SAM #19AQMM26R288

RFI: Comprehensive Event Management Planning Services for Large-Scale Government Events

The U.S. Department of State, Office of the Nonproliferation and Disarmament Fund, is seeking information from industry regarding comprehensive event management planning services for large-scale domestic and international events. - Government Buyer: - U.S. Department of State - Office of the Nonproliferation and Disarmament Fund - OEMs and Vendors: - No specific OEMs or vendors are named in the notice - Products/Services Requested: - Comprehensive event management planning services - Project management and strategic oversight - Domestic and international event management (workshops, conferences up to 5,100 attendees) - Event planning and registration - Logistics and venue/platform selection - Secure, licensed virtual platforms (e.g., Zoom, Teams, Webex) - Translation and interpretation services - IT support and technical assistance - Catering and hospitality - Security protocols and risk management - Curriculum and materials development - Training delivery (in-person, virtual, hybrid) - Unique or Notable Requirements: - Section 508/ADA compliance for accessibility - Government branding on all materials - Platform stability (99.9% uptime) - Interactive participant engagement features - Adherence to federal regulations and security protocols - All developed materials become government intellectual property - Respondents must demonstrate technical capabilities, relevant experience, and provide cost estimates for budget planning

Description

This is not a solicitation or request for proposal announcement. This request for information (RFI)/Sources Sought is for market research only and to assist the Office of the Nonproliferation and Disarmament Fund in determining technical capabilities of interested parties for acquiring a comprehensive event management planning services in support of NDF’s projects (domestic or international) ranging from small workshops to large-scale conferences with up to 5,100 attendees, deliverable in-person, virtual, or hybrid formats. 

Key Capability Areas: 

Task 1 – Project Management and Strategic Oversight 

• Contract kickoff and coordination within 14 days of award 

• Ongoing project management and oversight 

• Bi-weekly teleconferences with Government personnel 

• Limited-scope research and analysis 

• Quarterly narrative and financial reports 

• Ad hoc in-person meetings at DOS headquarters 

Task 2 – Domestic Event Management Services 

Phase I: Planning and Registration 

• Registration management for up to 5,100 participants 

• Automated confirmation systems and digital access links 

• Materials development meeting Section 508 accessibility standards 

• Government branding compliance 

Phase II: Multi-modal Logistics 

• Venue/platform selection for in-person, virtual, or hybrid formats 

• Secure, licensed platforms (e.g., Zoom, Teams, Webex) with breakout rooms and simultaneous interpretation capability 

• High-definition cameras and microphones for streaming 

• Translation services 

• IT support 

• Catering and hospitality coordination 

Phase III: On-Site or Digital Execution 

• Dedicated staffing (2-3 staff for on-site OR 2 technical moderators for virtual) 

• Section 508/ADA compliance for all content 

• Security and access control protocols 

• Cyber-security protocols for virtual platforms 

Task 3 – International Event Management and Training Delivery 

The contractor must provide comprehensive international event management including: 

• Outreach and engagement with foreign government officials and technical experts 

• Venue identification and procurement 

• Travel arrangements for participants and staff 

• Lodging coordination and booking 

• Visa processing and issuance support 

• Travel and per diem for course participants 

• IT support and technical infrastructure 

• Event catering 

• Interpretation and translation costs 

• Training module delivery via workshops, consultancies, online learning, webinars, and study tours 

Task 4 – Curriculum and Materials Development 

• Creation of training curricula and tabletop exercises 

• Interactive learning materials 

• Traditional classroom-based training 

• Virtual/online learning modules 

• Hybrid learning experiences 

• Study tours and consultants 

• Professional translation of materials into foreign languages 

• All materials must be Government intellectual property 

Performance Standards: 

Contractors must be capable of meeting the following standards: 

Platform Stability: 99.9% platform stability for virtual/hybrid components 

Participant Engagement: Interactive elements (polls, Q&A) for all participants 

Communication: Final confirmation for attendees 48 hours prior to event 

Responsiveness: Response to Government inquiries within one business day 

Quality Assurance: Error-free deliverables meeting Government standards 

Compliance: Federal regulations, security protocols, and accessibility requirements 

INSTRUCTION TO RESPONDENTS: Interested parties who desire to participate in this RFI/Sources Sought are encouraged to submit responses that demonstrate they have the CAPABILITIES and qualifications to provide the key capabilities described above.  

Responses shall include the following information: 

Company Information 

Company name, address, point of contact, phone number, and email address  CAGE Code and UEI (Unique Entity Identifier) number  Business size and socioeconomic status (check all that apply):   NAICS code(s) under which you would respond  Annual revenue for the past three fiscal years 

Capability Information 

Please provide narratives addressing the following: 

Experience and Past Performance Technical Capabilities Project Management Approach International Operations Curriculum Development Staffing and Key Personnel Equipment and Resources Teaming Arrangements Cost Estimates for Budget Planning (Optional)

This RFI is issued in accordance with FAR 15.201(e) for market research and planning purposes only. It does not constitute a solicitation and shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. The Government will not pay for any information solicited or received. 

Responses to this notice will not be returned and no reimbursement will be made for any costs associated with providing information in response to this announcement or any follow-up information requests. Proprietary information, if any, should be minimized and must be clearly marked. 

Respondents will not be notified of the results of the review. However, responses may be used by the Government in developing the acquisition strategy and solicitation documents. The Government reserves the right to contact individual respondents for clarification or additional information. 

No telephone inquiries will be accepted. All questions must be submitted in writing as specified above.  Not responding to this RFI does not preclude participation in any future request for proposal (RFP) or request for quotation (RFQ), if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All responses to this RFI will remain in the possession of the Government and will not be returned. 

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