Audio Visual Support for IRS MITS Leadership Conference

Notice Information Solicitation: TIRNO-09-Q-00090 Agency/Office: Internal Revenue Service (IRS) Location: National Office Procurement (OS:A:P) Title: Audio Visual Services to Support the 2009 IRS-IT Leadership Conference Description(s): This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR 13.5, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation package will not be issued. Solicitation number TIRNO-09-Q-00090 is issued as a Request for Quotation (RFQ) with the evaluation and award prescribed in FAR Subpart 13.5, Test Program for Certain Commercial Items. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-20. This procurement is reserved for small business. The associated North American Industry Classification System (NAICS) code is 532490 and the small business size standard is $7 million. The award will be made to one offeror who fully meets the requirements for providing Audio/Visual Equipment & Services for the Internal Revenue Service (IRS) 2009 - One Modernization & Information Technology Services (MITS) Leadership Conference, September, 21-24, 2009. The award will be made on an all or none basis. The Audio/Visual Equipment & Services shall be required at the Hilton Dallas, Lincoln Center on September 22, 23 and 24. Setup will be required on September 21, 2009. A conference call between customer & contractor shall occur no later than August 15, 2009 to discuss service standards & expectations. Please note that the attached standard form is for convenience of use only. It is not required that this form be used nor will preference be given to any vendor that uses it. Vendors are free to price CLINS however they see fit. See line items for instructions on setup dates for the meeting rooms. Note that reimbursement for travel expenses is authorized and must be in accordance with the Federal Travel Regulations. Estimated travel expenses will be evaluated as part of the total price of the offer submitted. Contractors shall provide a quotation for the following contract line item numbers (CLINS): CLIN 001: Main Auditorium: September 21 - 24, 2009: (2) LCD Projector 3,000 + Lumen 3-days; (2) 10ft cradle screen; (1) Podium; (1) Lectern Microphone; (1) podium timer/clock; (1) wireless mouse; (6) wireless lavaliers; (4) wireless hand-held microphones; (3) table top microphones; (1) projected GOBO, 42" plasma screen (Confidence Monitor to show PowerPoint); (1) Sony D-35 or equivalent; (2) DVD Record Decks (Image mag camera recorded to DVD); (1) Scan Converter; (1) VGA DA; (1) Video Switcher; (1) 20" flat screen; (1) portable speaker package; (1) Professional DVD Player; (1) CD Player; (1) 16 Channel Mixer; (1) Table with (5) internet connections/hub for conference staff (back of room) CLIN 002: Registration Area: September 21 - 24, 2009: (1) 42" Plasma Screen (Client to Provide Laptop & PowerPoint Slides at event) CLIN 003: Staff Office: September 21, 2009: (4) Internet Connections; September 22 - 24, 2009: (4) Internet Connections, (1) Telephone, (6) 2-way radios for use by IRS employees. CLIN 004: Internet Cafe: September 21 - 24, 2009: (8) Internet Connections & (1) Speaker Phone with External Dialing Capability. CLIN 005: Awards Dinner: Wednesday, September 23, 6-9pm: (1) Podium; (1) Podium Microphone; (2) 10' Cradle Screens; (2) Wireless Handheld Microphones; (1) Sound System; (1) DVD Player; (1) Podium Spotlight; (1) Mixer; (2) LCD Projectors; (1) AV Technician(s) for setup & troubleshooting; (1) Projected GOBO. CLIN 006: Breakout Rooms: September 22 - 23, 2009: (6) LCD Projectors; (6) 8x8 Tripod Screens; (6) Wireless microphones. CLIN 007: Estimated Travel Expenses if applicable MANDATORY REQUIREMENTS: To be eligible for award, the contractor must meet the following mandatory requirements: (1) The contractor must be compliant with the American with Disability Act, 42 U.S.C. Section 12101 et.se (ADA). (2) Contractor must be registered in Central Contractor Registration (CCR) System (www.ccr.gov.). The Government will award a purchase order 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. Please see the attached statement of work for additional details regarding this requirement. The following factors shall be used to evaluate offers: 1) Ability to fulfill the statement of work for audio/visual equipment & support at a conference of up to 350 attendees during the required time frame; Responses shall include a staffing plan specifying the number of staff that will be dedicated to operations at the Leadership Conference, as well as, position descriptions and qualifications for each position to be supplied. Responses shall include an equipment plan providing a detailed list of equipment anticipated to be provided by CONTRACTOR in fulfilling the requirements of the conference, including quantity, make and model number of all proposed equipment. 2) Past performance- Offeror must provide three (3) references of same/similar conference size that the Government may contact; 3) Experience and Qualifications - See the attached statement of work, section C 8, for specific proposal requirements including years of experience, description of types of experience, etc. 4) Price. The provisions at FAR 52.212-1, Instructions to offerors - Commercial, and FAR 212-2, Evaluation - Commercial Items, apply to this acquisition. Offerors shall include a fully executed copy of FAR provisions at 52.212-3, Offeror Representations and Certifications - Commercial Items, with their offer. FAR Clauses 52.212-4, Contract Terms and Conditions - Commercial Items, 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order - Commercial Items applies to this acquisition. Per 12.603(b) the SF 1449 is not used. FAR clause 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52.222-35, Equal Opportunity 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 and 52.232-33, Accessing On-line Payment Information - Central Contractor Registration, IR1052-204-9004, Accessing On-Line Payment Information (Jan 2009), FAR 52.232-18, Availability of funds (Apr 1984), Federal Travel Regulations. Offerors not in possession of the above references clauses and provisions in full text may obtain a copy via the INTERNET at http://www.arnet.gov or by contacting the contract specialist. All responsible sources who can provide the above requirements shall submit written quotations no later than 15 days from the posted date of this announcement. The government intends to award a firm fixed price order. All quotes must include price(s); FOB point if applicable; a POC (name and telephone number); GSA number if applicable; business size and payment terms. Quotes over 10 pages in total will not be accepted by facsimile. ***All questions must be submitted in writing and received by facsimile at +1 (555) 000-0000 or email contact@example.gov.***