Combined_Synopsis-Soliciation.docx

COMBINED SYNOPSIS/SOLICITATION

Customs and Border Protection (CBP) 2017 and 2018 East Coast Trade Symposium

(ECTS)

This is a combined synopsis/solicitation for a commercial items prepared in accordance with formats found in FAR Part 13, Simplified Acquisition Procedures, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is RFP 20102880 and is issued as a Request for Proposal (RFP). The NAICS code for this solicitation is 531120.

The U.S. Customs and Border Protection (CBP), Office of Trade Relations (OTR), has a requirement for conference space for the CBP 2017 East Coast Trade Symposium (ECTS) on December 5th-6th, 2017 and the (Option Period) CBP 2018 East Coast Trade Symposium (ECTS) on October 17th-18th, 2018.

The source selection process will consist of lowest-price technically acceptable. The Government will review the offerors' quotes provided in accordance with the Attachment 1, Statement of Work (SOW).

The selected offeror must comply with the following commercial item terms and conditions. FAR 52.212-1, Instructions to Offerors - Commercial, applies to this acquisition. The selected Offeror must submit a completed copy of the provision at 52.212-3, Offeror Representations and Certifications - Commercial Items. FAR 52.212-4, Contract Terms and Conditions - Commercial Items, applies to this acquisition. Please see the attached full solicitation document for additional clauses that will apply to this acquisition.

Vendor must be registered in the Systems for Award Management (SAM) database before an award is made to them. If not registered, you may do so at www.sam.gov.

Vendors are requested to submit a technical and separate price proposal for the effort described in the attached full solicitation’s Statement of Work (SOW). Please address any questions via email to Peter Giambone at peter.a.giambone@cbp.dhs.gov no later than 12:00pm EST on Tuesday, October 17, 2017. Vendors must include “CBP 2017 and 2018 East Coast Trade Symposium (ECTS)” in the subject line of the email message.

Proposals in response to this solicitation are due no later than 12:00pm EST, Wednesday, October 18, 2017 to peter.a.giambone@cbp.dhs.gov . Vendors must include “CBP 2017 and 2018 East Coast Trade Symposium (ECTS)”” in the subject line of the email message.

Proposals submitted in response to this RFP will be received via the email address provided above only. Proposals must be received by the closing date and time stated above. Technical proposal cannot exceed 20 pages. There will be no exceptions to the time and date on which responses are due, unless determined otherwise by the Government. To verify receipt of your response, please contact Peter Giambone at peter.a.giambone@cbp.dhs.gov.

U.S. CUSTOMS AND BORDER PROTECTION

OFFICE OF TRADE RELATIONS

2017 and 2018 East Coast Trade Symposium

STATEMENT OF WORK

U.S. Customs and Border Protection (CBP) is the unified border agency within the Department of Homeland Security (DHS). CBP combined the inspectional workforces and broad border authorities of CBP, U.S. Immigration, and Animal and Plant Health Inspection Service.

The Office of Trade Relations (OTR) is planning the CBP 2017 and 2018 East Coast Trade Symposium (ECTS) in the Atlanta, GA area. This is a major outreach event hosted by the Commissioner, which brings approximately 1,000 members of the international trade and transportation communities, other government agencies, Congress, and the Press together with CBP senior management.

These symposiums provide great benefit to U.S. citizens, the trade community, CBP employees, government agencies, and the economy as a whole. Citizens will be better protected from health and safety risks posed by terrorist activities and the influx of narcotics, illegal products and unsafe goods. CBP personnel will benefit from state-of-the-art tools to perform their jobs better and faster. They will have increased access to information and the burden of paper-intensive manual processing of goods will be reduced. Government agencies with border enforcement and regulatory responsibilities will have the potential for improved information sharing and analysis to better target and analyze goods coming into the country. The purpose of this Statement of Work (SOW) is to provide specific information for the needs and requirements of the DHS, CBP, and Office of Trade Relations (OTR) for the 2017 and 2018 ECTS. The Symposium will include statements from senior executives within DHS, CBP, other federal government agencies and members of the public and press.

