SOURCES SOUGHT
R -- SOURCES SOUGHT NOTICE: Analytic Exchange Events - Event/Exchange planning, logistics support and execution
- Notice Date
- 3/6/2018
- Notice Type
- Sources Sought
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- Department of State, Office of Acquisitions, Acquisition Management, 1735 N. Lynn St., Arlington, Virginia, 22209, United States
- ZIP Code
- 22209
- Solicitation Number
- 19AQMM18N0039
- Archive Date
- 4/3/2018
- Point of Contact
- Terence G. Lord, , Amanda M. Rajah,
- E-Mail Address
-
lordtg@state.gov, RajahAM@state.gov
(lordtg@state.gov, RajahAM@state.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- This is a Request for Information (RFI) as outlined in FAR 15.201(c)(7). The purpose of this RFI is to accomplish market research pursuant to Federal Acquisition Regulation (FAR) Part 10, and to identify vendors capable of performing the functions described herein. The Government is requesting information FROM SMALL BUSINESSES regarding services to support the Bureau of Intelligence and Research's analytic exchanges, which can be up to 77 events per year. This notice is issued solely for information and planning purposes and does not constitute a Request for Proposal (RFP) or a commitment on the part of the Government to conduct a solicitation for the below-listed services in the future. Respondents are advised that the Government will not pay for information submitted in response to this RFI, nor will it compensate respondents for any costs incurred in the development/furnishing of a response. The Government will not entertain telephone calls or questions for this RFI. Please note that a decision not to submit a response to this RFI will not preclude a vendor from participating in any future solicitation. Section 1: RFI Response Submission Instructions: Responses to this announcement shall be limited to no more than ten (10) pages. In addition to responding to the case study above, respondents are requested to provide the following information: I. Company Profile General Business Information, to include: - Company Name: - Company POC: - Email: - Phone: - DUNS Number; - CAGE code, if applicable: - Socioeconomic Status under NAICS 561920 (IMPORTANT): - Registered in SAM? Y/N - Excluded Party List? Y/N - List all GWACs your firm holds across government: - List all active or recently expired (within the last year) contracts/orders with the Department of State: II.Recent/Relevant Experience, to include: Company and Personnel Experience: •Address the requirements contained in the DRAFT SOW (see Section 2 below ). In addressing the requirements, weight and detail paragraphs and bullets as deemed appropriate. DoS experience is not required, but significant experience in the field of event planning, coordination and logistics is a must. • Provide recent/relevant experience, capabilities, contracts, and customer information as you deem appropriate. This includes experience of any potential program manager(s) or exchange/event planners that might be proposed as key personnel. •For past performance cited, include a POC at the Government Agency or business at which work was performed. Venue Experience/Information: • Please list any and all analytic exchange venues that you have "booked" or made available for events similar in size and scope to the ones described in this announcement. _________________________________________________________________ Section 2: Draft Statement of Work *Note that this was meant to be an attachment but as FBO has been experiencing issues with attachments for quite some time, the draft requirements are pasted below. See below the SOW for the Case Study which firms will be required to respond to. The Department of State, Office of Acquisition Management, on behalf of the Bureau of Intelligence and Research, issues this sources sought notice for the planning, coordination, and logistics associated with analytic exchanges/events to be held in and around the National Capital Region. While the Department has an listing of established venues under the current BPA, should an RFP or RFQ be released vendors will be expected to provide firm fixed prices for planning, cooridnating and putting on half and full day events. Analytic exchanges are held throughout the year, typically with a lighter exchange burden in November and December and peaking demand in spring and summer. An analytic exchange may consist of a full-day or half-day event. Full-day events typically start at 8:30 a.m. and end at approximately 5:00 p.m., with a half-hour break for lunch and smaller breaks in the morning and afternoon. A full-day event typically has 8-12 non-U.S. government expert presenters and 30-60 U.S. government employee attendees (38-72 total participants), but larger events (i.e. "large venue option") may have up to as many as 15 presenters and 115 attendees (130 total participants). A half-day analytic exchange typically takes place from 8:30am-1:00 p.m. or 1:00pm-5:00pm, has one or two smaller breaks but no lunch break, and could have as many as eight (8) presenters and the same total number of participants as a full-day event. The contractor may be required to work on multiple analytic exchanges simultaneously, at times with little advance notice. 1.0 Objectives/Purpose AO intends to award a Blanket Purchase Agreement (BPA) to assist the office in meeting the functional, technical, and logistical requirements to execute approximately 1 to 77 analytic exchanges per year. The contractor shall provide firm fixed price costs for half-day and full-day events. The costs for each category shall include all direct costs (including facility costs), administrative costs, and profit for each event, based on an expected average of 38-72 participants for each event, but with up to 130 participants for the largest events (large venue option). In addition, the contractor should be prepared to provide functional, technical, and logistical support for events where AO has already secured a venue (i.e. "no-cost venue events"). Finally, the contractor may be asked to conduct basic open-source research on potential speakers ("speaker due diligence") both for events that the contractor logistically will support, and on an ad-hoc basis for other events that the contractor does not otherwise support. 