RFP_SAQMMA15R0311.pdf

SOLICITATION, OFFER, AND AWARD

1. THIS CONTRACT IS A RATED ORDER UNDER DPAS (15 CFR

700)

RATING

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

SAQMMA15R0311 SEALED BID (IFB)

X NEGOTIATED (RFP)

4. TYPE OF SOLICITATION 5. DATE ISSUED

11/17/2015

6. REQUISITION/PURCHASE NUMBER

CODE: LMAQM

OFFICE OF ACQUISITION MANAGEMENT (A/LM/AQM)

PO BOX 9115, ROSSLYN STATION

US DEPARTMENT OF STATE

ARLINGTON, VA 22219

7. ISSUED BY 8. ADDRESS OFFER TO (If other than Item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

9. Sealed offers in original and ____ copies for furnishing the supplies or services in the Schedule will be received at the place specified in item 8, or if handcarried, in the depository located in ____ until

____ local time ____

10. FOR

INFORMATION

E-MAIL:

A. NAME

Stephanie Reid-Smith

B. TELEPHONE (NO COLLECT

CALLS)

C. E-MAIL ADDRESS

11. TABLE OF CONTENTS (See Table of Contents on page 2)

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - SCHEDULE PART II - CONTRACT CLAUSES

A SOLICITATION/CONTRACT FORM I CONTRACT CLAUSES CONTRACT

B SUPPLIES OR SERVICES AND PRICES/COSTS PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

C DESCRIPTION/SPECS./WORK STATEMENT J LIST OF ATTACHMENTS

D PACKAGING AND MARKING PART IV - REPRESENTATIONS AND INSTRUCTIONS

E INSPECTION AND ACCEPTANCE K REPRESENTATIONS CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORSF DELIVERIES OR PERFORMANCE

L INSTRS., CONDS., AND NOTICES TO OFFERORSG CONTRACT ADMINISTRATION DATA

M EVALUATION FACTORS FOR AWARDH SPECIAL CONTRACT REQUIREMENTS

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

In compliance with the above, the undersigned agrees, if this offer is accepted within __________ calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

12.

13. DISCOUNT FOR PROMPT PAYMENT (See Section I, Clause No.

52.232-8)

10 CALENDAR DAYS(%)

0.00 %

20 CALENDAR DAYS(%)

0.00 %

30 CALENDAR DAYS(%)

0.00 %

0 CALENDER DAYS(%)

0.00 %

14. ACKNOWLEDGEMENT OF AMENDMENTS (The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME AND

ADDRESS OF

OFFEROR

CONTACT: DUNS: 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER (Type or Print)

15B. TELEPHONE NUMBER

15C. CHECK IF REMITTANCE ADDRESS IS DIFFERENT FROM

ABOVE - ENTER SUCH ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

10 U.S.C. 2304(c) ( ) 41 U.S.C. 253(c) ( )

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION: 23. SUBMIT INVOICES TO ADDRESS SHOWN IN (4 copies unless otherwise specified)

ITEM

CODE:24. ADMINISTERED BY (if other than Item 7) CODE:25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

Reaver Clements

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA 28. DATE

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (REV. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

SAQMMA15R0311

Table of Contents

Section Description Page Number

B Supplies or Services and Prices/Costs

SECTION B SUPPLIES OR SERVICES AND PRICES/COSTS

C Descriptions/Specifications/Statement of Work

SECTION C DESCRIPTIONS AND SPECIFICATIONS/STATEMENT OF WORK

D Packaging and Marking

SECTION D PACKAGING AND MARKING

E Inspection and Acceptance 52.246-12 Inspection of Construction (Aug 1996)

SECTION E INSPECTION AND ACCEPTANCE

F Deliveries or Performance 52.242-15 Stop-Work Order (Aug 1989) 52.242-17 Government Delay of Work (Apr 1984)

SECTION F DELIVERIES OR PERFORMANCE

52.211-10 Commencement, Prosecution, and Completion of Work (Apr 1984)

G Contract Administration Data

SECTION G CONTRACT ADMINISTRATION DATA

H Special Contract Requirements

SECTION H SPECIAL CONTRACT REQUIREMENTS

52.236-13 Accident Prevention (Nov 1991)

I Contract Clauses 52.217-9 Option to Extend the Term of the Contract (Mar 2000) 52.217-8 Option to Extend Services (Nov 1999) 52.216-22 Indefinite Quantity (Oct 1995) 52.216-18 Ordering (Oct 1995) 52.227-2 Notice and Assistance Regarding Patent and Copyright Infringement (Dec 2007) 52.227-3 Patent Indemnity (Apr 1984)

SECTION I CONTRACT CLAUSES

52.237-3 Continuity Of Services (Jan 1991) 52.243-3 Changes - Time-and-Material or Labor-Hours (Sept 2000)

652.232-72 LIMITATION OF FUNDS (AUG 1999)

J List of Attachments

SECTION J LIST OF ATTACHMENTS

K Representations, Certifications, and Other Statements of Offerors or Respondents

652.225-70 ARAB LEAGUE BOYCOTT OF ISRAEL (AUG 1999)

K-005 ORGANIZATIONAL CONFLICT OF INTEREST CERTIFICATION AND DISCLOSURE.34

SECTION K REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENT OF

OFFERORS OR RESPONDENTS

L Instructions, Conditions, and Notices to Offerors and Respondents

652.219-70 DEPARTMENT OF STATE SUBCONTRACTING GOALS (APR 2004)

