RFI SOW - Draft.docx

TREASURY COMMON SERVICES CENTER

Statement of Work - Draft

Group of Seven (G7) Host Year Integrated Event Management, Production, and Logistical Support

1.0 Background

The Group of Seven (G7) Finance Track serves as the primary forum for economic and financial policy coordination among the G7 member countries—Canada, France, Germany, Italy, Japan, the United Kingdom, and the United States—with participation from the European Union. Led by Finance Ministers and Central Bank Governors, the Finance Track provides a platform for member countries to address global economic and financial challenges, promote economic growth and international financial stability, and coordinate responses to emerging risks affecting the global economy.

Since its inception, the G7 Finance Track has played a critical role in fostering cooperation on issues such as global economic growth, fiscal and monetary policy, international taxation, financial market resilience, sovereign debt sustainability, financial crime prevention, and support for developing economies. In recent years, discussions have expanded to include topics such as economic security, supply chain resilience, digital assets, artificial intelligence, and the modernization of international financial architecture.

Throughout each G7 presidency, Finance Ministers, Central Bank Governors, Deputies, and technical experts convene a series of meetings and working sessions to advance the host nation's priorities and develop coordinated policy approaches. These discussions often inform broader G7 Leaders' Summit outcomes and contribute to international efforts undertaken through institutions such as the International Monetary Fund (IMF), World Bank Group, Financial Stability Board (FSB), Organization for Economic Co-operation and Development (OECD), and other multilateral organizations.

The annual G7 Finance Ministers and Central Bank Governors' Meeting represent a key milestone of the Finance Track, providing senior officials with an opportunity to discuss pressing global economic conditions, strengthen international cooperation, and advance shared objectives in support of sustainable economic growth, financial stability, and global prosperity.

The United States will assume the Presidency on January 1, 2027, through its December 2027 Summit. The U.S. Treasury Department (Treasury) and the Federal Reserve Board of Governors co-host the Finance Track. This will include a series of meetings to include deputies’ meetings and one ministerial meeting.

The Treasury G7 Presidency shall be responsible for the overall coordination between all vendors working on this event, including décor, venue, hoteling, technical, simultaneous interpretation, and exclusive in-house vendors. The Contractor will be required to share information with their counterparts, including but not limited to renderings, production schedules, and event design details. This will allow the Contractor to work efficiently to complete all required tasks on schedule and within budget.

2.0 Scope

The U.S. Department of the Treasury (Treasury) requires comprehensive destination and event management services to support two high-level, international government meetings scheduled for March 2027 and May 2027. These meetings will involve senior U.S. Government officials, foreign ministers, central bank governors, heads of delegation, and other distinguished participants, with anticipated attendance ranging from 100 to 300 participants. The meetings will require extensive coordination, security integration, and logistical support.

The Contractor shall serve as the Government's single event management integrator and shall be responsible for the planning, coordination, procurement, management, payment, reconciliation, and execution of all logistical requirements necessary to successfully conduct each event. The Contractor shall coordinate directly with hotels, transportation providers, security vendors, audiovisual contractors, food and beverage providers, destination management companies, entertainment and cultural vendors, and other subcontractors as necessary to execute the requirements of this Statement of Work.

The Contractor shall procure required services using its own commercial relationships, manage all vendor contracts, provide quality assurance and oversight throughout execution, and invoice the Government only for authorized costs in accordance with the contract. Treasury will reimburse the Contractor for approved costs in accordance with the contract terms.

Services shall include, but are not limited to:

· Hotel accommodations, venue management, and room block coordination, including management of rooming lists, reservation tracking, VIP room assignments, attrition monitoring, and coordination with hotel sales and operations staff.

· Ground transportation management

· Executive and VIP travel coordination

· Security coordination and subcontractor management

· Meeting and event production

· Food and beverage management

· Audio/visual and technology support

· Registration and attendee management

· Airport meet-and-greet services

· Vendor sourcing and contract administration

· Financial management, reconciliation, and consolidated invoicing

· On-site event management and operational support

The Contractor shall provide sufficient staffing, management oversight, and operational capabilities to simultaneously coordinate multiple workstreams while maintaining continuous communication with Treasury personnel throughout the planning and execution periods.

The Contractor shall maintain the flexibility to accommodate changes in participant counts, room block requirements, schedules, venues, security requirements, transportation manifests, and program requirements with minimal disruption to ongoing operations.

Given the nature of these meetings, the Contractor shall have demonstrated experience supporting Cabinet-level, ministerial, diplomatic, or similarly high-profile government events requiring exceptional discretion, rapid response capabilities, and coordination among numerous stakeholders.

The Contractor shall ensure all subcontractors, vendors, and personnel perform services in accordance with applicable Federal, state, and local laws, regulations, and industry best practices. The Contractor shall remain solely responsible for the performance, quality, scheduling, and financial management of all subcontractors utilized under this contract.

