Event Planning Support Services

Background The U.S. Department of the Treasury engages with internal and external stakeholders to identify ongoing and emerging priorities for the Department. These initial engagement activities result in an environmental scan that Treasury leaders use, along with the findings of the Department's annual strategic review, to identify draft strategic objectives for the new plan. The Treasury Office of Small and Disadvantaged Utilization (OSDBU) is charged with providing in-reach and outreach stakeholder engagements. Our in-reach efforts focus on our internal stakeholders (program offices, procurement professionals, CORs, etc) and external stakeholders (Industry resource partners, small businesses, and other federal agencies.) The OSDBU has an immediate need for an event planner/coordinator. The main goal of this requirement is to provide event planning, coordination, and logistical support for virtual and in-person In-reach and Outreach events, remaining Section 508 compliant with reasonable accommodation. Mandatory Qualifications Offerors shall have a proven-track record and demonstrate expertise in organizing, coordinating and planning senior level event programs. The successful contractor will be measured by the number of years of experience in event planning, coordinating and orchestrating senior level events, and using virtual and in-person platforms. The contractor will also be required to report on the demographical data for each registrant and attendee to the event. Each event needs to be Section 508 compliant, providing reasonable accommodation and being accessible to all attendees. Sources Sought Notice This Sources Sought announcement is for informational purposes only. It is not to be construed as an obligation on the part of the U.S. Department of the Treasury, OSDBU. In order to proactively plan for future requirements, Treasury is conducting market research to locate qualified, experienced, and interested firms who have the capability to provide senior level event planning, coordination, and orchestrating senior level events. Responses from small business sources is requested, including 8(a) small businesses, Small Disadvantaged Businesses, are encouraged to respond. A contract is anticipated to be awarded in fiscal year 2023 with a one-year base period and one-year option period. The anticipated contract type may be single award firm fixed price. At this time, no solicitation exists; however, it has a potential estimated value around $62,000. This Sources Sought Notice is for market research purposes only and is not a request for quote (RFQ) nor does it restrict the Government as to the final acquisition strategy. The Government will not reimburse respondents for any costs incurred in preparation of a response to this notice. The Due Date to submit a response to this Notice is July 21, 2023. For this requirement, the contractor personnel is not required to hold a SECRET security clearance. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is NAICS: 561920 Convention and Trade Show Organizers. Service Requirement Critical Tasks/Elements Firms submitting a response to this Notice should address performance of the following Service Requirement Critical Tasks/Elements in their capabilities statement. Service Requirement Critical Tasks/Elements: Basic Services. The Contractor shall provide event planning, organization, coordination and orchestrate senior level in-reach and outreach stakeholder engagements. The events will be conducted either virtually or in-person. The events must be Section 508 compliant, providing reasonable accommodation and accessibility to all. It is anticipated to hold one event per fiscal year beginning in FY 2023/2024 and FY 2024/2025. The contractor shall: Plan an annual stakeholder engagement for up to 150 in-person attendees and up to 600 (or more)virtual attendees. Create a free registration portal and provide an end of event survey Provide a virtual and in-person engagement platform Provide AV support, set-up, and take down Coordinate all work with Treasury OSDBU Orchestrate - run of show and create an agenda for event Hold coordination meetings with OSDBU prior to finalizing the event plans, leading up to, and after the event. Perform all administrative duties at their remote work locations. Communication with OSDBU will be through virtual meeting engagements. Recommend such activities, for example, participant tracking, communities of practice, lessons learned and web site links with no expectation of funding or implementation by the Government. OSDBU Staff Participation. The contractor shall: Contact, correspond, and coordinate event planning with OSDBU staff, at the highest levels, to; Confirm agenda, - run of show, space utilization, compliant virtual platforms and ensure final preparations are completed. The Contractor shall work with POCs, on all arrangements. Contractor shall keep OSDBU informed of any problems, issues, concerns as soon as known. Collect and receive end of event surveys. Draft final agenda, - run of show documents for review and approval by staff. Paper and electronic format shall be used where designated; Coordinate and deliver any needed assistance for lodging and transportation, including backup transportation plan, if required; Gather any necessary security clearance information. Instructions. If your company is an interested business that has the capability to perform senior event planning, please send the capability statement to the following contact listed below via email to Subject Line: Response to Sources Sought; Event Planning Support Services. Responses must be submitted no later than July 21, 2023 at 10:00 AM (Eastern Standard Time). Capability statements will not be returned. Please provide the following information: A brief one-page synopsis of similar work performed. Unique Entity Identifier and CAGE Code Number. Company name and address. Company Point of Contact, phone number and email. Company must identify if they are a small business and identify their socio-economic status (i.e. small business category (e.g. 8(a), service-disabled veteran owned, HUBZone, small disadvantaged, or women-owned small business). Identify contracts your company has been awarded under NAICS: 561920 Convention and Trade Show Organizers. Additional information on NAICS codes can be found at www.sba.gov. Specific examples of prior efforts same/and or similar to Event Planning Support Services as outlined in the Service Requirement Critical Tasks/Elements section of this document. Identify/Recommended Government Wide Acquisition Contract (GWACS) that these services can be obtained based on the Service Requirement Critical Tasks/Elements section of this document. Identify the GWACs contract number. Number of similar contracts currently held with the Government to include any Federal Supply Schedules listed under GSA Advantage. Point of Contact, phone number, and emails of individuals who can verify the demonstrated capabilities identified in the responses. Respondents are limited to 5 pages. A minimum font size 12, left justified, and one-inch margins all around. Respondents must submit documents in Word or PDF format. Neither zipped files will be accepted nor telephone requests be honored. Attachments/Links No attachments or links have been added to this opportunity. Contact Information Contracting Office Address 1500 PENNSYLVANIA AVE WASHINGTON, DC 20220 USA Primary Point of Contact Melissa Oliva OSDBU_Team@treasury.gov Phone Number 202-622-8213 Secondary Point of Contact