RFI for Conference and Meeting Support

THE DUE-DATE FOR RESPONSES TO THIS RFI IS 3 PM, JUNE 10, 2011. THIS REPLACES THE ANNOUNCEMENT DATED MAY 19 ENTITLED EPA-RFI-MEETINGS. THERE ARE NO CHANGES TO THE ANNOUNCEMENT. THE EARLIER DOCUMENT WAS ERRONEOUSLY DELETED FROM FEDBIZOPPS. THIS POSTING SIMPLY REPLACES THE DOCUMENT. REQUEST FOR INFORMATION Conference, Event, and Meeting Support Services Purpose The U.S. Environmental Protection Agency (EPA) is issuing this Request for Information (RFI) to conduct market research and gather information from industry on conference, event, and meeting planning and support for EPA offices and regions across the country. The EPA's goal is to establish a strategic approach to acquiring and providing such services. This RFI is solely for informational and planning purposes and does not constitute a Request for Proposals (RFP), Invitation for Bid (IFB), Request for Quotations (RFQ) or an obligation on the part of the Government to acquire any services. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract nor do they affect a potential offeror's ability to respond to any future synopsis/solicitation. The U.S. Government reserves the right to determine how it should proceed as a result of this notice. Furthermore, those who respond to this RFI should not anticipate feedback with regards to its submission. The U.S. Government will not pay any cost incurred in response to this RFI. All costs associated with responding to this RFI will be solely at the responding party's expense. Background Each year the EPA sponsors hundreds of conferences and events across the country. The majority of these events are in the 250 - 2,000 person range. These events are critical to the successful execution of the Agency's mission and act as a forum for collaborative problem solving as well as conveying essential information to a variety of audiences. Currently services for planning and executing these events are acquired in a variety of ways by individual offices and personnel across the Agency. EPA believes there is a more efficient and cost effective way to acquire these services. Through this RFI, EPA is seeking input and suggestions from industry about conference, event and meeting planning and support services in order for EPA to make decisions about structuring a strategic acquisition solution for these services. EPA seeks feedback from industry on the general description below as well as suggestions or other responses to help optimize the way EPA acquires these services. EPA also seeks responses to several specific questions listed after the description below. General Description EPA envisions engaging several companies in the conference/event planning industry to help optimize current conference and event preparation and execution in order to minimize costs and maximize efficiency and attendee experience. Issues and services that EPA envisions contractor(s) handling may include: - Providing event planning and coordination services - Identifying and securing event facilities, audio-visual support, supplies and equipment - Identifying and securing event speakers - Identifying and securing lodging for participants - Identifying and arranging for appropriate food or refreshments as allowed by federal regulation - Providing program/agenda support - Providing registration and related on-site support - Providing document preparation support - Providing graphic support and photography - Creating and managing an on-line interface for EPA offices to review available options, choose from a variety of services, and perform information exchanges electronically. - Providing on-line participant registration EPA further envisions contracting with companies that understand Federal regulations, protocols and issues affecting Federal conference/event management, including: - Federal travel regulations - The Federal Acquisition Regulation - Green meeting best practices and requirements (e.g., GSA Guidance for Sustainable TDY Policies and Practices www.gsa.gov/graphics/ogp/FTRbulletin10-06.doc, EPA Green Meetings and Conferences http://edocket.access.gpo.gov/cfr_2009/octqtr/48cfr1523.703-1.htm, etc.) - Remote meetings - Regulations and policies concerning registration, refreshments and other relevant areas (for example, see Attachments 1 and 2). - Fee-based conferences or similar "no cost" arrangements in accordance with section 5.B of EPA Order #1900-3 (see Attachment 1). Questions for Industry As part of its market research EPA is requesting industry input on the following questions: 1. Please discus the positive and negative aspects of creating a single over-arching contract vs. multiple contract vehicles. Please be advised that we believe that this service lends itself to developing a strategic sourcing acquisition solution. 2. Please discuss the challenges associated with planning and executing conferences/events of a small, medium and large nature. 3. In the conferencing/event planning arena, what are the typical demographics (size standard, socio-economic categories, geographic location and coverage) for companies that perform this type of work? 4. Please discuss the specific issues that would make a solicitation for this work especially desirable -- or undesirable -- to companies considering competing for the work. 5. Please discuss standard industry practices, and your company's best practices, in providing these services. 6. Please discuss any effective performance-based results associated with providing these services of which you might be aware. 7. Please discuss options for maximizing green meeting and events (e..g, ASTM/APEX Green Meetings and Events Standard, Convention Industry Council's Accepted Practices Exchange Panel on Green Meeting and Event Practices, the Green Meeting Industry Council, etc.) 8. Optional: Attached please find a sample EPA event (see Attachment 3). Please provide your ideas on how to plan and execute this sample event. 9. Please provide any other information you think EPA might find useful in competing and acquiring these services. How to Respond Please provide all responses to this Request for Information no later than June 3, 2011 in electronic or hardcopy format to Ms. De'borah Sissine at: contact@example.gov Or Ms. De'Borah Sissine Management Analyst US EPA Office of Acquisition Management HPOD-BASS MC 3083R 1200 Pennsylvania Avenue, NW Washington, DC 20460