70RDAD23Q00000159 - Conference Venue and Audio Visual Equipment.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

PREP7TH&D CODE 16. ADMINISTERED BYCODE

X

X

532289

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED OR70RDAD

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

07/31/2023 1200 ET

07/19/2023

202-964-6528Christopher Morrison (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBERa. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

70RDAD23Q00000159

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 10 RUPC-23-00072OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

Washington DC 20528 Attn: Preparedness (7th &D) Building 410 245 Murray Lane Department of Homeland Security

15. DELIVER TO

Washington DC 20528 245 Murray Lane SW, Mailstop 0115 Dept. Operations Acquisition Div.

Office of Procurement Operations U.S. Dept. of Homeland Security

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$12.5

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULEX

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

DEPT OPS ACQ DIV(70RDAD)

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

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UNIT PRICE

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UNIT

21.

QUANTITY

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SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

This Request for Quotation (RFQ) will result in a firm-fixed-price purchase order for the rental of meeting room space and audio/video equipment to support the Department of Homeland Security (DHS) Science and Technology Directorate (S&T) Innovation, Research & Development Strategy Industry Showcase Event on behalf of the Office of the Chief Procurement Officer (OCPO) in the Washington, DC metropolitan area (to include not more than ten (10) miles outside Washington, DC in Maryland or Virginia).

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

X

XX

DATED

Amy McCormick-Driver

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

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SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Quotes must be submitted to Amy.Driver@hq.dhs.gov and Christopher.Morrison@hq.dhs.gov by Monday, July 31, 2023 at 12:00 PM ET.

Questions must be submitted to Amy.Driver@hq and

Christopher.Morrison@hq.dhs.gov by Monday, July

24, 2023 at 12:00 PM ET.

Period of Performance: 09/01/2023 to 11/30/2023

0001 Innovation, Research & Development Strategy 1 EA

Industry Showcase Event- October/November 2023

Product/Service Code: X1AB

Product/Service Description: LEASE/RENTAL OF

CONFERENCE SPACE AND FACILITIES

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

10 2 of

70RDAD23Q00000159 - Innovation, Research & Development Strategy Industry Showcase Event

PUBLIC NOTICE

DEPARTMENT OF HOMELAND SECURITY

Office of the Chief Procurement Officer

SECTION I – Combined Synopsis and Solicitatoin No. 70RDAD23Q00000159

Solicitation Title: Innovation, Research & Development Strategy Industry Showcase Event for the Department of Homeland Security (DHS) Office of the Chief Procurement Officer (OCPO), Strategic Programs Division (SPD)

Issuing Office:

U.S. Dept. of Homeland Security Office of Procurement Operations Departmental Operations Acquisition Division

DEPT OPS ACQ DIV (70RDAD)

245 Murray Lane SW, Mailstop 0115 Washington DC 20528

Agency Contact:

Amy Driver Contracting Officer Email: Amy.Driver@hq.dhs.gov

Christopher Morrison Contract Specialist Email: Christopher.Morrison@hq.dhs.gov

Solicitation Issue Date: July 19, 2023

Combined Synopsis/Solicitation Description:

(i) This is a combined synopsis/solicitation for commercial products or commercial 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;

proposals are being requested and a written solicitation will not be issued. The Government intends to award a firm fixed price purchase order under the Simplified Acquisition Procedures using FAR Part 13.

(ii) The solicitation reference number is 70RDAD23Q00000159. This requirement is issued as a Request for Quotation (RFQ).

(iii) This RFQ and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-05.

(iv) This solicitation is NOT set aside for small business. The associated North American Industry Classification system (NAICS) code is 531120 for meeting hall and room rental or leasing the small Business size standard is $34,000,000.00. All responsible sources may submit a quotation which shall be considered by the agency.

(v) The Contract Line Item Numbers, Items, Quantities, and Units of Measure are not applicable, see Section II - Statement of Work for detailed requirements. The quoted firm-fixed-price shall include all costs associated with this effort.

(vi) The contract shall provide for Conference Space and audio/visual equipment in accordance with Section II – Statement of Work.

(vii) The period of performance: September 1, 2023 through November 30, 2023. This includes the Event Space Walkthrough and a one day conference on a date to be determined. Possible conference dates include October 30, November 1, or November 8, 2023 from 7:00 am ET to 6:00 pm ET, including set-up, conference time, and breakdown. The place of performance shall be the contractor's facility.

(viii) The provision at 52.212-1, Instructions to Offerors - Commercial Items (Nov. 2021) applies to this acquisition.

ADDENDUM TO 52.212-1:

Quoters must address each of the technical requirement outlined in section "viii". Quoter's submission must include the following information:

SAM Unique Entity Identifier (UEI);

Northern American Industrial Classification System (NAICS) Code;

Contact Name;

Contact Email Address;

Contact Telephone Number;

Complete Business Mailing Address.

Each Offeror shall submit Pricing as a separate document from the technical quote. The Offeror has no page limit for their Pricing portion. The Technical portion shall be no more than three (3) pages. No price information shall be in the Technical portion.