SECTION L SECTION L - INSTRUMENTS, CONDITIONS AND NOTICES TO OFFERORS

52.215-1 Instructions to Offerors - Competitive Acquisition (Jan 2004)

M Evaluation Factors for Award

SECTION M EVALUATION FACTORS FOR AWARD

0010 ATTACHMENT A - Large Event Sample Task Order

0011 ATTACHMENT B - SMALL EVENT SAMPLE TASK ORDER

0012 ATTACHMENT C - PAST PERFORMANCE QUESTIONNAIRE

001 Executive Management, as described in the attached SOW; Firm-Fixed price

1,200.00 HR

Doc Ref No:

Delivery

Date

FOB:

002 Program Manager, as described in the attached SOW;

Firm-Fixed price

1,700.00 HR

Doc Ref No:

Delivery

Date

FOB:

003 Senior TV/Video Production Engineer, as described in the attached SOW; Firm-Fixed price

750.00 HR

Doc Ref No:

Delivery

Date

FOB:

004 Operations Manager, as described in the attached SOW;

Firm-Fixed price

1,100.00 HR

Doc Ref No:

Delivery

Date

FOB:

005 Senior Lighting Engineer, as described in the attached SOW; Firm-Fixed price

750.00 HR

Doc Ref No:

Delivery

Date

FOB:

006 Creative Director, as described in the attached SOW;

Firm-Fixed price

1,200.00 HR

Doc Ref No:

Delivery

Date

FOB:

007 Production Manager, as described in the attached SOW;

Firm-Fixed price

2,100.00 HR

Doc Ref No:

Delivery

Date

FOB:

008 Senior A/V Technical Manager, as described in the attached SOW; Firm-Fixed price

750.00 HR

Doc Ref No:

Delivery

Date

FOB:

009 Graphics/CAD/Signage/Printing Manager, as described in the attached SOW; Firm-Fixed price

550.00 HR

Doc Ref No:

Delivery

Date

FOB:

1001 OPTION YEAR ONE 1,200.00 HR

Executive Management, as described in the attached SOW; Firm-Fixed price

SAQMMA15R0311

Line Item Summary

Solicitation Number:

SAQMMA15R0311

Contract Number: Title: IDIQ for Production and Buildout for Events

Date of Solicitation:

11/17/2015

Line Item No. Description Quantity Unit Unit Price Total Cost

Doc Ref No:

Delivery

Date

FOB:

1002 OPTION YEAR ONE 1,700.00 HR

Program Manager, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

1003 OPTION YEAR ONE 750.00 HR

Senior TV/Video Production Engineer, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

1004 OPTION YEAR ONE 1,100.00 HR

Operations Manager, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

1005 OPTION YEAR ONE 750.00 HR

Senior Lighting Engineer, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

1006 OPTION YEAR ONE 1,200.00 HR

Creative Director, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

1007 OPTION YEAR ONE 2,100.00 HR

Production Manager, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

1008 OPTION YEAR ONE 750.00 HR

Senior A/V Technical Manager, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

1009 OPTION YEAR ONE 550.00 HR

Graphics/CAD/Signage/Printing Manager, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

SAQMMA15R0311

Line Item Summary

Solicitation Number:

SAQMMA15R0311

Contract Number: Title: IDIQ for Production and Buildout for Events

Date of Solicitation:

11/17/2015

Delivery Date

FOB:

2001 OPTION YEAR TWO 1,200.00 HR

Executive Management, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

2002 OPTION YEAR TWO 1,700.00 HR

Program Manager, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

2003 OPTION YEAR TWO 750.00 HR

Senior TV/Video Production Engineer, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

2004 OPTION YEAR TWO 1,100.00 HR

Operations Manager, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

2005 OPTION YEAR TWO 750.00 HR

Senior Lighting Engineer, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

2006 OPTION YEAR TWO 1,200.00 HR

Creative Director, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

2007 OPTION YEAR TWO 2,100.00 HR

Production Manager, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

2008 OPTION YEAR TWO 750.00 HR

Senior A/V Technical Manager, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery FOB:

SAQMMA15R0311

Line Item Summary

Solicitation Number:

SAQMMA15R0311

Contract Number: Title: IDIQ for Production and Buildout for Events

Date of Solicitation:

11/17/2015

Date

2009 OPTION YEAR TWO 550.00 HR

Graphics/CAD/Signage/Printing Manager, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

3001 OPTION YEAR THREE 1,200.00 HR

Executive Management, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

3002 OPTION YEAR THREE 1,700.00 HR

Program Manager, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

3003 OPTION YEAR THREE 750.00 HR

Senior TV/Video Production Engineer, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

3004 OPTION YEAR THREE 1,100.00 HR

Operations Manager, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

3005 OPTION YEAR THREE 750.00 HR

Senior Lighting Engineer, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

3006 OPTION YEAR THREE 1,200.00 HR

Creative Director, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

3007 OPTION YEAR THREE 2,100.00 HR

Production Manager, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

SAQMMA15R0311

Line Item Summary

Solicitation Number:

SAQMMA15R0311

Contract Number: Title: IDIQ for Production and Buildout for Events

Date of Solicitation:

