Request for Information Post: 04 November 2020; Response Date 13 November 2020 10:00AM Eastern Standard Time Classification Code: X1AB LEASE/RENTAL OF CONFERENCE SPACE AND FACILITIES NAICS Code: 561920 Convention and Trade Show Organizers Please note notice number PANAPG-21-P-0000 002512 is for internal tracking purposes only. Title: Advance Planning Brief to Industry (APBI) 2021 REQUEST FOR INFORMATION (RFI) This announcement constitutes an official Request for Information (RFI) as defined in FAR 15.201(e). This RFI announcement is for information and planning purposes only and it is not to be construed as a commitment by the Government. The Government does not intend to award a contract strictly on the basis of this RFI or to otherwise pay for the information submitted in response to this RFI. The information received will not obligate the Government in any manner nor will the Government reimburse contractors for any costs associated with submittal of the requested information. This request does not constitute an Invitation for Bid or a Request for Proposal. Market research information received from Industry in response to this Sources Sought Notice will be considered for formulation of the Government's acquisition strategy. Evidence of sufficient interested and capable small businesses in a specific socioeconomic small business program (8a, HUBZone, SDVOSB, WOSB, EDWOSB) will inform the Government of the viability of a small business set-aside for the relevant Small Business Administration (SBA) program. BACKGROUND/OBJECTIVE/REQUIREMENTS This market research is in regards to the Communications-Electronics Command (CECOM) annual 3-day Advanced Planning Briefing to Industry (APBI) Tech Expo held on Aberdeen Proving Ground (APG) MD. Work efforts will be in support of end-to-end event planning, logistical support and execution of APBI, typically held late April/early May. The 3-day event, includes all day briefings within Myer Auditorium, simultaneous breakout sessions within the adjacent tent, a 2-day industry Tech Expo within the tent, and both daily lunches and a single, evening social in the tent. Average daily attendance for the event is approximately 750. Work includes: Providing registration and administrative support to include creating and managing a website to host read-ahead material; creating and managing an online registration database; payment collection and badge printing services; technical support services; sales and registration monitoring; data summary reporting and post-event survey distribution/compilation services. Providing tentage and infrastructure support including setup/tear down, lighting, heating/cooling, safety/emergency supplies, tables and chairs, stages, linens, dividers, decorative items, etc. in accordance with fire and safety regulations. Onsite personnel during APBI will ensure overall maintenance of the infrastructure including electrical and heating/cooling and support movement of equipment/supplies, trash maintenance, and linen replacement. Providing Audio/Visual production labor, labor management, supplies and equipment to include live streaming between Myer Auditorium and the adjacent outdoor tent space. Onsite personnel during APBI will ensure communication capability throughout the tent and classrooms, support live stream capabilities between Myer and the tent, support briefing/presentation requirements in the tent, and provide background music during the evening social. Providing food and non-alcoholic beverages, along with staff to set-up, serve food, maintain serving and seating areas, and remove food and serving equipment at end of each event in accordance with health and sanitation regulations. All food and beverage service occurs within the tent and cover the duration of the 3-day event to include all day beverages, morning/afternoon refreshments, lunch, and hor d’ourves during the evening social. Delivering and maintaining executive style portable restroom trailers with onsite attendance to maintain cleanliness and supply stock. Emptying of restrooms as well as refiling of the generators and fresh water supply will occur at least daily, optimally before/after event hours. Overall event coordination will be provided by a single POC, acting as the primary government interface and supporting end-to-end coordination and execution. Ensuring logistical coordination of all contract services in accordance with health and safety regulations the event coordinator will be onsite during APBI to coordinate/oversee staff activities and address any issues/concerns that arise. At a minimum, the following will be included: 1. Company History: A history to include previous major service contracts performed and primary customer base, specifically how it relates to the requirement. This should include identification of any previous agreements/working relationship with industry service partners; work efforts for this contract can be subcontracted. 2. Capability: Logistical knowledge of APBI Tech Expo Event, or similar large-scale event, execution and prior experience working with APG Garrison and or similar organizations that would demonstrate a capability to support CECOM in successful contract execution. This should include work done as a prime contractor or if a subcontractor, and how it relates to this requirement. 3. SB type: Identify all of your socio-economic statuses as appropriate: Small Business (SB), Small Disadvantaged Business (SDB), SBA 8(a) certified, Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Woman Owned Small Business (WOSB), Alaskan Native Corporation (ANC), Historically Underutilized Business Zone (HUBZone) certified Small Business, American Indian Tribally (AIT) Owned concern or combination. 4. Please describe: Experience you may have with planning and executing large-scale, multi-day events and resolving conflicts across multiple teams. Accessibility to the products and quantities identified within the current Statement of Work, either internally or via subcontractor relationships. If current COVID-19 conditions affect supply availability, please describe the impact and potential mitigations. Any subcontractor roles/responsibilities as related to the Statement of Work and examples of previous events executed in coordination with stated companies. Responses should include the company name, CAGE code, point of contact, and email address and physical address. Indicate statement of interest and provide information required above. SUBMISSION INFORMATION: Responses shall be provided via email to Peggy Pennie (
[email protected] ), and Shantice Wright (
[email protected] ) not later than 10:00AM EST on 13 November 2020. Documents should be submitted in Microsoft Word (.doc) or Adobe (.pdf) format. THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This is not a request for proposals or quotations, and it is not to be construed as a commitment by the Government to release a solicitation and/or award a contract. All information received in response to this RFI that is marked Proprietary will be handled accordingly. Primary Point of Contact: Peggy Pennie, Contract Specialist
[email protected] Secondary Point of Contact: Shantice Wright Contracting Officer
[email protected]