RFQ_20113206_Combined_Synopsis-Soliciation.pdf

COMBINED SYNOPSIS/SOLICITATION

Customs and Border Protection (CBP) 2019 Trade Symposium

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; quotes are being requested and a written solicitation will not be issued. The solicitation number is RFQ 20113206 and is issued as a Request for Quote (RFQ). 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 2019 Trade Symposium on July 23-24, 2019.

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

The selected quoter must comply with the following commercial item terms and conditions. FAR 52.212-1, Instructions to Offerors - Commercial, applies to this acquisition. The selected Quoter 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 quote 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 1:00pm EST on Wednesday, June 04, 2019. Vendors must include “CBP 2019 Trade Symposium” in the subject line of the email message.

Quotes in response to this solicitation are due no later than 1:00pm EST, Friday, June 07, 2019 to peter.a.giambone@cbp.dhs.gov . Vendors must include “CBP 2019 Trade Symposium” in the subject line of the email message.

Quotes submitted in response to this RFQ will be received via the email address provided above only. Quotes must be received by the closing date and time stated above. Technical quote 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.

Please See Attachment 1, Statement of Work (SOW) below:

mailto:peter.a.giambone@cbp.dhs.gov mailto:peter.a.giambone@cbp.dhs.gov mailto:peter.a.giambone@cbp.dhs.gov

Attachment 1:

U.S. CUSTOMS AND BORDER PROTECTION

OFFICE OF TRADE RELATIONS

2019 Trade Symposium

Chicago, IL

STATEMENT OF WORK

The Office of Trade Relations (OTR) is planning the U.S. Customs and Border Protection (CBP) 2019 Trade Symposium in the Chicago, IL 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.

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 Department of Homeland Security (DHS), CBP, and Office of Trade Relations (OTR) for the 2019 Trade Symposium. 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:

The CBP 2019 Trade Symposium is scheduled for July 23-24, 2019. 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 3:00 p.m.

– 7:30 p.m. (EST).

PLACE OF PERFORMANCE:

The facility shall be within 10 miles from the CBP Field office (address below):

610 S. Canal Street Chicago, IL 60607

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 (COR):

OTR’s COR, Daisy Castro, 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 a 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:

Contracting Officer Representative:

Daisy Castro daisy.castro@cbp.dhs.gov

Conference Draft Agenda:

Time Pre-Registration

M on da y, Ju ly

2, 5:00 – 7:00 p.m. Pre-Registration (Optional for attendees)

Time General Sessions

Tu es da y, Ju ly

3, 7:00 – 4:00 p.m. Registration 7:00 – 3:00 p.m. Exhibits 8:00 – 8:05 a.m. Welcome 8:05 – 9:00 a.m. Opening Remarks 9:00 – 10:30 a.m. General Session 10:30 – 10:45 a.m. Break 10:45 – 12:15 p.m. General Session 12:15 – 1:45 p.m. Ballroom Luncheon / Keynote Speaker 1:45 – 3:15 p.m. General Session 3:15 – 3:30 p.m. Break 3:30 – 5:00 p.m. General Session

Time Town Hall / Breakout Sessions

W ed ne sd ay

Ju ly

4, 7:00 – 12:00 p.m. Registration 7:00 – 3:00 p.m. Exhibits 8:00 – 9:15 a.m. Town Hall 9:15 – 9:30 a.m. Break 9:30 – 10:45 a.m. Breakout Sessions 10:45 – 11:00 a.m. Break 11:00 – 12:30 p.m. Breakout Sessions 12:30 – 2:00 p.m. Ballroom Luncheon / Keynote Speaker 2:00 – 3:15 p.m. Breakout Sessions 3:15 – 3:30 p.m. Break http://www.ipp.gov/vendors mailto:daisy.castro@cbp.dhs.gov

3:30 – 5:00 p.m. Breakout Sessions

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:

• Pre-Registration/Registration Area for General Attendees, Government, Press, and

Congressional Personnel located close to the General Session will be held on July 22, 2019 from 5:00 p.m. – 7:00 p.m. (EST), July 23, 2019 from 7:00 a.m. – 4:00 p.m., and July 24, 2019 from 7:00 a.m. – 12:00 p.m. Set-up should include the following:

