Active

Contract Opportunity

Procurement Technical Assistance Centers (PTACs) are an official government contracting resource for small businesses. Find your local PTAC (opens in new window) for free government expertise related to contract opportunities.

The U.S. Department of Veteran Affairs (VA) is seeking information and sources capable of providing the services described below. The purpose of this notice is to gather capabilities and market information pertinent for acquisition planning. The responses to this Sources Sought will contribute to determining the method of procurement and identify parties having an interest in and the resources to support this requirement.

THERE IS NO SOLICITATION AT THIS TIME

This Sources Sought does not constitute a request for quotes. Submission of any information in response to this Sources Sought is purely voluntary. The Government assumes no financial responsibility for any costs incurred.

DESCRIPTION OF REQUIREMENT

The Department of Veterans Affairs is contemplating issuing a solicitation resulting in award of a single contract to provide conference event planning services. The successful offeror would be responsible for providing event management services including planning, implementation, audio/visual, and support services pre, during and post-conference. Draft Performance Work Statement (PWS) is as follows:

DRAFT PERFORMANCE WORK STATEMENT (PWS)

Event Planning and Event Support Services

Office of Public Affairs (OPA)

National Public Affairs Training Academy

DEPARTMENT OF VETERANS AFFAIRS

1. INTRODUCTION

The VA Office of Public and Intergovernmental Affairs (OPIA) is planning a National Training Academy (NTA) in Indianapolis, Indiana, Aug. 21 – 25, 2023, for all VA Public Affairs Officers (PAOs) from all three administrations (Veterans Health Administration (VHA), Veterans Benefits Administration (VBA), National Cemetery Administration (NCA) and staff offices. This training event will be conducted over a four-day period for up to 375 personnel. Due to the volume of participants, and the nature of the discussions, the training will be conducted at a location with adequate meeting space and guest rooms as well as in a central location of the country with numerous flight options.

1. BACKGROUND

The OPIA NTA will be attended by approximately 375 PAOs from within VA’s three administrations and other VA specialty offices. The OPIA NTA will be held in Indianapolis, Monday-Friday, Aug. 21-25, with both Monday and Friday being travel days.

1. OBJECTIVE

The objective of the National Training Academy (NTA) is to provide media relations and communications training to the VA public affairs workforce who are on the front lines of communications with VA’s external and internal audiences. The primary mission of the Office of Public Affairs (OPA) is to provide the Nation’s Veterans, and their eligible dependents and survivors, information about VA benefits, services, programs and entitlements.

1. SCOPE

The Contractor shall provide event management services including planning, implementation and support services pre, during and post NTA.

Contractor responsibilities shall include:

• Serving as liaison between the Responsible Conference Executive (RCE), speakers, and venue on all matters.


• Assisting with room layout during plenary and instructional sessions.


• Arrange required logistics with guest speakers in coordination with RCE and NTA planning personnel.


• Ensure seamless transition between speakers.


• Secure appropriate venue within 30 days after award in accordance with the requirements included in this PWS.


• Oversee and arrange all NTA logistics needed to accomplish the objectives of the NTA.

1. CONTRACT TYPE

This will be a Firm-Fixed Price (FFP) contract.

1. PLACE OF PERFORMANCE

Performance under this order shall be at the hotel / conference facility. The facility shall be located in Indianapolis, Indiana.

1. PERIOD OF PERFORMANCE

The period of performance is as follows:

Base Period: August 21, 2023 – August 25, 2023

Approximately 350 personnel will arrive at the selected site on Monday, Aug. 21, 2023. A no-host networking session will occur on Monday evening for participants to interact and let them hear from local VA leadership. On Tuesday, August 22, an opening plenary session will occur with VACO leadership addressing the group before breakout sessions – generally from 9 a.m. to 5 p.m. . Personnel will plan on attending three training days (Tuesday-Thursday, August 22-24), either in plenary or breakout sessions. Personnel will plan to depart on Friday, Aug. 25.

