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2014 GRADUATION CEREMONY SET-UP & TEAR DOWN

Solicitation Number: DTMA95Q20140090
Agency: Department of Transportation
Office: Maritime Administration (MARAD)
Location: U.S. Merchant Marine Academy (Procurement)
  • Print
:
DTMA95Q20140090
:
Award
:
May 12, 2014
:
DTMA95P20140090
:
$121,759.86
:
ACE PARTY & TENT RENTAL
:
196406896
:
171-27 STATION ROAD

FLUSHING , New York 11358
United States
:
Added: Mar 10, 2014 2:14 pm
 

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format prescribed in Subpart 12.6 of the Federal Acquisition Regulation (FAR), as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The solicitation number stated above, and it is being issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-62, effective December 20, 2012.



The Solicitation number is DTMA95Q20140090 and is issued as a request for quotation (RFQ). The combined synopsis/solicitation will result in a fixed price purchase order for a base year plus one (1) option year.

This requirement is a total set-aside for small business. Offers received from concerns that are not small business concerns shall be considered non-responsive and will be rejected (in accordance with FAR 52.219-06 Notice of Total Small Business Set-Aside which applies to this solicitation).
The associated North American Industrial Classification System (NAICS) code for this procurement is 532490 with a small business size standard of 7.0- Million.

The United States Merchant Marine Academy (USMMA) at Kings Point, New York requires the services of a qualified organization capable of performing Graduation Set-Up and Tear Down for our 2014 Graduation.

The period of performance is from Saturday, June 14, 2014 through Saturday, June 21, 2014. Set-up must be completed by Wednesday, June 18, 2014. Removal of all equipment shall be completed by Tuesday, June 24, 2014.


A pre-bid site tour will be held at the United States Merchant Marine Academy, Procurement Office-Rm 212 Furuseth Hall, Steamboat Road, Kings Point, N.Y. at 10:00 a.m. local time on Wednesday, March 19, 2014.  Attendance is not mandatory, however, all potential bidders are strongly encouraged to attend as this will be the only site visit held. 

 
Requirements:


Line Item 0001 Contractor shall furnish and set up 2000 white plastic chairs in a location to be determined by COR.

Line Item 0002 Provide a stage with dimensions of 32' x 20' x 3'. Stage will be constructed as directed by COR. Stage will have two staircases on either side with  guard rails, black carpeting and a black skirt.


Line Item 0003 Contractor shall furnish and install one tent with approximate dimensions 30' x 90'. Tent will be installed to cover the stage. Contractor shall install a free-standing aluminum ridge tent over the stage, with approximate dimensions of 30 meters wide at the gable ends by 10 meters deep at the eaves. There shall be no center support.


 Line Item 0004 Contractor will furnish and install two tents for VIPs, Faculty and Staff with dimensions approximately 20' x 30' in areas designated by COR. Contractor will furnish and install one tent for the Regimental Band with dimensions approximately 30' x 30'. All tents will have 10' eave.


 NOTE: NO STAKES OR OTHER DEVICES SHALL BE DRIVEN INTO ANY STONE OR ASPHALT SURFACE. PROTECTIVE PADS (PLYWOOD OR OTHER SIMILAR MATERIAL) SHALL BE USED FOR ALL TENT POLES, SUPPORTS AND OTHER STRUCTURES TO PROTECT BRICK, STONE, GRASS AND OTHER SURFACES FROM DAMAGE.

Line Item 0005 Contractor shall provide and install a lighting and sound package for the stage. This will include lighting for the stage and backdrop, on site generator set and technician on site. Lighting shall provide sufficient illumination for professional video recording and live broadcast.
Lighting shall include sufficient, appropriate fixtures to provide
a. Key lighting for two (2) podiums
b. Lighting for the entire stage
c. Back Lighting for the stage backdrop
The audio package shall provide high quality, dynamic audio across the full spectrum of aural frequencies at all the audience seating locations. (Government Furnished Equipment: contractor may utilize professional sound system available at Tomb Field/Brooks Stadium). The audio package shall include two (2) microphones at two (2) podiums. The Contractor shall supply media support to include: 6 channel audio package able to distribute audio feeds for media; 2 ea 6' tables with chairs. The Contractor shall provide an on-site technician to operate the audio console. The Contractor shall provide 200' decorative security fence and stanchions to guide and prevent guest access to designated areas.



