Industry Day FY2027 Event Planning Services

SOURCES SOUGHT

Notice Number: W9126G-27-N-OSBP
Project Title: Industry Day FY2027 Event Planning Services, Fort Worth, TX
Agency: US Army Corps of Engineers (USACE), Fort Worth District

1. DISCLAIMER

This is a SOURCES SOUGHT notice; a market research survey for information only, to be used for preliminary planning purposes. This is NOT a Solicitation for Proposals and NO Contract will be awarded from this notice. No reimbursement will be made for any costs associated with providing information or industry response to this notice or any follow-up information requests. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions to this response. Not responding to this notice does not preclude participation in any future procurement. If a solicitation is released, it will be synopsized in the System for Award Management (SAM) at https://www.sam.gov. It is the responsibility of potential offerors to monitor the SAM Website for additional information pertaining to this requirement.

The acquisition strategy will be determined based on responses received from this notice and/or other market research methods. The planned acquisition strategy may be posted in SAM.gov upon completion of market research analysis.

The purpose of this notice is to gain knowledge of interest, capabilities, and qualifications of industry, to include the Small Business Community: Small Business, Section 8(a) Small Business, Historically Underutilized Business Zones (HUB-Zone) Small Business, Service-Disabled Veteran-Owned Small Business (SDVOSB), or Women-Owned Small Business (WOSB). All small businesses are highly encouraged to respond.

2. INTRODUCTION & BACKGROUND

The USACE, Fort Worth District conducts Government-Industry Engagement events on an annual basis, in coordination with the Office of Small Business Programs, to publicize upcoming business, forecast opportunities, and gauge the interest, capabilities, and qualifications of industry. To ensure these events continue to meet our high standards, USACE is seeking a professional planning organization (for-profit event planning company or non-profit organization) to plan and conduct these events.

NAICS Code: 561920 - Convention and Trade Show Organizers (Small Business Size Standard: $20M).

Product Service Code: R708 - Support-Management: Public Relations (Includes Event Planning and Management).

The "No-Cost Contract" Framework:
The anticipated strategy is to utilize an innovative “No-Cost Contract” revenue framework or a Memorandum of Agreement (MOA). A Contractor would be responsible for providing all services necessary to plan and conduct these events at No-Cost to the Government. The Contractor will be liable for all costs related to the performance of the contract. As consideration, the Contractor will be entitled to retain all collected event fees (registration, exhibition booth, sponsorship, etc.), provided the government's liability for payment remains zero.

3. EVENT OVERVIEW

Target Timeframe: February or March 2027 (Q2 of FY27) to allow industry to plan for federal FY27 acquisition procurements. Note: The Offeror must ensure the date does not coincide with local DFW Metroplex Spring Breaks, major sporting events, or major entertainment events.

Estimated Duration of Service: 180 calendar days for planning, publicity, managing the two-day event, and post-event deliverables. Planning may begin six months to one year in advance.

Event Hours: At least eight hours on a single weekday, from 8:00 AM to 5:00 PM (CST). Preparation hours may occur before 8:00 AM and after 5:00 PM.

Place of Performance (Day 1): Fort Worth, Texas Metroplex. Preference for ease of access to/from DFW International Airport and downtown Fort Worth.

Place of Performance (Day 2): USACE Fort Worth District Headquarters, 819 Taylor Street, Fort Worth, TX 76102.

Anticipated Challenges:

1. Securing venue occupancy for 500+ attendees.

2. Adequate parking space for attendees.

3. Booking the venue 6 to 12 months in advance to promote the event.

4. Providing AV equipment for in-person presentations with possible internet wi-fi connectivity.

4. STATEMENT OF OBJECTIVES (SOO)

4.1 Event Coordination & Logistics
The Contractor is expected to plan, promote, coordinate, and manage a Two-Day Government-Industry Engagement Event for approximately 500 attendees and 50 USACE Government employees.

Day 1: "Presentation Day" (9:00 AM to 4:00 PM, Social 4:00 PM to 6:00 PM):

• Government presentations will be conducted hourly.

• Event sponsors receive a 5-minute time allowance for promotional speeches between government presentations.

• Networking and visiting sponsor booths will remain open concurrently throughout the presentations and lunch break.

• The Contractor will coordinate all room logistics, AV (projectors/computers), room monitors, food/beverage support, wayfinding signage, and parking.

Day 2: "1-on-1 Meeting Day" (9:00 AM to 5:00 PM at 819 Taylor Street):

Texas Conference Room (Occupancy 200): Dedicated to MATOC holder networking booths. Due to space constraints, booths consist of standard 6-foot tabletop displays only (no large pop-ups). Maximum capacity is 20 booths located along the outer surrounding walls.