PERIOD OF PERFORMANCE:

Base Period/Conference #1: The CBP 2017 East Coast Trade Symposium is scheduled on December 5, 2017 from 8:00 a.m. – 5:00 p.m. (EST) and December 6, 2017 from 8:00 a.m. – 5:00 p.m. (EST). The official Trade Symposium agenda is estimated to run up to 16 hours. We will require the use of the registration area for pre-registration, one day prior to the start of the symposium, from the hours of 4:00 p.m. – 7:00 p.m. (EST).

OPTION PERIOD/Conference #2: The CBP 2018 East Coast Trade Symposium is scheduled on October 17, 2018 from 8:00 a.m. – 5:00 p.m. (EST) and October 18, 2018 from 8:00 a.m. – 5:00 p.m. (EST). The official Trade Symposium agenda is estimated to run up to 16 hours. We will require the use of the registration area for pre- registration, one day prior to the start of the symposium, from the hours of 4:00 p.m. – 7:00 p.m. (EST).

PLACE OF PERFORMANCE:

The facility shall be within 15 miles from the CBP Field office (address below):

CBP Field Office Address:

U.S. Customs and Border Protection 1699 Phoenix Parkway, Suite 400 College Park, GA 30349

GENERAL REQUIREMENTS: The contractor shall be a high quality “full service” provider with a past performance history that includes a minimum of 3 years of experience as a primary contractor with a professional staff to execute the requirements specified in this Statement of Work. All staff provided by the contractor shall be either direct employees of the contractor or employees of an approved subcontractor. The primary contractor shall have full responsibility for the contractor and subcontractor staff and shall make direct contact with the Contracting Officer’s Representative (COR) to ensure that all arrangements are mutually understood concerning any logistical and/or financial arrangements that may impact the Trade Symposium.

CBP is looking for a full service provider that will also be able to meet the following requirements:

The contractor shall provide meeting space to serve 1,000 attendees and provide food and beverage services, logistical support, audiovisual equipment and services, Internet services, health services (if mandatory) and security services for this event. The Contractor’s logistical support services provided will be specified by the purchase order issued by the assigned contracting officer, but will fall within the scope of those services set forth below. Services are also subject to change as decisions are made by senior management on a daily basis, as the event gets closer.

The contractor shall provide a professional staff to organize, coordinate, and handle any last minute requests, as well as execute all logistical requirements as specified in this SOW. All staff provided by the contractor shall be either direct employees of the contractor or employees of an approved subcontractor. The contractor shall make direct contact with the host to ensure that all arrangements are mutually understood concerning arrival times, accommodations, official functions, financial arrangements, and any other special information that may impact this meeting. The contractor or their approved subcontractors shall coordinate and implement all logistical arrangements for this event. Logistical support may include, but is not limited to, coordination of: meeting accommodations, customer services or front desk information service, conference rooms, meal arrangement/catering, dedicated Internet, and audio and visual equipment.

Contracting Officer’s Representative:

OTR’s COR, Susan Calongne, will work closely with the contractor to ensure that all terms and conditions of this SOW are accomplished.

Post-Award:

The contractor shall be available immediately following the contract award to exchange information and begin planning for the provision of services under the contract.

Deliverables:

Within seven (7) business days of the contract award, the contractor shall comprise a Detailed Logistical Support Plan for provision of all required support. The plan will include a proposed budget and detailed schedule as applicable. The CBP POC(s) shall review the Logistical Support Plan and provide acceptance and/or comments to the contractor. The contractor shall be available to CBP for weekly status reports in order to facilitate the coordination of evolving operational and logistical issues in regards to the tasks outlined in the SOW.