1. REQUIREMENTS

8.1 Hotel and Conference Room

8.1.1 General session/plenary meeting space is needed to accommodate approximately 375 attendees at tables large enough to accommodate 8-10 persons each. The room should be large enough to accommodate a head riser, and two projection screens. In addition, 7-8 breakout rooms will be needed for concurrent sessions each day of the conference (Monday-Thursday). Each breakout room should be able to accommodate from 25-70 attendees in classroom-style seating. One additional room will be needed for training office space. One room for academy registration and inquiry is necessary for hosting the group; and one multipurpose/prep room (150 square feet) for visiting speakers and dignitaries. (2); Sleeping Room Block and Rates: The room block breakdown would be as follows: Sunday =20 Rooms, Monday =350 Rooms, Tuesday = 350 Rooms, Wednesday = 350 Rooms, Thursday = 350 Rooms. VA anticipates a room occupancy of at least 80 percent, for a total of 1120 room nights.

Conference Space Breakdown

Type

Number

Dates

Breakout instruction room for 25-70 students

7 per day

Aug 21-24

Speaker prep room

1 per day

Aug 22-24

Staff office

1 per day

Aug 20-24

Plenary Room

1 per day

Aug 22-24

Sleep Room Breakdown

Number

Dates

20

Aug 20

350

Aug 21-24

The conference facility must be handicapped accessible, provide dedicated resources, with backup capability to manage the logistics surrounding conference events. It should be near an airport that accommodates flights from multiple airlines and origins across the nation, within walking distance of restaurants. In-house audio-visual technical support will be required to set up, troubleshoot and monitor room A/V equipment and usage in conference rooms, remaining flexible to the needs of the conference planners.

8.1.2 The hotel shall accommodate the following needs and must meet the following requirements:

• Guest Rooms: Ability to block/reserve up to 350 guest rooms for Aug. 21-25.

• Meeting Rooms: All rooms should be accessible to guests via elevator/escalator, provided gratis as compensation for guaranteed number of room reservations. There is no requirement for classified meeting space.

• Staff Office: Available to use on Sunday, Aug. 20. Space required is approximately 400 square feet, with 4-5 tables and 10-12 chairs; Wi-fi or high-speed internet connection availability. Staff office will also serve as storage for conference materials. Staff office will be equipped with dedicated phone line. Staff office to be secured with card key access on a 24-hour basis until the last day of the conference.

• Registration Desk Set up: Either built-in registration counters with 2-3 desks/tables for on-site registration or two 6-foot rectangular tables set up with 6 chairs; eight (10-12) hotel easels for client-provided signage; Registration desk set up by noon on Monday and will run through Wednesday.

• Prep Room: This room will serve as a multipurpose briefing and prep room for the various speakers and dignitaries that will visit the conference.

• General Session/Plenary Meeting Room: General Session/plenary meeting room should be set up in classroom style or half-rounds of 8-10 seats per table and set up for 375 attendees; Riser, podium, podium mic and head table for three on the riser is required. Note pads and pens/pencils required.

• Breakout Session Rooms: Breakout sessions will take place on Monday afternoon (optional), Tuesday, Wednesday and Thursday all-day (8 a.m. – 5 p.m.); 7-8 concurrent sessions set for 25-70 attendees per room Tuesday-Thursday. Rooms should have Wi-fi or high-speed internet availability.

• Breakout room for TV training : One breakout room will require specific equipment and technical requirements to adequately conduct training on television interviews. Requirements will include, but are not limited to, a capability to plug in video equipment for recording and playback, a means for the students to view it on two monitors visible from anywhere in the room, an audio system that will replay the accompanying sound audible from anywhere in the room, a means to stop and start playback via a remote means, and an available technical expert to troubleshoot problems. Additionally, a switcher mechanism should be integrated into the playback system so that instructors can change from displaying a PowerPoint presentation to the video. Where possible, the venue should provide camera equipment to record practice interviews, to include at least three (3) individual, lavalier microphones, and provide an appropriate setting for the interview with chairs and a raised platform.