(ix) The provision at 52.212-2, Evaluation - Commercial Items (Nov 2021) applies to this acquisition.

This contract will be awarded on the Trade Off / Best Value basis.

FAR 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors, listed in descending order or importance, shall be used to evaluate offers: (i) technical capability, (ii) past performance, and

(iii) price. Technical capability and past performance, when combined, are significantly more important than Price.

Evaluation Factor 1 – Technical Capability

Technical Capability: Quoters shall address each of the requirements outlined in Section II - Statement of Work. Technical Capability will be rated as technically acceptable or technically unacceptable. Technically Acceptable Rating will be assigned if the quote clearly meets the minimum technical requirements outlined in Section II - Statement of Work. If any of the technical requirements are not addressed, the quote will be assigned a technically unacceptable rating and the Quoter may no longer be considered for award.

Evaluation Factor 2 – Past Performance

The Quoter’s past performance will be evaluated on the basis of information contained in the Quoter’s submission and the information that the Government obtains the Contractor Performance Assessment Reporting System (CPARS) or other government information retrieval systems. The past performance evaluation will assess the Quoter’s record of providing high quality services of a similar nature in a manner that ensure maximum accuracy, cost effectiveness and overall client satisfaction. Past Performance includes relevance of experience and past performance quality. No more than three (3) past performance submissions shall be provided in the technical proposal.

Evluation Factor 3 – Price

The Government will conduct its price analysis using one or more of the techniques listed below:

Comparison of proposed prices received in response to the solicitation.

Comparison of proposed prices with independent government cost estimates.

EVALUATION AND AWARD: It is the intent of the Government to award a single firm fixed price purchase order from this solicitation. All interested parties must quote on all items. Award will be made to the responsible quoter that presents the best value to the Government.

The Government intends to award upon the basis of initial quotations. Discussions are not anticipated; however, the Government reserves the right to hold discussions at the sole discretion of the Contracting Officer. Quoters are therefore cautioned that each initial quotation must contain the Quoter's best quote.

A written notice of award or acceptance of a quotation, mailed or otherwise furnished to the successful Quoter within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party.

(x) FAR 52.212-3 Offeror Representationsand Certifications - Commercial Items (Dec 2022), applies to this acquisition. The Quoter shall complete only paragraph (b) of this provision if the Quoter has completed the annual representations and certification electronically via the system for Award Management (SAM) Web site access through www.sam.gov/portal. The Offeror is hereby required to complete the annual Offeror representations and certifications prior to the response due date.

(xi) The clause at 52.212-4, Contract Terms and Conditions- Commercial Items (Nov 2021) applies to thisacquisition.

ADDENDUM to 52.212-4

Original invoices shall be e-mailed to: invoiceMGT.consolidation@ice.dhs.gov with a courtesy copy going to the Contracting Officer Amy Driver at Amy.Driver@hq.dhs.gov, Contract Specialist Christopher Morrison at Christopher.Morrison@hq.dhs.gov, and the Contracting Officer’s Representative to be determined.

(xii) The clause at FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Products and Commercial Services (Dec 2022), applies to this acquisition. The following additional FAR clauses cited in the clause are applicable to the acquisition:

_X_ (27) 52.222-3, Convict Labor (JUN 2003) (E.O.11755).

_X_ (28) 52.222-19, Child Labor-Cooperation with Authorities and Remedies (DEC 2022) (E.O.13126).

_X_ (29) 52.222-21, Prohibition of Segregated Facilities (APR 2015).

(i) 52.222-26, Equal Opportunity (SEP 2016) (E.O.11246).

(i) 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020) ( 29 U.S.C. 793).

__ (ii) Alternate I (JUL 2014) of 52.222-36.

(i) 52.222-50, Combating Trafficking in Persons (NOV 2021) ( 22 U.S.C. chapter 78 and E.O.

13627).

__ (58) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (OCT2018) ( 31 U.S.C. 3332).

__ (1) 52.222-41, Service Contract Labor Standards (AUG 2018) ( 41 U.S.C. chapter67).

__ (2) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) ( 29 U.S.C. 206 and 41 U.S.C. chapter 67).

__ (7) 52.222-55, Minimum Wages for Contractor Workers Under Executive Order

14026 (JAN 2022).

__ (8) 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2022) (E.O.

13706).

(L) _X__ (1) 52.222-50, Combating Trafficking in Persons (NOV 2021) ( 22 U.S.C. chapter 78 and E.O 13627).

xiii) Additional FAR and Homeland Security Acquisition Regulations (HSAR) provisions and clauses applicable to this requirement are as follows:

FAR 52.204-7 System for Award Management (Oct 2018) HSAR 3052.242-72 Contracting Officer's Technical Representative (Dec 2003).

Full text of FAR and HSAR clauses and provisions incorporated by reference can be found at www.aquisition.gov.

(xiv) Rating under the Defense Priorities and Allocations System (DPAS) – N/A.

