Graduation Venue in the Vicinity of Bethesda, MD

The Uniformed Services University of the Health Sciences (USU), located in Bethesda, MD, has a requirement for a venue to host the 2013 graduation for its 2012 graduates. Additional information regarding USU and its mission can be found on our website: www.usuhs.mil. This is a combined synopsis/solicitation for commercial items 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; quotes are being requested and a written solicitation will not be issued. This is a request for quotes (RFQ) for commercial items in accordance with the procedures of FAR Part 12 - Acquisition of Commercial Items and FAR Part 13 - Simplified Acquisition Procedures. This RFQ incorporates all provisions and clauses in effect through Federal Acquisition Circular (FAC) 05-65 (January 29, 2013) and Defense Federal Acquisition Regulation Supplement (DFARS) (December 31, 2012). In order to be eligible for award, offerors must be registered in www.SAM.gov, with completed representations and certifications. Offerors interested in responding to this requirement must provide a quote for a venue, which at a minimum, meets the specifications listed below. A single firm fixed-priced (FFP) purchase order will be awarded. Statement of Work 2013 GRADUATION CEREMONY June 19, 2012 & June 21, 2013 I. PURPOSE The Uniformed Services University of the Health Sciences (USUHS) will host a graduation ceremony for its 2012 graduates. The graduation ceremony will be held in Bethesda, MD on June 19, 2013 (graduation rehearsal) and June 21, 2013 (graduation ceremony). II. OVERVIEW Graduation Rehearsal (June 19): Rehearsal will be held from 1:00 p.m. to 2:30 p.m. The rehearsal will require the use of the ceremony space, audio equipment, including an A/V technician. Approximately 410 people will be in attendance. Graduation Ceremony (June 21): Graduation will be held from 10:00 a.m. to 12:00 p.m. (Noon). The facility will be required from 7:00 a.m. to 1:30 p.m. The ceremony will require the use of the ceremony space, breakout room or hall, audio equipment, including an A/V technician. Approximately 1500 people will be in attendance. III. DESCRIPTION OF SERVICES USUHS will hold the graduation rehearsal on June 19, 2012 (nonnegotiable) from 1:00 p.m. until 2:30 p.m. and the 2013 Graduation Ceremony on June 21, 2013 (nonnegotiable) from 7:00 a.m. to 1:30 p.m., each day at a facility location in Bethesda, Maryland. The awarded contract facility is responsible for the following services and accommodations in support of the 2012 Graduation Ceremony: - Ceremony space (one main room, no less than 2500 sq. feet, with center stage; one breakout room or hall located on the same floor in close proximity to the main room). Secure seating for all participants. - Audio visual equipment, services and technical personnel - Ceremony cake and water The space and services are required for 410 participants for the rehearsal and approximately 1500 participants for the graduation ceremony. Because the graduation is open to the public, the location must offer easy access to public transportation, e.g., taxis, buses, light rails, trains. All space must also meet the standards of the Americans with Disabilities Act. After the ceremony light refreshments will be held, the breakout room or hall should accommodate all participants. Contractor Orientation The Contracting Officer's Representative (COR) will contact the contractor within 5 business days after the award to discuss graduation details and arrangements to ensure the immediate and effective implementation and administration of this contract. Ceremony Space Requirements - Contractor shall provide a center stage with 31 chairs (nine for honorees and 22 for the Navy band) - Please see below for Audio needs - The stage should have the required space to set-up a flag and three (3) tables - Provide two lecterns/podiums. The center stage should accommodate two lecterns/podiums. - Seating shall be arranged facing the front of the stage. - Needed to direct transportation and assist parking. Four (4) busloads are expected (Buses are not a requirement of this statement of work). - Provide two to three tables and all seating Audio-Visual Equipment and Services Required The contractor shall provide all equipment and services identified to meet the presentation needs of the ceremony. The contractor will be responsible for providing all cables, connectors and switchers needed to operate the equipment to ensure a seamless transition of audio presentations throughout the ceremony. The contractor shall be responsible for providing and setting up all appropriate equipment and to test and ensure proper operation of all equipment and systems. All equipment and systems should be tested and made ready at least 30 minutes prior to the start of the ceremony. The contractor shall support the overall audio requirements of the ceremony. This includes providing sound reinforcement to the ceremony. Appropriate switchers and routers need to be identified and provided. The contractor shall supply a technician to support and operate all equipment throughout the main ceremony space. The technician shall primarily support the audio requirements, spot check and monitor the ceremony periodically, and act as primary contact for technical issues. The contractor shall provide audio equipment for the main meeting space - Microphone - Microphones on lecterns or on podium. Sound System for the main ceremony space and breakout room or hall: - The audio system for the main ceremony space should have sufficient microphone and line inputs for all ordered microphones. Output of the audio system should allow for comfortable listening levels appropriate for the room size, audience size and room configuration. The government intends to award a single firm-fixed priced (FFP) purchase order to the offeror representing the best value to the government based on the evaluation factors listed below. Evaluation factors are listed in order of importance, with most important listed first. The government will conduct a trade-off between price and non-price factors. The Government is not required to award to the lowest priced offeror or the highest technically rated offeror. The government reserves the right to award without discussions. - Technical Approach - Offerors are required to submit their technical approach to meeting the requirements outlined in the statement of work. Offerors must display a clear understanding of the requirements. Quotes submitted by offerors who fail to demonstrate a clear understanding of the requirement will not be considered further. Quotes submitted by offerors that include the following statement, or similar, without any supporting information, may be determined to not have a clear understanding of the requirement and may not be considered: "The offeror understands the requirements and the submitted quote has met all stated objectives." Offerors must submit pictures and details of the venue being quoted. The Government reserves the right to request a tour if needed. Venues with a closer proximity to USU (4301 Jones Bridge Road, Bethesda, MD 20814) may be considered more desirable. - Corporate Experience: Offerors are required to provide a narrative of their corporate experience in hosting graduation events. Experience with military and/or medical graduations may be considered more desirable by the Government. - Past Performance: The Government shall evaluate the offeror's present and past performance on similar tasks within the past three years. Offerors must provide two (2) customer references for similar work performed. The Government reserves the right to select which reference(s) to contact. The following must be provided for each listed reference: a. Name of client and address b. Name of current point of contact including telephone number , e-mail address and title c. Contract number d. Contract value e. Contract period of performance f. A clear description of the supplies/services provided USU may request additional information at any time. Offerors will have an opportunity to address any adverse past performance history. Offerors who do not have any past performance history will not be rated favorably or unfavorably, but will instead receive a Neutral/Unknown rating for past performance. Offerors must clearly state in their quote if they do not have at least two (2) past performance references. Failure to provide this information may render an offeror's quote non-responsive and may not be considered for award. A strong history of relevant past performance may be more advantageous to the Government than a less relevant record of favorable performance. The Government reserves the right to use data provided by the offeror and data provided by alternative sources in conducting its assessment of past performance history. - Price: Price - Offerors must include all applicable costs (Example: rental of venue space, AV equipment, labor, etc.) in their quote. The total quoted price for all applicable costs will be the evaluated price. For price analysis purposes, offerors must provide a price breakout of the applicable costs (rental fee, AV equipment, labor, cake/water, etc). The resultant award will be a firm fixed price (FFP) order. Note: Currently funding is not available for this requirement; however it is highly anticipated that funding will be made available. Offerors responding to this requirement are doing so at their own cost and will not be reimbursed by the government for quote preparation costs. Offerors must also submitted completed copy of provision 252.209-7997. See attached provisions and clauses sheet for copies. See attached list for applicable provisions and clauses for this requirement. Questions/clarifications regarding this solicitation must be submitted via email to contact@example.gov by February 6th. Any question received after February 6th will not be answered. Questions will not be answered over the phone or submitted by any other means. All questions will be answered in an amendment to the solicitation posted on or around February 7th. Quote packages are due by 10:00 PM EST on February 11th Quotes must be submitted via email to contact@example.gov Quotes will not be accepted by any other means. Late quotes will not be considered. Quote packages should include a cover sheet that provides the following information: - Company Name - Point of Contact, to include email and phone number - DUNS Number - Statement that includes acknowledgement of latest amendment number - Tax Identification Number (TIN) - TIN may be used by the Government to collect and report on any delinquent amounts arising out of the contractor's relationship with the Government (31 U.S.C 7701(c)(3) - FAR 13.106-3(e))