11/17/2015

3008 OPTION YEAR THREE 750.00 HR

Senior A/V Technical Manager, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

3009 OPTION YEAR THREE 550.00 HR

Graphics/CAD/Signage/Printing Manager, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

4001 OPTION YEAR FOUR 1,200.00 HR

Executive Management, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

4002 OPTION YEAR FOUR 1,700.00 HR

Program Manager, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

4003 OPTION YEAR FOUR 750.00 HR

Senior TV/Video Production Engineer, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

4004 OPTION YEAR FOUR 1,100.00 HR

Operations Manager, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

4005 OPTION YEAR FOUR 750.00 HR

Senior Lighting Engineer, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

4006 OPTION YEAR FOUR 1,200.00 HR

Creative Director, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

SAQMMA15R0311

Line Item Summary

Solicitation Number:

SAQMMA15R0311

Contract Number: Title: IDIQ for Production and Buildout for Events

Date of Solicitation:

11/17/2015

4007 OPTION YEAR FOUR 2,100.00 HR

Production Manager, as described in the attached SOW;

Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

4008 OPTION YEAR FOUR 750.00 HR

Senior A/V Technical Manager, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

4009 OPTION YEAR FOUR 550.00 HR

Graphics/CAD/Signage/Printing Manager, as described in the attached SOW; Firm-Fixed price

Doc Ref No:

Delivery

Date

FOB:

SECTION B SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 Description of Services

The Contractor shall provide Event Production Services for domestic and international events/conferences (herein referred to as “Summit” or “Event”) hosted by the U.S. Department of State (DOS), and managed and coordinated by Office of the Under Secretary for Management, Major Events and Conferences Staff (M/MECS). The Contractor shall provide all required services as outlined in individual task orders and in accordance with the Statement of Work (SOW) contained in Section C and other directives and guidance referenced or included in this solicitation.

B.2 Type of Contract

The Government contemplates an award of multiple contracts to using an indefinite-delivery, indefinite-quantity (IDIQ) type contract as defined in Federal Acquisition Regulation (FAR) 16.504 (Indefinite-Quantity Contracts).

The contract type(s) for an individual task order will be one or a combination identified in FAR part 16 (Types of Contracts), depend-ing on the type, complexity, and urgency of the task order requirement.

If a task order will be performance-based, as described in FAR subpart 37.6 (Performance-based Acquisition), its requirements will be conveyed and administered at the task order level. Specific tasks and/or work to be performed, will be detailed in, and solicited by, in-dividual Task Orders issued under this IDIQ contract.

B.3 Minimum and Maximum Contract Amounts (Indefinite Quanity Contract)

Per FAR 52.216-22 “INDEFINITE QUANTITY”, the minimum for this indefinite quantity contract shall be any quantity or combina-tion of supplies and services equal to $5,000.00. This minimum is the total for the Base and all option years.

The maximum for this indefinite quantity contract (including base year plus all option years) shall be any quantity or combination of supplies and services equal to $75,000,000.00.

B.4 Prices/Costs

Offerors shall provide the fully burdened maximum hourly labor rates for the salaried labor categories listed below. These rates will

SAQMMA15R0311

Line Item Summary

Solicitation Number:

SAQMMA15R0311

Contract Number: Title: IDIQ for Production and Buildout for Events

Date of Solicitation:

11/17/2015 be FIXED for the services provided during the BASE period of performance. Salary escalation for ALL OPTION YEARS/PERIODS shall be identified and FIXED for those years/periods. Rates must include applicable fringe benefits, overhead, general and adminis-trative rates and profit/fee. Rates proposed for subcontractors / consultants will be similarly burdened and FIXED labor hour rates.

Offerors shall add any additional labor categories necessary for program management and administrative effort not specifically defined in a task order but necessary to support contract/task performance.

MAXIMUM HOURLY LABOR RATE:

BASE PLUS ALL OPTION YEARS

LABOR CAT-

EGORY/

POSITION

Estimated

Hours

Unit Rate Base Year Option Year

One

Option Year

Two

Option Year

Three

Option Year

Four

Executive Man-agement

1,200

Program Man-ager

1,700

Senior TV/

Video Produc-tion Engineer

Operations

Manager

1,100

Senior Lighting

Engineer

Creative Direct-or

1,200

Production

Manager

2,100

Senior A/V

Technical Man-ager

Graphics/Sig-nage/Printing

Manager

GRAND

TOTAL:

B.5 Travel Costs

(a) Except as otherwise provided herein, the Contractor shall be reimbursed for its reasonable actual travel costs in accordance with its usual accounting practices consistent with FAR Subpart 31.2, specifically FAR31.205-46. Travel must be directly related to and required for performance of this contract, and authorized in advance and in writing by the Contracting Officer's Representative (COR).

In no event shall costs associated with employee commuting be reimbursable as a direct cost under this contract.

(b) The Contractor shall include a breakout of all authorized travel expenses as an attachment to its invoices.

(c) The Contractor's administrative support costs (coordination in booking travel arrangements, etc.) should be treated as an indirect costs (G&A) and not a direct cost. Furthermore, cost should be included as G&A per task order, not charged as a travel cost.