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

Government/Press/Congressional Registration

• (2) Skirted tables and (2) chairs

• (1) Slim Skirted Table for materials

• (1) Wastebasket

• (2) Power strips

• (1) Dedicated Internet line

• (2) Laptops

On-site Registration/Customer Service Desk

• (1) Skirted Table and 1 chair

• (1) Wastebasket

• (1) Dedicated Internet line

• (1) Laptop/external mouse

• (1) Laser Color Printer/paper

• General Session (minimum capacity: 1,000 attendees) in a separate ballroom or event space set in theatre seating and/or classroom seating and adequate space for press and necessary equipment set up on riser for the audio and video service provider on July 23, 2019. 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 up to 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 July 23-24, 2019. 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 (6 breakout rooms with minimum capacity of 150-200 attendees per room) in separate event. 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 July 24, 2019. Please also see the Internet and audio and video sections for additional specific requirements.

(1) room in rounds or sectioned booths for scheduled one-on-one meetings

(1) room with a large square table with seating on each side

(4) rooms with classroom or theater style seating and a head table

• 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 July 23-24, 2019:

Individual Exhibit Space Requirements

• 10x10 Area

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

• Electrical outlets

• Wi-fi 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, handouts 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 hard-wired Internet lines on July 23-24, 2019.

• 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 July 23-24, 2019.

• Meeting Room #3 (Executive Boardroom) set up with a round table and 10 chairs to hold meetings for CBP Executives (i.e. CBP Commissioner and DHS Secretary) on July 23-24, 2019.

• Meeting Room #4 (Press Room) (i.e., Speaker Ready Room/Media Room) set up with a head table and 10 chairs in theatre style on July 23-24, 2019.

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 Visual Services

The contractor shall also collaboratively coordinate with an onsite exclusive audio and video (A/V) service provider. Please also reference detailed A/V requirements spreadsheet.

The contractor must provide:

• General Sessions: up to 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 July 23, 2019.

• Morning Town Hall: up to 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 on July 24, 2019.

• 6 Breakout Sessions: up to 6 table top microphones, one hand-held microphone on a stand for Q&A on July 24, 2019. Set-up for one-on-one meetings room, and large square table room to be discussed.

• 2 Luncheons: 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 July 23-24, 2019.

• Information Tables (Exhibits): 32’ TV Monitors, quantity TBD.

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:

• Plated or Buffet Lunch (1,000 attendees) on July 23-24, 2019, times TBD. The total NTE ceiling value for this item is $70,000.00 ($35 per person @ 1,000 attendees per day).

• AM Beverage Services (i.e., beverages: coffee, tea, assorted fruit juices and water to service 800 attendees on a first come first served basis) near the Exhibit Hall or General

Session/Breakout Sessions during the entire 1st session on July 23-24, 2019. 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 (i.e., beverages: coffee, tea, assorted sodas and water to service 800 attendees on a first come first served basis near the Exhibit Hall and/or General Session/Breakout Sessions on July 23-24, 2019. 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.)

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. Internet services must be separate from the A/V quotes.

• Dedicated high speed Internet lines as follows:

o Registration – 3 lines o Exhibit Hall, General Session, and/or Breakout Sessions o Global Entry Mobile Enrollment Meeting Room – 2 hard-wired 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 and Town Hall 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 Trade Symposium attendees. The individual hotel rooms will be paid for by the attendee and reserved at the per diem rate.

Example Dates

Dates Rate Room Block Sunday, July 21, 2019 $183.00 per night 12 Monday, July 22, 2019 $183.00 per night 500 Tuesday, July 23, 2019 $183.00 per night 650

Wednesday, July 24, 2019 $183.00 per night 200

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 Item Deliverables Description Delivery/Due Date

1 Site Visit/Post Award Meeting

Initial meeting and/or teleconference with CBP COR, Venue Management, and Project Manager to discuss the event requirements, venue layout, and conduct initial testing.

No later than 30 calendar days prior to start of live event or within 1 business day after award, whichever is later.

Contractor Contact Information/Hotel Room Block URL

Contractor to provide general phone number and hyperlink address for the public to register for individual hotel rooms. All arrangements and expenses for lodging are the responsibility of the attendees.

Within 2 business days after award - whichever is sooner.