Family Member Update (FMU) event support for Defense Prisoner of War/Missing in Action Accounting Agency (DPAA)

Active

Contract Opportunity

INTRODUCTION

The U.S. Army Contracting Command (ACC)-Orlando is issuing this Sources Sought Notice (SSN) on behalf of the Enterprise Office of the Secretary of Defense (EOSD) and Defense Prisoner of War/Missing in Action Accounting Agency (DPAA) as a means of conducting market research to identify potential sources having an interest and industry technologies available to provide five (5) to seven (7) annual Family Member Update (FMU) events within the Continental United States (CONUS).

The result of this market research will contribute to determining the method of procurement if a requirement materializes. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding submissions.

This is not a solicitation for proposals, proposal abstracts or quotations. The purpose of this notice is to obtain information regarding the availability and capability of qualified contractors to provide services for furnish facilities, furniture, equipment and supplies, management, supervision, and labor to provide conference facilities, audio video support, and light refreshments in support of FMU events.

DISCLAIMER:

THIS SOURCES SOUGHT IS FOR INFORMATIONAL PURPOSES ONLY. THIS IS NOT AN REQUEST FOR PROPOSAL (RFP) TO BE SUBMITTED. IT DOES NOT CONSTITUTE A SOLICITATION AND SHALL NOT BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT. NO FUNDS ARE AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO THIS ANNOUNCEMENT. ANY INFORMATION SUBMITTED BY RESPONDENTS TO THIS TECHNICAL DESCRIPTION IS STRICTLY VOLUNTARY.

REQUIRED CAPABILITIES

The Government requires an Event Planning and Support capability to champion the FMU Program.

Requirements of the effort are as follows:

1. Provide furniture, equipment and supplies, management, supervision, and labor to provide conference facilities (ballroom and break-out rooms).


2. Provide audio/visual support at conference facilities.


3. Provide light refreshments and pastries for FMU events at conference facilities.


4. Provide and set up breakout rooms at conference facility.


5. Provide audio/visual equipment in support of the main conference room and breakout rooms.


6. Provide hardwired internet support for Facebook Live, YouTube, and Government website at conference facility.


7. Provide all facilities support necessary to conduct briefings and one-on-one meetings with families on Prisoner of War/Missing Personnel related issues.


8. Provide for Box Handling (2-day storage for conference materials and delivery to ballroom).


9. Provide blocks of rooms for FMU families at conference facility or NGT ten (10) miles away.


10. Provide for parking at conference facility as necessary.


11. Provide for daily custodial services at conference facility.


12. Provide any special attendee requirements, i.e., handicap rooms, special foods, etc.

ELIGIBILITY

The applicable NAICS code for this requirement is 561920 (Convention and Trade Show Organizers) with a Small Business Size Standard of $20M. If any company/organization considers another NAICS code more applicable to this requirement, please submit the NAICS code and justification in your response to this announcement.

*NOTE 01: The current SBA Table of Small Business Size Standards was updated 17 March 2023; since the beginning of 2022, the SBA has regularly updated the table to account for inflation. Businesses must update their SAM.gov profiles in order to have their small business status reflect the most current small business size standards. Until updated, the SAM profiles will continue to display the small business status under outdated size standards.

*NOTE 02: In accordance with 13 C.F.R. 121.104, the current calculation for dollar (monetary) value based NAICS codes is average total receipts over the last five (5) completed fiscal years

*NOTE 03: In accordance with 13 C.F.R. 121.106, the current calculation for employee based NAICS codes is average number of employees used for each pay period for the preceding completed 24 calendar months.

SUBMISSION DETAILS

Interested businesses should submit a brief capabilities statement package demonstrating ability of no more than 15 pages (no more than 8.5 X 11 inch pages, font no smaller than 12 point) to include the following:

1. Your firm's degree of familiarity and specific experience with implementation of events planning solutions to meet the service requirements.


2. Provide a tailored capability statements addressing the requirements of this notice, with appropriate documentation supporting claims of organizational and staff capability.


3. A statement indicating if your firm is a large or small business under NAICS code 561920; if small business, please indicate any applicable socio-economic status [i.e., 8a, Small Disadvantaged Business (SDB), HUBZone, Veteran-Owned Small Business (VOSB), Service-Disabled Veteran-Owned Small Business (SDVOSB), or Women-Owned Small Business (WOSB)].


4. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. In addition, provide the names of those anticipated subcontractors, and list the anticipated percentage of small business subcontracting.


5. An itemized Rough Order of Magnitude cost for each requirement listed above.


6. Proof of Events Planning and Coordination is required (i.e., contract #, customer POC information, locations supported, etc.).

*NOTE (LIMITATIONS ON SUBCONTRACTING): If you are a small business interested in being the prime contractor for this effort, please be advised that FAR clause 52.219-14 (Limitations on Subcontracting) (DEVIATION 2021-O0008) was updated in September 2021. The current clause adds the definition of “Similarly Situated Entity” and the 50% calculation for compliance with the clause. Small business prime contractors may now count “first tier subcontractor” work performed by a “Similarly Situated Entity” as if it were performed by the prime contractor itself.

To assist in our market research and set-aside determination for this effort, if you are a small business interested in priming this effort and plan to utilize a “Similarly Situated Entity” to meet the Limitations on Subcontracting requirements, please identify the name & Unique Entity ID/CAGE Code of the specific firm(s) you intend to partner/subcontract with to meet the requirements as well as their SB size status under the NAICS that you as the prime would assign for their workshare. Information regarding any planned “Similarly Situated Entity” should be included in answering any questions outlined in the SSN in order to assist the Government's capability determination.

Businesses are invited and encouraged to ask questions and provide feedback to this notice via email to the POCs. Submit all documentation in either Microsoft Word or Portable Document Format (PDF), via email to the POCs below no later than 1:00 p.m. EST on 10 November 2023 and reference Sources Sought Notice for DPAA FMU in the subject line of e-mail and on all enclosed documents. If any proprietary information is provided, please mark appropriately.

Responders are advised that the U.S. Government will not reimburse any contractor for any information or administrative costs incurred in the response to this SSN; all costs associated with responding to this SSN will be borne solely by the interested party. Not responding to this SSN does not preclude participation in any future Request for Proposal (RFP) or other solicitation, if any are issued. However, the Government will use the information obtained to assist in developing an acquisition strategy and making a Small Business decision.

DISCLAIMER:

THIS NOTICE DOES NOT CONSTITUTE AN INVITATION FOR BIDS OR AN RFP AND IS NOT A COMMITMENT BY THE U.S. GOVERNMENT TO PROCURE SUBJECT PRODUCTS. THIS IS NOT A SOLICITATION NOR DOES IT GUARANTEE A SOLICITATION WILL BE ISSUED. THE SUBMISSION OF THIS INFORMATION IS FOR PLANNING PURPOSES ONLY. INFORMATION AND MATERIALS SUBMITTED IN RESPONSE TO THIS REQUEST WILL NOT BE RETURNED. NO PHONE CALLS. DO NOT SUBMIT CLASSIFIED MATERIAL.

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