Naturalization Ceremonies

Added: Sep 20, 2010 8:45 am US Citizenship and Immigration Services (USCIS) has a requirement to conduct Naturalization Ceremonies in San Francisco, CA for five-years, starting in October 2011. Approximately 21 ceremonies are expected to be required each year with the dates to be determined in years 2-5. Multiple award Indefinite-Delivery/Indefinite-Quantity contracts are being considered for this requirement.

The facility needs to accommodate approximately 1,300 citizens and 1,100-1,400 guests.
Ceremonies require that the citizens' seating area be separated from the guests. Approximately 40 government and contract employees participate in each ceremony requiring VIP parking for 4-6 government cars. Minimal set-up time (30 minutes) and the processing of applicants would begin approximately 2 hours before the formal ceremony begins. The formal ceremony is approximately 30 minutes long, followed by an additional 30 minutes to distribute certificates. The total estimated time we would need access to the facility would be approximately 4 hours. The preferred block of time that the ceremony would take place is between 7:30 am - 11:30 am.

There is a need for space for the applicants to queue, as a government employee will need to speak with each applicant while checking paperwork. After initial check-in, applicants are directed to the seating area where paperwork is collected. A minimum of 6 tables with seating for 2 staff at each table to support the check-in process and a small area similar to a coat check type space is preferred to conduct a back-end review process with selected individuals as required.

The facility should have audio-visual capability in order to show several short presentations (DVD). The projector must have sufficient lumen capacity to project a standard DVD clearly onto the screen.

Access to a separate "green room" facility is preferable in order to brief speakers and other guests prior to the ceremony.

In addition to the rental of the facility itself, the rental shall include the following:

Staging cost
Raised stage with podium, microphone, and 2 draped tables and chairs
US and California flags
Easels, stanchions, and ropes
Chair set up for 2,500-3,000 attendees
6-8 tables with chairs set up in the lobby area
Audio-Visual costs
Clean-up Fee
Fire Marshall Inspection Fee
Lighting inside
Storage closet to store Naturalization pamphlets (Not mandatory)

Preference is for a facility located within the San Francisco city limits, but other venues no further than 8 miles by road will be considered if necessary.

In addition, the facility must be accessible by public transportation and public parking must be available in the area. Parking costs will not be provided by USCIS under this contract; parking costs will the responsibility of the public.

Although there is flexibility in selecting the final dates of the ceremonies, we have a preferred list of dates for fiscal year 2011:
10/20/10 Wednesday
11/10/10 Wednesday
11/23/10 Tuesday
12/15/10 Wednesday
01/05/11 Wednesday
01/25/11 Tuesday
02/09/11 Wednesday
02/23/11 Wednesday
03/09/11 Wednesday
03/23/11 Wednesday
04/13/11 Wednesday
04/26/11 Tuesday
05/11/11 Wednesday
05/18/11 Wednesday
06/08/11 Wednesday
06/22/11 Wednesday
07/06/11 Wednesday
07/26/11 Tuesday
08/17/11 Wednesday
09/07/11 Wednesday
09/27/11 Tuesday

Due to staffing issues, Mondays and Fridays are not desirable for ceremonies.

This requirement will be procured using FAR Part 12 Acquisition of Commercial Items and FAR Part 15 Contracting by Negotiation. The solicitation, which will contain the Statement of Work (SOW) and evaluation factors, is expected to be posted to the Federal Business Opportunities (FedBizOpps.gov) Website no sooner than September 24, 2010.