Conference Room Rental and Hotel Services

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 and a written solicitation will not be issued. This solicitation is issued as a Request for Quotations (RFQ). This solicitation is unrestricted, the NAICS code for this action is 721110 and the business size standard is $6 million. THIS AWARD IS NOT FOR EVENT PLANNING SERVICES. The Food and Drug Administration intends to negotiate a firm fixed price purchase order for conference space and hotel services using FAR Part 13 Simplified Acquisition Procedures. STATEMENT OF WORK: STATEMENT OF WORK: UMBILICAL CORD BLOOD PRODUCT TRAINING 1.0 Introduction 1.1. Background The U.S. Food and Drug Administration's (FDA) Center for Biologics Evaluation and Research (CBER) is presenting a Minimally Manipulated, Unrelated Allogeneic Placental/Umbilical Cord Blood Intended for Hematopoietic Reconstitution Biologics Licensure Training course to FDA personnel that are responsible for the review of regulatory materials received from manufacturers of minimally manipulated, unrelated, allogeneic placental/umbilical cord blood who are applying for a of Biologics License Application (BLA). This training is open only to staff from FDA's Office of Compliance and Biologics Quality (OCBQ), Office of Cellular Tissue and Gene Therapies (OCTGT), and Office of Regulatory Affairs (ORA), Team Biologics. This training is not intended for persons that are not U.S. government employees. This training will provide information about the U.S. biologics regulatory process, and how manufacturers of minimally manipulated, unrelated, allogeneic placental/umbilical cord blood must comply with applicable regulatory requirements for licensure of minimally manipulated, unrelated allogeneic placental/umbilical cord blood, for specified indications. 1.2 Objective 1.2.1 The purpose of this procurement is to have a facility that shall provide conference room coordination and audiovisual support for the two day Umbilical Cord Blood Product Training that has been scheduled for October 25-26, 2010. 1.2.1.1 Coordinate Conference room 1.2.1.2 Coordinate audiovisual support 1.3 Project Scope The facility will provide conference room and audiovisual support. 1.3.1 Conference Room Space The conference room space on both two days shall accommodate the following room configuration: - Amphitheatre seating with desk tops for 125 participants/speakers/workgroup members, room can not be broken down for other functions during this meeting period - Podium - Three (3) 6-ft display tables in rear of room for signage display and materials. - Flip chart stand/paper front of room - One (1) 6-ft reception table and 2 chairs outside conference room for registration and materials - Water station outside conference room. - Facility to offer on-site parking included in conference room package. - Dedicated room set-up time one (1) day prior to conference date, at least 2 hours minimum needed for FDA to set up the room with training materials. The facility must be less than 1 mile of a Metro subway station located on Rockville Pike / Wisconsin Avenue, in Montgomery County, MD. The facility must be accessible to FDA staff travelling from the CBER Woodmont Office Complex on Rockville Pike, and CBER Rockville II Complex on Security Lane, within 15 minutes drive time. 1.3.1.1 Quality Assurance Plan 1.3.1.2 Meet with facility coordinator to discuss room set-up 1.3.1.3 Confirm with facility coordinator final room set-up one month prior to event start date. 1.3.1.4 Check room set-up every morning prior to event start time. 1.3.1.5 Performance Standard 1.3.1.5.1 Facility coordinator provides room design 1 month after initial meeting 1.3.1.5.2 Facility coordinator confirms room design plan 1 month prior to event start date 1.3.1.5.3 Facility coordinator confirms room set up 48 hours prior to event start date 1.3.1.5.4 On each day, facility coordinator confirms room is set-up with required equipment. 1.3.2 Working Lunch Space - Room space to accommodate 125 participants/speakers/workgroup members for a working lunch on each day with tables to accommodate 6 persons per table. - Lunch for two days for 125 participants/speakers/workgroup members. - Space outside conference room for continental breakfast, mid-morning refill and mid-afternoon break every day. - Service for lunch, breakfast and breaks every day. 1.3.2.1 Quality Assurance Plan 1.3.2.1.1 Meet with facility coordinator to discuss room set-up, food set-up and service. 