June Ball
Line Item 0006 Furnish and install dance floor with approximate dimensions 80' x 39'

Line Item 0007 Contractor shall furnish and install stage with dimensions 12' x 24' x 3'. Stage will include steps with railing and skirting.

Line Item 0008 Contractor shall furnish and install 500 plastic chairs in location to be determined by COR.

Line Item 0009 Contractor shall furnish and the following tables: 22 ea 8' rectangular tables, 8 ea. 6' rectangular tables, 12 ea. 60" round tables with associated umbrella package. All tables will be covered with white linen tablecloths of adequate size.


 Awards Convocation
Line Item 0010 Contractor shall furnish and set up 300 white plastic chairs in location to be determined by COR.


Line Item 0011 Contractor shall furnish and install 30 ea. 72" round tables. Ten (10) tables must include umbrellas and umbrella support for outdoor use.


 O'HARA HALL (Inclement Weather Plan - Optional to be determined)


 Line Item 0012 An option of inclement weather plan is being established and will be decided within three weeks of the installation plan date. This inclement weather plan will include an indoor set-up inside the gymnasium of O'Hara Hall. (Please provide cost and planning).


 1.     Contractor shall furnish and set up 1000 white plastic chairs in location to be determined by COR.


•2.     Provide a stage with dimensions of 32' x 20' x 3'. Stage will be constructed as directed by COR. Stage will have two staircases on either side with guard rails, black carpeting and a black skirt. NOTE: No fixtures shall be used on gymnasium floor. Protective equipment including tarps, plywood and matting should be used to protect the gymnasium floor from damage.


•3.     Lighting shall provide sufficient illumination for professional video recording and live broadcast. Lighting shall include sufficient, appropriate fixtures to provide


•a.     Key Lighting for two (2) podiums


•b.     Lighting for the entire stage


•c.     Back lighting for the stage backdrop


•4.     The Audio package shall provide high quality, dynamic audio across the full spectrum of aural frequencies at all the audience seating locations. (Government Furnished Equipment: Contractor may utilize professional sound system available inside O'Hara Hall).


•5.     The audio package shall include two (2) microphones at two (2) podiums.


•6.     The Contractor shall supply media support to include: 6 channel audio package able to distribute audio signals for press feeds; 2 risers for cameras; 2 ea. 6' tables with chairs.


•7.     The Contractor shall provide an on-site technician to operate the audio console.


 Performance:  Saturday, June 14, 2014 through Saturday, June 21, 2014. Set-up must be completed by Wednesday, June 18, 2014. Removal of all equipment shall be completed by Tuesday, June 24, 2014.



TERMS OF DELIVERY

Delivery shall be FOB Destination
Delivery and acceptance of deliverables shall be FOB DESTINATION at the following location:

U.S. Merchant Marine Academy (USMMA)
Department of Maintenance and Repair
300 Steamboat Road
Kings Point, NY 11024-1699


CLAUSES

52.252-2 Clauses Incorporated by Reference
This solicitation incorporates one or more clauses by reference with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at the following Internet address:

Federal Acquisition Regulations (52)
https://www.acquisition.gov/COMP/FAR/CURRENT/HTML/FARTOCP52.HTML

The provision at 52.212-1, Instructions to Offerors-Commercial, applies to this solicitation.
The provision at 52.212-2 Evaluation-Commercial Items (Jan 1999) applies to this acquisition. (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be deemed the lowest price technically acceptable offer. Delivery, technical capability of the item offered to meet the Government requirement, and past performance will be evaluated to determine technical acceptability.

The clause at 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items is incorporated into this solicitation, however, only the following clauses apply to this acquisition: 52.219-6, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-36 and 52.232-33.

 
52.217-9  Option to Extend the Term of the Contract (Mar 2000)


 (a) The Government may extend the term of this contract by written notice to the Contractor within 60 that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.


(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.


(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed two (2) years (6) months.