Account Reconciliation:

CBP requests that the hotel bill be prepared in a logical and chronological sequence and that backup data accompany the bill. The vendor shall complete its accounting of the conference within two weeks of the conclusion.

Billing and Payment shall be accomplished by Government Purchase Order. Contractor/Vendor should register with www.ipp.gov/vendors; Invoices are processed electronically through the IPP system. Please email a copy of the invoice as well to the Technical Contact and Contracting Officer Representative (COR) at:

Point of Contact:

Felicia Felder FELICIA.A.FELDER@cbp.dhs.gov

Contracting Officer Representative:

Susan Calongne susan.j.calongne@cbp.dhs.gov

Conference #1 Draft Agenda: December 5-6, 2017

Wednesday, December 5, 2017

Wednesday, October 6, 2017

Conference #2 Draft Agenda: October 17-18, 2018

Wednesday, October 17, 2018

Wednesday, October 6, 2017

SPECIFIC REQUIREMENTS/NOTES

Venue Requirements:

The venue must include ADA accessible rooms, ADA accommodations, as well as provide the following room set up and requirements:

· General Session (minimum capacity: 800 but up to 1,000 attendees) in a separate ballroom or event space set in theatre seating and/or classroom seating and adequate space for press, congressional staff, and necessary equipment set up on riser for the audio and video service provider on December 5-6, 2017 and October 17-18, 2018. The general session will also include a stage set to accommodate a panel of up to 7 people in a talk show style format seating. The general session will also include 7 comfortable chairs (large/high back chairs) and a table for the stage set up. Please also see the Internet, and audio and video sections for additional specific requirements.

· Luncheon (minimum capacity: 1,000 attendees) in a separate ballroom or event space, that can accommodate a speaker. Exhibit floor rooms are not acceptable, unless approved. The space will be set up in banquet rounds of ten (10) with an appropriate sized riser to hold six flags, a podium with podium microphone on December 5-6, 2017 and October 17-18, 2018. Please also see the Internet and audio and video sections for additional specific requirements. The general session and luncheon ballroom functions cannot be held in the same room.

· Breakout Rooms (5 breakout rooms with minimum capacity of 200 attendees per room) in separate event spaces set in classroom style seating and a head table for each room. The general session room can also serve as the breakout session rooms if the space is configured with air walls and the necessary A/V equipment is functional to accommodate the full agenda on December 6, 2017 and October 18, 2018. Please also see the Internet and audio and video sections for additional specific requirements.

· Information Tables (Exhibits) in a foyer area near the general sessions, registration area or lunch ballroom that can possibly accommodate the AM/PM beverage services and 10-20 exhibits on December 5-6, 2017 and October 17-18, 2018:

· Individual Exhibit Space Requirements

· 10x10 Area

· Skirted Table and (2) chairs (up to 20 exhibits)

· Electrical outlets and Internet access

· TV monitors (certain information tables will require)

· Delivery Service and Storage CBP will ship materials and deliverables to the venue for the overall event ahead of schedule. Box(s) will include agendas, hand-outs and exhibit materials.

· Meeting Room #1 (Global Entry Mobile Enrollment) in a separate event area to hold two desks or tables, two desk chairs and four guest chairs with adequate electrical outlets and 2 Internet lines on December 5-6, 2017 and October 17-18, 2018.

· Meeting Room #2 (Staff Office) in a separate room to allow CBP personnel to secure federal government property and personal belongings in a locked room on December 5-6, 2017 and October 17-18, 2018.

· Meeting Room #3 (Executive Meeting Room) set up with a round table and 10 chairs to hold meetings for CBP Executives on December 5-6, 2017 and October 17-18, 2018.

· Meeting Room #4 (Green Room) set up with conference table and 10-15 chairs to hold scheduled and impromptu meetings on December 5-6, 2017 and October 17-18, 2018.

· Meeting Room #5 (Press Room) (i.e., Speaker Ready Room/Media Room) set up with a head table and 10 chairs in theatre style on December 5-6, 2017 and October 17-18, 2018.

