R -- Logistical Support Services

THIS SYNOPSIS WAS ORIGINALLY POSTED ON MAY 17, 2007 WITH THE SOLICITATION NO NIMH-07-OD-002. This announcement constitutes a Sources Sought Synopsis. Responses to this publication are solicited to identify all qualified Small Business sources (e.g. 8(a), Hubzone, service disabled veteran owned small businesses, veteran owned small businesses and women owned small businesses). Those parties that have an interest and ability to provide logistical support services to the National Institute of Mental Health (NIMH) should submit a capability statement in accordance with the instructions in this sources sought synopsis. The intended procurement will be classified under North American Industry Classification System code 541611. The National Institute of Mental Health (NIMH) have found conferences, workshops, teleconferences and meetings to be an effective mechanism of developing and implementing new initiatives, materials and publications in special areas of scientific interest to the Institute. The purpose of the proposed contract is to provide logistical and administrative assistance necessary to hold various types of conferences/meetings. It is preferable that the Contractor have an on-line web based system for program staff to enter meeting related events and information. The contractor shall be able to provide the following: 1) Systems or procedures for inviting and coordinating conference participants and program presenters (including draft invitation and confirmation letters), and mechanisms for handling cancellations, no shows, and partial attendance; 2) Systems or procedures for logistical arrangements for non-Federal program presenters and participants and timely reimbursements of honoraria, travel expenses, and other allowable expenses related to conference presentations. The contractor shall provide airline tickets to participants and the contractor shall reimburse room charges to the hotel; 3) Systems or procedures for preparation and distribution of conference agenda and registration materials/packages, such as pre-conference reading materials and procedures for reimbursement of attendees; 4) Systems for ensuring each conference/meeting is presented smoothly, including systems for providing necessary visual presentations aids, and procedures for dealing with problems, (such as insufficient or inadequate meeting space, lodging difficulties, group transportation to or from airport, accommodations for handicapped attendees, etc.); 5) Systems or procedures for recording or transcribing proceedings, making arrangements for the commissioning of papers and short publications, and the flow of draft and final papers between writers, contractors, GPO, and others as appropriate. A cost reimbursement, performance based award is anticipated, with an estimated performance period of five (5) years from the date of award. If your organization has the potential capacity to perform these services, please provide the following information: 1) Organization name, address, email address, Web site address and telephone number as well as size and type of ownership for the organization, i.e., small business, Small Disadvantaged Business, 8(a), woman-owned, Historically Underutilized Business Zone (HUBZone) concern, Veteran, and or Service-disabled Veteran; 2) Tailored capability statement (no longer than 3-5 pages in length), addressing ability to perform logistical support for meetings/conferences as described above, including a brief description of organizational and staff capability. In addition it is suggested that the firm provide a list of the last three (3) contracts completed (or currently in process) that are similar in nature to the description of logistical services outlined in this sources sought. Include the following information for each contract and subcontract: Name of Contracting Organization, Contract number [for subcontracts provide the prime and subcontract number], Contract type, Total Contract Value, Description of Requirement, Contracting Officer?s and Project Officer's Names and Telephone Numbers. 3) If significant subcontracting or teaming is anticipated in order to be considered technically capable in the performance this effort, organizations should address the administrative and management structure of such arrangements to demonstrate that small business prime contractors can maintain full-time labor, technical, and management control of the project, meeting the ?limitation on subcontracting? imposed on small business set-asides. The Government will evaluate the capability packages using the following criteria: Experience as a prime contractor providing services consistent in scope and scale with those described above. Although no geographic restriction is anticipated, if responding firms are located outside the Washington Metropolitan area, indicate how the firm would coordinate with the agency program office(s) to provide support. THERE IS NO SOLICITATION AT THIS TIME. THIS IS NOT A REQUEST FOR PROPOSAL (RFP) AND ONE IS NOT CURRENTLY AVAILABLE. This request for capability information does not constitute a request for proposals and submission of any information in response to this market survey is purely voluntary; the Government assumes no financial responsibility for any costs incurred. Capability statements must be received no later than 10:00 AM local time March 07, 2007. Please forward one hard copy and one electronic copy via e-mail to: Chief Contracting Officer, National Institute of Mental Health (NIMH) Contracts Management Branch, 6001 Executive Boulevard, Room 8154, MSC 9661, Rockville, Maryland 20852, E-mail: ss704b@nih.gov. In all correspondence, ensure that you reference Sources Sought announcement number: NIMH-OD-07-002. Telephone responses will not be accepted. NOTE: All inquiries concerning this announcement must be directed to Roshawn Simpson, Contract Specialist, rsimpson@mail.nih.gov, 301-443-2696.