(xv) Quotation submissions shall be submitted via e-mail to the Contracting Officer Amy Driver, at Amy.Driver@hq.dhs.gov and the Contract Specialist, Christopher Morrison, at Christopher.Morrison@hq.dhs.gov. Quotation submissions are due no later than 12:00 pm ET, July 31, 2023.

(xvi) Any requests for additional information or explanations concerning this document must be submitted to the Contracting Officer Amy Driver, at Amy.Driver@hq.dhs.gov and the Contract Specialist Christopher Morrison, at Christopher.Morrison@hq.dhs.gov. Any requests for additional information or explanations concerning this document must be received no later than 12:00 pm ET on July 24, 2023.

Section II – Statement of Work

Department of Homeland Security Office of the Chief Procurement Officer

Facility Requirements for the

Innovation, Research & Development Strategy Industry Showcase Event

1.0 Introduction

The Department of Homeland Security (DHS), Office of the Chief Procurement Officer in conjunction with the Science & Technology Directorate (S&T) has a requirement to secure a facility rental for a large meeting space and breakout rooms to host the DHS Innovation, Research & Development Strategy Industry Showcase in late October/early November 2023.

The Showcase will be a one-day event held from 8:00am until 5:00pm EST.

2.0 Purpose

This event is the culmination of significant Department-wide effort to develop an Innovation, Research & Development Strategic Plan. The event is a critical step in communicating a Department-wide research and innovation agenda externally.

Execution of this event is tied to the Secretary’s Calendar Year 2023 Priority 4b focused on ensuring R&D across the Department and with external partners is coordinated and integrated.

Industry attendees will benefit from learning about DHS priorities that will help them shape future acquisition and investment strategies and encourage broad engagement and interest in DHS missions from a variety of private sector partners.

This event is scheduled to take place in Q1 of FY24. Funding for this event has been provided in FY23 to allow the award to be made in FY23. The Government needs to have at a minimum, two months of time to coordinate the DHS Secretary and Deputy Secretary schedules, coordinate with the vendor for the logistics and set up structure of event spaces, determine signage needs that the Government will provide as well as other administrative actions. Therefore, this request is a bona fide need to award in FY23 versus FY24.

3.0 Requirements

DHS needs to secure a facility/location within the Washington, D.C. metropolitan area, not more than ten (10) miles outside of DC in Marlyand or Virginia, that include the following requirements:

Facility Requirements:

a) Facility rental space in the Washington, D.C. metropolitan area, not more than ten (10) miles outside of DC in Maryland or Virginia, shall be for one day on the following possible dates: October 30, November 1, or November 8, 2023 from 7:00 AM ET to 6:00 PM ET, including set-up, conference time, and breakdown.

b) Shall be Metro-accessible within three city blocks;

c) Shall be within 0.25 miles of commercial driver-paid parking facilities that would reasonably be expected to have at least 300 available parking spaces for the duration of the event, this can include the facility’s own parking garage/lot;

d) Shall be within two city blocks of at least three fast to medium-speed dining options;

e) One (1) main conference room with seating to accommodate a plenary audience of approximately 600 participants, and two (2) additional separate breakout/conference rooms with seating to accommodate approximately 300 participants per room both in a theater-style format.

Elevated stage with one (1) speaker’s lectern/podium and one (1) microphone, and a table with six (6) chairs and six (6) table microphones for panel discussions;

Two (2) stand microphones in the center aisle to facilitate interaction between panel members and individual audience members;

Audio/visual screen projection equipment and services;

Stairs at stage right and stage left with wheelchair access;

Pipe and drape behind stage/projected presentation 25 Easels for event signage Hightop/rounds throughout contracted space for various purposes

f) Eight (8) six-foot tables, or at least 48 feet of registration space, with white table skirt for conference registration set up outside the main plenary conference room;

g) Two (2) off-stage holding rooms (conference room style) where DHS officials can meet before and during the conference;

h) Pitchers of water and/or water coolers in the contracted rooms; and

i) Availability for a site visit 30-45 days before for preparatory activities, including an event space walk through in September 2023.

j) The event itself shall be scheduled on one of the specific dates already outline in this

SOW.

AV Requirements –

a) Screen & Projector (One per room; plenary and breakouts)

b) Slide advancer (one per room; plenary and breakouts)

c) Sound System per room

d) 42” or larger Confidence Monitor (1 per room; plenary and breakouts)

e) PC Laptop (1 per room; plenary and breakouts)

f) Video Switcher/Scaler (1 per room, plenary and breakouts)

g) Dedicated A/V Technician (1 per room, 8 hrs)

h) Handheld mics (6)

i) Wireless Lapel Mic (8)

j) Pro HD Studio Camera (1)

k) Extension cords, surge protectors, and power for all A/V equipment

l) Recording (Provide DHS Raw footage only)

m) WiFi throughout venue for up to 600 devices (Dedicated wireless for registration and staff, up to 25 devices)

4.0 Period of Performance

The estimated period of performance of this purchase order is anticipated to be September 1, 2023 through November 30, 2023. The exact date will be determined after purchase order award upon written agreement between the Contracting Officer and the contractor.

5.0 Place of Performance

Performance will occur at the Contractor’s facility.