SOURCES SOUGHT
R -- SelectUSA Investment Summit
- Notice Date
- 4/29/2015
- Notice Type
- Sources Sought
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- Department of Commerce, National Institute of Standards and Technology (NIST), Acquisition Management Division, 100 Bureau Drive, Building 301, Room B130, Gaithersburg, Maryland, 20899-1410, United States
- ZIP Code
- 20899-1410
- Solicitation Number
- SB1350-15-I-0001
- Archive Date
- 5/20/2015
- Point of Contact
- Monica Brown, Phone: 2024820932
- E-Mail Address
-
monica.brown@trade.gov
(monica.brown@trade.gov)
- Small Business Set-Aside
- N/A
- Description
- The purpose of this Request for Information is to determine the companies capable of performing the effort described herein. 1. BACKGROUND: SelectUSA is the U.S. Government program to promote and facilitate inbound business investment in the United States. This includes foreign direct investment, reshoring, and business retention and expansion. SelectUSA is a program within the Global Markets (GM) unit of the International Trade Administration (ITA) of the U.S. Department of Commerce (DOC). On March 23-24, 2015, SelectUSA hosted the second SelectUSA Investment Summit (Summit) with over 3,000 participants from around the world at the Gaylord National Harbor just outside Washington, DC. There were over 100 global media outlets present, nearly 100 exhibitor booths in the exhibit hall, and economic development representatives from all 50 U.S. states. Attendees/speakers included President Obama, six Cabinet Members, and 50+ Ambassadors from various countries. The success of the two Summits held so far has demonstrated a demand for a federal-level forum on business investment in the United States. 2. DESCRIPTION/: SelectUSA requires conference planning services for the SelectUSA 2016 Investment Summit to be held between March and June of 2016, with the exception of April. The 2016 SelectUSA Investment Summit will be a two and a half-day event that is expected to draw approximately 2,000 participants from around the world, including international companies, foreign government officials, U.S. companies, economic development organizations (EDO), professional service providers, business associations and organizations, subject-matter experts, and federal, state and local government. In 2016, the Summit featured President Obama and six Cabinet Members, as well as executive-level representatives from global companies, leadership from key stakeholders groups, elected officials from across the United States, and foreign government officials from around the world. The main Summit program will take place between the hours of 8:00am and 7:30pm, with breakfast served prior to the main program start time, and registration/badging starting at 6:00am the days of the event as well as an opportunity for early registration/badging the day before the Summit begins. Exhibition hall setup will take place the day before the Summit so that it is ready to open for all Summit participants by 6:30am the day of the event. In addition, sponsors and partners shall have the ability to host on-site receptions, dinners, and other events before and after the scheduled main Summit program. (Any sponsor- or partner-hosted event will be contracted by the sponsor or partner separately and is not included in this contract). The main Summit components are: • A full two-and-a-half-day agenda - including speakers, plenary sessions, breakfast and lunch, and multiple breakout tracks (potentially four separate tracks) - featuring informative panels and breakout sessions on the U.S. market and key industry sectors, lessons on how to navigate the U.S. market, and critical issues that drive investment location decisions; • Private, one-on-one strategic matchmaking opportunities scheduled through a dynamic, online platform available for registered Summit participants, as defined by the government. • A tradeshow floor featuring exhibition booths by U.S. EDOs, sponsors, partners, and the U.S. Government Interagency Investment Working Group (other categories will potentially also be included). The scope of the requirement is for a contractor to provide event planning and execution services for all Summit events. The SelectUSA Summit must be held in the Washington DC area. Tasks include: • Creation and execution of an event management plan; • Planning and execution of plenary sessions, breakout sessions, and matchmaking meetings; • Exhibition floor registration, booth assignment as directed by the Government, and management of the floor on-site; • Website development and management; • Sponsor recruitment, relationship management, and sponsorship package creation and distribution; • Attendee registration and help desk assistance; • Conference material preparation, including promotional materials, branding materials, signage, and welcome kits for attendees; • Food and beverage coordination and execution; • Venue selection, acquisition, and coordination, including logistics support, security, obtaining attendee room blocks and complimentary rooms, audio visual, etc.; • Facilitating public affairs efforts including press events and coordination and distribution of promotional materials and recruitment; and • Defining roles, training, and developing a plan for on-site management of Government volunteers during the Summit. • Implementation and analysis of post-event survey. 