The Government will retain overall program management authority, establish operational priorities, approve significant expenditures, and provide strategic direction. The Contractor shall function as the Government's event management partner responsible for translating Government direction into fully coordinated, executable operations.

3.0 Task Descriptions

3.1 Event 1 – Venue selection and sourcing for Finance and Central Bank Deputies Meeting The Contractor shall identify, evaluate, and recommend venues capable of supporting high-level U.S. Department of the Treasury meetings for 100 to 300 participants with the following parameters. The Contractor shall obtain proposals, compare venue options, and provide recommendations based on the Government's requirements, including meeting space, guest room availability, security, accessibility, transportation, food and beverage capabilities, and cost.

Following Government selection, the Contractor shall coordinate all venue logistics, including room block management, meeting space assignments, venue coordination, billing, and liaison with hotel management to ensure successful event execution.

Respondents shall be able to accommodate one or more meeting options that are available within the requested date range of February 24th through March 3rd, 2027

3.1.1 CLIN 001 Room Block

3.1.2 CLIN 002 Food and Beverage

Food and beverage services shall be provided in accordance with the final meeting agenda and schedule, which will be furnished at a later date. All meals, refreshments, and related catering services shall be provided at the designated meeting venue and be capable of supporting the event's operational requirements and attendee capacity.

Day 3 (Meeting Day 1)

· All day coffee and tea service

· Coffee and tea service for 175

· AM Snack Break

· Snack break for 175 in a display format

· Lunch

· Buffet style lunch for 175

· PM Snack Break

· Snack break for 175 in a display format Day 4 (Meeting Day 2)

· All day coffee and tea service

· Coffee and tea service for 175

· AM Snack Break

· Snack break for 175 in a display format

· Lunch

· Buffet style lunch for 175

· PM Snack Break

· Snack break for 175 in a display format

3.1.3 CLIN 003 Reception

Reception options may be hosted either at the proposed meeting venue or at an off-site location identified and coordinated by the respondent Please also include the food options below: Comment by Klopack, Diane: Do you think we need this level of detail now? Comment by Owens, Leahi: I love to see menus to see what were working with, but it is a lot of detail. I dont want to be stuck with Corndogs... Comment by Klopack, Diane: Lol ok all good

· Food and beverage for 175

· Passed appetizers for 175

· Appetizer station for 175

· Beer and wine service for 175

3.1.4 CLIN 004 Meeting and Auxiliary Rooms

· Plenary Room

· Provide a ballroom-style space that can seat up to 25 people at a main table with additional room for back benchers.

· Five (5) Bilateral Meeting Rooms

· Provide 5 rooms with no airwalls for private meeting space. This should be set in conference style seating

· United States Government Work Room

· Provide a room that can host up to 45 people in schoolroom style seating

· Two (2) United States Government Hold Rooms

· Provide a room that can host up to 15 people in conference style seating

· Two (2) United States Government Bilateral Meeting Rooms

· Provide a room that can host up to 15 people in conference style seating

· Lunchroom

· Provide a lunchroom to accommodate a buffet lunch and 130 participants seated in rounds

· Nursing Mother Room

· Provide a private room able to seat up to 5 in any style of seating

· Prayer Room

· Provide a private room able to seat up to 5 in any style of seating

· Security Room

· Provide a private room able to seat up to 5 in any style of seating

· First Aid Room

· Provide a private room able to seat up to 5 in any style of seating

3.2 Event 2 – Venue Selection and Sourcing for Finance Minister and Central Bank Governors Meeting The Contractor shall identify, evaluate, and recommend venues capable of supporting high-level U.S. Department of the Treasury meetings for 100 to 300 participants with the following parameters.

The Contractor shall obtain proposals, compare venue options, and provide recommendations based on the Government's requirements, including meeting space, guest room availability, security, accessibility, transportation, food and beverage capabilities, and cost.

Following Government selection, the Contractor shall coordinate all venue logistics, including room block management, meeting space assignments, venue coordination, billing, and liaison with hotel management to ensure successful event execution.

Offerors shall be able to accommodate based on the lodging pattern and peak room night requirements identified below. Offerors may propose any available dates within the period of May 11, 2027, through May 20, 2027. “Meeting Day 1” shall not start any earlier than May 13, 2027.

The meeting(s) for Event 2 – Venue Selection and Sourcing for the Finance Ministers and Central Bank Governors Meeting shall be conducted in the Charleston, South Carolina metropolitan area within the period of May 11, 2027, through May 20, 2027.

