1131PL27R0001 - Preproposal_Conference_Presentation.pdf

PRE-PROPOSAL

CONFERENCE

IDIQ | RTMs, Conferences, Forums, Training & Other Events

S OL ICI TA T IO N

1131PL27R0001

DA TE A ND T IM E

OCT 13, 2026 • 10 AM–NOON ET

C O N F E R E N C E R O A D M A P

Today’s Agenda

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01 Ground rules

FAR 15.201, participation and Q&A

02 Introductions

USTDA program office and contracting officer

03 USTDA & the IQC

Mission, event types and IDIQ structure

04 Acquisition milestones

Oct 5, Oct 13, Oct 14 and Nov 6 deadlines

05 Solicitation review

Scope, pricing and proposal requirements

06 Subcontracting & Q&A

Evaluation, award and submission guidance

S E C T I O N 0 1

Ground Rules

FAR 15.201 • Conference participation

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F A R 1 5 . 2 0 1 / C O M M U N I C A T I O N S

Ground Rules

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R E G UL AT OR Y F R AME WO R K

FAR 15.201

Exchanges of information with interested parties

Improving understanding of USTDA’s requirements

Opportunity to ask questions at a pre-proposal conference

CO N FE R E N CE PR O T OCO L S

Attendance is voluntary; registration is required.

Maximum of two registered attendees per offeror.

Email written RFP questions by Oct 14 at noon ET.

Questions and answers will be posted as amendments on SAM.gov.

U S T D A / A C Q U I S I T I O N T E A M

Introductions

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USTDA leadership

Thomas R. Hardy | Deputy Director and Chief Operating Officer

Agency mission and program objectives

Contracting officer

Garth Hibbert | Contracting Officer

Procurement and solicitation procedures

Program / technical leads

Elizabeth Rosa | Global Events Manager

Expected activities and contractor capabilities

A G E N C Y M I S S I O N / C O N T R A CT O V E R VI E W

USTDA & IQC Activities

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US T DA’ S MI SS IO N

First mover on critical infrastructure in emerging markets.

USTDA brings foreign decision-makers together with U.S. industry to accelerate infrastructure partnerships, U.S. exports and American jobs.

2027 I DIQ AT A GL A NC E

15 PO T E NT IA L A WAR D S

5 YRS B AS E + F O UR O PT ION S

$100M T OT A L ID IQ CE I LI NG

Contract scope: RTMs • conferences & forums • workshops • training • other events

S C H E D U L E / P E R R F P S E C T I O N E . 2

Important Acquisition Milestones

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Solicitation issued

OCT 5, 2026

Pre-proposal conference

OCT 13

10 AM–NOON ET

Questions due

OCT 14

NOON ET

Proposals due

NOV 6

NOON ET

Anticipated award

AMENDMENTS • Monitor SAM.gov for published answers and any revised solicitation deadlines.

S E T - A S I D E / E L I G I B I L I T Y

Socioeconomic Business Considerations

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Small business set-aside

33% partial set-aside; at least 5 of up to 15 awards intended for responsive small businesses.

NAICS classification

NAICS 561920 • Convention and Trade Show Organizers

Size standard

$20 million size standard for the assigned NAICS code.

Offerors must maintain active SAM.gov registration at time of award. • RFP E.2.1

O V E R V I E W / S E CT I O N S B – E

Solicitation Review

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B Services & prices

Hourly rates, ODCs, ordering periods

C Contract clauses

Applicable FAR clauses & order limits

D Statement of work

Event activities, staff & deliverables

E Instructions & evaluation

Instructions, evaluation, best value

S O L I C I T A T I O N W A L K T H R O U G H

Section B | Schedule & Pricing

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01 Rate schedule / B.5.1 Nine fully burdened fixed hourly rate categories; base year plus four options.

02 Task-order pricing FFP labor plus approved reimbursable other direct costs; no profit/fee on

ODCs.

03 Payments / invoicing Invoices are submitted electronically via IPP, following task-order terms.

Section B.5.1 uses hourly rates; E.2.7 also refers to daily rates. Request CO clarification if needed.

Section C | Contract Clauses

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Acquisition approach

Multiple-award IDIQ / commercial services procurement under FAR

Parts 12, 15 and 16.5.

Ordering limitations

$3M maximum per task order; up to $5M in services per contractor, per year. Small Business set-aside for task orders valued at $350K or lower.

Special requirements

FAR ordering terms; safeguards for federal information; preference for

U.S.-flag air carriers.

Section D | Statement of Work

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01 D.1.2 Scope & requirements

02 D.1.3 Event activities

03 D.1.4 Minimum qualifications

04 D.1.7 Performance standards

05 D.1.10 Task-order procedures

06 D.1.17 Impact documentation

07 D.1.18 Non-public information

08 D.1.25 Nationality requirements

09 D.1.26 Restrictions on work

10 D.1.27 Subcontracting plan

The specific scope, locations, schedules and deliverables are established in each task order.

