SYN SOL.pdf

Request for Quotation Number 1333ND23QNB600070

Combined Synopsis Solicitation

THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS PREPARED IN ACCORDANCE WITH

THE FORMAT IN FAR 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; QUOTATIONS ARE BEING REQUESTED, AND

A WRITTEN SOLICITATION DOCUMENT WILL NOT BE ISSUED.

This solicitation is a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition

Circular 2022-08 effective October 28, 2022.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541611 with a small business size standard of $24.5M. This acquisition is

100% set-aside for small business. Simplified acquisition procedures will be utilized.

Responsible quoters shall provide a quotation for the following line items:

LINE ITEM 0001 – Quantity 1 Job. Site Search and Location Comparison Report in accordance with the statement of work.

LINE ITEM 0002 – Quantity 1 Job. The Contractor shall provide meeting support, sleeping rooms, meeting room space, audio visual equipment, and internet service, for the

Organization of Scientific Area Committees (OSAC) event titled: Team B:

Digital/Multimedia SAC, Medicine SAC, Biology SAC, and Chemistry: Toxicology/Seized Drugs

SAC being held May 15-19, 2023.

All work shall be completed in accordance with the statement of work.

PAYMENT SCHEDULE

Partial payments will be authorized. The Government will negotiate a payment schedule with the successful quoter.

Quoters are invited to propose a payment schedule after noting all of the following:

-All payments must be deliverable based;

-The Government cannot pay more than 15% of the total amount of the award, upon acceptance of the award, or as a “deposit”;

-A significant percentage of the total amount of the award will be held until the final payment.

A proper invoice will be approved for payment if all services required to be completed within the billing period have been successfully completed. The invoice will not be approved for payment if any work was not completed or rejected by the Government.

EVALUATION CRITERIA AND BASIS FOR AWARD

The Government intends to award a purchase order on a technically acceptable/low price basis.

Technically acceptable means:

-The quotation demonstrates that the Contractor can complete all requirements of the statement of work;

-The Contractor demonstrates the capability to secure a venue that will meet all statement of work requirements, including securing lodging rates that are in accordance with Government per diem for the geographic region for the meeting; and

-The Contractor has available staff to provide meeting support for the event.

PRICE

Price shall be evaluated for all quoters whose quotations are determined to be technically acceptable. Price will be evaluated to determine that the total price is consistent with the technical portion of the quotation, and that the quoted price is a fair and reasonable overall price to the Government.

REQUIRED SUBMISSIONS

-The Standard Form 1449, must be executed fully a nd s u b mi t t ed w i t h t h e qu o t at i o n .

T he S t a nd a r d Fo r m 1 4 4 9 ca n b e a c c es s e d at a c q ui s i ti o n . g ov , F e de r a l

A cq u i s i ti o n R eg u l at i o n , S u b p a rt 53.212 Acquisition of commercial products and commercial services SF 1449;

-Acceptance Period - The acceptance period shall not be less than 120 days.

-Concurrence with all terms and conditions of the solicitation. The Contractor shall state in their quotation that they accept all terms and conditions of the solicitation without change, modification, deletion or addition. Exceptions must be clearly documented and proposed changes discussed.

-The Unique Entity Identifier (UEI) for the quoter’s active System for Award Management

(SAM) registration. Quoters must have an active registration at the SAM.Gov website in order for their quotation to be considered for award;

On April 4, 2022, the unique entity identifier used across the federal government changed from the DUNS Number to the Unique Entity ID (generated by SAM.gov).

*The Unique Entity ID is a 12-character alphanumeric ID assigned to an entity by

SAM.gov.

*As part of this transition, the DUNS Number has been removed from SAM.gov.

*Entity registration, searching, and data entry in SAM.gov now require use of the new Unique Entity ID.

*Existing registered entities can find their Unique Entity ID by following the steps at the System for Award Management website.

*New entities can get their Unique Entity ID at SAM.gov and, if required, complete an entity registration.