2.0 General Scope The contractor shall provide a superior level of facilities, technology, materials, and support services necessary to assist AO in meeting the functional, technical, and logistical requirements to manage as many as 77 analytic exchanges per year for its Department of State and IC customers. In order to facilitate smooth analytic exchanges, the contractor shall demonstrate that it has the expertise and capabilities to execute the following critical services. Facility (Venue) List: AO shall provide the contractor an approved list of meeting facilities that AO intends to use for analytic exchanges. The contractor shall provide firm fixed price costs for half-day and full-day events at these venues. During the life of the requirement, the contractor may propose contractor-owned facilities or other commercially available facilities for inclusion on the approved list. AO generally prefers that meeting facilities be located within the Capital Beltway area and within walking distance from a metro station or parking facility. AO shall clear and approve all facilities to be added to the approved list (based on, but not limited to, the criteria described in sections 1.1 - 1.6) prior to approving the facility for each individual analytic exchange event. The decision of AO to approve or disapprove a facility (facilities) shall be final and shall not be cause for a protest. Throughout the duration of the agreement, the contractor should continually conduct research regarding new appropriate facilities and inform AO of new venue options, for AO's approval or disapproval. Reservation Requirements: The contractor shall secure one of the pre-cleared facilities from the facilities list within one working day of receiving notice of an upcoming analytic exchange from AO. The reservation confirmation shall be submitted to the COR upon receipt from the facility. Physical Requirements: Each facility should have at least one room able to accommodate 38-72 participants. The contractor should also identify which venues have up to three separate, smaller "breakout" rooms in case the event includes breakout panels. Meeting rooms shall have appropriate senior executive or boardroom-style furniture to facilitate a superior learning environment and accommodate flexible seating arrangements, such as classroom-, theatre-, u-shape-, or square-style boardroom seating. The contractor should also identify at least two venues with the capacity to accommodate up to 130 total participants (see "large venue option" above). Registration Requirements: For each analytic exchange, the contractor shall provide a registration area, outside of meeting spaces, where all analytic exchange participants (presenters and attendees) can make nametags, sign in, and pick up copies of agendas and other analytic exchange material. Amenities: There shall be sufficient space in each facility for networking before and after each analytic exchange. All facilities must have lodging and lunch facilities within walking distance. The contractor shall provide a list of lodging and restaurants within walking distance. As an alternative to restaurants within walking distance to the facility, the contractor may provide fee-based catered lunch options for which analytic exchange participants can pay on the day of the analytic exchange. Parking: The contractor shall provide minimum of five free parking spaces within walking distance of the meeting facility for each analytic exchange, for allocation at AO's discretion. Technology Audio-Visual and Communications: The contractor shall provide corporate/executive-level audio-visual (A/V) and communication equipment and services to ensure that needs are met for presentation briefs. This support must include microphones (both wired and wireless), a podium, sound system with adequate speakers, power, and all related equipment for display and presentation to the intended audience. On an ad-hoc basis and if requested by AO, the contractor must also provide video teleconference (i.e. via Skype or another industry-standard platform) and/or teleconference (i.e. via phone) capability. This capability may be billed as a separate line-item. Peripheral equipment: The contractor shall manage and provide support for other equipment, such as Wi-Fi hot spots, when needed. A/V Support and Troubleshooting: The contractor shall provide expert support and troubleshooting to ensure that any problems with A/V services are resolved promptly. The contractor shall have at least one person available during each analytic exchange to pass a wireless microphone around for attendees who ask questions. Materials and Supplies Materials and Supplies: The contractor shall provide all materials and supplies in support of managing analytic exchanges. This includes, but is not limited to, printed heavy paper name tents (up to two [2] for each presenter or designated participant), folders and name tags for all speakers and other designated participants on the AO-provided agenda, blank name tents and tags for attendees, color printed agendas and presenter biography pages for all participants, other printed presentation materials for all participants, separate sign-in sheets for presenters and attendees (with name, affiliation, and email address columns), evaluation forms, flyers describing lunch options, signage within the meeting facility, pens and blank paper available for participant use, etc. Coffee, Tea, and Water Service: The contractor shall provide coffee, tea, and