FHWA Conference Logistics & Planning Support Services for the Office of Innovative Program Delivery
Request for Information/Sources Sought Notice - 8(a) Vendors
The Federal Highway Administration (FHWA) Office of Innovative Program Delivery is performing market research to identify capable industry sources within the 8(a) Small Business Program for conference logistical and planning services.
These services fall under NAICS code 561920 for Convention and Trade Show Organizers.
Background
The Federal Highway Administration (FHWA) is an agency within the U.S. Department of Transportation that supports State and local governments in the design, construction, and maintenance of the Nation's highway system (Federal Aid Highway Program) and various federally and tribal owned lands (Federal Lands Highway Program). Through financial and technical assistance to State and local governments, the FHWA is responsible for ensuring that America's roads and highways continue to be among the safest and most technologically sound in the world.
FHWA provides for conferences, workshops and meetings with transportation professionals to address topical matters of interest and fulfill their statutory responsibilities. These events promote the exchange of ideas, provides training and technical assistance and an interactive forum for various stakeholders to share their experiences and promote practices that improve transportation.
Description of Services
These support services will require the contractor to coordinate all logistical activities for one (1) to twelve (12) events on an annual basis. The Contractor will be expected to fulfill branding, sponsorship, marketing, planning and execution of the conference. This will include providing attendee registration, on-site coordination and conference execution services during the event and provide post-conference support services after the conclusion of each event.
The duration conferences can range from one (1) day to five (5) days and may feature as many as sixty-five (65) interactive breakout sessions organized into multiple tracks, vendor showcases, and partnership meetings. Previous event participation has ranged from 30 to 250 registered participants and 30-50 vendors depending on the nature of the event. Event locations and times are selected by the FHWA annually and may be held anywhere in the U. S. In addition, the Contractor may be required to provide event planning services for the provision of meals and light beverages at these events. The contractor may be required to work on multiple events at one time for the agency.
Specific Information
The Government is requesting industry feedback in the following areas:
1. Vendor interest: Are there 8(a) vendors interested in this type of work?
2. Contract Vehicle: Would these services be available via any of the GSA GWACs?
3. Contractor Transition: How would a new contract handle transition from the incumbent? How would a new contractor take an existing domain and create or update a website that is capable of sharing conference details, and accepting registration data and payment? What risks would be involved and how would they be mitigated?
4. Resource availability: Outline a plan of action to rapidly market and deliver this event within the 5 - 6-month timeframe and an approach to obtain optimal participant and vendor participation.
5. Experience: does your firm have experience planning inclusive, cultural events or including cultural components catered to a specific audience? Describe your firm's experience in delivering national events outside of the geographical areas where you typically do business? Any other feedback vendors are willing to provide.
6. Conference costs: What cost avoidance approaches would you take to reduce or minimize direct costs?
7. What specific information would industry expect to see in the RFP in order to submit a competitive proposal?
8. Any other feedback vendors are willing to provide.
Request for Statements of Capability (SOC):
Interested parties who believe they have the capability to perform as a prime contractor in support of this effort must submit a Statement of Technical Capabilities (SOC), by 25 October 2019 that includes the following information:
General Information - Personnel/Size Standard, Company Name, Mailing Address, Point of Contact and Telephone Numbers, Business Size Classification (561920 - Convention and Trade Show Organizers), Small or Other than Small Business, and experience-specific work previously performed relevant to this effort.
Technical Capabilities - The SOC must address relevant experience and demonstrate the ability to provide the required services, as mentioned in the "Description of Services" section.
Note: FHWA is interested in determining the availability of firms with specific experience in planning cultural events but respondents to this RFI are encouraged to cite any previously-performed requirements that they deem relevant to those described in this notice.
Additional Information - SOC must conform to 8.5 X 11-inch pages, with font no smaller than 12-point, 1-inch margins (left, right, top and bottom), and it shall not exceed ten pages. The SOCs must be submitted by 25 October 2019, 11:00 a.m. Eastern Time. Respondents must submit an electronic copy of the SOC via email to Mr. Ryan Buck at Ryan.Buck@DOT.gov. ;
Oral communications are not acceptable in response to this notice. The SOC will be evaluated solely for the purpose of determining the respondent's ability to meet the government's requirements and schedule as described above. The Government will use the SOC to help determine the interest and ability of qualified 8(a) firms in the marketplace. This announcement is for information and planning purposes only. It does not constitute a Request for Quote (RFP) or Request for Proposals (RFP) and is not to be construed as a commitment by the Government to issue any further solicitation of any kind for these requirements. The Government will not reimburse any firms for any cost associated with the submittal of information solicited herein. The SOC and all related communications that contain proprietary information should be marked as such.
Small Business Consideration:
Small Business firms with the capability to perform this requirement are encouraged to participate. The anticipated North American Industry Classification System (NAICS) code for this effort is 561920 - Convention and Trade Show Organizers. The anticipated small business size standard is $11M. If you are interested in subcontracting any portion of this work, please indicate clearly in your submission and briefly describe what entities you anticipate subcontracting to. Participation from small and small disadvantaged businesses is highly encouraged.
Disclaimer and Notes:
FHWA will not be obligated to pursue any particular acquisition alternative as a result of this RFI. Responses to the RFI will not be returned. Not responding to this RFI does not preclude participation in any future solicitation, if one is issued.
Ryan Buck, Contracting Officer, Email ryan.buck@dot.gov
