This is a SOURCES SOUGHT SYNOPSIS announcement; market survey for information only to be used for preliminary planning purposes. No proposals are being requested or accepted with this synopsis. THIS IS NOT A SOLICITATION FOR PROPOSALS/QUOTES AND NO CONTRACT SHALL BE AWARDED FROM THIS SYNOPSIS. The Department of State, Bureau of Information Resource Management, Information Resource Management,has been tasked to solicit for and award a contract to facilitate the IRM Spring Conference 2009. The type of solicitation to issue will depend upon the responses to this synopsis. No reimbursement will be made for any costs associated with providing information in response to this synopsis or any follow up information requests.



The purpose of this synopsis is to gain knowledge of interest, capabilities and qualifications of various members to compete and perform a Firm Fixed Price Contract. The type of solicitation to issue will depend upon the responses to this sources sought synopsis. The Government must ensure there is adequate competition among the potential pool of responsive contractors.



The tasks of this contract are to:



C. 2. Objective



The objective of the statement of work is to negotiate at a fair price based on the current per diem rate following government policies with a facility, in which this conference can be held; also to obtain a hotel with conference facilities and workshop facilities to hold 145 participants for a 3-day period. The facility should be located within 20-40 minutes drive time from the Dulles International airport and the availability of reasonable shuttle transportation is important. The hotel facilities needed are one main conference hall (approx. 3,000 sq. ft.), one room for a control center/office (600 sq. ft.), and one room to hold 50 people for workshop sessions during the week (approx. 2000 sq. ft.). Breaks with food and drinks in the morning and afternoon would also be necessary. Each meeting room should have a projector, large screen and microphones.



C.3. Support Requirements



1. The main meeting room for 145 attendees set up classroom style with a center aisle. The room must be available Monday (set up) through Friday (break down). The main conference room should have a podium to the left of the screens, one Internet connection, two large projector screens and a public address system with wireless microphones. Water should be available for the speaker at the podium.



2. Additional rooms should include:



One room for a control room set up, available from Monday before conference to Friday the week of the conference. This room should contain a table and chairs for a two-person desk setup, and a phone that dials directly to hotel operator. Internet connectivity should also be available in this room. A Hotel Business Center should be available for making copies if necessary.



One additional room for workshop sessions should be set for 50 people classroom style. They will be used from Tuesday to Thursday.



3. Lodging—Individual participants will be making their own reservations and be on per diem. A hold for 145 rooms (first come first acquired) at per diem would be helpful but not mandatory.



4. Tuesday through Thursday of the conference light refreshments provided in the morning and afternoon. Coffee, tea, water, and sodas should be included. Exact times will be provided in advance of the conference.



5. IRM would like to sponsor/fund a special luncheon on Thursday (May 7, 2009) for all participants.



C.4. Personnel Requirements



The hotel should have a contact person to discuss details of room setup, IT requirements, and the handling of any issues that may arise in assuring a successful conference attendance such as handicap equipment or logistics. Technicians on the hotel staff should include A/V support and computer/internet set up support.



C. 5. Performance Requirements



The providing of all the facilities and IT requirements as stated in C.3 would be considered acceptable performance. The final statement of charges for the US Department of State should be within 2 weeks of the conferences conclusion and any discrepancies should be resolved within 48 hours. Payment shall then be made within 30 days, as is government policy. There will be no advance deposit made.



Any hotel deadlines and/or restrictions should be clearly stated in writing. The cancellation requirements should be mutually agreeable to each party.



Note: The hotel should understand that the invoice/statement of charges should not include any personal expenses for individual attendees. The Federal Government does not purchase alcoholic beverages or entertainment and these items should not be placed on the master statement. Please consult with the conference coordinator if there are any questions on this matter. It would be appreciated if the room rate would be extended to those participants that need to arrive before Monday or depart after Friday. These days are also paid for by the individuals.



The Program Office and/or Task Manager should be kept appraised of progress in all steps along the process.



The Program Office shall review proposals for best value as well as suitability of facilities. The Program Office and/or Task Manager will required inspection of all bidders’ facilities and be involved in the final decision making of this award to make sure all IRM technical requirements are met and the facility provide safe and secure conference accommodations.



C.6. Government Furnished Information



Immediate notification of changes in enrollment or schedule will be communicated to the Hotel Point of Contact. The team will be bringing/or shipping A/V equipment to include a projector, all laptops, microphones, and a video camera.



Note: The Conference equipment will need secure and safe storing from Monday before the conference till shipment back can be arranged. The space provided for storing approximately 12 24x10x17 inch containers is a necessity.



C.7. Contractor furnished equipment



All phone charges should be individually charged with the exception of the fax machine or Internet line charges. These rates/charges should be outlined in the contract.



Notification of any changes in key personnel associated with this contract should be made within 3 business days and is required.



C.8. Schedule



Once the contract is in place, room facilities should be verified and approved by the Conference Coordinator.



The meeting with hotel officials on Friday (May 1, 2009) before the conference should review floor plans, equipment set up, logistics, and facilities. Managers that will be on duty during the conference should be included in the meeting and contact numbers should be provided to Conference Coordinator.



The Conference team will arrive on Monday (May 4, 2009) afternoon before the conference week. The conference team will be setting up in the conference room and control room so classroom seating should be in place prior to their arrival. Monday will be testing connections and final preparations.



The office should be provided near the conference area starting Monday to hand out Welcome Kits to registered attendees.



The workshop rooms should be set up by Tuesday and used through Thursday. Tuesday morning will be the opening of conference. The approximate opening time will be 8:15 a.m.



All schedules for morning and afternoon breaks will be given to hotel in advance.



The statement of charges will include room rental, internet connectivity, A/V rental, one luncheon, and coffee/soda break fees.



FY2009 IRM Conference – May 4-8, 2009

Conference Set up Services – 145 people

Conference Services and A/V Equipment: 435

Estimate Private Dining/Reception: 145 people attending

Breakout Rooms Needed – 3 rooms

Administrative Office Support – 4 individuals



Contractors should prioritize the contract objectives in a way that best achieves the Department of State and Clinical Laboratory mission and goals in a cost-effective manner.



Instructions to Respondents:



Respondents are requested to provide a Capabilities Statement that presents a brief overview of the respondent's ability to perform each of the phases detailed above.



Offeror’s response to this Synopsis shall be limited to 5 pages and shall include the following information:



•Offeror’s name, address, point of contract, phone number and e-mail address

•Offeror’s interest in bidding on the solicitation when it is issued

•Offeror’s capability to meet the tasks as described above



Due to the time constraints on for this requirement, interested Offerors shall respond to this Sources Sought Synopsis no later than 12 pm EST on March 9, 2009. All interested contractors must be registered in CCR to be eligible for award of Government contracts. No telephone calls will be accepted requesting a bid package or solicitation



Contracting Office Address:

P.O. Box 9115

Rosslyn Station

Arlington, Virginia 22219



Place of Performance:

TBD by the facility hosting the conference but must be within a 40 minute radius of Dulles International Airport



Primary Point of Contact:



Ms. Cynthia Harper

Contract Specialist

Harperc@state.gov