water service (including cups and napkins) at the facility for all participants during the analytic exchange. Support Services Key Personnel: Point of Contact: The contractor shall provide a Project Manager who shall be the Point of Contact for AO. Both contractor and Project Manager shall have a minimum of five years demonstrated experience in executive-level event planning. In addition, the Project Manager shall have demonstrated experience in foreign affairs, the management of government exchanges/events, and shall have knowledge of the Federal Travel Regulations, Federal Acquisition Regulations, and the Prompt Payment Act. The Project Manager shall have sufficient authority to make decisions on behalf of the contractor for the timely resolution of problems. Exchange/Event (Conference) Planners: The contractor shall propose how it will staff and support AO regarding all services described in the statement of work. At a minimum, the contractor shall provide two (2) Event Planners for AO analytic exchanges. Event Planners shall have a minimum of three years demonstrated experience in executive-level exchange/event planning. In addition, the Event Planners shall have demonstrated experience in foreign affairs, the management of government exchanges/events, and shall have knowledge of the Federal Travel Regulations, Federal Acquisition Regulations, and the Prompt Payment Act. The contractor shall demonstrate its ability to support the variety of requests from AO and present its proposed solution for each problem. Presenter Engagement: General and Travel Assistance: For each analytic exchange, AO will notify the contractor regarding each speaker or other designated participant (i.e., a moderator) that requires logistical and travel support. Within one working day after AO notifies the contractor, the contractor shall engage with AO-identified speakers/participants. Using language from a template approved by AO, the contractor shall inform them of the details of the analytic exchange in which they will participate; explain, arrange, and coordinate their AO-funded travel and lodging for the analytic exchange, within the parameters set forth in the Federal Travel Regulations; and collect and respond to any other queries speakers/participants may have. Collect Materials and Biographies: The contractor shall collect presentation materials and biographies from each presenter and designated participant for the analytic exchange. The biographies for each analytic exchange must be compiled into one document and presented to AO COR (or designee) for approval no fewer than three (3) working days prior to the analytic exchange. The contractor shall not distribute biographies that have not been approved by the AO COR at any events. Within one (1) working day after the event, the contractor shall submit all presentation materials (to include PowerPoint files and speaker publications) to AO electronically. Honorarium and Reimbursements: On the day of the analytic exchange, unless otherwise agreed with AO, the contractor shall furnish the presenters and other designated participants an honorarium (which must be pre-approved by AO) and reimburse them for any pre-approved costs associated with the analytic exchange. General Staff Support: The contractor shall provide necessary staff before, during, and after the analytic exchange to support presenter engagement, budget tracking, and participant registration; troubleshoot issues with venue staff; help pre-test and resolve A/V and communication needs throughout the duration of the event; and ensure meeting materials and signage are in order. The contractor shall ensure support staff is available at the venue at least one (1) hour before the start of each event. On-Site Analytic Exchange Coordination: The contractor shall manage all logistics before, during, and after the analytic exchange. The contractor shall be on-site for the duration of the event to interface with facility personnel and to ensure that all facility-related logistics are progressing according to the event production schedule. This includes, but is not limited to: assisting participants, registration staffing, and room set-up; on-site technical support for and operation of A/V and IT equipment, including distribution of wireless microphones to attendees who wish to ask questions; facilitating catering services, when applicable; deliveries and set-up of equipment, supplies, and materials; ensuring that equipment is checked and operational; and identifying and analyzing operational problems or the need for additional services, as issues arise. Throughout the analytic exchange, the contractor shall ensure proper room temperature, room furniture, microphone settings, noise issues, etc. to facilitate an optimum learning environment for the analytic exchange. Research on Potential Speakers ("Due Diligence"): AO may request the contractor to conduct basic open-source research on potential speakers ("speaker due diligence"), both for events that the contractor logistically will support, and on an ad-hoc basis for other events that the contractor does not otherwise support. Within three (3) working days after receiving names of potential speakers from AO, the contractor will submit electronically to AO on a template any additional information about the speaker available from publicly accessible, reputable Internet sources (including, but not limited to, the website of the potential speaker's employer; the potential speaker's personal website; biographies and other information posted on other organizational, academic, or conference websites), and/or the contractor's own records. This additional information will include, but is not limited to, a potential speaker's full name, date of birth (or approximate date of birth), current employer, address, citizenship, gender, identification numbers (i.e. passport, visa, or other), and place