O V E R V I E W / S E CT I O N S B – E

Event Formats & Contractor Services

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RTM

Reverse trade missions

Foreign delegations, visits, briefings, U.S. firms

CONF

Conferences & forums

Speakers, participants, registration, exhibits

TRN

Trainings & workshops

Targeted knowledge-sharing and technical content

OTH

Other events & services

On-site, virtual, hybrid; pre- and post-event support

S T A F F I N G / S E CT I O N S B . 5 . 1 & D . 1 . 4

Nine Core Labor Categories

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01 Project Manager | 10+ years

02 Technical / Report Writer | 7+ years

03 Conference / Event Coordinator | 5+ years

04 Protocol Specialist | 5+ years

05 Logistics Coordinator | 5+ years

06 Technical / AV Support | 5+ years

07 Press / Communications Lead | 5+ years

08 Agenda / Speaker Coordinator | 5+ years

09 Website / Content / Marketing Mgr | 5+ yrs

10 Other roles as needed only at the task order level

Use fixed fully burdened hourly rates for base and option years; see B.5.1 and D.1.4.

C O N T R A C T S T R U C T U R E / S E C T I O N B

IDIQ Contract Structure

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$100M

TOTAL IDIQ CEILING

Aggregate ceiling across base and all four option periods. (B.1)

$3M

MAX. SINGLE TASK ORDER

Individual task order limit. (B.1; FAR 52.216-19)

$5M

ANNUAL CAP PER

CONTRACTOR

Contractor may be required to provide up to $5M/year. (B.1)

Section E | Instructions & Evaluation

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P R O P O SA L IN S T R UCT IO N S

Submit by email: contractproposals@ustda.gov

Subject: “1131PL27R0001: IQC”

Two separate volumes: Office or searchable PDF

Technical: 20 pages; past performance: 3

Sign SF 1449 and amendments, if any

E VA LU AT IO N CR I T ER I A

Three equally weighted technical sub-factors

Up to 3 recent / relevant contract references

Rate table: all base and option periods

Reference surveys sent directly by POCs

Best-value tradeoff; non-price prioritized

Section E.2–E.4 governs; the RFP and its written amendments control.

S E C T I O N E / T E C H N I CA L F A C T O R S

Volume I | Technical Proposal

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S UB- F ACT O R 1: E VE N T M A N AG E M E N T

Up to 5 examples; last 5 years

Events of 100–1,000 participants

At least 1 international event

RTMs, logistics, VIPs, outreach & marketing

Client contact details required for each

S UB - F ACT O R S 2 & 3

Sector knowledge: energy, digital, transport, minerals

U.S. export / international market experience

Staffing, surge capacity and multi-event delivery

Recruitment, vetting and quality control

All three technical sub-factors weighted equally

Technical narrative: 20-page maximum (excluding specified front matter and CVs).

S E C T I O N E / S U B M I S S I O N R U L E S

Proposal Formatting & Submission

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01 Formatting 8½ × 11; 1-inch margins; 12-pt Arial or Times New Roman; tables min. 8 pt.

02 File organization Two separate volumes/files. Page numbers and company + RFP ID on each page.

03 Page limits Tech 20 pp; past performance 3 pp; executive summary 1; CVs 3 pp/person.

Email submissions by Nov 6, noon ET; proposals valid at least 100 days.

S E C T I O N E / F A C T O R 2

Relevant Past Performance

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Up to three references

Recent, relevant contracts/orders; work performed during past five years. Similar size, scope, and complexity.

Reference responses

POCs email past performance surveys directly to USTDA by proposal deadline;

final CPARS may substitute.

Past performance narrative

Three-page limit; identify role, client, order, values, dates, work and outcomes.

S E C T I O N E / V O L U M E I I R E Q U I R E M E N T S

Volume II | Price & Contract Documents

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01 Pricing schedule Enter rates for all 9 labor categories and all 5 periods in Section B.5.1.

02 Signed documents SF 1449 Blocks 17A, 30A, 30B, 30C; signed SF 30 amendments, if any.

03 Excel & provisions Include Excel rate spreadsheet and completed certifications / provisions.

RFP asks all price figures rounded up without cents; confirm hourly/daily terminology with CO.

S E C T I O N E / F A C T O R S 1 – 3

Evaluation & Best-Value Awards

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Factor 1 — Technical

3 equal sub-factors: event management, sector knowledge, management/staffing.

Factor 2 — Past performance

Recent/relevant past performance record evaluated for performance confidence.

Factor 3 — Price

Best-value tradeoff: non-price combined significantly more important than price.

Subcontracting Plan

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AP PLI CAB I LIT Y

Other Than Small Business

01 Plan submission

Submit to Contracting Officer for approval within 30 days of IDIQ award.

02 Goals & commitments

Approved plan used for task orders over $900,000; use small firms whenever practicable.

Questions & Answers

Written questions due Wednesday, October 14, 2026, at noon Eastern.

CONT ACT contractproposals@ustda.gov

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