HIPAA CONFERENCE SPACE AND AUDIO-VIDEO EQUIPMENT AND SUPPORT

TITLE: HIPAA CONFERENCE SPACE AND AUDIO-VIDEO EQUIPMENT AND SUPPORT SOLICITATION NO.: SB1341-12-RQ-0113 THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL SERVICES PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR SUBPART 12.6 - STREAMLINED PROCEDURES FOR EVALUATION AND SOLICITATION FOR COMMERCIAL ITEMS-AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. FAR PART 13 SIMPLIFIED ACQUISITION PROCEDURES ARE UTILIZED IN THIS PROCUREMENT. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; QUOTATIONS ARE BEING REQUESTED AND A WRITTEN SOLICITATION DOCUMENT WILL NOT BE ISSUED. This solicitation is a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-55.*** *** The associated North American Industrial Classification System (NAICS) code for this procurement is 531120 with a small business size standard of $7.0M. This acquisition will be competed under full and open competition and will not be set-aside for small business*** ***The National Institute of Standards and Technology (NIST) is seeking a Contractor to provide a suitable venue and furnish all necessary audio-visual (A/V) equipment and A/V support for the executive level HIPAA Conference.*** To assist organizations in addressing security and privacy concerns in the growing use of information technology in healthcare, NIST will be hosting its fifth annual Health Insurance Portability and Accountability Act (HIPAA) Security Rule conference, "Safeguarding Health Information: Building Assurance through HIPAA Security", on June 6 & 7, 2012, in Washington, DC. This conference will provide a forum to discuss the current HIT security landscape, as well as practical strategies, tips, and techniques for implementing the requirements of the HIPAA Security Rule. Congress enacted the Administrative Simplification (part of Title II) provisions of HIPAA to, among other things, promote efficiency in the healthcare industry through the use of standardized electronic transactions, while protecting the privacy and security of health information. Pursuant to the Administrative Simplification provision of HIPAA, the Secretary of Health and Human Services (HHS) adopted standards relating to electronic protected health information (EPHI); and unique health identifiers. In general, the requirements, standards, and implementation specifications of the HIPAA Security Rule apply to Covered Healthcare Providers, Health Plans, Healthcare Clearinghouses, and Medicare Prescription Drug Card Sponsors. This location of the event must be in Washington, DC within a 5 mile radius of Ronald Reagan Washington National Airport and include ample parking and on-site food court or restaurants. ***All interested resources shall provide a firm fixed-price quotation for the following: CLIN 0001: HIPAA CONFERENCE VENUE - Washington DC meeting location (within 5 miles of Ronald Reagan Washington National Airport) - Within 3 blocks of a Metrorail station - Access to public transportation (buses, taxis, etc.) - Within 3 blocks of hotel accommodations - Meeting space to accommodate up to 400 pp - Includes one large room set classroom style for main conference area to accommodate up to 400 pp people and one breakout room (located close to main meeting room) to accommodate up to 100 pp - Separate room for attendees to have lunch (food/drink service is NOT included in this requirement, but there must be consent for an outside vendor to provide such service). QUANTITY: 1 LOT = 2 DAYS CLIN 0002: AUDIO-VISUAL EQUIPMENT AND SUPPORT (MAIN CONFERENCE ROOM) > (1) podium microphone >(1) Wireless UHF Hand-Held Mic >(3) table microphones >(1) 12-Channel Stereo Microphone Mixer >Folsum ImagePro HD >(1) 26" LCD Confidence Monitor >(1) 1x2 VGA Distribution Amp >(2) 7000 Lumen XGA LCD Projectors >(2) 10.5' x 14' Truss Screens >(2) 42" Projection Carts >(1) Perfect Cue System - Remote >(1) Pentium Laptop Computer >Labor to set-up/break-down A/V >A/V Operator Labor QUANTITY: 1 LOT = 2 DAYS CLIN 0003 AUDIO-VISUAL EQUIPMENT AND SUPPORT (BREAKOUT ROOM) >(1) 4500 Lumen XGA LCD Projector >(1) 7'x7' Tripod Screen >(1) 34" Projection Cart >(1) Pentium Laptop Computer >Labor to set-up/break-down A/V QUANTITY: 1 LOT = 2 DAYS ***THE VENUE AND A/V EQUIPMENT MUST BE AVAILABLE FOR TWO (2) CONSECUTIVE DAYS: JUNE 6-7, 2012*** ***BOTH ROOMS SHALL HAVE CAPABILITY FOR WIRELESS INTERNET ACCESS FOR CONFERENCE ATTENDEES AND WEBCAST CAPABILITY (WEBCASTING SERVICES NOT INCLUDED IN THIS REQUIREMENT)*** ***END OF SPECIFICATIONS*** ***INSTRUCTIONS TO OFFERORS / EVALUATION FACTORS*** ***All vendors shall submit the following: Technical Quotation (Vol. I), Past Performance/References (Vol. II) and a Business/Pricing Quotation (Vol. III), as three (3) separate electronic files. Incomplete quotations may be considered non-responsive and removed from further consideration. Quotations shall be clearly and concisely