HONOR AWARDS CEREMONY

COMBINED SYNOPSIS/SOLICITATION AWARD CEREMONY FOR 550 PEOPLE (I) 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; proposals are being requested and a written solicitation will not be issued. (II) This solicitation is issued as a request for quotation (RFQ). Submit written quotes on RFQ Number NAAJ40906159KAR. (III) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-30. (IV) This procurement is unrestricted and open to all sources. The associated NAICS code is 722310. The small business size standard is $20.5 Million. (V) This combined solicitation/synopsis is for purchase of the following commercial services: CLIN0001 AWARDS CEREMONY ROOM WITH STAGE OR RAISED PLATFORM WITH THEATER STYLE SEATING FOR 550 ATTENDEES. CLIN0002 LIGHT REFRESHMENTS CATERED CLIN0003 TEN TO EIGHTEEN FLORAL ARRANGEMENTS OR PLANTS CLIN0004 AUDIO/VISUAL EQUIPMENT AND OPERATOR FOR CEREMONY (VI) Description of requirements is as follows: 2009 NOAA HONOR AWARDS CEREMONY A. BACKGROUND Each spring, NOAA holds its Honor Awards ceremony to recognize winners of the Bronze Medal and Distinguished Career Awards. This event consists of light morning refreshments beginning at approximately 9:00 a.m. and lasting until about 1:00 p.m. B. DATE OF CEREMONY EITHER Tuesday, April 7, 2009 OR Wednesday, April 22, 2009. *Please note that we require use of the venue the day prior to the event for set-up. This means full access to the stage and seating area beginning no later than 10:00 am and commencing at 6:00 p.m. on the day before the ceremony, whichever date is selected. C. VENUE LOCATION The ceremony must take place within a reasonable distance (within walking distance of a Metro station) from the NOAA Silver Spring Campus (intersection of East-West Highway and Colesville Road) or the Herbert C. Hoover Building in Washington, D.C. (Constitution Ave. and 14th St., NW). D. CAPACITY We require seating in rows, theater-style for 550 individuals. E. REFRESHMENT/RECEPTION REQUIREMENTS The venue must be able to host a light morning refreshment session prior to the presentation of the awards. There will be limited seating (seating for between 60 and 100, even though 500-550 people will be eating). The refreshments will preferably be set-up in an area separate from where the awards ceremony will occur. However, NOAA will consider holding its reception in the same room as the ceremony. If this is the case, the reception area must somehow be set-off from where guests will sit during the presentation of the awards. The morning refreshments should, at a minimum, consist of bagels and/or muffins, pastries and/or cakes, cookies, fresh fruit, coffee/tea, juice and water. Following the ceremony-beginning approximately at 11:45 a.m.--will be a dessert reception to take place in the same area as the morning reception. Much of the food from the morning reception can remain and also be supplemented by some more dessert selections (brownies, petit fours, etc.). The desserts will be presented buffet-style with limited seating (not necessarily enough to accommodate all participants). F. CEREMONY REQUIREMENTS The venue should be of such a size that it can accommodate a reception and awards ceremony for 550 guests. During the ceremony, the 550 attendees will be seated in rows facing a stage or raised platform. This raised platform or stage is used to seat at least three NOAA dignitaries, as well as to present the awards. On stage, NOAA will require the use of runner carpets (1 or 2), unless the stage is already carpeted. NOAA will also require the use of staircases next to each side of the stage so that recipients can easily (and safely) access the stage when receiving awards. NOAA will need to rent drapery to pipe and drape the stage and create a "backstage" area so that the awards can be stored out of sight during the ceremony. G. REGISTRATION On the day of the ceremony, the awards recipients are required to sign-in at registration tables. These registration tables must be set-up outside of the reception/ceremony area (but it must be indoors) so that when most of the recipients enter the venue, they will first come upon the registration tables. NOAA will require six 8' rectangular registration tables skirted with royal blue (or equivalent) and white linens. The registration area must be large enough to accommodate lines of at least 30 people. These registration tables must be set-up and skirted by 12:00 p.m. on the day prior to the ceremony. H. COAT RACKS AND STORAGE Since many of the ceremony