1.3.2.1.2 Confirm with facility coordinator the room set-up, food set-up and service one month prior to event start date. 1.3.2.1.3 Check room and food set-up every day. 1.3.2.2 Performance Standard 1.3.2.2.1 Facility coordinator provides plan for room set-up, food set-up and service 1 month after initial meeting 1.3.2.2.2 Facility coordinator confirms plan for room set-up, food set-up and service plan 1 month prior to event start date 1.3.2.2.3 Facility coordinator confirms plan for room set-up, food set-up and service 48 hours prior to event start date 1.3.2.2.4 On each day, facility coordinator confirms room set-up, food set-up and service. 1.3.3 Audiovisual Support The facility shall provide on each of the 2 days: - Facility to offer one (1) handheld wireless microphone at Podium, with control unit, included in conference room package. - Facility to offer one (1) LCD projector with cart/cords/power strips/tape down, included in conference room package. - Facility to offer one large projection screen in front of room, included in conference room package. - Facility to offer two (2) flipchart stands with paper and markers in front of room, included in conference room package. - Sound System package to include: 16-channel mixer w/4 speakers - Push-to-talk control unit for microphone system - Four (4) handheld wireless microphone on stands for participants - One (1) lavaliere (lapel) wireless microphone for speaker - A/V technician dedicated for minimum of four (4) hours per day (2 hours AM; 2 hours PM), for any assistance needed in the conference room - Seven (7) internet wired or wireless connections in conference room 1.3.3.1 Quality Assurance Plan 1.3.3.1.1 Meet with facility coordinator to discuss audiovisual equipment and set up. 1.3.3.1.2 Confirm with facility coordinator audiovisual equipment and set up 1 month prior to event start date. 1.3.3.1.3 Facility coordinator confirms room set up 48 hours prior to event start date 1.3.3.1.4 Facility AV technical checks audiovisual equipment functioning and set-up every morning prior to event start time. 1.3.3.2 Performance Standard 1.3.3.2.1 Facility coordinator provides list of audiovisual equipment and set up 1 month prior to event start date 1.3.3.2.2 Facility coordinator confirms audiovisual equipment and set up 48 hours prior to event start date 1.3.3.2.3 On each day, AV technician confirms audiovisual equipment function and set up are according to requirements. 2.0 Task Deliverables and Milestones Activity Deliverable Timeframe Meet facility coordinator to discuss room set up; food room, set-up and service; and audiovisual support. Draft room design plan; room set up; food room, set-up and service; and list of audiovisual equipment 1 month after contract award Meet with facility coordinator to finalize room set up; food room, set-up and service; and audiovisual support. Final room design plan; room set up; food room, set-up and service; and list of audiovisual equipment 1 month prior to event start date Meet with facility coordinator to finalize event Confirmation of room design plan; room set up; food room, set-up and service; and audiovisual equipment function and set up 48 hours prior to event start date Meet with AV technician to determine audiovisual equipment function Audiovisual equipment function test Every morning of event Meet with facility coordinator to room set up; food room, set-up and service; and audiovisual support. Room set-up; food room, set-up and service Every morning of event Criteria for Acceptance FDA/CBER/OCTMA/DMAT will review contractor deliverables in accordance with specifications and standards stated in the criteria established and any directives issued during the term of this contract. FDA/CBER/OCTMA/DMAT Management has the authority to accept or reject deliverables. The acceptance of deliverables and satisfactory work performance required herein shall be based upon the timeliness, accuracy and suitability of the deliverable. The specific deliverables and schedule for delivery shall be as agreed upon and documented. Deliverables will be submitted to FDA/CBER/OCTMA/DMAT/ CDDTB Project Officer. 3.0 Period of Performance Performance Period: June 30, 2010 - October 26, 2010 Event Date Monday, October 25 - Tuesday, October 26, 2010 8:00am - 5:00pm Meeting dates listed above are not flexible. Meeting schedule is based on current public health meetings and regulatory schedules. Location, Work Schedule and Travel The 2 day seminar shall occur at the facility. 4.0 Status Reporting The facility will provide design plan and confirmations as specified in Section 2.0. 