-If the quoter’s representations and certifications do not reflect the NAICS code governing this solicitation, quoters must submit documentation of their business size in accordance with the small business size standard associated with the

NAICS code governing this solicitation.

-Signature Authority - The person signing the Standard Form 1449 must have the authority to commit the quoter to all of the provisions and clauses of the solicitation, fully recognizing that the Government has the right, by terms of the solicitation, to make an award without discussions.

-For the purpose of determining whether or not the quotation is technically acceptable, the quotation must include:

The Contractor’s technical approach to completing requirements of both line items.

The technical approach must discuss:

i. The actions that will be taken by the Contractor in conducting the site search and what resources will be utilized to identify potential locations in the required geographical region that meet all statement of work requirements;

https://www.gsa.gov/forms-library/solicitationcontractorder-commercial-items

ii. A list of and explanation of topics that the Contractor will consider when negotiating with possible venues;

iii. A discussion of industry changes, if any, that have resulted from COVID-

19;

iv. A discussion of how the Contractor will proceed once the Government provides its written approval of the intended venue;

v. A discussion of what expertise the Contractor has in-house and what expertise must be contracted out in planning and facilitating the meeting;

vi. Identification of the proposed onsite coordinator that possesses experience with large-scale meetings (over 150 attendees) consisting of multiple concurrent activities and breakout sessions;

vi. Any risks the Contractor can identify with respect to the required work and how the Contractor will mitigate those risks.

-The price quotation shall include all of the following:

i. A firm fixed price for each line item;

ii A price breakdown of the firm fixed price for line item 0001 and line item

0002. The price breakdown must include all of the following, as appropriate:

-Fully loaded hourly labor rates, including wages, indirect costs and profit for all labor categories proposed by the Contractor. The quoter must be consistent with their usual accounting practices and procedures and calculate fully loaded labor rates that include only costs considered allowable in accordance with FAR Part 31.

-Labor Category and Level;

-Number of hours;

-Other direct costs listed by category with unit prices and total amount(s);

-Travel, subsistence and local transportation shall be supported with a breakdown which includes: number of trips anticipated, cost-per-trip-per-person, destination(s) proposed, number of person(s) scheduled for travel, mode of transportation, and mileage allowances if privately-owned vehicles will be used;

-Materials: Price breakdown of materials and/or equipment;

-Consultants: If consultants are proposed, state the amount of service estimated to be required and the consultant's quoted daily or hourly rate;

-Subcontracts: If proposed, price information for each subcontractor shall be furnished in the same format and level of detail as prescribed for the prime Contractor.

NOTIFICATION TO QUOTERS

All required approvals associated with Department of Commerce (DOC)/NIST sponsored conferences and meetings have not been obtained for the meeting described in the statement of work. Award cannot be made until all DOC/NIST approvals are obtained. The

Government reserves the right to cancel the solicitation if all required approvals cannot be obtained. The Government will not be responsible for bid and proposal costs or any other costs incurred by any quoter if the solicitation is cancelled.

DUE DATE FOR QUOTATIONS

E-mail quotations are required. All quotations must be submitted via e-mail to Carol A.

Wood, Contract Specialist at Carol.wood@Nist.gov. FAX quotations will not be accepted.

Submission must be received not later than 3:30 p.m. Eastern Time on December 29th, 2022.

A quotation shall be considered received when it is received in the electronic inbox of

Carol Wood not later than the date and time identified herein.

Questions: All questions regarding this notice must be submitted via e-mail to carol.wood@nist.gov not later than December 23rd at 3:30 PM Eastern Time.

PROVISIONS AND CLAUSES

The full text of a Federal Acquisition Regulation (FAR) provision or clause may be accessed electronically at www.acquisition.gov.

The Federal Acquisition Regulation (FAR) and Department of Commerce Acquisition

Regulations (CAR) that are applicable to this solicitation are identified in the document titled Provisions and Clauses.

mailto:carol.wood@nist.gov http://www.acquisition.gov/