SAM - RFQ Combines Synopsis.pdf

i. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, 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.

ii. Solicitation (75H70425Q00034) is issued as a Request for Quotation (RFQ).

iii. The solicitation document and incorporated provisions and clauses are those in effect through

Federal Acquisition Circular 2021-02.

iv. This requirement is competed as a 100% Set Aside for Indian Small Business Economic

(ISBE) Enterprises and the associated NAICS code is 561920 (Convention and Trade Show Organizers) with small business size standard of $12M.

v. A Firm-Fixed Priced Purchase Order is to be resulted from this RFQ. The Purchase Order will include one (1) one-year base period and four (4) twelve (12) month option year periods . Offeror’s are to provide a firm-fixed price quotation. See “Attachment A” Price/Cost Schedule Table for you to fill out and submit with RFQ.

vi. These support services will require the contractor to coordinate all logistical activities for two (2) in-person meetings, while the remaining four (4) in-person meetings and all six (6) virtual meetings will be optional tasks for each twelve (12) month performance period. The Contractor will be expected to fulfill branding, sponsorship, marketing, planning and execution of the conference. This will include providing attendee registration, on-site coordination and conference execution services during the event and provide post-conference support services after the conclusion of each event.

The duration conferences will be for a (2) day periods. Previous event participation has ranged from 30 to 50 registered participants.

The Contractor shall be required to identify meeting space availability in up to five (5) cities and may be held anywhere in the U. S. However, locations provided by the contractor will be deemed as suggestions, informed by their expertise regarding pricing and venue suitability.

vii. The provision at 52.212-1, Instructions to Offerors-Commercial Items (JUN 2020), applies to this solicitation.

viii. The provision at 52.212-2, Evaluation-Commercial Items (OCT 2014), applies to this solicitation.

a. Basis for Award. The Government will issue a contract to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotations: (1) Technical Approach, (2) Key Personnel, (3) Past Performance/Experience, (4) Oral Presentation and (5) Price. Technical factors, when combined, are more important than price. See the attached Evaluation Factors and Criteria for details.

1. Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation.

The Government is not requesting or accepting alternate quotations.

b. Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Quoters must price only the base and option periods specified in the contract line item numbers (CLINs) and shall not submit a price for the potential six-month extension of services under FAR 52.217-8. The Government reserves the right to exercise the option under FAR 52.217-8 before the end of any of the contractor's performance periods and will be exercised at the price and/or rates in effect at the time the clause is exercised. Evaluation of options shall not obligate the Government to exercise the option(s).

ix. Offerors shall include a completed copy of the provision at 52.212-3, Offeror

Representations and Certifications-Commercial Items (OCT 2020), with its offer. The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management

(SAM).

x. The clause at 52.212-4, Contract Terms and Conditions-Commercial Items (OCT 2018), applies to this acquisition and the additional FAR clauses cited in the clause are applicable to the acquisition.

a. The following addendum applies:

1. Email Addresses for submission of invoices are darryl.smith@ihs.gov, HQInvoices@ihs.gov, and COR’s email.

2. 52.217-7 Option to Increase Quantity-Separately Priced Line Item

3. 52.217-8 Option to Extend the Services (NOV 1999)

4. 52.217-9 Option to Extend the Term of the Contract (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 15 days from the expiration date of the executed contract period; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed one (1) year.

Quotes are due by 10:00 AM EST on July 30, 2025. Questions are due on July 17, 2025 by 12:00 PM EST. Email questions and quote to Contract Specialist, Darryl Smith at Darryl.smith@ihs.gov. Quoters must confirm IHS’s receipt of their quote. POC is Darryl Smith, Contracting Officer, Darryl.Smith@ihs.gov.

mailto:darryl.smith@ihs.gov mailto:HQInvoices@ihs.gov mailto:Darryl.smith@ihs.gov mailto:Darryl.Smith@ihs.gov