USDA_Request_for_Information_No._12314218R0009-_Sources_Sought_Notice-_Contractor_Onsite_Conference_Support.pdf

United States

Department of

Agriculture

USDA Request for Information

No. 12314218R0009

Sources Sought Notice

Under the Procedures of Market Research

FAR Part 10 and FAR Part 15.201(e)

Onsite Conference Support

United States Department of Agriculture Office of the Chief Economist

This RFI is issued solely for information and planning purposes and does not constitute a solicitation. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This RFI does not commit the Government to pay any costs incurred in the submission of any information or in making necessary studies for the preparation thereof. Nor does it commit the Government to procure or contract for said services. The Contracting Officer is the only individual who can commit the Government to the expenditure of public funds in connection with this proposed procurement.

Responders are solely responsible for all expenses associated with responding to this RFI. The government will not return any information provided in response to this announcement.

USDA Request for Information (RFI) 12314218R0009, Onsite Conference Support

USDA Office of the Chief Economist, Climate Change Program Office

1.1 Introduction

Request for Information (RFI) This Request for Information (RFI) is being conducted under the procedures of FAR Part 15, Solicitation and Receipt of Proposals and Information via Federal Business Opportunities (FBO).

This RFI is open to all interested parties. The NAICS for this requirement has not been determined. Please specify the applicable NAICS code upon submission of your response to this

RFI.

1.2 RFI Questions

Any questions concerning this RFI shall be submitted to the Contracting Officer via email to:

MonicaL.Taylor@wdc.usda.gov. At the Government’s discretion, questions and answers may be posted on the FedBizOpps site where the RFI is posted.

1.3 Specific Instructions for Responses

Information submitted in response to this RFI must be in written format word or Adobe format and transmitted electronically to the Contracting Officer. Any vendor responding to this RFI must provide written information on their company's ability to meet the requirements identified in Sections 1.4 and 1.5. The response should include: vendor’s pricing model; whether the services are available through open market, GSA Federal Supply Schedule or other Government-wide Acquisition Contract(s) (include GSA FSS or GWAC contract number and terms and conditions); applicable NAICS code; DUNS number; and vendor business size.

The government will not return or pay for any information provided in response to this announcement.

1.4 Draft Statement of Work

Background

The United States Department of Agriculture (USDA), Office of the Chief Economist (OCE) seeks a contractor to facilitate, note-take, and coordinate participants and meeting logistics for 3 one-day meetings to be held at a USDA office in Washington, DC. Two of the meetings will be held back-to-back, with some participants overlapping between the days and some not. The third meeting will be separate, with a different set of participants. These meetings will include participants from the government, academia, industry, and non-profits. We aim to have participants attend in person, but a webinar link will also be provided for those who cannot travel.

Scope

USDA will provide the contractor with an agenda and list of potential participants. We anticipate a total of XX participants, YY of whom are non-U.S. government.

mailto:MonicaL.Taylor@wdc.usda.gov

USDA will secure the meeting location and coordinate AV equipment for the meeting site, including setting up the webinar link.

The contractor will plan and execute the logistics of 3 one-day meetings, 2 of which are back-to-back on two consecutive days. The contractor will work with USDA to choose the meeting dates based on availability of facilities.

The contractor will select a hotel within a 30 minute commute of the meeting location and negotiate government rates for participants.

The contractor will invite, track, and confirm participants, and send appropriate correspondence and reminders. The contractor will coordinate logistics for participants.

The contractor will facilitate the meetings to keep the group on-track and ensure participation.

The contractor will take notes during the meetings and provide a follow-up summary.

1.5 Request for Information Questions

1. Does your firm provide these type of services and are they readily accessible via GSA Schedule or some other contract vehicle?

2. Is your firm able to provide a fixed price amount for these type of services? What type of information would be needed to provide an adequate price quote and/or proposal?

3. Is your firm able to locate participants based on the subject topics and target market?

4. Would your firm be able to guarantee a minimum number of participants if required?

5. For some academia participants and non-profits, limited funding may be available. What things can your firm do to offset these costs?

6. How does your firm normally propose pricing for these type of services? Are refreshments normally included within pricing?

7. Please provide any additional information that may be of use to USDA in its market research process.

Please include your company information and DUNS number in your response. The type of contract has not been determined. The number of participants is not known at this time.