Contract Opportunities - Statement of Objectives for Request for Information - BPA Logistical Support (5).docx

SOURCES SOUGHT/MARKET SURVEY NOTICE

FOR

FTA LOGISTICAL SUPPORT

The Federal Transit Administration (FTA) which is an agency modal within the United States (U.S.) Department of Transportation (DOT) is seeking vendors that can provide support concerning logistical support at various FTA meetings/conferences as listed in the attached Statement of Objectives (SOO). This Contract Opportunities notice is an announcement seeking market research information from eligible business capable of providing services in the SSO. capability package for this source sought/market research survey is not expected to be a proposal, nor will any award be made from capability information received. Information received shall be used for planning purposes only to determine capability to perform the resultant contract requirement. The Government shall not be responsible for any cost incurred by interested parties in responding to this request.

INSTRUCTIONS:

Please respond with a statement about your company's capabilities to perform this work. Your company's capabilities response to this Sources Sought/Market Survey Notice should be in Microsoft Office Word with Times New Roman 12 Font size. As part of your Capabilities Statement response, please ensure you answer the following questions:

1) Propose your anticipated Labor Categories and Staffing expectations for the following:

a. Program Manager

b. Senior Meeting Planner/Event Facilitator

c. Event Planner

d. Meeting Registrar/Admin Support Specialist Also, please provide some basic description of the qualifications and capabilities of each Labor Category.

2) With the understanding that the number of meetings/conferences are highly uncertain, describe briefly how your company would be prepared for and accommodate such an event. What would you expect of the FTA in this situation?

3) Briefly discuss any areas or items that you feel are lacking from this SOO, or places where you would expect greater detail in any forthcoming Request for Proposal.

In addition to the information above, please provide your company's legal name, North American Industry Classification System (NAICS) code, cage code and your business size under the NAICS code along with your capability package submission. The total page count for the requested information is 5 pages.

Complete capability packages must be submitted electronically via email to Mrs. Stephanie Cooke-Nwadibia, Senior Contracting Officer at stephanie.cooke-nwadibia@dot.gov and Mr. Teddy Cosia, Contract Specialist at teddy.cosia.ctr@dot.gov by 12:00 noon EDT on April 6, 2026, with the subject line title "Sources Sought: FTA Logistical Support Services” no later than the time/date stated above. You will only receive an electronic confirmation acknowledging receipt of your response and will not receive individualized feedback on any suggestions.

Statement of Objectives for Request for Information Agency Wide Logistical Support Services

BACKGROUND AND SCOPE

The Federal Transit Administration (FTA), a mode within the United States Department of Transportation (DOT), holds various meetings that reach out to FTA Contractors, Grantees, Stakeholders, and employee throughout the year. Some meetings occur regularly, while others occur on an as-needed basis. These meetings, regardless of the subject matter, require logistical support.

The purpose of this requirement is to provide FTA with logistical support at meetings. The contractor would be responsible for taking notes, preparing meeting materials (name badges, table tents), assembling bingers, preparing posters, compiling CDs of meeting materials for attendees, locating and providing a meeting room as well as facilitating satisfaction surveys after the meeting, coordinating hotel arrangements and/or travel required for the meetings. Logistical support is needed to ensure that FTA meetings and conferences are prepared effectively and ran efficiently.

OBJECTIVES

OBJECTIVE 0001: LABOR

The contractor must provide qualified personnel that meet the qualifications stated in the following labor categories:

· Program Manager

· Senior Meeting Planner/Event Facilitator

· Event Planner

· Meeting Registrar/Admin Support Specialist

OBJECTIVE 0002: SPECIFIC TASKS

Tasks involved may include, but are not limited to, any of the following:

· Taking notes, preparing meeting materials (name badges, table tents), assembling binders, preparing posters, compiling CDs of meeting materials for attendees, facilitating satisfaction surveys after meetings, hotel arrangements and/or travel required for meetings;

· Recording and providing meeting minutes;

· Ensuring that materials are completed prior to meetings/conferences;

· Providing audio/visual (AV) equipment in support of meetings/conferences;

· Setting up equipment and ensuring its readiness for use at least one (1) hour before event;

· Dismantling equipment and removing from site upon the close of the meeting/conference;

· Ensuring that hotel/conference site(s) and room(s) are booked at least six (6) months in advance. Also assisting in the planning and execution of conferences with FTA’s points of contact and the conference facility providers.

· Assisting with monitoring the progress in planning for all logistical aspects of each meeting or conferences and responding to all issues that may arise.

PLACE OF PERFORMANCE

The work will be performed at the Contractors’ site, apart from the meetings and conferences that require Contractor attendance. Work location(s) will be specified in each individual call order issued. Typically, meetings/conferences are held in Washington, DC; however, these events may take place in various other cities/states.

PERIOD OF PERFORMANCE

For this requirement, the period of performance is anticipated to be for five years (one year plus four option year periods).

END OF DOCUMENT