· Pre-Registration/Registration Area for General Attendees, Government, Press, and Congressional Personnel located close to the General Session will be held on December 5-6, 2017 and October 17-18 2018. The Government will host an optional pre-registration for general attendees on December 4, 2017 and October 16, 2018 from 5:00 - 7:00 p.m. (EST). The registration area should include:

· General Registration

· (3) Skirted Tables and (6) chairs

· (1) Slim Skirted Table for materials

· (2) Wastebaskets

· (5) Power strips

· (1) Dedicated Internet line

· (6) Laptops

· (1) Laser Color Printer

· Government/Press/Congressional Registration

· (2) Skirted tables and (3) chairs

· (1) Slim Skirted Table for materials

· (1) Wastebasket

· (5) Power strips

· (1) Dedicated Internet line

· (6) Laptops

· (1) Laser Color Printer

· On-site Registration/Customer Service Desk

· (1) Skirted Table and 1 chair

· (1) Dedicated Internet line

· (1) Laptop

· (1) Laser Color Printer

ON-SITE COORDINATION

The contractor shall also collaboratively coordinate with an onsite exclusive audio and video service provider, food and beverage service provider, Internet service provider, and designated CBP-approved personnel. The contractor must be able to provide specific layouts for all equipment needed, set up in each meeting room, and review this information with the planning team prior to the event kick-off. All contractor services are subject to change and the amount of equipment increase or decrease as the planning process is completed and is at the discretion of the federal government.

Audio and Video Services

The contractor shall also collaboratively coordinate with an onsite exclusive audio and video service provider. The contractor shall provide recorded audio CDs for all general sessions and the luncheon keynote speech.

The contractor must provide:

· General Session: 7 wireless lapel microphones, 1 podium and podium microphone, two hand-held microphones on stands for Q&A, projector(s), two large screens, remote, confidence monitor, scan converter/switcher, cables, IMAG capability and press multi-box for the general sessions on December 5-6, 2017 and October 17-18, 2018.

· 5 Breakout Sessions: Each breakout session room will require the following set up: 5 table top microphones, one hand-held microphone on a stand for Q&A on December 6, 2017 and October 18, 2018.

· Luncheon: 1 podium with microphone, two hand-held microphones on stands for Q&A, two screens, cables and IMAG capability for the luncheon keynote speaker on December 5-6, 2017 and October 17-18, 2018.

· Information Tables (Exhibits): Two (2) 32’ TV Monitors.

Food and Beverage Services

The contractor shall collaboratively coordinate with an onsite exclusive food and beverage service provider and the venue must provide onsite dining. The food and beverage services required for this event must provide in-house catering, appropriate staffing and include the following services in a separate ballroom and/or designated area:

Base Period Conference #1: 2017 CBP ECTS

· Plated or Buffet Lunch (1,000 attendees) on December 5-6, 2017 from 12:15 – 1:45 p.m. The total Not to Exceed (NTE) ceiling value for this item is $50,000.00 ($25 per person @ 1,000 attendees per day).

· AM Beverage Services (i.e., beverages: coffee, tea, assorted fruit juices and water only to service 800 attendees on a first come first served basis) near the Exhibit Hall or General Session from 7:00 – 10:15 a.m. on December 5-6, 2017. The location can be designated in a foyer area if the area can accommodate the exhibits, beverage service and anticipated traffic. The total NTE ceiling value for this item is $11,200.00 ($7 per person @ 800 attendees per day).

· PM Beverage Service (beverages: i.e., assorted sodas to service 800 attendees on a first come first served basis near the Exhibit Hall and/or General Session from 2:00 – 4:00 p.m. on December 5-6, 2017. The location can be designated in a foyer area if it can accommodate the exhibits, beverage service and anticipated traffic. The total NTE ceiling value for this item is $11,200.00. ($7 per person @ 800 attendees.)