written as well as being neat, indexed (cross-indexed as appropriate) and logically assembled. All pages of each part shall be appropriately numbered and identified with the name of the offeror, the date, and the solicitation number. A 1-page transmittal letter signed by an individual authorized to commit the organization shall be transmitted with the quotation to the Government. Each quotation shall be on 8.5" x 11" paper, in a commercially standard font, not smaller than 12 point font. Each page in the quotation shall be separately numbered. Each quotation shall include the solicitation no. and the name, address, telephone no. and e-mail of the offeror. Any amendments to the solicitation must be acknowledged. The quotation shall be limited to fifteen (15) single-sided, single-spaced pages (excluding the letter of transmittal, floor plans, venue literature and maps, A/V equipment lists, cover letter, and past-performance information). The offeror shall hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers. ***Overall Arrangement of Documents Technical Quotation addressing all technical subfactors (Volume I) - No pricing information shall be included in the technical quotation Past Performance/References (Volume II) Business/Pricing Quotation (Volume III) ***This is an Open-Market Combined Synopsis/Solicitation for venue and equipment rental and associated labor as defined herein. The Government intends to award a Purchase Order as a result of this Combined Synopsis/Solicitation that will include the terms and conditions that are set forth herein. In order to facilitate the award process, ALL quotes shall include a statement regarding the terms and conditions herein as follows: The Offeror shall state "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR The Offeror shall state "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following: Offeror shall list exception(s) and rationale for the exception(s). Offerors that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration. ***Please note that this procurement is not being conducted under the GSA Federal Supply Schedule (FSS) program or another Government-Wide Area Contract (GWAC). If an Offeror submits a quotation based upon an FSS or GWAC contract, the Government will accept the quoted price. However, the terms and conditions stated herein will be included in any resultant Purchase Order, not the terms and conditions of the Offeror's FSS or GWAC contract, and the statement required above shall be included in the quotation. ***All questions regarding this solicitation shall be submitted in writing via e-mail to the Contract Specialist, Randy Schroyer, at contact@example.gov no later than 1:00PM Mon. January 30, 2012. ***The due date and time for receipt of quotations is February 6, 2012 no later than 4:00PM EST. ***Offerors shall e-mail their quotation to contact@example.gov so that it is received by the response date/time for this solicitation. It is the responsibility of the offeror to confirm NIST's receipt of its quotation. Each quotation shall include sufficient data to allow the Government to determine the amount, realism and consistency of the quoted fixed price. The Government will award a purchase order resulting from this solicitation to the responsible offeror whose quotation is the most highly rated, and conforming to the solicitation, results in the best value to the Government, non-price and price factors considered. NIST reserves the right to make award to other than the lowest-priced offeror or to the offeror ranked highest technically, if it determines that to do so would result in the best value to the Government. The Government intends to make a single award but reserves the right to make multiple awards or make no award as a result of this RFQ. The Government intends to evaluate quotations and award a purchase order without discussions with offerors. Therefore, the offeror's initial quotation should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any and or all quotations if such action is in the public interest; accept other than the lowest price quotation; and waive informalities and minor irregularities in quotation received. Upon receipt of quotations, the Contracting Officer will review each to determine if the offeror followed all of the instructions in this combined synopsis/solicitation. A quotation that did not follow the instructions may be deemed unacceptable and may not be further evaluated. Non-price factors are listed in descending order of importance. Technical and Past Performance, when combined, are more important than price. The relative importance of price will increase with the degree of evaluated equality of the technical factors. TECHNICAL NIST will evaluate quotations, based on the information submitted in support of this factor as follows: Capability: The offeror shall provide information in sufficient detail to demonstrate its understanding