of birth. The contractor should not contact potential speakers directly to obtain any of this information. As this information may include Personally Identifiable Information (PII), the contractor shall identify to AO a limited number of designated individuals who will be assigned to complete such requests, and shall take precautions to ensure all PII is protected and only accessed by those with a need to know. Reports and Evaluations Analytic Exchange Budget: Each analytic exchange requires tracking of its budget and associated costs. The contractor shall provide AO with budget reviews leading up to the analytic exchange at a minimum on a weekly basis, and at AO's request. The contractor will notify AO when the total analytic exchange costs reach 75 (seventy-five) percent of the total budget before making additional financial commitments for the event. Invoices: Invoices shall include the title and date of the analytic exchange, the total budget allocated for the event by AO, all fixed costs (including facility costs), and all reimbursable costs. Reimbursable costs are prior-approved by AO and include, but are not limited to, presenter travel, lodging, and other per diem expenses; costs for potential speaker research (due diligence); video teleconference and teleconference fees; and honorarium payments. The invoice shall have a section with itemized expenses per presenter and include a copy of the receipts on which reimbursement is based. Ad-Hoc Reports: The contractor shall produce, within reasonable parameters, ad-hoc management reports in formats and media requested from time to time by AO. This includes evaluation reports listed under Task 5.4. and budgets requested outside of the weekly reporting cycle. Evaluations: When requested, the contractor shall provide AO with post-event debriefings on the facilities, technology, materials, and support services used to meet the functional, technical, and logistical requirements of the analytic exchange. The contractor shall identify problems, support issues, participant complaints, and other areas in which performance can be improved. The contractor shall institute new strategies to minimize the recurrence of any problems during future analytic exchanges. When requested, the contractor shall submit reports that identify problems and recommend solutions. The reports shall also include suggestions to enhance services, where appropriate. Security Considerations This project does not require a facility or personnel security clearance. Contractor furnished supplies/services The contractor shall furnish facilities, equipment, material, and staff needed to facilitate the analytic exchange services and processing thereof. AO will provide the contractor with the analytic exchange agenda, confirmed speakers, design suggestions, guidelines, and thematic input for all analytic exchange or event design. ___________________________________________________________________ Section 3: CASE STUDY *Respondents are asked to review the below Case Study and respond to the questions provided. The case study is an example of a common issue/scenario the program office is confronted with. Respondents are asked to provide answers to the associated questions, and your answers will assist INR in determining what sources, based on the completeness of responses, are best positioned to successfully respond to a resulting solicitation, and further, to carry out the services post-award. SCENARIO: Your firm is tasked to provide administrative, logistical, and travel support for a large speaking event. Your company is given the names of eight individuals who will be featured speakers during the event (in two panels): Three are from the Washington, DC area; two are based in New York; one is based in California; one is based in London, UK; and one is based in Moscow, Russia. The event is a full-day event, from 8:30am-5:00pm, and is expected to have 50 attendees in the audience. Beside the speakers, only U.S. government officials are allowed to attend the event. Your company is expected to 1) prepare all agendas and handouts for the event; 2) secure an appropriate venue and provide coffee service; 3) arrange for travel for all eight speakers, and pay them an honorarium and reimburse any travel expenses; 4) greet and sign in all audience attendees; 5) ensure all technology, audiovisual, and other computer equipment are tested and working throughout the event; and 6) provide an invoice for all expenses to the U.S. government program office. 1)Based on your company's event-planning experience, what are three of the most common things that can go wrong in an event like this? What are some things you can do in the planning and implementation phase to minimize the risks? 2)What are some key questions you would ask the USG program office before you begin to plan this event? 3)How many staff would you require to provide all the requested services? What qualifications and capabilities would your assigned staff need to have to ensure a successful event? 4)How would you arrange travel for the speakers, keep track of their expenses, and reimburse them financially? Based on the case study information, what are some common things that potentially could "go wrong" with travel for each of the speakers, and how would you resolve these risks/problems? 5)What system would you use to track all expenses for the event? 6)What criteria would you use in selecting an appropriate venue and choosing any caterers/subcontractors?
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/State/A-LM-AQM/A-LM-AQM/19AQMM18N0039/listing.html)
- Place of Performance
- Address: event locations around the national capital region in the D.C. Metro Area, United States
- Record
- SN04844312-W 20180308/180306231244-5e0f500f79fdd6071384870572abadc5 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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