Logistical Support for Participants in the National Research Summit
Federal Business Opportunities (FBO)
SOURCES SOUGHT NOTICE
1. Solicitation Number: HHS-NIH-NIDA-SSSA-SS-17-410
2. Title: Logistical Support for Participants in the National Research Summit
3. NAICS Code: 541990 - All Other Professional, Scientific, and Technical Services
4. Description:
This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement.
This notice is issued to help determine the availability of qualified companies technically capable of meeting the Government requirement and to determine the method of acquisition. It is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals or quotes. No award will be made as a result of this notice. The Government will NOT be responsible for any costs incurred by the respondents to this notice. This notice is strictly for research and information purposes only.
Background: The National Research Summit on Care, Services, and Supports for Persons with Dementia and Their Caregivers has the following objectives/outcomes:
• Accelerate the development, evaluation, translation, implementation and scaling up of strategies to improve quality of care and outcomes across settings, including quality of life and the lived experience of persons with dementia, family members, and caregivers.
• Create recommendations for research priorities to inform Federal agencies, foundations, and other private sector organizations.
• Identify evidence-based programs, strategies, and approaches that can be used now to improve care and services.
• Generate research milestones to track and guide acceleration and advancement of evidence-informed care and services.
Purpose and Objectives: The Summit is being organized to support the goals of the NIH. The organizers of the Summit wish to invite researchers and other stakeholders who will contribute to the understanding of the issues surrounding care, services and support for persons with dementia and their caregivers. The proposed contract will facilitate the travel of approximately 45 invited participants, to include arranging air or rail travel; lodging; and participant reimbursements of per diem and actual, approved travel expenses.
Requirements:
General Requirements
The National Institute on Aging (NIA), Division of Behavioral and Social Research (BSR), requests travel logistical support for approximately 45 invited participants in the October 16-18, 2017, meeting entitled "National Research Summit on Care, Services, and Supports for Persons with Dementia and Their Caregivers" to be held in the NIH Natcher Building in Bethesda, Maryland.
Specific Requirements:
The contractor shall perform the following tasks:
Task A: Progress Reports
The contractor shall meet monthly with the NIA BSR project officer, or more frequently if so requested by contractor or project officer, in person or by phone, to discuss progress on the task, including identifying problems and solutions therefor.
Task B: Travel Support
• Contractor shall provide travel logistical support for approximately 45 invited participants in the Summit, consisting of arranging air or rail travel; lodging; and participant reimbursements of per diem and actual, approved, out-of-pocket travel expenses. Arrangements for invited participants should be made in a timely fashion, well in advance of travel, with the objective of avoiding any concerns on the part of the invited participants.
• Contractor shall reserve a block of hotel rooms in the Bethesda, Maryland, area, in close proximity to the NIH Campus. Most invited participants will require two-nights of lodging; approximately 25% of participants will require three nights of lodging. Project officer will provide to Contractor the names of invited participants and how many nights of lodging each requires.
• Contractor shall communicate with participants as necessary to advise on specific travel expenses that are approved, assist with travel reservations, confirm lodging dates and reservation, provide directions to the hotel, the Summit location, etc. Contractor will respond to inquiries from participants about logistics.
• Contractor will provide the approximately 45 participants with an information package that includes meeting location and meeting schedule, hotel, transportation options (include Metro map and map of Bethesda), list of local restaurants, etc.
Contractor shall provide participants with an expense form and return envelope, and request participants to promptly submit their actual, approved, out-of-pocket travel expenses. Contractor shall reimburse participants in a timely fashion (within one week of receiving travel expenses from participant).
Delivery or Deliverables: Monthly progress report as described in Statement of Work (SOW). Travel arrangements accurately completed in a timely fashion as described in SOW. Key contractor personnel should be experienced, and be able to demonstrate success, in the areas of meeting planning and travel logistics.
Confidentiality of Information: The Government will provide traveler names and contact information to the contractor. Any data of a personal nature about the individuals is confidential. Contractor should not release, disclose, disseminate, or publish any information about the travelers.
Anticipated period of performance: From the date of the award through December 31, 2017.
Other important considerations: Contractor shall meet with NIA BSR Project Officer monthly, or more frequently if requested by either, in person or by telephone, to discuss accomplishments, problems, resolutions, etc.
Capability statement /information sought. Please provide a capability statement, this includes:
• Provide evidence the respondent has performed services.
• Provide evidence of similar previous contracts of research of the same magnitude.
• Information regarding (a) staff expertise, including their availability, experience, and formal and other training; (b) current in-house capability and capacity to perform the work; (c) prior completed project of similar nature; (d) corporate experience and management capability; and (e) examples of prior completed Government contracts, references, and other related information.
Please provide your DUNS number, organization name, address point of contact, and size and type of business (e.g., 8(a), HubZone, etc.,) pursuant to the applicable NAICS code and any other information that may be helpful.
One (1) copy of the response is required and must be in Microsoft Word or Adobe PDF format using 11-point or 12-point font, 8-1/2" x 11" paper size, with 1" top, bottom, left and right margins, and with single or double spacing.
The information submitted must be must be in and outline format that addresses each of the elements of the project requirement and in the capability statement /information sought paragraphs stated herein.
The response is limited to one to two (1-2) page limit. The 1-2 page(s) do not include the cover page, executive summary, or references, if requested.
All responses to this notice must be submitted electronically to the Contract Specialist and Contracting Officer. Facsimile responses are NOT accepted.
The response must be submitted to Danielle R. Brown, Contract Specialist, at Danielle.brown2@nih.gov.
The response must be received on or before Monday, June 5, 2017 at 12:00PM, Eastern Standard Time.
"Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work.
Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.
Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s)."
Danielle R. Brown, Contract Specialist, Phone 301 480 2385, Email danielle.brown2@nih.gov