(d) Should any Contractor personnel be requested to perform in any area which has been determined by the Department of State to be a hazardous duty area, hazardous duty premium pay may be payable at the same rate as would be given to Department of State direct-hire employees pursuant to Chapter 650 of the U.S. Department of State Standardized Regulations (Government Civilians, Foreign Areas). Each employee will be notified upon arrival at any hazardous duty area of the applicable rates, terms and conditions at the time of performance. Hazardous duty premium pay shall not be burdened with any indirect costs (e.g., overhead, G and A) or fee/ profit.

(e) When local travel between the Contractor employee's regular place of performance and other locations is specifically authorized by the COR, transportation expenses shall be allowable costs under this contract. For the purposes of this clause, local travel means travel within a 50 mile radius of the Contractor employee's regular place of performance and does not include daily commuting or as-sociated costs.

(f) For travel where use of a personal automobile has been specifically authorized by the COR, reimbursement shall be computed on the basis of actual miles traveled from stat starting point to destination. Other related miscellaneous expenses, such as tolls and park-ing fees, incurred in the performance of tasks authorized under this contract, will be reimbursed. Car rentals require advance approval by the COR and will be authorized only when consistent with good business practice. Allowable costs shall not exceed the actual cost of renting a compact automobile (a maximum of one for four Contractor personnel), unless extenuating circumstances (e.g., excess baggage) require other arrangements and subsequent COR approval is obtained.

(g) The Government will reimburse the Contractor for Contractor employee's travel time to or from other authorized work locations, except that for labor categories which are exempt from the Fair Labor Standards Act (FSLA), a reimbursement will be allowed only for travel during the employee's regular working hours. The Contractor will not be reimbursed for time spent in stand down or tempor-ary layovers by FLSA exempt contractor employees for the convenience of the Contractor except as authorized by the Federal Travel Regulations.

(h) The Contractor shall be responsible for ensuring that all personnel who will be required to travel outside the United States have current and valid passports. The Contractor shall also be responsible for obtaining any visas required for travel to foreign countries un-der this contract. The Contractor shall make no direct labor charges for obtaining/maintaining passports and/or visas.

(END OF SECTION B)

Section C- Descriptions/Specifications/Statement of Work

SECTION C DESCRIPTIONS AND SPECIFICATIONS/STATEMENT OF WORK

C.1 Background

The U.S. Department of State, Office of the Under Secretary for Management, Major Events and Conferences Staff (M/MECS) is re-sponsible for managing and coordinating assigned domestic and international events/conferences hosted by the U.S. Government.

Events could be pre-planned several months in advance or could be convened at the last possible moment. Maximum flexibility is re-quired.

Attendance can run from a few hundred to over several thousand participants; participants are typically foreign government and United States delegations. The events can cover any theme, have extensive coverage by the domestic and foreign press, and utilize several different simultaneous languages. Summit locations can include all 50 states plus any international destinations.

C.1.2 Purpose

The purpose of this multiple award Indefinite-Delivery Indefinite-Quantity (IDIQ) contract is to provide a full range of event produc-tion services for domestic and international summit / conferences.

C.1.3 Overview

The U.S. Department of State (DoS) is tasked with managing and coordinating summits / events held anywhere in the world.

Historically, most assigned summits have been located in the United States; in 2015, the office mission expanded to encompass events hosted by the United States government at international locations.

The U.S. Department of State is seeking contractors that possess the necessary qualifications, experience, organizational infrastruc-ture, and conceptual approached to plan, design, build and provide a full range of event production services to support such events.

Given the diversity and mission of the U.S. Department of State, use of local suppliers, personnel and materials are encouraged.

Quality control for such local products remains the responsibility of the contractor. Contractors are also expected to follow local building codes and are expected to observe the selected site(s) requirements for facility operation, rules and regulations.

The DOS may, under certain conditions or in accordance with International treaties, direct the contractor to use certain suppliers.

Such direction will be incorporated into individual task orders issued under the contract. Environmental and “Greening” best practices shall be applied to materials, parts, and equipment used at each site.

C.1.4 Typical Description of Services

To accommodate a wide variety of meetings, lounge and dining events during a typical event, preparations must adhere to specific guidelines. Such standards may be modified due to the type of summit and/or infrastructure available, and will be provided in ad-vance (see Section C.2).

Given the unique and custom nature of events, standards developed at one event may be changed at subsequent summits. In awarding this contract, the U.S. Government will give additional consideration to contractors who can suggest cost-saving elements or factors over the life of the contract, as evidenced or demonstrated by past examples or approaches contractors may have utilized with commercial or government clients.

Attachments A and B describes in detail and with a level of specificity, general production elements that may be requested for an event. Depending upon the nature or theme of the event, additions, deletions and changes may be required to meet the needs of the summit.

C.1.5 General Performance Guidelines

A) Contractors will be invited to walk-through the selected venue space(s). Contractors are strongly encouraged to include all technical experts in any walk-through in order to be able to accurately assess the requirements and costs involved with produ-cing this event. Areas of interest may include, but are not limited to, the venue operating environment, process and procedures, freight elevators and dock locations, electrical/mechanical system capabilities, on-site storage and vehicle parking and construction area staging, floor protection, and venue security requirements, etc. Under no circumstance will DOS pay for any escalation in costs due to lack of due diligence by the Offeror to completely explore all of these areas. The contractor is strongly encouraged to ask questions and identify potential problems and issues that may impair efficient performance. Responses to questions will be immediate and/or will be provided to the contractor within five (5) business days of the walk-through. If an additional walk through(s) is re-quired, the contractor may contact the Contracting Officer to assist with scheduling.