3.2.1 CLIN 001 Room Block

3.2.2 CLIN 002 Food and Beverage

Food and beverage services shall be provided in accordance with the final meeting agenda and schedule, which will be furnished at a later date. All meals, refreshments, and related catering services shall be provided at the designated meeting venue and be capable of supporting the event's operational requirements and attendee capacity.

Day 3 (Meeting Day 1)

· Breakfast buffet for 175

· All day coffee and tea service

· Coffee and tea service for 175

· AM Snack Break

· Snack break for 175 in a display format

· Lunch

· Buffet style lunch for 175

· PM Snack Break

· Snack break for 175 in a display format Day 4 (Meeting Day 2)

· Breakfast buffet for 175

· All day coffee and tea service

· Coffee and tea service for 175

· AM Snack Break

· Snack break for 175 in a display format

· Lunch

· Buffet style lunch for 175

· PM Snack Break

· Snack break for 175 in a display format

3.2.3 CLIN 003 Reception

Reception options may be hosted either at the proposed meeting venue or at an off-site location identified and coordinated by the respondent Please also include the food options below: Comment by Klopack, Diane: Do you think we need this level of detail now? Comment by Owens, Leahi: I love to see menus to see what were working with, but it is a lot of detail. I dont want to be stuck with Corndogs... Comment by Klopack, Diane: Lol ok all good

· Reception space to host 175 guests

· Food and beverage for 175

· Passed appetizers for 175

· Appetizer stations for 175

· Beer and wine service for 175

3.2.4 CLIN 004 Meeting and Auxiliary Rooms

· Plenary Room

· Provide a ballroom-style space that can seat up to 25 people at a main, hollow square table with additional room for back benchers.

· Five (5) Bilateral Meeting Rooms

· Provide 5 rooms with no airwalls for private meeting space. This should be set in conference style seating

· United States Government Work Room

· Provide a room that can host up to 45 people in schoolroom style seating

· Two (2) United States Government Hold Rooms

· Provide a room that can host up to 15 people in conference style seating

· Two (2) United States Government Bilateral Meeting Rooms

· Provide a room that can host up to 15 people in conference style seating

· Breakfast and Lunchroom

· Provide a lunchroom to accommodate a buffet lunch and 130 participants seated in rounds

· Nursing Mother Room

· Provide a private room able to seat up to 5 in any style of seating

· Prayer Room

· Provide a private room able to seat up to 5 in any style of seating

· Security Room

· Provide a private room able to seat up to 5 in any style of seating

· First Aid Room

· Provide a private room able to seat up to 5 in any style of seating

· Press Hold

· Press Hold Area shall:

· Be located in proximity to the primary event space while allowing for controlled access and security screening, as applicable.

· Accommodate a minimum of 25 individuals in a standing or seated configuration.

· Provide adequate lighting, climate control, and access to electrical power.

· Be available exclusively for event-related media operations during designated event hours.

· Press Area

· At a minimum, the Press Area shall:

· Be located in a private room and accommodate camera crews, photographers, and other credentialed media representatives.

· Include sufficient space for cameras, tripods, and other standard media equipment.

· Provide access to electrical power and wireless internet service.

· Allow for orderly ingress and egress without disrupting event operations.

· “Family Photo” Area

· At a minimum, the Family Photo Area shall:

· Be located in a convenient and private area adjacent to, or within reasonable proximity of, the primary event space.

· Accommodate a group photograph for 25.

· Provide an attractive and professional setting suitable for official photography.

· Include adequate lighting and sufficient space for photographers, subjects, and related equipment.

· Be available for the duration of scheduled photography activities.

3.3 Event Production Services

The Contractor shall provide a full-service audio/visual and event production vendor for high-level U.S. Department of the Treasury meetings. Services shall include the design, installation, operation, and removal of all required A/V equipment, staging, lighting, sound, projection, presentation support, signage, and interpretation equipment, as required.

The contracted vendor shall provide qualified on-site technical personnel and coordinate all production activities with the Government and venue to ensure seamless event execution. The Contractor, or its event production subcontractor, shall have demonstrated experience supporting Federal Government events involving senior government officials, with experience producing Cabinet-level, ministerial, diplomatic, or similarly high-profile meetings preferred.

3.4 Transportation

The Contractor shall provide comprehensive transportation management services for all meeting participants, including senior U.S. Government officials, foreign delegations, and support staff. Services shall include planning, scheduling, dispatching, and coordinating airport transfers, hotel transfers, event shuttles, and dedicated executive transportation, as required.

The Contractor shall procure and manage all transportation providers, develop transportation manifests and schedules, monitor vehicle movements, coordinate changes in real time, and provide on-site transportation management throughout the period of performance. The Contractor shall ensure sufficient vehicles and personnel are available to support events ranging from 100 to 300 participants while maintaining safe, reliable, and timely transportation operations.