Equipment for this room will include:

• 
  
  
  
  • 1 – XGA LCD Projector – 4500 Lumens
  
  
  • 1 – 96” x 96” Front projection tripod screen
  
  
  • 1 – Laptop computer
  
  
  • 2 – Powered speaker w/tripod speaker stand
  
  
  • 1 – 4 Channel Audio Mixer
  
  
  • 1 – Wireless Microphone system – handheld – for Q&A
  
  
  • 1 – 4 x 1 Seamless Graphic Switcher
  
  
  • And any additional equipment necessary to conduct training.
  
  
  
  

• Audio Visual Requirements: General/plenary sessions:
  
  
  
  
  • Requires two general session screens with front or rear projection (depending on the size and configuration of the room).
  
  
  • One LCD projector and one rental laptop is required for general/plenary sessions.
  
  
  • “Confidence” Monitor, that would face the speaker and display the presentation materials being used.
  
  
  • Microphones: Podium mic, two table mics (dais); two audience mics; appropriate-size mixer/multi box required for audio distribution in the room.
  
  
  • Also required are 1-2 cameras (with camera operators) for projecting the general sessions on the screens when not being used for PowerPoint presentations; Projection is necessary to be able to see the riser and speakers from the middle and back of the room.
  
  
  
  

• 
  
  
  
  • Audio Visual Requirements: Monday: No-Host Networking Session
  
  
  • Podium and microphone wi th speaker system, with computer and projection system available should it be needed.
  
  
  
  

• Audio Visual Requirements: Breakout sessions:
  
  
  
  
  • One screen per room (size appropriate to room and ceiling height);
  
  
  • One LCD projector per room;
  
  
  • One rental laptop for client-provided presentations;
  
  
  • riser, podium, podium microphone (appropriate to room size);
  
  
  • at least two lavalier microphones for presenters, connected to a speaker system that can be clearly heard throughout the entire room.
  
  
  • head table for three in each room for panel presentations (as needed on head table);
  
  
  • appropriate size mixer/multi box in each room (if needed)
  
  
  • A minimum of two (2) technicians will be available daily to set up, trouble shoot and monitor each meeting room A/V equipment and usage.
  
  
  
  

8.1.3 Contractor shall conduct a kickoff meeting to discuss the way ahead once the contract is awarded.

8.1.4 Contractor will provide a support plan in document form to outline how they will deliver on the requirements of the contract.

Additional requirements: Conference may require the services of external speakers to focus on the areas of communications to be emphasized during the conference. The speakers should be prepared to conduct multiple individual class sessions, utilizing case studies and hands-on exercises to reinforce training objectives. Speakers should represent organizations that have training as a core skill within their portfolio, with significant experience in the overall training field as well as the area of communications.

Signage specific to the training academy will be prepared to identify all rooms associated with the event.

1. DELIVERABLES

Task

Deliverable

Medium/Format

Required Personnel

Delivery Date

001

Kickoff Meeting

Computer-based presentation

Contract lead

30 days after contract approval

002

Support Plan

Hardcopy and electronic

N/A

30 days after contract approval

003

Guest Speaker

Presentation at event

TBD - Aug 22-24

004

Audio Visual Support

As outlined in PWS

AV team

Aug 21-24

005

Contract support team

N/A

Contract team

Aug 21-24

1. AREAS OF INTEREST

1. 
   
   
   
   1. Guest Room Rates: Ability of hotel to provide government per diem rate for guest rooms (insert GSA approved rate for this time). Guest Room Availability: Availability of guest rooms utilizing the following pattern.
   
   
   
   

ESTIMATED ROOM BLOCK PATTERN:

Day

SUN

MON

TUES

WED

THU

FRI

Total

Run of House

20

350

350

350

350

0

1420

1. 
   
   
   
   1. Parking: Due to some local attendees anticipated for this event, as well as some local speakers, parking will be required for daily guests as well as overnight guests. The Government will need complimentary parking passes available for these guests.
   
   
   
   

1. 
   
   
   
   1. Business Center: On-site business center services will be required for copying, faxing, etc. during the conference. Guests must be able to access the business center in order to check email, etc. throughout the conference.
   
   
   
   

1. 
   