B) Contractors shall be prepared to conduct a formal "technical rehearsal" at a time determined by the COR but at least one day prior to the event. This rehearsal shall simulate actual event conditions as closely as possible, including simultaneous demands which stress all available systems. This rehearsal should be carried out by the staff that will perform the various roles during the actual event. This rehearsal is in addition to a room configuration check or sound test. A "one-channel-at-a-time" approach would be con-sidered insufficient. Within the rehearsal, all contractors shall test primary, backup and/or redundant systems and replicate and test any communications systems used, including but not limited to intercom, telephone bridge lines and wireless radio.

C) Each issued task order proposal shall require the inclusion of CAD drawings for set design floor plans. Each drawing shall in-clude high-quality 2-dimensional plan drawings of proposed set designs. In many cases, DOS will require 3-dimensional renderings of their proposed set designs. Drawings shall identify each piece of equipment to be used, to the extent that such equipment may be relevant in cost planning or decision-making.

In these renderings, the Contractor must adhere to a consistent, standardized presentation. The following views/perspectives should be rendered and presented as sequenced to DOS:

• A: Head-On view (from the press riser), tight iso to center podium

• B: Head-On view (from the press riser), medium

• C: Head-On view (from the press riser), wide

• D: Cut view (from the cut press riser, tight (podium profile)

• E: Cut view (from the cut press riser), wide

• F: Overhead view of entire space (from back of house looking towards stage), 3/4 view

• G: Overhead view of entire space (from back of house looking towards stage), 4/4 view

In response to this RFP, the Offeror should make clear whether they a) possess the ability to render 2-dimensional and/or 3-dimensional plans, or if a subcontractor would be required to complete such design work, and b) the typical timeline for such docu-ment production.

C.1.6 Removal of Items

Upon completion of the event, the contractor must remove all items and debris and ensure that all event venues are returned to their original operational condition. A walk-through with the Contracting Officers Representative (COR) will be conducted to ensure that there is no damage to the venue(s) site. All damage claims will be settled prior to final contract payment.

C.1.7 Event Timeline

All venue sites must be fully operational and available at a time to be determined by the COR, through the close of activity. Times are tentative and may be adjusted to accommodate venue security requirements.

C.2 Prototypical Requirements for an Event

The specific requirements for each Summit or Event will vary widely, but generally consist of:

a) conceptualization of a design of a main “plenary” space and supporting rooms to advance key public affairs and meeting object-ives;

b) the temporary acquisition/rental, installation, integration and removal of a number of production elements; and

c) The successful testing and execution of aforementioned elements.

In exceptional cases, the U.S. Government may request additional services, including creative (e.g. development of a logo or brand), technical (e.g. creation or hosting of a website, live streaming of program content) or operational (e.g. direct registration of event par-ticipants).

Specific illustrative examples of typical requested production elements follow in sample task orders identified at Attachment A and B.

This text should be used to enhance, clarify and/or understand the complexity of an event.

Once awarded, the contractor can expect that individual task order specifications will be consistent with the level of detail contain herein.

(END OF SECTION C)

Section D- Packaging and Marking

SECTION D PACKAGING AND MARKING

D.1 Marking of Reports

All reports delivered by the Contractor to the Government under this contract shall prominently show on the cover of the report:

(a) Name and business address of the Contractor;

(b) Contract number and task order number;

(c) Deliverable number; and

(d) Date of report.

D.2 Packing of Supplies for Domestic and International Shipment

Supplies shall be packed for shipment in a manner that will ensure acceptance by common carriers and safe delivery at destination.

Special attention to IATA Dangerous Goods Regulation (DGR) is mandatory.

Offerors may be asked to ship supplies via military pouch, etc.

(END OF SECTION D)

Section E- Inspection and Acceptance

Clause Title

52.246-12 Inspection of Construction (Aug 1996)

SECTION E INSPECTION AND ACCEPTANCE

E.1. Inspection and Acceptances of Services (05/95)

Inspection and acceptance of the services to be provided hereunder shall be made by the Contracting Officer’s Representative.

E.2 Quality Assurance and Quality Control

E.2.1 DESIGN QUALITY ASSURANCE AND QUALITY CONTROL

A principal factor of performance on this project is the Contractor’s control of the quality of design services. The Contractor shall es-tablish and maintain a project-specific Quality Management Program (QMP), which defines and implements a quality system. The quality system is a documented organizational process which describes responsibilities, procedures, and resources for providing qual-ity control and quality assurance on this project. Effectiveness of the QMP is achieved through adequate planning, forceful direction, and checking in the sense of measurement and evaluation. The QMP applies to the control of quality throughout all areas of contract performance.

(END OF SECTION E)

Section F- Deliveries or Performance

52.242-15 Stop-Work Order (Aug 1989)

52.242-17 Government Delay of Work (Apr 1984)

SECTION F DELIVERIES OR PERFORMANCE

F.1 Period of Performance

The term of this contract shall be for a BASE YEAR (12-months) and FOUR (4) Option Years (12-months each), shall commence upon the actual date of contract award.

The contract may be extended by the exercise of an option pursuant to FAR 52.217-9, Option to Extend the term of the Contract and FAR 52.217-8, Option to Extend Services.

