R -- WIF Conference and Meeting Support

This sources sought is a request for information prior to drafting and releasing any resultant solicitation. The information contained in this sources sought notification is based on the best and most current information available to date, is subject to change and is not binding on the Government. Any significant changes will be provided in a subsequent synopsis, if required. The Defense Security Cooperation Agency (DSCA) is seeking potential sources capable of providing administrative and logistical support necessary for execution of important meetings, exchanges, conferences, etc, that are identified by OSD (ISP) NATO, EURASIA, and DSCA. The support is specific to event management for initiatives undertaken by these offices. Contractor will work under the general direction of DASDs, Principal Directors, and OSD and DSCA country desk officers to accomplish the tasks specified in the anticipated scope of work. Travel will be required as necessary to accomplish each assignment. erve as the primary Point of Contact for OSD (ISP) EURASIA, NATO, and DSCA conference and event planning. Organizations require management support, scheduling, and coordination assistance to support an extensive list of international activities (exchanges, conferences, discussions, etc.) with countries/regions in their areas of responsibility (AOR). These activities include but are not restricted to annual exchanges with European countries that are eligible for WIF support, and other participating countries deemed of interest. Support is also required for other, unforeseen visits, conferences, reviews, and events that occur throughout the year. The contractor will coordinate plans and preparation for meetings in Washington D.C., and others inside and outside CONUS. Work includes preparation of travel agendas, country clearances, cables, notification, invitations, protocol interface, language services, meeting minutes, and creation of event documentation. Work with OSD and DSCA staff to determine scope of assigned event and draft comprehensive working plan. Aid in identifying location of event and assume lead in securing event venues. Identify all requirements necessitating action by non-DoD activities and develop plan for these requirements. Ensure COR is informed of resulting event planning activity.Work with responsible or assigned OSD (ISP) or DSCA desk officer to develop cost estimates for all aspects of designated event. Identify funding options for individual items and aid OSD and DSCA staff in preparing request memoranda IAW established guidelines. Ensure each event is supported in a timely fashion and resulting actions receive appropriate follow-up. If necessary, work with government staff to identify requirements for interpretation and translation support. Identify best sources of language support, perform cost benefit analysis, and assist in drafting necessary program requests and funding paperwork to achieve effective support. Ensure translation equipment is available for events where language services are required. Identify necessary logistics requirements (supplies, audio-visual equipment, tables, chairs, writing implements, refreshments, etc) for each assigned event and ensure all requirements are available in a timely fashion. Ensure event announcements and acquisition of presentations prior to the event for efficient management of meetings. Research and identify necessary and appropriate memorabilia (if required) and coordinate presentation to support each event. Present recommendations to government staff that meet statutory guidelines. Aid in drafting memoranda and supporting rationale to secure necessary funding. Ensure gifts are properly wrapped and available for presentation at required event. Develop and publish information folders for all participants for events assigned. Ensure nametags and place cards are prepared and properly placed. Provide support to government staff in compiling and publishing event books. Ensure all planned event activities execute, and event wrap-up is completed. Participate and produce meeting minutes as necessary, and ensure they are provided to government conference official within five working days of event. Coordinate with appropriate network administrators to ensure minutes are distributed to those participants who have equity in the meetings. Follow up on conference administration items requiring attention, and ensure all actions related to event are closed. To prepare for conferences requiring government support, conduct assessments for action officers and senior leadership as requested. Coordinate these as necessary to ensure best value and event support options are provided for each event. Support long term planning by preparing, monitoring and facilitating development and implementation of DSCA and OSD conferences and meeting schedules. Provide updates for events using existing government electronic media. Work with stakeholders (i.e. DOD activities, Combatant Commands, Department of State, and in-country embassies) to develop WIF supported conference plans for eligible nations that support US national security interests. In close collaboration with OSD (ISP) and/or DSCA, assess, formulate, and coordinate proposals for new conferences and meetings that support U.S.and NATO security and defense priorities in these regions. Attend and facilitate administration of required international meetings; conferences, and exchanges, and report action items and recommendations to OSD and DSCA personnel for assigned country. Written reports are to be generated in accordance with Technical Report-Study/Services format, and be hosted on appropriate networks when each event is completed. Each will be submitted within five days of required meetings, detailing topics and recommendations from discussions. If you are interested in competing for thie requirement, please indicate your interest by sending an email no later than October 24, 2005 at 10:00 A.M. EST to [email protected] and [email protected]. The email shall contain the following subject line, WIF Conference and Meeting Support. Use of any other subject line may delay your entry. All valid email responses from propsective sources must provide the return email address, company name, mailing address, telephone number, facsimile number, and point of contact within the body of their response. In addition to assist in the acquisition strategy development, please respond to the following questions, 1) Is your business a large business or small business [Small Disadvantaged, Woman-Owned, Service Disabled Veteran Owned, etc.]? 2) Provide a list of customers (Government/non-Government) within the past 5-years highlighting similar work performed. Include contract numbers, contract type, dollar value of each procurement, and point of contact/addresses/and phone numbers and brief description of the work performed. 3) Provide information relative to past performance that demonstrates the ability to provide ALL capabilities noted above. ALL PROSPECTIVE OFFERORS MUST RESPOND TO THIS SYNOPSIS VIA E-MAIL. TELEPHONE REQUESTS FOR SOLICITATIONS WILL NOT BE ACCEPTED OR RETURNED. Submit responses no later than October 24, 2005 at 10:00 A.M. EDT. Your response is limited to 30 pages. NO SOLICITATION EXISTS AT THIS TIME. The government reserves the right to conduct oral capabilities demonstrations that will be scheduled at a later date. This is not a commitment on the part of the Government to award a contract as a result of this notice or to pay for any information received. Any offerors that dialog with the Program Office will not be permitted to participate in this solicitation process. All dialogs should be directed to the Contracting Officer only.