(End of clause)


52.232-18 AVAILABILITY OF FUNDS (APR 1984)

Funds are not presently available for this contract. The Government's obligation under this contract is contingent upon the availability of appropriated funds from which paymenbt for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

APPLICABLE SERVICE CONTRACT ACT WAGE DETERMINATION: The Service Contract Act Wage Determination applicable to this requirement is available online at the following address:
http://www.wdol.gov/sca.aspx#11

INVOICE SUBMISSION INSTRUCTIONS -
The Contractor may submit invoices in either electronic or paper format. Electronic submission is preferred.
(1) Electronic invoices shall be address to
MARADInvoices@faa.gov.
Electronic invoices shall conform to the following criteria, or be subject to rejection:
a. Invoice and supporting documentation shall be in Adobe Acrobat (PDF) format.
b. The e-mail subject shall include the contract/purchase order number and invoice number.
c. The transmitting e-mail shall include the following information: Name of the Contractor; Invoice date and number; Invoice amount; Contract number and, if applicable, the order or modification number; Terms of any discount for prompt payment offered; Payment Instructions (i.e., financial institution, ABA routing#, account#)
(2) Paper invoices shall be submitted to the following address. Multiple copies are not required.
MARAD A/P Invoices
P.O. Box 25710
Oklahoma City, OK 73125

BASIS FOR AWARD

A Single Firm Fixed Price Award will be made to the responsible, technically acceptable quoter, whose quote, conforming to the combined Synopsis/Solicitation, offers the lowest price technically acceptable (LPTA).

The provision at 52.212-3 Offeror Representations and Certifications-Commercial Items, applies to this solicitation. A copy of the provision may be attained from
https://www.acquisition.gov/far/. Each offeror shall include a completed copy of the provision at 52.212-3 (Nov 2006) or certification that these have been completed online via Online Representations and Certifications application (ORCA) at https://orca.bpn.gov/. Signed quotes are due NO LATER THAN 12:00 P.M. local time on May 5, 2014.

To be awarded this contract, the offeror must be registered in SAM. SAM information may be found at:


https://www.sam.gov


All responsible small business sources may submit a response which, if timely received, will be considered by the agency.
Quotes may be emailed to
porterd@usmma.edu or delivered/mailed to:


U.S. Merchant Marine Academy
Attention: Deborah Porter (DTMA95Q20140090)
Procurement Department - Room 212
300 Steamboat Road
Kings Point, NY 11024-1699


For information regarding this solicitation, please contact:


Deborah Porter, Contract Specialist
Phone: 516-726-6137, Fax 516-773-5131 or Email:
porterd@usmma.edu

Doug Pader, Contract Specialist
Phone: 516-726-5840, Fax 516-773-5131

BASE PERFORMANCE PERIOD: Saturday, June 14, 2014 through Saturday, June 21, 2014. Set-up must be completed by Wednesday, June 18, 2014.


BASE PERFORMANCE PERIOD:  14 JUNE 2014  THROUGH 21 JUNE 2014 


















































































































ITEM



DESCRIPTION



QTY



UNIT



UNIT PRICE



EXTENDED AMOUNT



0001



Furnish and set up 2000 white plastic chairs in location to be determined by COR.



2000



EA



 



 



0002



Provide a stage with dimensions of 32' x 20' x 3'. Stage will be constructed as directed by COR. Stage will have two staircases on either side with guard rails, black carpeting and a black skirt.



1



EA



 



 



0003



Contractor shall furnish and install one tent with approximate dimensions 30' x 90'. Tent will be installed to cover the stage. Contractor shall install a free-standing aluminum ridge tent over the stage, with approximate dimensions of 30 meters wide at the gable ends by 10 meters deep at the eaves. There shall be no center support.



1



EA



 



 



0004



Contractor will furnish and install two tents for VIPs, Faculty and Staff with dimensions approximately 20' x 30' in areas designated by COR. Contractor will furnish and install one tent for the Regimental Band with dimensions approximately 30' x 30'. All tents will have 10' eave.


 


NOTE: NO STAKES OR OTHER DEVICES SHALL BE DRIVEN INTO ANY STONE OR ASPHALT SURFACE. PROTECTIVE PADS (PLYWOOD OR OTHER SIMILAR MATERIAL) SHALL BE USED FOR ALL TENT POLES, SUPPORTS AND OTHER STRUCTURES TO PROTECT BRICK, STONE, GRASS AND OTHER SURFACES FROM DAMAGE.