attendees will be traveling in from out of town, NOAA will require the use of a room or area to store luggage and bags during the event. This area should also contain at least one coat rack for guests to use. This coat and bag area should be close to the reception and ceremony room(s). I. FLOWERS The stage must contain either floral arrangements or blooming plants. These floral arrangements/plants must be set-up by 3:30 p.m. on the day prior to the ceremony. The estimated size of the plants is about one foot to 18 inches. The estimated number of plants needed for the stage is between 10 and 18 depending on the size of the stage. J. AUDIO-VISUAL REQUIREMENTS NOAA ceremonies usually consist of a visual presentation (usually a PowerPoint projected onto a screen), which follows the ceremony script. The requirements for these presentations are as follows: Audio - Executive-style podium on stage or platform for addressing audience - Computer audio input for house playback - Mic input for house playback (preferably wireless) and mic (not wireless) for national anthem singer - Speaker system Video - Computer video playback through two simultaneous projectors on two, large wall-mounted screens (if not wall-mounted, screens must be elevated and next to stage facing audience) - Live feeds to projector - Ability to switch video feeds (live camera feed vs. computer video) to projector Lighting - Theatrical lighting typical for stage switchable among presets. All A/V equipment must be set up by 1:00 p.m. on the day prior to the ceremony. K. BASIS FOR AWARD Award will be made on Lowest Priced, technically acceptable. To meet the technically acceptable cutoff, the quote must meet all of our requirements for location, required layout, refreshments, floral arrangements and audio-video needs. (VII) Place of performance is: The ceremony must take place within walking distance of a Metro station from the NOAA Silver Spring Campus (intersection of East-West Highway and Colesville Road) or the Herbert C. Hoover Building in Washington, D.C. (Constitution Ave. and 14th St., NW). (VIII) Our need is for the ceremony to take place on one of two dates: Tuesday, April 7, 2009 or Wednesday, April 22, 2009. (IX) FAR 52.212-1, Instructions to Offerors -- Commercial Items (Sep 2006), applies to this acquisition. In addition to written price quotes, offers are instructed to provide Award will be made on Lowest Priced, technically acceptable. To meet the technically acceptable cutoff, the quote must meet all of our requirements for location, required layout, refreshments, floral arrangements and audio-video needs. Contractors' quotations must include pricing for the use of the venue and must include all items addressed in this Statement of Work, including any additional costs for access to the venue prior the day before the event. The quote must include a complete description of the venue proposed, along with the name and resume/credentials of the event planner. Additionally, the proposal should provide a sketch with a narrative showing how your proposed set up for our requirements. Your proposal should include at least three past performance references (include names and phone numbers and brief description of event that you have provided similar in nature). Be sure to carefully address all elements in this RFQ so that your quotation can be fully evaluated. (X) Offers will be evaluated solely on price and the price-related factors referenced in this solicitation, if any. (XI) The offeror must submit a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (Nov 2006), with its quote. (XII) The clause at FAR 52.212-4, Contract Terms and Conditions - Commercial Items (Feb 2007), applies to this acquisition. (XIII) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (Jun 2007) applies to this acquisition. The following clauses under subparagraph (b) apply: (16), (17), (18), (19), (20), (22), (25), (30), (33), (38). (XIV) The following clauses are also applicable to this acquisition: none. (XV) The Government intends to award a firm-fixed-price order resulting from this solicitation. (XVI) Quotes are required to be received in the contracting office no later than 12:00 P.M. MST on February 19, 2009. All quotes must be faxed or emailed to the attention of Kelly A Rima, Purchasing Agent. The fax number is (303) 497-3163 and email address is Kelly.Rima@noaa.gov . (XII) Any questions regarding this solicitation should be directed to Kelly Rima, 303-497-3779 or via email at Kelly.Rima@noaa.gov .