Synopsis DACS17Q1033: Improving Undergraduate STEM Education (IUSE) Panel Meeting
The National Science Foundation (NSF) intends to procure meeting space, sleeping rooms, food, refreshments, and audio visual equipment of a high-quality facility for the 2 day Improving Undergraduate STEM Education (IUSE) Panel Meeting to be held March 13-14, 2017. The meeting space will be required all day Monday and Tuesday. The facility must be locatedwithin Arlington, VA, Alexandria, VA or Washington, DC and within a 10 minute walking distance from a Metro station or provide shuttle bus services to and from the Metro.
MEETING SPACE REQUIREMENT
The facility must provide the following spaces:
One (1) large general session meeting room that can accommodate up to 160 attendees when configured for a theater seating set-up on all meeting days. This large session meeting room must be available at 7:00 a.m. - 9:00 a.m. Monday morning and 10:00 a.m. - 12:00 p.m. Tuesday afternoon.
Twenty-Five (25) break-out group meeting rooms that can each accommodate up to 7 participants with 6 laptops when configured for a conference room set-up. 7 chairs should be available in each room. The rooms should be easily accessible from the large general session meeting room.
All of the meeting space above is to only be utilized by NSF for the duration of the panel meeting. Access should be provided to the rooms through 8p.m. on Monday night; 1 p.m. on Tuesday; Assistance is required on the first and last day of each seminar with loading and unloading heavy boxes of materials. All applicable fees must be included.
SLEEPING ROOMS REQUIREMENT
The facility must provide (or have access to) up to 150 single, private rooms with private baths for the first two nights of the Panel Meeting (Sunday and Monday) Checkout Tuesday. All lodging rooms must be at the same location as the conference facility. Internet connection is required in sleeping rooms. Participants will be responsible for paying for their own sleeping rooms; therefore a sleeping room block is needed. All applicable fees must be included.
Large general session room requirements: one (1) overhead projection screen; one (1) LCD projector configured for use with an NSF-provided laptop; one (1) podium with one (1) podium microphone and one (1) wireless microphone; one (1) portable, hand-held, wireless microphones; and, wireless internet connection needed each day. All applicable fees must be included.
Break-out room requirements: Wireless internet connection needed each day; one (1) flip chart with pad required in each room. All applicable fees must be included.
NSF will be utilizing an outside contractor to handle computer setup.
The hotel shall ensure that all materials, services, products and electronic information and technology provided under this contract are in compliance with Section 508 of the Rehabilitation Act of 1973. All applicable fees must be included.
On day one, morning and afternoon light refreshments are needed for 150 participants. On day two, only morning light refreshments are needed for 150 participants.
The cost of the AM/PM break combined cannot exceed $25 per person, per day, inclusive of ALL fees.
NOTE: Pursuant to the National Science Foundation Authorization Act of 1988, NSF may use appropriated funding for special activities which includes meals and beverages
SUBMISSION OF QUOTATIONS
Quotations must be submitted by 3:00 p.m. (ET) on Monday, February 13, 2017. Submit quotations electronically to firstname.lastname@example.org. It is the offeror's responsibility to ensure that the Contract Specialist received their quotations by the date and time specified.
NSF will make an award decision based on the lowest price AND the contractor's ability to meet the government's requirement which collectively will be considered the best value to NSF.
Point of Contact:
Jannele L. Gosey, Contracting Specialist
Telephone: (703) 292-4445
Fax: (703) 292-9140