Option Period Conference #2: 2018 CBP ECTS

· Plated or Buffet Lunch (1,000 attendees) on October 17-18, 2018 from 12:30 pm – 2:00 p.m. The total NTE ceiling value for this item is $50,000.00 ($25 per person @ 1,000 attendees per day).

· AM Beverage Services (i.e., beverages: coffee, tea, assorted fruit juices and water only to service 800 attendees on a first come first served basis) near the Exhibit Hall or General Session from 7:00 – 10:15 a.m. on October 17-18, 2018 . The location can be designated in a foyer area if the area can accommodate the exhibits, beverage service and anticipated traffic. The total NTE ceiling value for this item is $11,200.00 ($7 per person @ 800 attendees per day).

· PM Beverage Service (beverages: i.e., assorted sodas to service 800 attendees on a first come first served basis near the Exhibit Hall and/or General Session from 2:00 – 4:00 p.m. on October 17-18, 2018. The location can be designated in a foyer area if it can accommodate the exhibits, beverage service and anticipated traffic. The total NTE ceiling value for this item is $11,200.00 ($7 per person @ 800 attendees per day).

Internet Services

The contractor shall collaboratively coordinate with an onsite exclusive Internet service provider. The Internet service provider must provide onsite personnel available to troubleshoot Internet and server connection issues with CBP and assist CBP personnel to ensure that coverage is available per room throughout the 2 day event:

· Dedicated high speed Internet lines as follows:

· Registration – 3 lines

· Exhibit Hall, General Session, and/or Breakout Sessions – 12 Lines

· Global Entry Mobile Enrollment Meeting Room – 2 lines

Electrical

The venue must provide onsite electrical support services. There will be a designated area in the General Session with power strips for those attendees who wish to use their laptops during the plenary sessions. The registration area, exhibit area and the global entry mobile enrollment meeting room require adequate electrical coverage.

EQUIPMENT/RESOURCES:

Services and Equipment:

The venue (and/or others) shall provide the following:

1. Audio and Video equipment and services, including but not limited to: Projectors, Screens, Microphones, Digital Recording, Cables, Confidence Monitors, Scan Converter/Switcher, Cameras, etc.

2. General lighting shall also be provided.

3. Internet services and technical/customer service shall also be provided.

4. Electrical signage services shall be provided to direct attendees to the designated conference rooms and areas.

5. Large/soft high-back seating (talk show style chairs) for the General Sessions to service up to seven (7) panelists throughout the agenda.

Contractor Furnished Equipment, Staff, and Resources:

The Contractor shall furnish all equipment, staff, supervision of staff and other resources necessary to perform the requirements listed above. Equipment requirements will also include additional lighting equipment (as deemed necessary), pipe and draping, three (3) laptops and three (3) printers.

ROOM BLOCK:

If the contract is awarded to a hotel for this event, the hotel will guarantee a hotel room block at the government per diem rate per night or less for the East Coast Trade Symposium attendees. The individual hotel rooms will be paid for by the attendee and reserved at the per diem rate.

Base Period Conference #1: 2017 CBP ECTS

Option Period Conference #2: 2018 CBP ECTS

Additionally, if the venue is a hotel, they are to provide a web link if available, so that guests can make hotel reservations online and allow the planning team to check on room pick-up throughout the planning process. No attendee with a guaranteed reservation made prior to the cut-off date is to be relocated to another facility.

CANCELLATION POLICY:

If this event should be cancelled, CBP will attempt to provide the Contractor with at least 48 hours prior notice, unless it is a natural disaster or a matter of national security/threat to the U.S. Government, etc. In those instances, prior notice may not be possible. The Termination clause(s) of the contract/order shall apply with regard to procedure and settlement, if any.

DELIVERABLES/REPORTING SCHEDULE:

The contractor will coordinate directly with and provide the following reports and deliverables to CBP by a specified date listed below:

Deliverable Timetable