Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in subpart 12.6, as supplemented with additional information inclu... This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii) The solicitation number 36S79724Q0003 is issued as a request for quotation (RFQ). (iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-03. (iv) This solicitation is a 100% Service-Disabled Veteran Owned Small Business Set-aside. The NAICS code associated with this solicitation is: 561920. The size standard is: $20M. (v) Line Items are as follows: (vi) Description of requirements for the items to be acquired Please see following PWS. (vii) Date(s) and place(s) of delivery and acceptance and FOB point. Department of Veterans Affairs OPAL/National Acquisition Center Bldg 37 1st Avenue, One Block North of Cermak Hines, IL 60141 Date of Delivery: Target time frame is between 3 March 28 March 2025. Please include delivery schedule with quote. (viii) The provision at 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition and a statement regarding any addenda to the provision. ADDENDUM to 52.212-1 Instructions to Offerors Commercial Products and Commercial Services. Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The following provisions are incorporated into 52.212-1 as an addendum to this solicitation: Quote submission requirements: Quotes must be received by the deadline listed on page one of the Combined Synopsis/Solicitation Notice. Any questions should be submitted to Brandy Hudson at brandy.hudson@va.gov by 1630 EST 14 June 2024. In order to be considered responsive, the quote must include the following information: Firm fixed priced quote for all services as detailed on the schedule and performance workstatement (PWS). See PWS paragraph 12 for more information on pricing. The contractor must provide and clearly state the fixed price quote that will be evaluated for the government s order AND an estimated range of the fee the contractor intends to charge non-government attendees. The contractor shall provide at least three options for conference dates for the government s evaluation and consideration. See PWS paragraph 5 for more information. The contractor shall provide at least three past performance references for relevant projects of similar size and scope. Past performance references must include: project scope, dates of performance, project customer point of contact name and email. 4. The completed provision at VAAR 852.219-75. (ix) The provision at 52.212-2, Evaluation-Commercial Products and Commercial Services applies to this acquisition. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: The government will evaluate the quoted fixed price and the contractor s past performance record, including records available to the Government through the Contractor Performance Assessment Reporting System. The Government will make a determination of past performance relevancy. Relevancy means the same or similar scope of magnitude and work as the current effort. Only relevant past performance will be evaluated. Past performance will be rated acceptable or unacceptable. Only contractors with acceptable past performance ratings will be evaluated for best value. The best value determination will be made by considering price, estimated contractor fee range, and available conference dates. Combined, past performance and available conference dates are considered more important than price. The government will award one contract to the quote that provides the best value to the government. (x) Offerors must include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services, with its offer. (xi) The clause at 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition and a statement regarding any addenda to the clause. (xii) The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Products and Commercial Services, applies to this acquisition and a statement regarding which, if any, of the additional FAR clauses cited in the clause are applicable to the acquisition. The following FAR clauses cited in FAR 52.212-5 are applicable to this acquisition: 52.219-27 Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (SEP 2021) 52.219-28 Post Award Small Business Program Representation (SEP 2021) 52.222 19 Child Labor Cooperation with Authorities and Remedies (JAN 2022) 52.222 26 Equal Opportunity (SEP 2016) 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014) 52.222-37 Employment Reports on Veterans (JUN 2020) 52.222-50 Combating Trafficking in Persons (NOV 2021) 52.223-15 Energy Efficiency in Energy-Consuming Products (MAY 2020) 52.232-33 Payment by Electronic Funds Transfer System for Award Management (OCT 2018) (xiii) The following additional contract requirements and terms and conditions are applicable to this requirement: VAAR 852.219-73 VA Notice of Total Set-Aside for Certified Service-Disabled Veteran Owned Small Businesses (JAN 2023)(Deviation) VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance For Services and Construction (JAN 2023)(Deviation) VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018) VAAR 852.201-70 Contracting Officer s Representative DEC 2022 VAAR 852.203-70 Commercial Advertising May 2018 (xiv) A statement regarding the Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this solicitation. (xv) The date, time and place offers are due: Date quotes are due: 14 June 2024 Times Quotes are due: 1630 EST Submit Quotes to: Brandy Hudson brandy.hudson@va.gov (xvi) The name and telephone number of the individual to contact for information regarding the solicitation. Brandy Hudson 708-786-5220 brandy.hudson@va.gov Performance Work Statement (PWS) Department of Veterans Affairs National Acquisition/Strategic Acquisition Center (NAC/SAC) Industry Conference Office of Procurement, Acquisition and Logistics (OPAL). 