SAM #12314426Q0221

Convention Planning and Implementation Services for USDA Reverse Trade Missions 2027

USDA's Foreign Agriculture Service (FAS) is seeking a contractor to deliver convention planning and implementation services for two Reverse Trade Missions (RTMs) in 2027: - Government Buyer: - U.S. Department of Agriculture (USDA) - Foreign Agriculture Service (FAS) - Global Programs, Trade Missions and Shows Division - Services Requested: - Planning and execution support for two RTMs: Summer Fancy Food (SFF) Show in New York and Americas Food and Beverage (AFB) Show in Miami - Identification and outreach to export-ready U.S. companies - Matchmaking between U.S. exhibitors and up to 75 foreign buyer participants - Logistics management including ground transportation, lodging, meeting space, and site visits - Interpretation and translation services, including development of multilingual informational materials - Speaker identification and coordination - Post-event follow-on activities, monitoring, and evaluation - Unique Requirements: - Contractor must have experience in agribusiness event facilitation, logistics, matchmaking, and translation - Multilingual support and detailed coordination for international participants - Set aside for SBA Certified Women-Owned Small Businesses (WOSB) under NAICS code 561920 - No specific OEMs, vendors, products, or part numbers are named in the solicitation - Firm fixed price contract based on best value evaluation - Each RTM event has a 12-month period of performance within a total 15-month contract window

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Part 12.  This announcement constitutes the only solicitation.  Quotations are being requested and a separate written solicitation will not be issued. 

Solicitation number 12314426Q0221 is issued as a Request for Quotation (RFQ) for convention planning services for USDA Foreign Agriculture Services reverse trade mission in Miami, Florida and New York, New York during the calendar year 2027.

This acquisition is set aside for SBA Certified Women-Owned Small Businesses (WOSB).  The applicable North American Industry Classification Standard Code is 561920 – Convention and Trade Show Organizers.  The small business size standard is $20M.  All responsible sources may submit a quotation which will be considered by the agency. 

Contractor shall provide support in the planning and implementation of activities associated with two USDA RTMs.  The overall period of performance for this contract is a total of 15 months, and each event will have its own period of performance respectively.  The specific period of performance will be identified in each event.

 Event One: The Summer Fancy Food (SSF) Show will be held in New York, New York. The period of performance for this event is 12 months after contract award.

 Event Two: The Americas Food and Beverage (ABF) Show will be held in Miami, Florida. The period of the performance for this event is 12 months after contract award.

The Contractor shall demonstrate: 1) strong ties with U.S.-based public and private sector agricultural and agribusiness stakeholders; 2) a resume reflecting a history of facilitating high visibility international and local marketing and promotional events; and 3) adequate staffing to accomplish the tasks set forth in this document.  The Contractor shall demonstrate clear capabilities related to the following for each RTM:

Identification of export-ready U.S. companies exhibiting at the 2027 SFF Show and the AFB Show. Outreach to U.S. businesses at the SFF Show and the AFB Show to educate them about FAS-sponsored RTM participants. Matchmaking between U.S. exhibitors and RTM participants. Logistics management (including ground transportation management, lodging, interpretation services, meeting/conference space, and daily morning small meeting room for only FAS and Contractor use. Identification of relevant site visits and plenary session speakers. Development of informational materials in multiple languages. See language below regarding utilization of cVent app. Follow-on activities associated with the RTMs. Monitoring and evaluation of the RTMs.

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