R--Scientific Conference, Scientific Logistic Support & Other Support Services

Scientific Conference, Scientific Logistic Support & Other Support Services INTRODUCTION:This is a Small Business Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. BACKGROUND, PURPOSE & OBJECTIVES:The National Library of Medicine (NLM), NIDDK Acquisitions Branch of the National Institutes of Health (NIH) is seeking small business sources that can provide scientific technical, scientific logistical and administrative support services in support of NIDDK-wide activities. The National Institute of Diabetes and Digestive and Kidney Diseases (NIDDK) is supported by 8 Offices and Divisions. As the NIDDK sponsors a series of scientific meetings, conferences and workshops during the year, each Office and Division has a requirement for support services in terms of planning, management, technical, administrative and logistics. In addition to the aforementioned activities, the NIDDK has established 3 ad hoc strategic planning groups in order to aid its program planning process. These strategic planning groups have been established as Trans-NIDDK Planning Groups of the NIDDK National Advisory Council. Moreover, the NIDDK is also responsible for coordinating and managing activities of 3 Interagency Coordinating Committees (ICC) congressionally mandated and initially authorized under PL 92-463. Each ICC has subcommittees that also require technical, logistical, and administrative support services. In addition, the NIDDK National Minority Research Investigator (NMRI) Communication Network of the OMHRC has a requirement to maintain a two-way communication network of current and potential biomedical research investigators and technical personnel from traditionally under-served communities. PROJECT REQUIREMENTS:Because of the highly scientific and technical nature of work performed by the NIDDK, the successful offeror MUST possess and demonstrate significant work experience in scientific settings and a strong scientific background in order to fulfill the NIDDKs requirement for technical, logistical, and administrative services in support of NIDDK-wide activities. The successful offeror will be responsible for the simultaneous management of multiple Work Assignments. An annual quantity of approximately 75 Work Assignments is anticipated for planning purposes. Included below is a listing of some of the key scientific technical, scientific logistical and administrative support services the successful offeror will be expected to provide the NIDDK among varying categories. Pre-Meeting Support:The successful offeror will be responsible for the following tasks: a. maintaining and updating a log of all planned meetings and conferences; b. scheduling pre-conference meetings; c. arranging and participating in planning meetings; d. locating and securing meeting facilities for planned workshops, conferences, and scientific meetings; e. preparing, reproducing, and distributing to attendees, prior to the meeting date, all necessary advance materials, such as letters of invitation, logistics fact sheets, orientation material, agendas, visual aids, and abstracts. In accomplishing this task, the successful offeror must provide camera-ready boards and photocopies of this material when requested by the Project Officer;f. providing labor to assist with arrangements for refreshments and peripheral events such as receptions and dinners however, payment for these events is not the financial responsibility of the Contractor. Therefore, the successful offeror must be familiar with the cost principles cited under Part 31 of the Federal Regulations Act (FAR) and shall coordinate funding of meals/refreshments with the NIDDK Contracting Officer; Travel Support:The successful offeror will be responsible for the following tasks: a. assisting in the preparation of travel orders, vouchers, and/or professional services orders (PSOs); b. providing support for travel, hotel accommodations, and ground transportation, including reservation services and reimbursement of participants' travel and per diem expenses as well as payment of honoraria, when necessary; c. dispensing airline tickets to meeting participants when requested;d. preparing, distributing, and/or collecting reimbursement forms, with clear instructions, in advance of the meeting;e. establishing and maintaining a database on travel orders, vouchers, and professional services contracts and maintaining these tracking and reporting systems using desktop applications referenced in the Statement of Work; Administrative & On-Site Support:The successful offeror will be responsible for the following tasks: a. initiating and maintaining contact with on-site facility staff and designated NIDDK staff throughout meeting planning to ensure smooth operations;b. setting up, staffing, and managing a registration/information desk; c. preparing, copying, and distributing meeting materials to participants during meetings; d. setting up, breaking down, and operating audiovisual, computer, and telecommunications equipment on an as-needed basis; e. providing staff with technical expertise to furnish on-site meeting support in the development of meeting minutes, summaries, or documentation of action items and decision points; f. providing a wide range of support services associated with the development of ICC documents, including task management and coordination; technical writing, editing and coordination of editorial review; preparation of sequential draft reports for ICC group review; word processing, proofreading and clerical support; duplication or arrangements for printing; and report distribution. Post-Meeting Support:The