1. Introduction: The Department of Veterans Affairs (VA), Office of Procurement Acquisition and Logistics (OPAL), National Acquisition Center (NAC) and Strategic Acquisition Center (SAC) requires conference planning, support and execution of services to assist in the planning, scheduling, coordination, and processing of documentation for the 2025 NAC/SAC Industry Conference. The conference serves the current and prospective Industry customer base. The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services necessary to provide conference support as defined in this PWS. The contractor should have experience/past performance that demonstrates event planning and execution of this scope. 2. Background: The organization(s) works with internal and external stakeholders to manage acquisition programs through a wide variety of national contract vehicles to include Federal Supply Schedules (FSS) and Med-Surg Prime Vendor (MSPV). The organizations are responsible for crafting, implementing, and executing a broad range of supply and support service deliverables and contract vehicles for both the VA and Other Government Agencies (OGA s). 3. Objectives: The purpose of the 2025 NAC-SAC Industry Conference is to: 1. Educate and train current and prospective industry partners on existing and projected acquisition processes, policies, and best practices and initiatives directly impacting organizational programs; 2. Gain insight and feedback from industry on current and potential impacts of ongoing policy, workload management, and processes. 3. Provide industry an opportunity to meet one-on-one with organizational Contracting Officers, Contracting Specialists and selected support staff; 4. Engage with Senior organizational, OPAL, and VA Acquisition leaders (in both individual and group venues, 5. Receive information from selected OGA activities on various relevant acquisition topics The estimated attendance total ranges from 600-1000 attendees, including government employees. The event is estimated to cover a two day period from 0800-1700 plus a one-half day registration prior to event commencement. The focus is HEALTHCARE-RELATED SUPPLY AND SERVICE PROVIDERS only. The event planning shall not focus or cater to other industry sectors. Targeting other industry sectors for advertising detracts from the intent of this event. 4. Scope: Includes non-personal professional services, to include finding and selecting a suitable venue, negotiate and block hotel rooms, food and beverage services, systems and software systems support, and audio-visual (AV) support to satisfy this requirement. Attachment 1 and 2 provide a NOTIONAL schedule of briefings and briefing duration for planning purposes. This schedule is subject to change but is based on previous industry engagements. The contractor is expected to provide scheduling to maximize available venue space based on attendee registration for each briefing event. The contractor is expected to plan for flexibility to move events to other rooms if needed, update, or otherwise change rooms to ensure maximum participation with minimum disruption using available and appropriate electronic and/or web-based notification tools and physical signage. Throughout the event, the government will make available organizational Contracting Officer/Contract Specialist (CO/CS) personnel to meet in one-on-one settings in a room dedicated for the activity. The government will provide CO/CS names to the contractor prior to the event. The contractor must facilitate scheduling to interested attendees and ensure meeting space availability. The contractor may set/charge registration fees for non-government attendees. It is recommended this occur using the event website as outlined in this PWS. Government attendees will register/attend free of charge but are responsible for their own lodging/transportation. The contractor is required to ensure the venue is not oversold/overbooked based on facility occupancy limits. 5. Period of Performance (PoP): The PoP is for a single base period. The contract PoP is from the date of award through final deliverable. The target timeframe for the event is between 3 March and 28 March 2025. Event is notionally planned for two days plus one half-day for registration but is flexible based on the robustness of the schedule. Dates must be contiguous and not start/end on a Monday or Friday. 6. Tasks: Task 1 Advertisement and Materials 1. The Contractor shall develop and maintain an event website. The website will contain, at a minimum, all briefings and event-related material and make available for public download no later than the end date of the event and remain available for at least 60 days after the event conclusion. 2. The Contractor shall distribute, collect and report a customer satisfaction survey for each workshop. 