R -- Sole Source Audio/Visual/Production Services

Sole Source: This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in 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. DISA intends to award a sole source purchase order in accordance with FAR Part 6 to Somers and Associates, 100 North Division St, Ste 10-6, Peekskill, NY. This is a notice of intent and not a request for competitive proposals. Interested parties that feel they can provide these services may respond by submitting their capability statement, including prices, to the email address listed below. A determination by the Government not to compete this proposed action based on responses to this notice is solely within the discretion of the Government. All submissions must be received by the closing date of this notice. This is a sole source announcement for the acquisition of production support services as follows. The contractor shall provide pricing as follows: L/I 0001 Audio-Visual, Management and Productions Services in accordance with the statement of work, Qty 1, Unit of Issue - Lump Sum, Unit Price and Total Price. OPTION L/I 0002 PWS Para 4.2.16) Qty 1, Unit of Issue - Lump Sum, Unit Price and Total Price. OPTION L/I 0003 PWS Para 4.2.17 Not to Exceed $7500. The contractor shall provide hourly rates and quantity break rates (i.e. hourly rate, daily rate, etc). The tasks and duties required of the contractor will support the DISA Customer Partnership Conference 2007 for Audio Visual and Ballroom Production Support. Performance Work Statement is as follows:1.0 DESCRIPTION OF SERVICES This Performance Work Statement (PWS) outlines the tasks and duties required of the contractor in support of DISA Customer Partnership Conference 2007 Audio, Visual, and Ballroom Production Support. The contractor shall provide all management, labor, equipment, knowledge, skill, and abilities, to perform the services required herein. The contractor shall provide professional staging and sets and production services focused on meeting the needs of DISA customers, build readily identifiable brand recognition and support customer growth and retention during the DISA Customer Partnership Conference 2007 to be held 30 Apr- 3 May 2007 at the Gaylord Opryland Hotel in Nashville, TN. 2.0 GENERAL INFORMATION Background: The Director's Customer Partnership Conference has been an annual event for more than 17 years. In the past, the conference was known by many names including the Director's Spring or the Spring DII Conference. The format was totally reengineered in 2002 to provide a more customer-centric venue. This new interactive DISA-to-customer format required a more professional approach for planning, staffing, and managing conferences. This new approach first deployed in 2002 included using contractor support for specified conference activities such as registration, vendor solicitation and event production. Statement of Objective: The objective of this award is to provide professional production and audiovisual/visual information related support services for the DISA Director for Strategic Planning and Information. SPI is advocating customers? needs, priorities and concerns throughout the enterprise, ensuring DISA delivers solutions that consistently give their internal/external customers the knowledge superiority they need to fulfill their missions. The purpose of this PWS is to define the requirements for contracting a professional multimedia production firm to provide the equipment, technical expertise and personnel necessary to support the DISA Customer Partnership Conference 2007. 3.0 SPECIFIC SERVICE REQUIREMENTS ADDRESSED IN THIS PWS ARE: Task Area 1 - Management and Professional Production Services Support, Staffing and Schedule Plan. The Contractor shall provide management services in order to effect an organized, efficient approach to performing this work. This includes providing timely and accurate invoices in accordance with the provisions of this award. Other areas of management include providing a management plan to begin services. The management plan shall include the production support services approach, organizational resources, management controls and staff that the Contractor shall employ to meet the cost, performance, and schedule requirements throughout the period of performance. The Contractor shall provide in advance on-site daily production schedules and deliver post conference status reports to monitor the execution of the management plan. Task Area 2 - Movement, Loading, Assembly, Setup