F.2 Place of Performance

The principal place of performance for this contract shall be determined on each specific individual task order.

F.3 Deliveries or Performance

Individual task orders will specify the deliverables required for each Event, but will generally consist of:

F.3.A: Core Event – Described in each task order:

1. Event Timeline, Load-In/Load-Out Timeline, which should notate major decision deadlines, milestones, and key dates for load-in, ready, and dismantle, (Delivery: 30 calendar days from award of the task order) or as stated in the task order.

2. Venue Management Plan, which should describe the overall understanding of the venue, inclusive of a description of any unique challenges, infrastructure issues, load-in and load-out procedures or requirements, power plan narrative, and how the contractor will comply with venue restrictions (i.e. loading dock limits, floor covering requirements, etc.)

3. Site Layout, CAD Drawings

4. Subcontractor Plan

5. Proposed Staffing Plan shall describe its overall approach to the program management and staffing of this project. This shall in-clude number of personnel and approximate start dates and include Key Personnel Resumes, if altered or augmented from original submission and with a Summary of Division of Staff Responsibilities (Delivery: 30 calendar days from award of the task order), or as stated in the task order.

6. Media Services Rate card

7. Plan for Technical Rehearsal, which shall demonstrate Contractor’s approach for conducting a formal technical test and room configuration check, conducting rehearsals and formal walk-thru and sound check as de-scribed in Section C.1.5.criteria, including involved personnel, and suggested sequence.

8. Cost Proposal, in accordance with all terms outlined within Section L.4.1 and elsewhere in this solicitation.

9. Dismantle Framework, shall include the storage location for any U.S. Government property, inventory list, shipping schedule, and xyz

F.3.B Supplementary Requirements - required with original bid

1. Key Personnel Resumes, in accordance with Section L.3.2

2. Insurance

3. Collective Bargaining Agreements (CBAs)

4. Quality Management Plan (QMP) – In accordance with Section E.2.1 and L.3.2 of this RFP, the Contractor should submit a document that outlines the organizational process, procedures and resources for providing quality assurance, including

F.3.2 Progress Meetings

In addition to required event- and production- meetings as necessary for the fulfillment of individual task orders, the Government may require one biannual meeting with each awarded vendor, separately scheduled, to review past performance and project future or as-signed task orders. This meeting should result in a report including past accomplishments, recurring issues, isolated disputes, ongoing questions, or potential solutions/improvements. Additional meetings may be requested based upon the Government needs.

F.4 Performance Measurement

All deliverables must be provided in accordance with the delivery schedule as stated in Section F. Task order proposal requests will include deduction requirements for untimely performance.

(END OF SECTION F)

52.211-10 Commencement, Prosecution, and Completion of Work (Apr 1984)

The Contractor shall be required to (a) commence work under this contract within [Contracting Officer insert number] calendar days after the date the Contractor receives the notice to proceed, (b) prosecute the work diligently, and (c) complete the entire work ready for use not later than .* The time stated for completion shall include final cleanup of the premises.

(End of clause)

* The Contracting Officer shall specify either a number of days after the date the contractor receives the notice to proceed, or a calen-dar date.

Section G- Contract Administration Data

SECTION G CONTRACT ADMINISTRATION DATA

G.1 General

This section provides guidance regarding contract administration for the Basic Contract, and where applicable, for each Order placed under the Basic Contract. Additional contract administration requirements may be specified in each Order. Costs associated with these requirements shall not be billed as a direct cost to the Government.

G.2 Authorized Users

Pursuant to FAR 16.504(a) (4)(vi), only authorized users may place Orders under the Basic Contract. In order to qualify as an author-ized user, a duly warranted Contracting Officer (as that term is defined in FAR 2.1) in good standing must have an appropriate signed delegation of authority from the Department of State Contracting Officer. This Basic Contract is for use by Department of State, Bureaus and Offices only.

G.3 Roles and Responsibilities

This section describes the roles and responsibilities of Government personnel after Basic Contract award. The Government may modify the roles and responsibilities at any time during the period of performance of the Basic Contract.

G.3.1 Contracting Officer

The Department of State Contracting Officer is the sole and exclusive government official with actual authority to award the Basic Contract and individual Task Orders.

G.3.2 Contracting Officer’s Representative and Government Task Manager

The Department of State Contracting Officer may designate a Contracting Officer’s Representative (COR) or Government Task Man-ager (GTM) to provide certain assistance to the Contracting Officer for that Order. The specific rights and responsibilities of the COR or GTM for each order shall be described in writing, which upon request shall be provided to the Contractor.

G.4 Advertising and Marketing

The contractor shall not allow the names, phone numbers, etc. of Government employees involved in the contract/orders, to be used for publicity or advertising purposes. Further, no article, book, pamphlet, recording, broadcast, speech, television appearance and/or film concerning any aspect of work performed under the contract/orders shall be published or disseminated through any media without the prior written authorization of the contracting officer.

All marketing and promotional materials, including information of the contractor webpage must be approved by the Department of State Contracting Officer prior to distribution.

G.5 ORDERING PROCEDURES

Orders place under this multiple award contract shall be consistent with FAR 16.505(b) ordering procedures.