3. The contractor shall advertise the event using appropriate method, but as a minimum will maximize web-based tools and methods. The government will provide listings of current organizational contract holders. The contractor is to focus on the target demographic of HEALTHCARE RELATED SUPPLY AND SERVICE PROVIDERS only. Task 2 Registration and Support: 1. The Contractor shall provide a web-based registration and support platform to plan and organize for the event during the selected POP. Onsite registration and support is required and covered in paragraphs entitled meeting space and #11 of this PWS. 2. The Contractor shall coordinate the event planning with the COR 3. The Contractor shall provide support reports and status regarding registration and coordination with the selected venue facilitators for briefing, symposium, one-on-one, and breakout areas as required. 4. The contractor shall provide technical, managerial, and administrative tasks in support of planning and execution of the event. 5. The contractor shall prepare and print symposium materials such as, but not limited to, name tags and signage necessary to host the event. 6. The Contractor shall maintain databases of attendees to include names, company, e-mail and phone. 7. The Contractor shall provide multimedia capability to promote program objectives during the event and provide a plan as outlined in Table 8, Deliverable Schedules. Task 3 Reports: 1. The Contractor may suggest any changes to the Delivery Schedule (See section 8 of the PWS) at the post award conference. Delivery Schedule shall be subject to final government approval. government will modify approved changes to the Delivery Schedule into Section 8 of the PWS. 2. The contractor shall maintain and submit a milestone schedule status report (see section 8 of the PWS) by the last Friday of every month after award to the Contracting Officer and Contracting Officer Representative. Within 60 days of scheduled event, frequency will increase to weekly every Friday. Report shall include milestones active/missed, actions taken, achievements, recommendations and problem statement/mitigations. Task 4 Hotel and Event Room 1. Contractor shall identify and recommend a hotel to accommodate approximately 600-700 vendor personnel requiring rooms. Approximately 30 VA personnel will require rooms (out-of-town travelers). The remaining approximately 100 are local VA personnel and will not require rooms. The hotel is preferred to be located near O Hare Airport in Chicago, within 5 miles distance being optimal, but not mandatory. Other proposed venue locations must be approved by the government. 2. The Contractor shall identify and recommend a hotel or facility having sufficient rooms to accommodate at least one mass attendance (all attendees) and sufficient rooms to accommodate smaller sessions consisting of 50-100 participants, or based on session sign-ups. There should be one room available for executive staff to accommodate no more than 10 personnel for ad-hoc meetings or calls. There should be one room dedicated for one-on-one meetings for the duration of the event. Space will be provided preferably within the hotel or within short walking distance as approved by the government. Free wifi must be available for conference attendees for all areas of the event. 3. The lodging rates should include rooms available within the Government Per Diem rates IAW Federal Travel Regulation, Chapter 301 Section 11.30. for non-local government attendees. 4. Hotel should accept state and local tax exempt forms for government travelers to submit as this travel constitutes official business of the Federal Government. 5. The Contractor must propose for use a facility that is compliant with the requirements of Hotel and Motel Fire Safety Act of 1990 (PL 101-391)(15 U.S.C. 2201 et. Seq) and is listed on the U.S, Fire Administration Hotel National Master List found at (www.usfa.fema.gov/hotel/search.cfm) and the System for Award Management website (www.sam.gov). Venue/Facility must be ADA compliant. Meeting Space: One general session room sufficient to accommodate all attendees. Seating arranged to provide audience an unobstructed view of the presenter(s). Sufficient breakout rooms to accommodate scheduled sessions and registered attendees for those sessions. A notional list of daily sessions and duration is provided by the government at Attachment 1 and 2. The contractor must adjust seating/room size based on attendance, based on registration estimates to include last minute registrants. Registration area in close proximity to the general session room. Registration should be open the day prior to the event (Tuesday) from 1200-1700, and the morning of the first day (Wednesday) from 0700-1200. The registration area shall include all appropriate computer, power, and contractor personnel support. Other Requirements: The contractor shall provide and arrange all audiovisual equipment such as laptop computers, projectors, screens, speaking podium, and electrical connections, and audio support for the presenters. The contractor shall provide a facility space diagram and capacity chart. Facility space diagram shall also be made available as a physical diagram and online map for attendees. The contractor shall provide descriptive information on the registration website when available about the hotel and surrounding area, distance from public transportation, and a listing of eating establishments within a short walk. The