of the requirement, providing a concise and thorough discussion of its ability to provide the required conference space and A/V equipment. EVALUATION CRITERIA: ***Capability - The Government will evaluate the offeror's ability to comply with the minimum specifications detailed in this solicitation based on the information contained in the technical volume to determine the extent of its understanding of the requirements and the likelihood that the offeror could provide a suitable conference venue and A/V equipment/labor. PAST PERFORMANCE/REFERENCES The offeror shall provide at least three examples of past performance conducted within the last three years of contracts of relevant events, similar in type and scope to the current requirement, with federal, state or local governments and/or commercial customers. If the offeror has no relevant past performance it should include a statement to that effect in its proposal. The government reserves the right to consider past performance data obtained from sources other than those provided by the offeror in its proposal. The description of each reference described in this section shall not exceed a half page. For each of the contracts, the offeror shall provide the following information: - Contract number - Client's name and address - Dollar value - Period of performance - Narrative describing the requirement and its relevance to the current requirement - Name of contracting officer or point of contact, telephone number and e-mail address EVALUATION CRITERIA: ***Past Performance/References - the Government will evaluate the offeror's past performance information to determine first its relevance to the current requirement. Secondly, only the relevant past performance references for the past three years will be evaluated to determine the extent to which the offeror demonstrates it has successfully fulfilled relevant contracts in the past three years, including quality of services and products and customer satisfaction. The Government will evaluate past performance by contacting the references selected at random or a specific reference identified by the offeror. The Government will assign a neutral rating to offerors with no relevant past performance in the past three years. The Government may also obtain past performance information from sources other than those provided by the offeror. PRICE Price - firm, fixed-price for the required conference space, A/V equipment and labor. EVALUATION CRITERIA: ***Price - the Government will evaluate the offeror's proposed prices to determine whether the proposed prices comply with the instructions articulated above and are realistic, complete, and reasonable in relation to the solicitation requirements. CLAUSES The full text of a FAR provision or clause may be accessed electronically at http://acquisition.gov/far/index.html. The following provisions apply to this acquisition: 52.212-1 Instructions to Offerors-Commercial Items; 52.212-2 Evaluation-Commercial Items 52.212-3 Offerors Representations and Certifications- Commercial Items. All interested offerors must be actively registered in the Central Contractor Registry (CCR) at the CCR website www.ccr.gov and must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3 Offerors Representations and Certifications- Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following clauses apply to this acquisition: 52.217-8 Option to Extend Services 52.225-25 Prohibition on Contracting with Entities Engaging in Sanctioned Activities Relating to Iran-Representation and Certification; 52.232-1 Payments; 52.233-1 Disputes; 52.233-3 Protest After Award; 52.233-4 Applicable Law for Breach of Contract Claim; 52.252-2 Clauses Incorporated by Reference; 52.212-4 Contract Terms and Conditions-Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Items including subparagraphs: 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards. 52.219-28 Post Award Small Business Program Rerepresentation; 52.222-3 Convict Labor; 52.222-19 Child Labor-Cooperation with Authorities and Remedies 52.222-21 Prohibition of Segregated Facilities; 52.222-26 Equal Opportunity; 52.222-36 Affirmative Action for Workers with Disabilities; 52.223-18 Contractor Policy to Ban Text Messaging While Driving; 52.225-13 Restriction on Certain Foreign Purchases; and 52.232-33 Payment by Electronic Funds Transfer-Central Contractor Registration The following Department of Commerce (CAR) clauses apply to this acquisition: 1352.201-70 Contracting Officer's Authority; 1352.208-70 Restrictions on Printing and Duplicating; 1352.209-72 Restrictions Against Disclosure; 1352.209-73 Compliance with the Laws; 1352.215-72 Inquiries; 1352.246-70 Place of Acceptance; and Other appropriate clauses as needed Department of Commerce Agency-Level Protest Procedures Level above the Contracting Officer is also incorporated. It can be downloaded at www.nist.gov/admin/od/contract/agency.htm