   
   
   1. Security: General/plenary session rooms, breakout rooms and office space must be secured by card key, with a key issued to VA staff.
   
   
   
   

1. 
   
   
   
   1. Anticipated Food and Beverage: None
   
   
   
   

1. HOURS OF OPERATION/PLACE OF PERFORMANCE REQUIREMENTS (PROPOSED AGENDA).

Curriculum Draft Agenda, august 21-25, 2023

Monday, August 21, 2023

12 – 5 p.m.

On-Site Registration

10 a.m. – 5 p.m.

Early meetings/breakout sessions

TBD

One room that will seat up to 250 people will be available beginning at 10 a.m. with projection and sound

6 – 8 p.m.

No-Host Reception

Tuesday, August 22, 2023

8 a.m. – 9:30 a.m.

Welcome/Plenary Session

9:45 a.m. – 11:00 a.m.

7-8 breakout sessions

11:15 a.m. – 12:30 p.m.

Lunch (on own)

2:00 p.m. – 3:15 p.m.

7-8 breakout sessions

3:30 p.m. – 4:45 p.m.

7-8 breakout sessions

Wednesday, August 23, 2023

8:00 a.m. – 9:30 a.m.

Plenary session

9:45 a.m. – 11:15 a.m.

7-8 breakout sessions

11:30 a.m. – 1:00 p.m.

7-8 breakout sessions

1:00 p.m. – 2:30 p.m.

Lunch (on own)

2:30 p.m. – 4 p.m.

7-8 breakout sessions

4:15 p.m. – 5:30 p.m.

Administration meetings

Thursday, August 24, 2023

8:00 a.m. – 9:30 a.m.

Plenary session

9:45 a.m. – 11:00 a.m.

7-8 breakout sessions

11:15 a.m. – 12:30 p.m.

7-8 breakout sessions

12:30 p.m. – 2 p.m.

Lunch (on own)

2:00 p.m. – 3:15 p.m.

7-8 breakout sessions

3:30 p.m. – 4:45 p.m.

7-8 breakout sessions

Friday, August 25, 2023

TBD

Departure

SUBMISSION INSTRUCTIONS:

If your organization is capable of performing these services, please respond to this Sources Sought as follows:

1. Cover Sheet - 1 page

1. Organization name, address, SAM Unique Entity Identifier (UIE) number and web site.

1. Primary point of contact to include e-mail address and phone number.

1. Company’s size status as listed in SAM under NAICS 561920 Convention and Trade Show Organizers. State if your company is also verified as a Service-Disabled Veteran Owned Small Business (SDVOSB) in the Small Business Administration’s (SBA) Veteran Small Business Certification (VetCert) database.

1. If these services are available on your company’s GSA contract, provide GSA contract number, schedule, and SIN category.

1. Capabilities Statement and Market Information - no more than three pages

1. How much experience do you have in planning conferences?

1. What’s your experience working with federal government organizations?

1. If this contract were an SDVOSB set aside can your SDVOSB comply with VAAR Clause 852.219-75 VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction?

1. What’s the largest event you’ve coordinated?

1. Do you have your own audio-visual section, or do you work with another business for that capability?

1. Do you provide an on-site team to assist with the conference? What is the typical makeup?

1. What do you focus on in the planning and execution of a conference?

1. How many different venues have you worked with in Indianapolis?

1. What factors do you consider when choosing a venue?

1. If you are planning multiple events, what do you prioritize? Are you able to coordinate more than one event at a time?

1. What key questions do you need to see answered in a future PWS before you decide to respond to the solicitation?

1. Please describe your experience working with Government agencies. Specifically, what processes do you have in place to submit a timely and quality quote?

1. Would you be interested in proposing on a solicitation for this work?

1. Please provide estimated pricing information for available conference packages.

1. Would you propose other NAICS for these services?

1. Please provide any other feedback or suggestions that you deem appropriate.

Submissions must be emailed to Zachery Minns at Zachery.Minns@va.gov and Brian Kadel at Brian.Kadel@va.gov by the date/time listed in the Posting.

Attachments/Links

Download All Attachments/Links