3. INSTRUCTIONS This is a REQUEST FOR INFORMATION. THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. This RFI is in support of market research being conducted by SelectUSA to identify potential capable sources. SelectUSA intends to award a no-cost single task order for this effort. Contractors responding to this notice shall submit the following information to Monica Brown, Contracting Officer, at monica.brown@trade.gov Response Date: 12:00 pm on Tuesday, May 5th EST by email to Monica Brown, Contracting Officer monica.brown@trade.gov Submission contents: 1. Company Information to include: a. Points of contact, addresses, email addresses, phone numbers b. Identification as a large U.S. business, small U.S. business, or foreign business c. Contract number under GSA Schedule 541, Advertising and Integrated Marketing Solutions (AIMS), SIN 4D, Conference, Events, and Tradeshow Planning Services 2. Summary of related capabilities information based upon the questions listed below. It should be brief and concise. Limit responses to a total page limit of ten (10) 8 ½" x 11" pages. Pages shall be single-spaced and one-sided. Font shall be Times New Roman and no smaller than 10 pt with at least a one-inch margin. Electronic submissions must be in a Microsoft Word compatible format. 3. Past Experience: Provide no more than 3 examples of relevant company experience within the past three (3) years. No more than 3 pages per example. a. Company/division name b. Program/Project Name c. Contracting Agency d. Contract Number e. Type of Contract f. Period of Performance g. Original and Current Contract Value h. Brief description of the contract effort, indicating whether it was development and/or production i. Name, address, and telephone number of Government Program Manager/Director, Administrative Contracting Officer, Procuring Contracting Officer 4. Any other information you deem necessary to evaluate your capabilities. The following questions must be answered and elaborated on as part of the package: 1. Describe your company's experience with organizing and hosting a conference with over 2,000 attendees, including venue management, organizing an exhibit hall with nearly 100 exhibitors, obtaining large blocks of rooms in nearby hotels, and arranging meals. 2. Describe your company's experience with organizing a no-cost contract event with the Federal Government. 3. Has your company organized and hosted a large event with: a) Cabinet- level attendees and speakers b) International and domestic participants Did this include the provision of multiple simultaneous interpreters and translation of conference material into multiple languages? Please describe. 4. Please describe your strategy for event promotion and your proven ability to obtain sponsorships. SelectUSA expects that the entire cost of the event will be covered by sponsorship, exhibitor fees, and participant registration fees. Please note that potential sponsors must be vetted by SelectUSA to ensure they meet all requirements as outlined by agency policy. 5. Describe your methodology and processes for conference registration: how you develop the cost of registration, software used, ability to report on real-time basis registration, ability to provide registrant assistance once registration is open, and verification of registration. Please identify the registration software you believe would best meet the needs of a conference event of this type. If a separate matchmaking system is proposed, please identify your proposed matchmaking software. 6. Describe your company's experience with marketing, outreach, and communication of a major event. Please describe your process for: marketing, branding, graphic design, communication with potential and registered participants, social media strategy, and app development. 7. Describe your company's experience with Presidential, Vice-Presidential, or First Lady events. 4. PLACE/PERIOD OF PERFORMANCE The SelectUSA Summit must be held in the Washington DC area, and is currently planned to be held in May or June of 2016. The period of performance is anticipated to be three years - one base and two option years. Any information submitted by respondents to this sources sought is strictly voluntary. The Government will not reimburse the respondents for any costs associated with their response. This synopsis does not constitute a Request for Proposals/Quotes nor does its issuance restrict the Government as to its ultimate acquisition approach. The Government reserves the right to contact the submitting parties on an as required basis for further clarification on material provided. If at least two (2) responsible small business concerns are determined by the Government to be capable of performing this requirement based on an evaluation of the capability packages submitted by the due date above, the requirement will be solicited as a set-aside for small business concerns. If capability packages are not received from at least two responsible small business concerns by the response date or if the Government determines that less than two small businesses are capable of performing this requirement based upon an evaluation of the packages submitted this requirement will be solicited under provisions of FAR Part 8 (GSA Schedules).
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