• Booth Priority: Active Small Business (SB) MATOC holders will be offered the first opportunity during the 1st week of registration. Large Business (LB) MATOC holders will follow until maximum capacity is reached.

Fort Worth Conference Room (Occupancy 150): Dedicated strictly to scheduled One-on-One meetings to maintain a quieter environment.

Open Networking (4:00 PM to 5:00 PM): A wind-down/open mingling session will conclude the day, consolidating attendees into the Fort Worth Conference Room.

4.2 Registration, Sponsorship & Publicity

Registration Management: Handle all aspects of registration, including pre-event registration, serving as the POC for questions, hosting the event website, managing same-day registration, processing credit card payments, and operating the check-in table for name badges.

Sponsorship Pricing: Propose a package of conference registration and sponsorship fees for USACE approval. Entities must strike a balance between profit and affordability for small businesses. Parking costs must be included within the registration fees.

Sponsorship Ethics: Portions of the event may be sponsored, but there must be no appearance of a government employee being sponsored by a private entity.

Publicity: Develop electronic flyers, event programs, and materials for USACE to distribute through SAM.gov, district websites, and other media. Collect all presentations in advance and stage them on laptops in the appropriate presentation room(s).

4.3 Reporting & Deliverables

Registration Form Data Capture: The electronic attendee registration form must include a drop-down box ("X marks the spot") for contractors to identify all applicable categories, to include specific federally recognized, SBA-certified socio-economic subcategories, and other: SB, SDB, 8(a), ANC/NHO/Tribe, HUBZone, VOSB, SDVOSB, WOSB, LB, Govt/Other.

Post-Event Attendee List: After the event, provide a sortable/filterable Excel spreadsheet, presented alphabetically by entity name, containing the following columns:

Entity Name

Entity State of Incorporation (per SAM.gov)

UEI Number or CAGE Code

Primary NAICS code

Columns for all 10 categories listed above

Ticket Holder Attendee Name, Job Title, and Email Address

Logistics Coordination: Serve as the single POC between USACE and the venue. Conduct at least one pre-conference walkthrough and one after-action debrief. Provide an "Items List" of deliverables between the Contractor and Government.

5. REGULATORY & COMPLIANCE REQUIREMENTS

Limitations on Subcontracting (FAR 52.219-14): A firm will not pay more than 50% of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities.

System for Award Management (SAM): Offerors must be active in SAM to be eligible for award, including documenting Sec. 889 Compliance (FAR 52.204-24, 52.204-25, 52.204-26).

SPRS: The Supplier Performance Risk System must be updated prior to an award in accordance with DFARS 204.7303(b)(1), DFARS 204.7304(e), DFARS 252.204-7020, DoDI 5000.79.

Small Business Subcontracting: Should this action be solicited as Full and Open Competition, Large Businesses must comply with FAR 52.219-9 by submitting an acceptable Small Business Subcontracting Plan (If applicable).

6. RESPONSE SUBMISSION INSTRUCTIONS (Eligibility)

Prior Government contract work is not required to respond; however, respondents must comply with all Federal, State, and local laws. The anticipated solicitation may be issued on or about September 2026.

Required Questionnaire:

Your submission response must address the following seven (7) items:

1. What type of work has your company or organization performed in the past in support of the same or similar type requirement?

2. Has your company managed a service of this magnitude? If so, please provide details.

3. Has your company managed a staffing team to organize these services in the past? If so, provide details.

4. What specific technical skills does your company possess which ensure capability to perform the services?

5. Provide your small/large business size status, UEI number, and/or CAGE Code as registered in SAM.gov.

6. Indicate whether you qualify as a Small Business, Small Disadvantaged Business, 8(a), WOSB, HUBZone, or SDVOSB.

7. You must include a statement confirming that you understand a resulting federal contract or MOA would be awarded at no-cost to the Government, and that your firm will be entitled to retain collected event fees provided there is zero cost to the Government.

Submission Formatting:

• Responses are limited to 20 pages (including capability statement).
• Submissions must be in PDF format (compatible with Adobe Acrobat).
• Deadline: August 14, 2026 by 5:00 PM Central Standard Time.
• Delivery: Email is the only authorized method for receiving responses.

Email to: Christina J. Frey at contact@example.gov

Copy (CC): Alisa Marshall at contact@example.gov

Subject Line MUST read: 

"Response to Sources Sought W9126G-27-N-OSBP: [Insert Company Name]"