 



2



EA



 



 



0005



Contractor shall provide and install a lighting and sound package for the stage. This will include lighting for the stage and backdrop, on site generator set and technician on site. Lighting shall provide sufficient illumination for professional video recording and live broadcast.


Lighting shall include sufficient, appropriate fixtures to provide


a. Key lighting for two (2) podiums


b. Lighting for the entire stage


c. Back Lighting for the stage backdrop


The audio package shall provide high quality, dynamic audio across the full spectrum of aural frequencies at all the audience seating locations. (Government Furnished Equipment: contractor may utilize professional sound system available at Tomb Field/Brooks Stadium). The audio package shall include two (2) microphones at two (2) podiums. The Contractor shall supply media support to include: 6 channel audio package able to distribute audio feeds for media; 2 ea 6' tables with chairs. The Contractor shall provide an on-site technician to operate the audio console. The Contractor shall provide 200' decorative security fence and stanchions to guide and prevent guest access to designated areas.



1



EA



 



 



0006



Furnish and install dance floor with approximate dimensions 80' x 39'



1



EA



 



 



0007



Furnish and install stage with dimensions 12' x 24' x 3'. Stage will include steps with railing and skirting.



1



EA



 



 



0008



Furnish and install 500 plastic chairs in location to be determined by COR.



500



EA



 



 



0009



Furnish and install the following tables: 22 ea 8' rectangular tables, 8 ea. 6' rectangular tables, 12 ea. 60" round tables with associated umbrella package. All tables will be covered with white linen tablecloths of adequate size.



42



EA



 



 



0010



Furnish and set up 300 white plastic chairs in location to be determined by COR.



300 



EA



 



 



0011



Furnish and install 30 ea. 72" round tables. 10 tables must include umbrellas and umbrella support for outdoor use.



30



EA



 



 



0012



An option of inclement weather plan is being established and will be decided within three weeks of the installation plan date. This inclement weather plan will include an indoor set-up inside the gymnasium of O'Hara Hall. (Please provide cost and planning).


 


1.       Contractor shall furnish and set up 1000 white plastic chairs in location to be determined by COR.


2.       Provide a stage with dimensions of 32' x 20' x 3'. Stage will be constructed as directed by COR. Stage will have two staircases on either side with guard rails, black carpeting and a black skirt. NOTE: No fixtures shall be used on gymnasium floor. Protective equipment including tarps, plywood and matting should be used to protect the gymnasium floor from damage.


3.       Lighting shall provide sufficient illumination for professional video recording and live broadcast. Lighting shall include sufficient, appropriate fixtures to provide


a.       Key Lighting for two (2) podiums


b.       Lighting for the entire stage


c.        Back lighting for the stage backdrop


4.       The Audio package shall provide high quality, dynamic audio across the full spectrum of aural frequencies at all the audience seating locations. (Government Furnished Equipment: Contractor may utilize professional sound system available inside O'Hara Hall).


5.       The audio package shall include two (2) microphones at two (2) podiums.


6.       The Contractor shall supply media support to include: 6 channel audio package able to distribute audio signals for press feeds; 2 risers for cameras; 2 ea. 6' tables with chairs.


7.       The Contractor shall provide an on-site technician to operate the audio console.


 



1



JOB



 



 



TOTAL COST FOR BASE YEAR:



 



 FIRST OPTION YEAR:  JUNE 2015 (EXACT DATES TO BE DETERMINED AT A LATER TIME)


















































































































ITEM



DESCRIPTION



QTY



UNIT



UNIT PRICE



EXTENDED AMOUNT



0001



Furnish and set up 2000 white plastic chairs in location to be determined by COR.



2000



EA



 



 



0002



Provide a stage with dimensions of 32' x 20' x 3'. Stage will be constructed as directed by COR. Stage will have two staircases on either side with guard rails, black carpeting and a black skirt.



1



EA



 



 



0003



Contractor shall furnish and install one tent with approximate dimensions 30' x 90'. Tent will be installed to cover the stage. Contractor shall install a free-standing aluminum ridge tent over the stage, with approximate dimensions of 30 meters wide at the gable ends by 10 meters deep at the eaves. There shall be no center support.



1



EA



 



 



0004



Contractor will furnish and install two tents for VIPs, Faculty and Staff with dimensions approximately 20' x 30' in areas designated by COR. Contractor will furnish and install one tent for the Regimental Band with dimensions approximately 30' x 30'. All tents will have 10' eave.