and Test of Equipment, Staging, Related Equipment Setup, Rehearsals, Disassembly of and Movement of Equipment. The Contractor shall support the activities and objectives of the DISA Director for Strategic Planning and Information. The Contractor shall provide onsite project management, production design, assembling, staging, lighting, audiovisual, video, handling, moving, and other related production activities. The Contractor shall provide the following specific production services only in the Gaylord Opryland Hotel Delta Ballroom (A-D) and adjacent pre-function areas, Delta lobby A & B at the Gaylord Opryland Hotel and Resort, 2802 Opryland Drive Nashville, Tennessee on the dates indicated in this PWS. SPECIFIC TASKS, Task Order Management and Support Services Plan (Task Area 1) 4.1.0 Contractor shall provide a management plan within 20 days of contract award including the daily on-site support schedule detailing all production activity. The management plan shall include the production support services approach, organizational resources, management controls and staff that the contractor shall employ to meet the cost, performance, and schedule requirements throughout the period of performance. 4.1.1 Contractor shall provide pre-conference production plans, designs and post-production status of the DISA Customer Partnership Conference production activities as detailed in this PWS. Contractor shall submit items electronically to the Contracting Officer Representative. 4.2 Execute the Production Plan for setting up all Approved Activities for the Conference detailed herein (Task Area 2) 4.2.1 Contractor shall arrive in time to complete required tasks (not later than 24 hours before the start of the conference). The contractor shall have all equipment removed within 24 hours after the conference is complete. The facility will be available for the contractor to load-in equipment on Saturday and Sunday, April 28/29th, 2007 and load-out on Thursday, May 3rd and/or Friday May 4th, 2007 4.2.2 Set-up will be completed no later than 10:00 am on Monday, 30 April 2007. Speaker rehearsals will be conducted in a designated site at times most convenient to conference speakers. 4.2.3 The contractor will act as the single point of contact to DISA conference management. This includes any pre-show research, applicable production services, and post-show invoices approved by the Contracting Officer?s Representative (COR). 4.2.4 The contractor's production plan, schedules and staffing plan shall be coordinated with the COR at least ten (10) working days in advance of the event. 4.2.5 Contractor shall provide project management to include the services of the production team to manage all aspects of event production and manage day-to-day logistical coordination and production of the event. Provide a professional production team with sufficient staff to meet the rigors of a 3000-person event. 4.2.6 Contractor shall provide all staging equipment and accessories including pipe and drape, Spandex transformit packages, carpet and trusses based on the staging configuration plan provided to DISA. The stage rendering will be provided by the contractor for approval. 4.2.7 Contractor shall provide all lighting, power and related equipment and labor to include 1 lighted height adjustable podium, stage wash, lekos, and gobos as well as pre-production on-site lighting labor. 4.2.8 Contractor shall provide all on-site technical labor for load-in and load-out including setup/breakdown of production and related equipment. 4.2.9 Change orders and modifications for any applicable work and/or modification of existing work must be reviewed and approved by the onsite DISA COR/Contracting Officer before such new work can commence. 4.2.10 The Delta Ballroom shall be configured as approved by DISA conference management with a lighted adjustable height podium, front and/or rear video projection, playback projection screens of appropriate size for easy audience viewing, repeater screens, primary projectors main and backup, repeater projectors and backups, graphics monitor, presenter speaker monitors and screens, cabling, labor and ensure lekos for gobo patterns be of sufficient size for easy visibility with an audience of 3000 persons. Note: The Delta Ballroom (A-D) is 267" long x 207" wide with a ceiling height of 24? respectively. The permanent stage is 40'long x 63' wide and is constructed on the inside the Delta Ballroom. Production layout plans supporting the approved configuration must be submitted to DISA conference staff at least 20 days prior to start of the conference. 