contractor shall provide other pertinent information about the hotel on the registration website when available such as parking fees, any shuttle services (complimentary or not) and approximate costs of transportation to/from the airport. Parking for govt. employees should be free of charge or at a reduced rate. Any costs must be reviewed by the COR and approved by the CO prior to award. Contractor must provide badges/lanyards for attendees to pickup during registration. This includes both contractor, conference attendee, and government employees. Task 5 Food and Beverage Service: 1. Contractor shall identify, recommend, and provide a light snack (to include beverages) during mid-morning and mid-afternoon for both days of the event sufficient for all attendees 2. The snack shall be available to coincide with scheduled break periods (morning and afternoon) 3. The contractor shall provide working lunch options to the COR for review/approval prior to distribution. Dietary restricted options should be included. 4. The contractor shall ensure working lunch is provided on both days to accommodate all attendees 5. The contractor shall provide a per-person registration fee for food and beverage service (to include working lunch for both days) as a separate line item for government attendees. Industry attendee s food and beverage costs should be included in the registration fees. 7. Quality Assurance Surveillance Plan (QASP): Performance Objective Standard Performance Threshold Method of Surveillance The Contractor shall develop all Marketing Materials as outlined in Task 1 Timeliness and Quality in accordance with deliverables schedule No more than two revisions allowed per document Inspection by the COR by reviewing documents The Contractor shall provide registration support and organize the event as outlined in Task 2 Timeliness and Quality in accordance with deliverables schedule Check-in not to exceed 5 minutes per attendee Spot Inspection by the COR to ensure lines move The Contractor shall submit project status reports as outlined in Task 3 Timeliness and Quality in accordance with deliverables schedule Furnish 95% of the time on time IAW the PWS Inspection by the COR 8. Deliverable Schedules: PWS Section Deliverables Due Date Medium/Format Submit/Present to 6.1.1 Conference Program 10 Days Prior to event Online COR 6.1.2 Customer Satisfaction Survey 10 Days Prior to event Online Review and approval by the COR 6.1.3 Event Website Minimum 90 Days Prior to event Online COR 6.1.4 Event Advertising Minimum 90 Days Prior to event Online COR 6.2.1 Registration and Support 60 Days Prior to event Online COR 6.2.3 Facilities Minimum 60 Days Prior to Event Various COR 6.2.5 Symposium Materials 30 Days Prior to Event As necessary COR 6.2.6 Attendee Database 5 Days Prior to Event, 2nd at noon on day of event, final 2 days after event. Online COR 6.2.7 Multimedia support Plan 5 Days Prior to Event Various COR 6.3 Reports As specified in Task 3 Various COR 9. QASP Additional Information: The government will evaluate the contractor s performance under this contract in accordance with Section 7 of this PWS. This plan is primarily focused on what the contractor must do and how the government will ensure the contract is performed in accordance with performance standards. It defines how performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). 10. Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor s quality control program is the means by which it assures itself that its work complies with the requirements of the contract. At a minimum, the contractor shall develop quality control procedures that address the areas identified in Section 7, Quality Assurance Surveillance Plan (QASP) . 11. Hours of Operation/Place of Performance: The contractor is responsible for performing work to support the delivery of the conference. The contractor shall always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS for the above requirements. Hours of operation are at the contractor s discretion with the exception of attendance at phone meeting, face-to-face meetings, and performance at the event. During the event, the contractor shall be prepared to operate with the event schedule as follows: Day prior - 12:00 P.M. 5:00 P.M. On-site registration and check-in Day One - 7:00 A.M. 5:00 P.M. Check-in, registration (0700-1200) and Events (starting at 0800) Day Two - 7:00 A.M. 5:00 P.M. Events (starting at 0800) Registration area(s) must be available as indicated during the hours above. All briefing/forum/general session rooms must be available by 0700 on Day One of the event. 12. Pricing: The government will issue an order based on a firm fixed priced quote for all requirements included in this PWS. The quote shall include all costs for government employees, except facility parking fees. Non-government attendee costs should not be included in the fixed price quote. The contractor shall propose a registration fee for non-government attendees that will be charged by the contractor directly to non-government attendee. The government expects the fees charges to non-government attendees be reasonable, realistic, and consistent with current industry trends to ensure the contractor can attract non-government attendees. If parking cannot be provided free of charge for government employees, a discounted rate must be approved by the CO. Parking fees for government employees will be paid by the individual attendees directly to the facility. Final non-government registration fees will be reviewed by the CO prior to any fees being charges to non-government attendees. 