successful offeror will be responsible for the following tasks: a. producing Minutes and Summary Reports that document meetings and conference calls;b. distributing the Minutes and Summary Reports to all meeting participants;c. producing Special Reports as needed; d. preparing and sending thanking you letters to all meeting participants;e. preparing and distributing to attendees or to others any post-meeting materials, which may include the provision of framed posters to a select group of invited guests, speakers, and/or the Institute as mementos for their participation in the conference/workshop; f. coordinating and effecting the timely reimbursement of participants' expenses when required or requested by the Project Officer which includes: providing the necessary forms to the participants, collecting the forms and required receipts, and processing the claims with the assistance of NIDDK program staff and the Contracting Officer; Documentation:The successful offeror will be responsible for the following tasks: a. developing scientific, technical, educational and administrative documents in support of meetings, programs, and other activities;b. compiling and organizing scientific, technical, educational, training, administrative, and other information, which may include abstracts, reprints, manuscripts, resumes, etc.;c. assisting in the design of formats and preparation of outlines for reports;d. maintaining files of current journal instructions and other reference material in order to format, copy and edit technical manuscripts; Communication:The successful offeror will be responsible for the following tasks: a. designing and constructing new portable exhibits for display at national meetings of lay and professional organizations; b. assisting with graphical depiction of technical information for meetings;c. developing audiovisual aids with a uniform look, for consistency in presentations, for each project including: slides and film prints, overheads, report covers and tabs, tables, graphs, diagrams, technical drawings, logos, flow charts, posters, large Kraft board displays, and camera-ready art; Contract Administration:The successful offeror will be responsible for the following tasks: a. preparing Work Assignment proposals as part of an Administrative Work Assignment under the resultant contract; b. providing direct administrative support activities for the contract not covered in specific Work Assignment as part of an Administrative Work Assignment; c. completing Work Assignments within very limited time constraints;d. submitting all deliverables in an immediately usable and publishable condition Support of the ICC Chair and Executive Secretary:The successful offeror will be responsible for the following tasks: a. assisting in the development of a general strategy for the conduct of ICC business and in planning and conceptualizing ICC projects that are responsive to specific issues in public policy regarding biomedical research and health care delivery;b. being knowledgeable about public issues of concern to the ICC, understanding the mission and responsibilities of the ICC, being familiar with ICC activities and their status, and being prepared to make recommendations and suggestions to the ICC Chairman and the ICCs concerning issues needing special attention by the ICCs; Graphic Design and Reproduction Services: The successful offeror will be responsible for the following tasks: a. providing design, graphic and desktop services and reproduction to produce folders and posters;b. providing camera-ready boards and photocopies or printed copies of fact sheets, brochures, reports, and pamphlets; Computer and Data Communication Services:The successful offeror will be responsible for the following tasks: a. performing "html" coding of documents for the NIDDK Home page on the World Wide Web at an estimated 100 pages per year; b. developing and maintaining mailings lists in addition to transferring mailing lists to NIDDK via electronic mail. Storage and Dissemination of Publications:The successful offeror will be responsible for the following tasks: a. performing mailing services of various publications to health professionals and students by requesting publications from the NIDDK Clearinghouses where the publications are stored; Website Activities:The successful offeror will be responsible for the following tasks: a. providing web site development support for NIDDK sponsored conferences, workshops or scientific meetings as requested by the Project Officer; CONCLUSION:A cost-reimbursement type contract for these services using NAICS code 541611 Administrative Management and General Management Consulting Services is contemplated. The intention of this announcement is to survey the market for potential offerors. No large businesses should respond to this announcement. All interested small businesses including veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small disadvantaged business, and women-owned small business concerns must provide 3 copies of their capability statement on or before November 13, 2009 at 12:00pm EDT. Capability statements must reference similar work that has been performed by the offeror and must indicate the business size of the company relative to the NAICS code for the proposed acquisition. Capability statements should be submitted to: Amber Harris Contract Specialist Department of Health & Human Services National Institutes of Health National Library of Medicine NIDDK Acquisitions Branch 6707 Democracy Boulevard Suite 700W Bethesda, MD 20892 Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organizations qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).