5.0 Past Experience The contractor must be able to demonstrate past experience directly relevant to the types of work needed. Such experience includes projects performed in the past five years similar in scope to the requirements of this Statement of Work. 6.0 Security and Confidentiality There are no security or confidentiality requirements by the facility. EVALUATION FACTORS Proposals received shall first be evaluated from a technical standpoint without regard to proposed cost. Those proposals considered technically acceptable shall then be evaluated from a financial and management standpoint. Although technical factors are of paramount consideration in the award of the contract, cost/price is also important to the overall decision. All evaluation factors, other than cost/price, when combined, are significantly more important than cost or price. Primary consideration shall be given to the evaluation of the technical proposals rather than cost or price. It is pointed out, however; should technical competence between offerors be considered approximately the same, the cost or price could become primary. Offerors are advised that award will be made to that offeror whose proposal provides the combination of features that offers the best or greatest overall value to the Government. The Government is more concerned with obtaining performance capability superiority rather than lowest overall cost. However, the Government will not make an award at a significantly higher overall cost to the Government to achieve only slightly superior performance. Overall cost to the Government may become the ultimate determining factor for award of a contract as proposals become more equal based on the other factors. This evaluation shall be based upon the completeness and thoroughness of the proposal submitted. The offeror should show that the objectives stated in the request for proposal are understood and offer a logical consistent program for their achievement. The evaluation will be based on the demonstrated capabilities of the prospective Contractors in relation to the needs of the project as set forth in the RFP. The merits of each proposal will be evaluated carefully. Each proposal must document the feasibility of successful implementation of the requirements of the RFP. Offeror must submit information sufficient to evaluate their proposals based on the detailed criteria listed below. POTENTIAL AWARD WITHOUT DISCUSSIONS The Government reserves the right to award a contract without discussions if the Contracting Officer determines that the initial offer(s) is/are providing the Best Value and discussions are not necessary. TECHNICAL EVALUATION CRITERIA The evaluation criteria are used by the technical evaluation committee when reviewing the technical proposals. The criteria below are listed in the order of relative importance with weights assigned for evaluation purposes. A) Experience and Capability of Facility 75 Points (1) Provide seminar space for performance period, and coordinate room set up. (2) Provide working lunch space and coordinate room-set and food service. (3) Provide audiovisual equipment and coordinate set up. (4) Provide audiovisual technician for audiovisual support. (B) Understanding the Scope of Work 10 Points Provide a comprehensive statement of the scope and purpose of the project to demonstrate complete understanding of the intent and requirements. State the overall objectives and the specific accomplishments you hope to achieve. Indicate the rationale for your plan, and the relationship to comparable work in progress elsewhere. (1) Knowledge and understanding of the Scope of Work is demonstrated by the clarity, practicality, and appropriateness of the offeror's proposal and plan to accomplish the effort. (2) Demonstrate recognition and ability to overcome potential difficulties in the performance of the project. (C) Past Performance 15 Pts Facility shall submit a list of three (3) similar references. Contracts listed may include those entered into by the Federal Government, agencies of State and local governments and commercial customers. The following FAR clauses shall apply to this solicitation: FAR Part 52.212-1 Instructions to Offerors-Commercial Items; 52.212-2 Evaluation Commercial Items: 1. Price, and 2. Location; 52.212-3 Offerors Representations and Certifications; 52.212-4 Contract Terms and Conditions; and 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items. In accordance with FAR 52.204-7 Central Contractor Registration; contractors are Required To Register in the Central Contractor Registration (CCR) database http://www.ccr.gov, PRIOR to award of any contract. In addition, the offeror's facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). All responsible sources that can provide and meet the above requirement shall submit written quotations by 2:30 p.m., EST, June 28, 2010, via email, mail, or by fax (301) 827-7106. All questions shall be submitted in writing by fax or email: Gwendolyn.hubbard@fda.hhs.gov by noon, June 24, 2010. All sources must submit along with their written quotes a nine-digit numeric Duns number is assigned by Dun & Bradstreet. To apply for a Duns number, please call 1-866-705-5711.