13. Post-Award Meeting: The contractor shall attend a post-award meeting within three (3) days of contract award. Additionally, the CO, COR, and other government personnel as appropriate shall meet periodically with the contractor to review performance. The meeting will be held by phone and/or video conference. The contractor shall apprise the government of any problems or issues of performance risk. Immediate and appropriate action will be taken to resolve outstanding issues. 14. Executive Manager: The contractor shall provide an executive manager who is responsible for the performance of the work. The person s name (and alternate) will be designated in writing to the CO. The executive manager and alternate will have the full authority to act for the contractor on all contract matters relating to the daily execution of this agreement. 15. Identification of Contractor Employees: All contractor personnel at the event are required to identify themselves as such to avoid creating the impression of government representation. They must ensure all reports, documents, and electronic communications are suitably marked as contractor products or that contractor participation is appropriately disclosed. D.2 ATTACHMENT 1 NOTIONAL BRIEFING TOPICS AND DURATIONS Topics from Industry Last years that were voted for again Service Est. Briefing Time #/per day FSS Services FSS 45 min 2 FSS Services cost per test FSS 45 min 2 FSS Services laboratory testing FSS 45 min 2 Best value justification FSS 45 Min 2 Submitting an Offer FSS 3 contiguous 45 minute blocks, noting this is a three part series, attendance to sessions one and two are strongly recommended 1 Contract Administration Basic FSS 45 min 2 Contract Administration Advanced FSS 45 min 2 Negotiations FSS 45 min 2 Contract Extensions FSS 45 Min 2 Website Information/Tools BRS/FSS 45 Min Continuous NAC E-Tools (CCST and FSS websites) BRS/FSS 45 Min 2 CPARS FSS/NCS 45 Min 2 Product Scope Determinations FSS 45 Min 2 RFM/Modifications/Expedited Modification Processing FSS 45 Min 2 Pharmaceuticals  Standardization, Repackaging, Specialty Pharmaceuticals NCS 45 Min 1 Subcontracting/Subcontracting Plans SBS 45 Min 1 HTME Laundry NCS 30 Min 1 HTME Contracts NCS 30 Min 1 Trade Agreement Act Briefer: Customs & Border Patrol FSS/CBP 45 Min 1 Public Law Update OGC/FSS 45 Min 1 OIG Audit Review Process OIG 45 Min 1 Public Law 102-585, Covered Drugs OGC/FSS 45 Min 1 Subsistence Prime Vendor NCS 30 Min 1 Pharmaceutical Prime Vendor NCS 30 Min 1 HTME Ordering Process and PACS NCS 45 Min 1 Reverse Distribution NCS 30 Min 1 Senior Leader Perspectives Various Topics Front Office/Invited SES s 45 Min Once at Opening Other Suggested Topics-Briefers OSDBU s Direct Access Program OSDBU 45 Min 1 SBA overview Services we offer SBA 45 Min 1 SBA eSRS training SBA 45 Min 1 PTAC overview PTAC 45 Min 1 Local VISN briefing (local requirements) VHA 45 Min 1 OGC Current acquisition topics OGC 45 Min 1 GSA Our role in VA procurement GSA 45 Min 1 CBP substantial transformation 45 Min 1 OPAL Reorganization, objectives and impacts OAO 45 min 1 D.3 ATTACHMENT 2 NOTIONAL SCHEDULE - Should accommodate D.2 Events 2025 Department of Veteran Affairs National Acquisition Center Industry Days NOTIONAL SCHEDULE DAY 1 - 7:00AM Registration Opens 8:00AM 8:15 AM Welcome Remarks 8:15 AM General Session 9:00AM 9:45AM Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions 9:45AM 10:00 AM Networking Break Coffee/Beverage/Snack 10:00 AM 10:45 AM Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions 10:45AM 10:50AM Networking Break 10:50 AM 11:50 AM Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions 11:50AM 1:00PM Networking Lunch Keynote Address 1:10PM 1:50PM Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions 1:50PM 2:00PM Networking Break 2:05PM 2:50PM Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions 2:50PM 3:00PM Networking Break Beverage/Snack 3:05PM 3:50PM Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions 3:50PM 4:00PM Networking Break 4:05PM 5:00PM Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions DAY 2 Agenda is subject to change 8:00AM 8:50AM Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions 9:00AM 9:50AM Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions 9:45AM 9:55AM Networking Break Coffee/Beverage/Snack 9:55 AM 10:45AM Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions 10:45AM 11:00 AM Networking Break 11:00 AM 11:45AM Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions Breakout Sessions 11:50AM 1:00PM Networking Lunch Keynote Address 1:05PM 1:50PM Breakout Sessions One-on-Ones Breakout Sessions One-on-Ones Breakout Sessions One-on-Ones Breakout Sessions One-on-Ones Breakout Sessions One-on-Ones 1:50PM 2:00PM Break Beverage Refreshments 2:05PM 2:50PM Breakout Sessions One-on-Ones Breakout Sessions One-on-Ones Breakout Sessions One-on-Ones Breakout Sessions One-on-Ones Breakout Sessions One-on-Ones Breakout Sessions One-on-Ones 2:50PM 3:00PM Break 3:05PM 3:50PM Breakout Sessions One-on-Ones Breakout Sessions One-on-Ones Breakout Sessions One-on-Ones Breakout Sessions One-on-Ones Breakout Sessions One-on-Ones