G.6 CONTRACT ADMINISTRATION DATA (11/2003)

Contracting Officer: Reaver L. Clements Telephone Number: (703) 875-5077 E-mail: ClementsRL@state.gov

Contract Administrator: Stephanie Reid-Smith E-mail: Reid-SmithSJ@state.gov

First Class Mailing: U.S. Department of State Office of Acquisition Management P.O. Box 9115, Rosslyn Station

Arlington, Virginia 22219

Courier or Hand Delivery: U.S. Department of State Office of Acquisition Management 4th Floor 1735 North Lynn Street Arlington, Virginia 22209

Contracting Officer’s Representative (COR): [To be determined at the Task Order Level] (End of clause)

G.7 DOSAR 652.242-70 Contracting Officer’s Representative (COR) (Aug 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name and position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer's Representative (COR).

Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the desig-nation.

(b) The COR is identified in Section G of this contract under "CONTRACT ADMINISTRATION DATA."

(End of clause)

G.8 DEPARTMENT OF STATE INVOICE INSTRUCTIONS

Invoice submission is only via the Office of Claims’ Commercial Claims Operations fax server, toll-free number: 866-483-3436, or DOSPayments@state.gov, unless otherwise indicated. Each invoice must be transmitted separately.

To constitute a proper invoice, the invoice must include the following information and/or attached documentation:

(1) Name and Address of the Contractor

(2) Dun and Bradstreet Universal Number System (DUNS)

(3) Date of invoice

(4) Unique Vendor Invoice Number - Our Financial System cannot accept the following characters: @ (at symbol), ~ (Tilde), & (Ampersand), ' (Apostrophe), " (Quotation) and spaces. Please do not include any of these characters as part of your invoice number.

(5) Remittance Contact Information

(6) Shipping Terms, Ship to Address

(7) Payment Terms

(8) Total Quantity of Items

(9) Total Invoice Amount

(10) Requisition Number, Contract Number and Order/Award Number, with modification number if applicable.

(11) Order line item number and information (see below instructions)

The name and DUNS of the contractor on the invoice must match the information indicated on the order/award for proper payment.

IMPORTANT: For proper payment, the invoice must detail products and/or services delivered on a line item basis in direct accordance with the corresponding order/award/contract. Each line item must contain the following information:

(1) Description of the services rendered for each line item

(2) Line Item Quantity

(3) Line Item Unit Price

(4) Total Line Item Invoicing Amount

(5) Delivery Date

(6) Contract Line Item Number (CLIN)

(7) Order/Award Line Item Number if invoicing against a task or delivery order or Blanket Purchase Agreement (BPA)

Please note that many task or delivery or Blanket Purchase Agreement (BPA) Please note that many task or delivery orders against Department of State or GSA contracts or blanket purchase agreements may have a separate and unique line item number in addition to the umbrella Contract Line Item Number (CLIN). The order line item number as well as the umbrella award CLIN must be referenced at each invoice line item level in such cases.

All payment to domestic claims will be disbursed by electronic funds transfer EFT. Vendors who are registered in the System for Award Management (SAM) should verify and re-confirm their financial information in the database prior to invoicing. Vendors who wish to request a waiver of SAM or payment by check must submit their justification to their assigned contracting officer for consider-ation at least 30 days prior to billing. For vendors who are granted an EFT exception, the payment address on the invoice must match the remittance address in the vendor record cited in the award.

Additional correspondence should be addressed to:

Name:

U. S. Department of State Global Financial Services Attn: Office of Claims (RM/GFS/F/C) Charleston Financial Service Center

Mailing Address:

Post Office Box 150008 Charleston, SC 29415-5008 Telephone Numbers:

Director’s Secretary Voice 843-202-3761 Fax 843-746-0749 Official Office Hours: 8:00 am – 5:00 pm

To request Payment Status on a Past Due Invoice contact:

Office of Claims Customer Service Email: commercialclaims@state.gov Phone: 877-704-9473 Toll Free Person to Contact: Supervisor, Vendor Claims Email: GFS-ChiefVC@state.gov (End of clause)

G.9 FAR 52.232-35 Designation of Office for Government Receipt of Electronic Funds Transfer Information (JUL 2013)

(a) As provided in paragraph (b) of the clause at 52.232-34, Payment by Electronic Funds Transfer--Other than Central Contractor Registration, the Government has designated the office cited in paragraph (c) of this clause as the office to receive the Contractor's electronic funds transfer (EFT) information, in lieu of the payment office of this contract.

(b) The Contractor shall send all EFT information, and any changes to EFT information to the office designated in paragraph (c) of this clause. The Contractor shall not send EFT information to the payment office, or any other office than that designated in paragraph (c). The Government need not use any EFT information sent to any office other than that designated in paragraph (c).

(c) Designated Office:

U.S. Department of State

Global Financial Services Attn: Office of Claims (RM/GFS/F/C) Charleston Financial Service Center P.O. Box 150008 Charleston, SC 29415-5008 Voice: 843-202-3761 Fax: 843-746-0749 (End of clause)

(END OF SECTION G)

Section H- Special Contract Requirements

SECTION H SPECIAL CONTRACT REQUIREMENTS

H.1 KEY PERSONNEL

(1) The Contractor shall assign to this contract the following key personnel:

LABOR CATEGORY NAME

[ENTER LABOR CATEGORIES AND NAMES]

[Names to be inserted by Offeror at time of proposal submission]

(2) The contractor agrees that a partial basis for award of this contract is the list of key personnel proposed. Accordingly, the Con-tractor agrees to assign to this contract those key persons whose resumes were submitted with the proposal necessary to fulfill the re-quirements of the contract. No substitution shall be made without prior notification to and concurrence of the Contracting Officer.

