contract Terms and Conditions Commercial Items; FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c)(2)(xii) the following provisions under the clause apply (b)(15) thru (22). FAR 52.233-2 Service of Protest (Sep 2006); FAR 52.232-18 Availability of Funds (APR 1984). Proposals shall include all information required in FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52-212-3. Interested sources shall submit all price and technical proposals to E. Michael Wolper, Contract Specialist, US EPA, Region III, 3PM10, Philadelphia, PA 19103. Phone +1 (555) 000-0000, Fax +1 (555) 000-0000, or email contact@example.gov. Faxed quotes will be accepted. Closing date for receipt of proposals is 8/02/2011 at 3:00PM EST.