Government Conferences and Meetings

This Sources Sought notice is issued for informational and planning purposes only. This is not a Request for Quote (RFQ) and it does not commit the Government to solicit or award an order now or in the future. No solicitation is available at this time. The purpose of this notice is to conduct market research to identify qualified and interested sources that could provide the services stated. All businesses, large and small (must possess a GSA schedule), capable of performing the requirement indicated below are encouraged to respond to this notice. The information requested by this notice will be used within the Department of Homeland Security (DHS) to facilitate decision making and will not be disclosed outside the agency. Any information provided to the Government is strictly voluntary and will be provided at no cost to the Government. The contractor will assist the DHS Office of Intelligence and Analysis (I&A) in its support for the Homeland Security State and Local Intelligence Community of Interest (HS SLIC) and the Congressionally-mandated Interagency Threat Assessment and Coordination Group (ITACG). Annually, this includes specific support for four HS SLIC conferences; four in-person HS SLIC Executive Board meetings; four ITACG Advisory Council meetings; and administrative support for approximately 10 state and local personnel detailed to the ITACG through Title IV of the Intergovernmental Personnel Act (IPA). The contractor shall have a positive working relationship and reputation with DHS, the Department of Justice (DOJ), the Program Manager Information Sharing Environment (PM-ISE), the National Network of Fusion Centers, and state, local, and tribal law enforcement and public safety professionals, and have a positive track record for supporting their unique needs. The contractor shall have employees with law enforcement and public safety experience who are available to support the unique nature of supporting the ITACG Advisory Council and HS SLIC Executive Board individuals' travel, including possible need to travel with a service weapon, travel in service uniform, and other unique requirements of senior law enforcement and public safety officials. Meeting and Conference Support tasks include, but are not limited to: coordinating facility solicitation and procurement; assisting in the development and coordination of desired outcomes, venues, agendas, approaches, speakers, facilitators, and panelists for all workshops, conferences, and meetings; preparing conference and meeting approval packages for the DHS Deputy Secretary's review; developing, coordinating, and reproducing workshop, conference, and meeting materials; assisting with speaker identification and outreach; coordinating "Save the Date" emails and all related communications; developing and managing a registration website for workshops, conferences, and meetings; providing design, printing, and reproduction services for conference and meeting materials; providing participants' name badges, name tents, and information packets; providing onsite registration and support staff as requested; providing invitational travel support, processing all invitational travel orders, and facilitating participant reimbursements; providing audio visual equipment and service for conference and meeting support; and developing evaluation materials, after action report, and providing post conference support. ITACG Detailee Support tasks include, but are not limited to: developing and maintaining communications materials for ITACG program, including application forms, brochures, marketing materials, and information packets; identifying venues to advertise the ITACG program; creating and maintaining an application website; coordinating the detailee selection process between ITACG Advisory Council and applicants; providing information to applicants, accepting and maintaining applications, and facilitating the review and decision process for selection; maintaining candidate application documents; corresponding with potential ITACG candidates as required; maintaining an updated status report for ITACG candidates in the application, selection, and on boarding process; drafting Memorandums of Understanding and Intergovernmental Personnel Act Assignment paperwork for government review and subsequent staffing; coordinating and tracking the interview, travel, clearance nomination, and on boarding of new detailees; and submitting, upon government concurrence, and tracking travel authorizations and training, travel, lodging, rental car, and per diem reimbursements for all ITACG detailees; Provide advertising display-quality signage for conference activities (i.e. registration desk, plenary sessions, agenda, breakout sessions, etc.); Create CD-ROMs containing conference presentations and other materials, at the Government's discretion. Design a label incorporating the conference theme/logo; Design and develop feedback forms; and Design drafts of any additional artwork requested by programs - including banners, posters, and signs. Sources that have the ability to provide the necessary support services are asked to respond to this notice with a corporate capability statement that includes general background information and technical capabilities describing your firm's experience with projects similar to the requirement. The capability statement shall be a maximum of five (5) pages. It shall include a cover sheet that includes: 1. Company name and address; 2. Points of contact including phone numbers and e-mail addresses; 3. Company cage code and DUNS; 4. Business size, large or small business, and if small indicate what types of small business concern (e.g. hub zone, 8(a), woman-owned...); 5. Level of corporate facility clearance, if any; and 6. General Services Administration (GSA) schedules including Special Item Numbers (SIN) under which your company can provide the services described in this notice. The remainder of the capability statement shall include the following: 1. A description of the applicable capabilities of your company and the nature of the services you provide. Include a description of your staff composition and management structure. 2. A description of your company's experience within the past three years on previous projects that are the same or similar to this require. Include contract and task order numbers, a brief description of the work performed, and the periods of performance. Provide no more than three examples. Submissions shall be made using Microsoft applications. The cover sheet shall not be included in the five (5) page limit. Font shall not be smaller than 12-point Times New Roman. Please provide a Capability Statement to Sharon Johnson at Sharon.D.Johnson@hq.dhs.gov by Noon on March 5, 2012. Please do not call the contracting office for information; email any questions or avoid any misunderstanding or confusion. This procurement is being set aside for GSA vendors only.