Conference Planning-NHLBI Retreat

This synopsis is a request for competitive proposals. Interested parties may identify their interest and capability to respond to this notice. Responses to this notice shall contain sufficient information to establish the interested parties’ bona-fide capabilities for fulfilling the requirement and include: unit price, list price, shipping and handling costs, the delivery period after contract award, the prompt payment discount terms, the F.O.B. Point (Destination or Origin), the  Unique Entity ID (UEI) , the Taxpayer Identification Number (TIN), and the certification of business size. All offerors must have an active registration in the System for Award Management (SAM) www.sam.gov. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. The information received will normally be considered solely for the purposes of determining whether to proceed on a non-competitive basis or to conduct a competitive procurement.   

All responses must be received by 10/31/2023 at 12:15 EST and must reference synopsis number NHLBI-RTBD-24-000001 . Responses shall be submitted electronically to robert.brown@nih.gov & trevin.skeens@nih.gov. Responses will only be accepted if dated and signed by an authorized company representative. All responsible sources may submit a bid, proposal, or quotation which shall be considered by the agency.

Submissions must include separate pricing for the space reservation and services.
Offers will be evaluated for the best value to the government on the basis of Tecnical Capability, Past Performance, & Cost of services and then cost of venue.

STATEMENT OF NEED

Background Information

The basic objective of this research Retreat is to provide fellows opportunities to practice presentation skills and collaborate with other scientists at NHLBI. The annual Research Retreat occurs in early spring each year to provide fellows an opportunity to plan, prepare, and present their work. Also, this year, we have two keynote speakers who are the leaders in their field and they will provide valuable information as well as the opportunity to network with our fellows. Fellows will present oral and poster presentations.

Purpose and Objectives for the Procurement

NHLBI will need a day meeting package for 330 people on Friday, March 8th, 2024.

Contractor Requirements

• Work with Justine Dawes, a program analyst of the office of Education by regular phone meetings/in-person meetings to provide site visit and layout for the floors.
• Arrange space reservation with a conference space within 10 miles of  9000 Rockville Pike, Bethesda MD
• Perform note taking throughout the meetings and follow up with Office of Education
• Support all the administrative needs of the Research Retreat on March 8th, 2024 by writing the contract, providing layout and places for speakers
• Check in with Office of Education to follow up on all the needs requested

Contractor shall:

• Provide day meeting package for 330 people. Day meeting package includes :
  • One (1) Conference Meeting Room
  • Two breakout rooms
  • Standard Audio Visual Package (noted below) for Main Conference Room, and administrative fee*.
  • Pricing for additional (breakout) rooms and audio visual needs will apply separately.
• Provide audio visual:
  • One Basic LCD Projector Package for General Session
  • One Standing Podium with microphone package and one wireless handheld microphone
  • 1 Stage
  • Computer Audio Kit
  • AV Technician (set/ run/ strike)
  • 3 Flip Charts with Pad and Markers
  • Wireless Internet Service for 330 pp
• Provide close proximity:
  • Within walking distance of public transportation, less than 10 miles from NIH campus

Government Responsibilities

The Government will: coordinate with contractor to make sure all the items in contract are available on March 8th.  

This synopsis is a request for competitive proposals. Interested parties may identify their interest and capability to respond to this notice. Responses to this notice shall contain sufficient information to establish the interested parties’ bona-fide capabilities for fulfilling the requirement and include: unit price, list price, shipping and handling costs, the delivery period after contract award, the prompt payment discount terms, the F.O.B. Point (Destination or Origin), the  Unique Entity ID (UEI) , the Taxpayer Identification Number (TIN), and the certification of business size. All offerors must have an active registration in the System for Award Management (SAM) www.sam.gov. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. The information received will normally be considered solely for the purposes of determining whether to proceed on a non-competitive basis or to conduct a competitive procurement.   

All responses must be received by 10/31/2023 at 12:15 EST and must reference synopsis number NHLBI-RTBD-24-000001 . Responses shall be submitted electronically to robert.brown@nih.gov & trevin.skeens@nih.gov. Responses will only be accepted if dated and signed by an authorized company representative. All responsible sources may submit a bid, proposal, or quotation which shall be considered by the agency.

STATEMENT OF NEED

Background Information

The basic objective of this research Retreat is to provide fellows opportunities to practice presentation skills and collaborate with other scientists at NHLBI. The annual Research Retreat occurs in early spring each year to provide fellows an opportunity to plan, prepare, and present their work. Also, this year, we have two keynote speakers who are the leaders in their field and they will provide valuable information as well as the opportunity to network with our fellows. Fellows will present oral and poster presentations.

Purpose and Objectives for the Procurement

NHLBI will need a day meeting package for 330 people on Friday, March 8th, 2024.

Contractor Requirements

• Work with Justine Dawes, a program analyst of the office of Education by regular phone meetings/in-person meetings to provide site visit and layout for the floors.
• Arrange space reservation with the HILTON WASHINGTON DC / ROCKVILLE HOTEL & EXECUTIVE MEETING CENTER Address: 1750 Rockville Pike I Rockville MD 20852
• Perform note taking throughout the meetings and follow up with Office of Education
• Support all the administrative needs of the Research Retreat on March 8th, 2024 by writing the contract, providing layout and places for speakers
• Check in with Office of Education to follow up on all the needs requested

Contractor shall:

• Provide day meeting package for 330 people. Day meeting package includes :
  • One (1) Conference Meeting Room
  • Two breakout rooms
  • Standard Audio Visual Package (noted below) for Main Conference Room, and administrative fee*.
  • Pricing for additional (breakout) rooms and audio visual needs will apply separately.
• Provide audio visual:
  • One Basic LCD Projector Package for General Session
  • One Standing Podium with microphone package and one wireless handheld microphone
  • 1 Stage
  • Computer Audio Kit
  • AV Technician (set/ run/ strike)
  • 3 Flip Charts with Pad and Markers
  • Wireless Internet Service for 330 pp
• Provide close proximity:
  • Within walking distance of public transportation, less than 10 miles from NIH campus

Government Responsibilities

The Government will: coordinate with contractor to make sure all the items in contract are available on March 8th.