During the first ninety calendar days of performance, the Contractor shall make no substitutions of key personnel unless the substitu-tion is necessitated by illness, death, or termination of employment.

(3) All proposed substitutes shall meet or exceed the qualifications of the person to be replaced. The Contracting Officer shall be no-tified in writing of any proposed substitution at least forty-five days, or ninety days if a security clearance is to be obtained, in advance of the proposed substitution. Such notification shall include:

1. An explanation of the circumstances necessitating the substitution;

2. A complete resume of the proposed substitute; and

3. Any other information requested by the Contracting Officer to enable him to judge whether or not the Contractor is maintaining the same high quality of personnel that provided the partial basis for award.

(End of clause)

H.2 INSURANCE

The Contractor’s attention is directed to insurance. As required by this clause, the Contractor is required to provide whatever insur-ance is legally necessary. Additional insurance may be required for each non-federal government property venue site. Venue specific insurance requirements will be identified in each issued task order. The Contractor, shall, at its own expense, provide and maintain during the entire performance period the following insurance amounts:

General Liability (includes premises/operations, collapse hazard, products, completed operations, contractual, independent Contract-ors, broad form property damage, personal injury).

1. Bodily Injury on or off the site stated in US dollars:

Per Occurrence $500,000

Cumulative $1,000,000

2. Property Damage on or off the site in US Dollars:

Per Occurrence $1,000,000 Cumulative $3,000,000

The foregoing types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to any property of the con-tractor, its officers, agents, servants, and employees, or any other person, arising from an incident to the Contractor’s performance of this contract. The Contractor shall hold harmless and indemnify the Government from any and all claims arising there from, except in the instance of gross negligence on the part of the Government.

The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

Government as Additional Insured: The general liability policy required of the Contractor shall name “the United States of Amer-ica, acting by and through the Department of State”, as an additional insured with respect to operations performed under this contract.

Insurance-Related Disputes: Failure to agree to any adjustment contemplated under this contract regarding insurance shall be a dis-pute within the meaning of the clause in Section I, 52.233-1, Alternate 1, Alternate I, “Disputes”. However, nothing in this clause shall excuse the Contractor from proceeding with the work, including the repair and/or replacement as herein above provided.

Time for Submission of Evidence of Insurance: The Contractor shall provide evidence of the insurance required under this contract within three (3) calendar days AFTER contract award. Failure to timely submit this evidence, in a form acceptable to the Contracting Officer, may result in rescinding or termination of the contract by the Government.

H.3 PUBLIC RELEASE OF INFORMATION

There shall be no press release of information or photographs concerning any aspect of the design, construction, or other services re-lating to this contract, or other documents resulting there from, without the written prior approval of the Contracting Officer.

H.4 DOCUMENTS – OWNERSHIP AND USE

Ownership and Use of Drawings, Specifications and Models

Ownership. All specifications, drawings, and copies thereof, and models, are the property of the Government.

(a) Use and Return. Unless otherwise provided in the contract, documents described above are not to be used by other than the Contractor on any other work. With the exception of the signed Contractor set, additional copies thereof provided to or made by the Contractor are to be returned or suitably accounted for by the Contractor upon final completion of the work.

(b) Supplemental Documents. The Contracting Officer shall furnish from time to time such detailed drawings and other informa-tion as is considered necessary, in the opinion of the Contracting Officer, to interpret, clarify, supplement, or correct inconsistencies, errors or omissions in the Contract documents, or to describe minor changes in the work not involving an increase in the contract price or extension of the contract time. The Contractor shall comply with the requirements of the supplemental documents, and unless prompt objection is made by the Contractor within seven (7) business days, their issuance shall not provide for any claim for an in-crease in the Contract price or an extension of contract time.

(c) Record Documents. The Contractor shall maintain at the project site a current marked set of Contract drawings and specifica-tions indicating all interpretations and clarification, contract modifications, change orders, or any other departure from the contract re-quirements approved by the Contracting Officer, and a complete set of record shop drawings, product data, samples and other submit-tals as approved by the Contracting Officer.

H.5 RISKS

The Contractor assumes the risk of loss or damage to and/or destruction of, completed or partially completed work performed under this contract, and materials delivered to the site.

The Contractor shall indemnify and save harmless the Government from and against all claims, damages, losses and expenses, direct, indirect or consequential arising out of or resulting from any act or omission of the Contractor, its agents, employees, or any subcon-tractor, in the execution or protection of the work. The Contractor’s assumption of liability continues independent of the insurance policies.

Failure to agree to any adjustment contemplated under this provision shall be a dispute within the meaning of the disputes clause.

However, nothing in this clause shall excuse the Contractor from proceeding with the work, including the repair and/or replacement as herein provided.

H.6 ORDER OF PRECEDENCE

In addition to the provisions of contract clauses 52.215-8, Order of Precedence—Uniform Contract Format (Oct 997), and 52.236-21, Specifications and Drawings for Construction (Feb 1997), the following order of precedence shall apply:

Any inconsistency among the Contract Documents shall be resolved by giving precedence in the following order: In case of differ-ences between small and large scale drawings the latter will govern.