THIS IS A Sources Sought Synopsis (SSS) ONLY. The U.S. Government intends to award a non- personal services contract to provide event planning, coordination and logistical support for training requirements of Department of the Army, Chief of Chaplains (DACH). Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary for performing the required tasks.
The Mission and Installation Contracting Command - Fort Sam Houston (MICC-FSH) is requesting information from industry regarding Event Coordination and Program Administration in accordance with (IAW) the attached Performance Work Statement (PWS) draft. The government highly encourages all interested businesses (large and small) to respond to this sources sought synopsis. In addition, we encourage all small businesses, in all socioeconomic categories (including, 8(a) Business Development Program, Small Disadvantage Business, Historically Underutilized Business Zone, Service-Disabled Veteran-Owned, Women-Owned Small Business concerns), to identify their capabilities in meeting the requirement at a fair market price. Be advised that the U.S. Government is unable to set aside this requirement if two (2) or more small businesses do not respond with information to support a set-aside.
This notice does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the U.S. Government to contract for any supply or service. Furthermore, the U.S. Government is not seeking quotes, bids, or proposals at this time and will not accept unsolicited proposals in response to this SSS. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. A determination not to compete this requirement, based upon responses to this notice, is solely at the discretion of the Government. However, if a competitive solicitation is released, it will be synopsized on the Government-Wide Point of Entry (GPE) located at SAM.gov. Potential offerors are responsible for monitoring the GPE for additional information pertaining to this requirement.
The anticipated North American Industry Classification System (NAICS) code is 561920 – Convention and Trade Show Organizers. The size standard for this NAICS code is $20M. If a different NAICS code would be better suited, please state in your response what NAICS is better suited for this requirement and why.
This is a follow-on requirement with an anticipated five (5) year ordering period. For your information, the contract information of the incumbent contractor is as follows:
a. Contract Number: W9124J-20-D-0004
b. Extent of Competition: Full and Open Competition
c. Contract Name/Info: TechTrans International (TTI)
d. Contract Award Total: $231,277,398.00 (includes 52.217-8)
e. Period of Performance: 1 January 2021 to 30 June 2026 (includes 52.217-8)
RESPONSES REGARDING POTENTIAL SOURCES STATEMENT OF CAPABILITIES: Interested Offerors having the required specialized capabilities/ qualifications to support some or all of the work described in the draft PWS are asked to answer the following questions and submit a capability statement. Capability statements shall contain the following information. In response to this SSS, vendor responses are limited to ten (10) written pages (PDF or MS Word Format) and should include:
1. Identify any condition or action that may be having the effect of unnecessarily restricting competition with respect to this acquisition and identify alternatives or solution solutions. Also contact the Mission and Installation Contracting Center (MICC) Advocate for Competition, Scott Kukes, at scott.d.kukes.civ@army.mil or 210-466-3015, if you believe that this action is unreasonably restricting competition. Include the subject of the acquisition, this announcement, and the MICC POC information from the SSS. Provide the specific aspects that unreasonably restrict competition and the rationale for such conclusion.
2. Provide name of the firm, point of contact, phone number, email address, Unique Entity ID, CAGE code, identify business size (large business or a small business) and if applicable, a statement regarding small business status including small business type(s)/certifications(s) (e.g., SDB, 8(a), HUBZone, SDVOSB, WOSB, etc.), and the corresponding NAICS code.
3. What percentage of work will be performed by the small business prime contractor and all similarly situated entity subcontractors? Note: See FAR 52.219-14(e)(1) Limitations on Subcontracting (Oct 2022) (DEVIATION 2021-O0008). If your firm is interested in competing for this requirement as a prime contractor and you plan to subcontracting any of the services out, contemplating a Joint Venture, and/or creating a teaming arrangement, please provide the name of these companies and what work and what percentage of work they will be performing, if available.
"Similarly situated entity" means a first-tier subcontractor, including an independent contractor, that has the same small business program status as that which qualified the prime contractor for the award and that is considered small for the NAICS code the prime contractor assigned to the subcontract the subcontractor will perform. An example of a similarly situated entity is a first-tier subcontractor that is a HUBZone small business concern for a HUBZone set-aside.
In addition, the Contractor agrees in performance of a contract for services, it will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities.
4. Please provide information in sufficient detail regarding any relevant previous experience (indicate whether as a prime contractor or subcontractor) on similar requirements (include size, scope, complexity, timeframe, government or commercial), pertinent certifications, etc., that will facilitate making a capability determination.
5. Describe your experience in regard to data management systems for managing, tracking, coordinating and timely invoicing of 200+ events on a monthly basis.
6. Identify experience with event planning OCONUS.
7. Given a large number of events within a 30-day period, demonstrate how you would be able to address your financial capability until such time as payment is made in accordance with contract terms and Prompt Payment Act?
8. The Government may consider tiered pricing based on the number of events described in the draft PWS. What type of CLIN structure would you recommend that could support a tiered structure based on the number of anticipated events each year?
9. How would industry recommend the Government establish its CLIN structure / pricing arrangement, considering the hundreds of event locations anticipated, factoring in the various event requirements (lodging, meals, transportation, and Audio Visual support)?
10. Based on the volume of rooms and meals required on an annual basis, please discuss if the Government could expect cost savings over the Government’s per diem rates. If so, how does industry suggest we seek to capture those savings during competition and then incorporate into the resultant contract?
11. How would you ensure employees are certified to meet all child care requirements? What standards other than those identified in the draft PWS have you seen regarding child care?
12. Provide information to help determine if the service is commercially available, including pricing information, basis for the pricing information (e.g., market pricing and catalog pricing), delivery schedules, customary terms and conditions, warranties, etc.
13. Identify how the Army can best structure these contract requirements to facilitate competition, including competition among small business concerns.
14. Recommendations to improve the Army's approach/specifications/draft PWS/PRS to acquire the identified services.
15. The Government may host an Industry Day in early 2025 to facilitate feedback on the initial requirement. What information would you like to see presented should this happen?
Questions for this sources sought synopsis shall be submitted on or before 5:00 P.M. CDT on 28 June 2024. Government response will be provided within seven (7) business days after receipt of all questions. All questions MUST be in writing. Verbal questions will not be accepted.
Responses to this sources sought synopsis shall be submitted on or before 12:00 P.M. CDT on 31 July 2024 via email to LaTasha Cardwell, Contract Specialist at latasha.s.cardwell2.civ@army.mil and Stephen Fuller, Contracting Officer at stephen.b.fuller4.civ@army.mil. No telephonic responses will be accepted.
Correspondence and responses shall reference W9124J-25 R-BSRT in the subject line.
Upon receipt of responses, the Government will request from our Customer an assessment regarding each firm’s potential to fulfil our requirements as depicted in the draft PWS. Respondents will not be notified of the results of the evaluation. The Government will not return any information submitted in response to this notice.