4.2.11 The Contractor shall assemble, test and disassemble the approved staging and lighting scheme with onsite supervision of all assembly and disassembly services. In addition, the Contractor shall coordinate work with the hotel?s rigging vendor (rigging vendor under separate hotel contract for all ballroom rigging) to complete required set. 4.2.12 Contractor shall provide all trucking and associated expense for staging, lighting and related equipment including lift equipment. 4.2.13 Contractor shall provide for on-site graphics including two laptop computers, all graphics software, laser printer, and graphics cueing system with one professional graphics Technician (operator) for one-day pre-event with a (maximum of 12 presentations) and be on-site for all four event days. 4.2.14 Contractor shall provide sufficient audio equipment and professional audio technicians to support the 3,000-person event in the Delta Ballroom including a minimum of 16 wireless microphones, 4 wired microphones, 2 podium microphones, CD/DVD audio playback, all required cabling and crew communications system. 4.2.15 The contractor shall provide assembly of the approved staging, lighting scheme and all production activities including fabrication of required screens and staging. Task shall not be considered complete until the after-action report has been approved by the Government. 4.2.16 OPTION (L/I 0002) For live feed from the Delta Ballroom to the Operations Center located in Bayou 3) Contractor shall provide a live feed to the adjacent pre-function area (80 to 150 feet outside the Delta Ballroom) and/or the operations center (50-100 feet outside the Ballrooms) including up to two 30" monitors on roll carts with appropriate skirting and cabling necessary for session broadcasting in designated areas. Contractor shall be notified 15 days in advance of the start of the conference. 4.2.17 OPTION (L/I 0003) Contractor shall provide teleprompter services including all equipment, one professional technician and rehearsal time for one, two and or three days. Contractor will be notified 10 days in advance of start of the conference (Not to Exceed cost: $7500.00). 5.0 PERIOD AND PLACE OF PERFORMANCE 5.1 Period of Performance. The period of performance for these tasks will be 15 Feb 07 through 30 May 07. The conference will be held from 30 Apr- 3 May 2007. 5.2 Place of Performance. The work shall be performed at DISA HQ, Contractor's facility and the Gaylord Opryland Hotel and Resort Delta Ballroom and adjacent pre-function area Delta Lobby A&B. 5.3 Hours of Work. Hours of work for the performance on this effort shall not be mandated to the contractor support service schedules should remain flexible enough to meet conference needs. 6.0 CONTRACT TYPE. Fixed price purchase order with a fixed price, time and materials not to exceed CLIN (0003) in accordance with FAR part 12. 7.0 RATE AND PRICE STRUCTURE. Billing: The contractor may bill monthly in arrears for L/I 0001. The contractor shall provide a estimated schedule of payment with their offer. L/I 0002 and 0003, if exercised, shall be billed as a single lump sum after performance is complete and accepted by the COR. The Government will cover unavoidable cost incurred associated with conference cancellation, as approved by the government. 8.0 QUALITY CONTROL. The Contractor is responsible for performing self-inspections to substantiate that the services furnished under this contract/order conform to the contractual requirements. 9.0 QUALITY ASSURANCE. The Government will review the contractor?s performance under this contract at random points in time as determined by the program manager. Surveillance methods include progress or status meetings and direct observation (to include periodic and 100 % surveillance) at place of performance. All tasks listed in this contract/order shall be subject to review if deemed fit by the program manager. The COR will function as the Quality Assurance Personnel (QAP). QAP approval of work products and the monthly Work Status Report constitutes acceptable Government quality assurance. (Note: A Performance Requirements Summary Table will be included in the final award. A Word formatted version is included here for descriptive purposes.) The contractor shall support the DISA Strategic Planning and Information Directorate (SPI). The contractor shall perform the tasks listed below, based upon priorities established by the Director of the Strategic Planning and Information Directorate during planning meetings. Performance Objectives: Objective 1 Provide task management plan and onsite daily schedule (Para 4.1); Objective 2 Provide samples of both pre and post conference plans, concept schemes, renderings, technical data, floor plans, and staffing.