 


NOTE: NO STAKES OR OTHER DEVICES SHALL BE DRIVEN INTO ANY STONE OR ASPHALT SURFACE. PROTECTIVE PADS (PLYWOOD OR OTHER SIMILAR MATERIAL) SHALL BE USED FOR ALL TENT POLES, SUPPORTS AND OTHER STRUCTURES TO PROTECT BRICK, STONE, GRASS AND OTHER SURFACES FROM DAMAGE.


 



2



EA



 



 



0005



Contractor shall provide and install a lighting and sound package for the stage. This will include lighting for the stage and backdrop, on site generator set and technician on site. Lighting shall provide sufficient illumination for professional video recording and live broadcast.


Lighting shall include sufficient, appropriate fixtures to provide


a. Key lighting for two (2) podiums


b. Lighting for the entire stage


c. Back Lighting for the stage backdrop


The audio package shall provide high quality, dynamic audio across the full spectrum of aural frequencies at all the audience seating locations. (Government Furnished Equipment: contractor may utilize professional sound system available at Tomb Field/Brooks Stadium). The audio package shall include two (2) microphones at two (2) podiums. The Contractor shall supply media support to include: 6 channel audio package able to distribute audio feeds for media; 2 ea 6' tables with chairs. The Contractor shall provide an on-site technician to operate the audio console. The Contractor shall provide 200' decorative security fence and stanchions to guide and prevent guest access to designated areas.



1



EA



 



 



0006



Furnish and install dance floor with approximate dimensions 80' x 39'



1



EA



 



 



0007



Furnish and install stage with dimensions 12' x 24' x 3'. Stage will include steps with railing and skirting.



1



EA



 



 



0008



Furnish and install 500 plastic chairs in location to be determined by COR.



500



EA



 



 



0009



Furnish and install the following tables: 22 ea 8' rectangular tables, 8 ea. 6' rectangular tables, 12 ea. 60" round tables with associated umbrella package. All tables will be covered with white linen tablecloths of adequate size.



42



EA



 



 



0010



Furnish and set up 300 white plastic chairs in location to be determined by COR.



300 



EA



 



 



0011



Furnish and install 30 ea. 72" round tables. 10 tables must include umbrellas and umbrella support for outdoor use.



30



EA



 



 



0012



An option of inclement weather plan is being established and will be decided within three weeks of the installation plan date. This inclement weather plan will include an indoor set-up inside the gymnasium of O'Hara Hall. (Please provide cost and planning).


 


1.       Contractor shall furnish and set up 1000 white plastic chairs in location to be determined by COR.


2.       Provide a stage with dimensions of 32' x 20' x 3'. Stage will be constructed as directed by COR. Stage will have two staircases on either side with guard rails, black carpeting and a black skirt. NOTE: No fixtures shall be used on gymnasium floor. Protective equipment including tarps, plywood and matting should be used to protect the gymnasium floor from damage.


3.       Lighting shall provide sufficient illumination for professional video recording and live broadcast. Lighting shall include sufficient, appropriate fixtures to provide


a.       Key Lighting for two (2) podiums


b.       Lighting for the entire stage


c.        Back lighting for the stage backdrop


4.       The Audio package shall provide high quality, dynamic audio across the full spectrum of aural frequencies at all the audience seating locations. (Government Furnished Equipment: Contractor may utilize professional sound system available inside O'Hara Hall).


5.       The audio package shall include two (2) microphones at two (2) podiums.


6.       The Contractor shall supply media support to include: 6 channel audio package able to distribute audio signals for press feeds; 2 risers for cameras; 2 ea. 6' tables with chairs.


7.       The Contractor shall provide an on-site technician to operate the audio console.


 



1



JOB



 



 



TOTAL COST FOR FIRST OPTION YEAR:



 



 

:
MMA-5206, Division of Procurement
Kings Point, New York 11024-1699
:
U.S. MERCHANT MARINE ACADEMY
300 STEAMBOAT ROAD

KINGS POINT, New York 11024-1699
United States
:
DEBORAH PORTER,
Contract Specialist
Phone: 5167735805
Fax: 516-773-5131
:
Doug Pader,
Contract Specialist
Phone: 5167265840
Fax: 5167735131