(Para 2); Objective 3 Setup Production Activities (para 4.2); Objective 4 Assemble and test staging, lights, audio, video and related production activities per approved plan no later than 10:00am on 04/30/07 (para 4.2.2, 4.2.11).; Objective 5 Provide Pre-event and 4-Day Event Graphic Support (Para 4.2.13);. Objective 6 Pack, Ship, Inspect Assemble,Test, Manage Production Activities & Conduct Dry-Runs (para 3.2); Objective 7 Disassemble, Pack, Move & Transport Equipment (para 4.2.1); Objective 8 Post-Conference Status Report (para 4.1.2). Performance Thresholds: Meets all suspense dates and have 95% error-free rate for all products. Method of Inspection: Objective 1 and 2, Progress or Status Meeting; Objective 3, 6, and 7 Periodic Inspection, Objective 3 and 4 Customer Complaint, Objective 4 and 5 100% Inspection, Objective 8 Status Meeting or Report. The contractor shall support the DISA Strategic Planning and Information Directorate. The contractor shall perform the tasks listed below, based upon priorities established by the Director of the Strategic Planning and Information Directorate. 10.0 CONTRACTING OFFICER'S REPRESENTATIVE: A COR will be appointed prior to the start of this contract. DATE FOR RECEIPT OF OFFERS: Offers are due 10 Feb 07, 4:00 pm central time. ADDITIONAL INFORMATION FAR 52.212-3 Alt 1 Do not complete if the contractor has completed on line representation and certifications. Clauses 52.219-1 and 52.222-48 must acccompany any response to this solicitation. Section 508 does not apply to this order. The following clauses are incorporated by reference: 52.209-6 Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, or Proposed for Debarment SEP 2006 52.212-1 Instructions to Offerors--Commercial Items SEP 2006; 52.212-3 Alt I Offeror Representations and Certifications--Commercial Items (Sep 2006) APR 2002 Alternate I; 52.222-21 Prohibition Of Segregated Facilities FEB 1999; 52.225-13 Restrictions on Certain Foreign Purchases FEB 2006; 52.222-36 Affirmative Action For Workers With Disabilities JUN 1998; 52.232-9000 Wide Area WorkFlow-Receipt and Acceptance (WAWF-RA) NOV 2005 Acceptor: Robin Leon, Phone Number: 703-607-6108, E-Mail: robin.leon@disa.mil; Ship To/Service Acceptor DoDAAC: N68566 Pay Officer: DFAS-PE; LPO DODAAC: HC1013, LPO Inquiry Phone Number: 618-229-9228; Pay Official: DoDAAC: HC1001; Pay Officer DFAS-PE; 52.247-34 F.O.B. Destination NOV 1991 52.253-1 Computer Generated Forms JAN 1991; 252.204-7003 Control Of Government Personnel Work Product APR 1992 252.243-7001 Pricing Of Contract Modifications DEC 1991 The following clauses and provisions are incorporated by full text. A full text version may be acquired by contacting the Contracting Point of Contact listed herein. 52.209-9000 ORGANIZATIONAL AND CONSULTANT CONFLICTS OF INTEREST (OCCI) (DEC 2005) 52.212-4; CONTRACT TERMS AND CONDITIONS-- COMMERCIAL ITEMS (SEP 2005); 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (SEP 2006) (DEVIATION); 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (MAY 2004) - ALTERNATE I (APR 2002); 52.222-25 AFFIRMATIVE ACTION COMPLIANCE (APR 1984); 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY 1989) Category:Engineering IV Hourly Rate: $23.61 Benefits: 32.85%; 52.222-48 EXEMPTION FROM APPLICATION OF SERVICE CONTRACT ACT PROVISIONS --CONTRACTOR CERTIFICATION (JUN 2006); 52.233-4 APPLICABLE LAW FOR BREACH OF CONTRACT CLAIM (OCT 2004); 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998); 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998); 52.252-5 AUTHORIZED DEVIATIONS IN PROVISIONS (APR 1984); 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (APR 1984); 252.204-7006 BILLING INSTRUCTIONS (OCT 2005); 252.212-7001 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS APPLICABLE TO DEFENSE ACQUISITIONS OF COMMERCIAL ITEMS (NOV 2006) (DEVIATION); 252.247-7023 TRANSPORTATION OF SUPPLIES BY SEA (MAY 2002) ALTERNATE III (MAY 2002); 52.217-5 EVALUATION OF OPTIONS (Jul 1990)The Contracting Officer may exercise the option by written notice to the Contractor within 80 Days after award.; 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (Mar 2000) 5 days; 10 days; 7 months.