3.5 Security Support

The Contractor shall provide security coordination and support services necessary for the successful execution of high-level U.S. Department of the Treasury meetings. Services shall include procuring and managing qualified security subcontractors, coordinating with the Government's G7 Security Manager, venue security, local law enforcement, and other designated security stakeholders to ensure all security requirements are fully integrated into event operations.

The Contractor shall be responsible for scheduling security personnel, managing security-related logistics, supporting access control and credentialing as directed by the Government, and coordinating security operations throughout the period of performance. All security planning and execution shall be conducted in close coordination with the Government's G7 Security Manager and in accordance with Government direction. The Contractor shall maintain the flexibility to accommodate evolving operational and security requirements while ensuring uninterrupted event support.

3.6 Registration and Credentialing

The Contractor shall provide comprehensive registration and credentialing services for all meeting participants, including domestic and international attendees. The Contractor shall provide and manage a secure registration system capable of collecting, maintaining, and protecting personally identifiable information (PII) in accordance with all applicable Federal laws, regulations, and Government security requirements.

Services shall include attendee registration, credential production and distribution, participant tracking, on-site registration support, reporting, and coordination of attendee information with the Government. The Contractor shall implement appropriate administrative, technical, and physical safeguards to protect sensitive participant information and ensure that only authorized personnel have access to registration data.

The Contractor shall coordinate all registration and credentialing activities with the Government and support changes to participant rosters, credentialing requirements, and registration records throughout the planning and execution of the meetings.

3.7 Finance and Billing

The Contractor shall provide comprehensive financial management services for all event-related expenditures. The Contractor shall be responsible for managing and paying all authorized vendor deposits, funding and paying the contracted hotel room block, coordinating vendor payments, tracking expenditures against the approved budget, reconciling invoices, and maintaining complete financial records throughout the period of performance.

The Contractor shall serve as the central billing entity for all authorized event services, consolidating subcontractor and vendor costs into itemized invoices submitted to the Government for reimbursement in accordance with the contract. The Contractor shall provide regular budget status reports, identify potential cost variances, and promptly notify the Government of any anticipated changes that may impact the approved budget. All financial records shall be accurate, auditable, and supported by appropriate documentation.

3.8 Gifting

The Contractor shall identify, source, procure, and coordinate the delivery of gifts for foreign delegations, dignitaries, speakers, and meeting participants, as directed by the Government. The Contractor shall recommend gift options that reflect the objectives and protocol requirements of the U.S. Department of the Treasury, emphasizing high-quality, locally sourced, or American-made products when requested.

The Contractor shall obtain pricing, manage vendor relationships, coordinate production and delivery schedules, ensure quality control, and oversee packaging and distribution. The Contractor shall maintain accurate records of all purchases and provide itemized documentation to support invoicing and financial reconciliation.

3.9 DMC Services

The Contractor shall provide Destination Management Company (DMC) services to support the planning and execution of high-level U.S. Department of the Treasury meetings. Services shall include identifying and coordinating local vendors, providing recommendations for cultural activities and entertainment, sourcing off-site venues (as required), coordinating local logistics, and leveraging established relationships with area service providers to support event requirements.

The Contractor shall serve as the Government's local resource, providing expertise on the destination, coordinating with local businesses and stakeholders, resolving on-site logistical issues, and ensuring all services are delivered in accordance with the Government's schedule, operational requirements, and security considerations.

3.10 Staff Requirements at the Contractor Level

The Contractor shall provide a sufficient number of qualified personnel to successfully plan, coordinate, manage, and execute all requirements under this contract. Staffing levels shall be adequate to support simultaneous planning activities for multiple events and provide continuous operational support before, during, and after each meeting.

The Contractor shall furnish all personnel necessary to perform the required services and shall be responsible for recruiting, training, supervising, scheduling, and managing its workforce and any subcontractor personnel. The Contractor shall designate a single point of contact who shall have full authority to make operational decisions and commit Contractor resources throughout the period of performance.

Personnel assigned to this effort shall possess demonstrated experience supporting high-level government, diplomatic, ministerial, or similarly complex events involving senior government officials, foreign delegations, and heightened security requirements.

The Contractor shall maintain sufficient surge capability to accommodate changes in participant counts (100–300 attendees), venue requirements, transportation manifests, security requirements, room block adjustments, and meeting schedules with minimal disruption to operations.

At a minimum, the Contractor shall provide personnel capable of performing the following functional roles.

2.1 Program Manager

The Program Manager shall serve as the Contractor's primary point of contact and shall be responsible for overall contract management, planning, staffing, scheduling, quality assurance, financial oversight, subcontractor management, and coordination with the Government. The Program Manager shall have authority to commit Contractor resources and resolve operational issues in real time.

2.2 Hotel and Venue Manager

The Hotel and Venue Manager shall coordinate all lodging requirements, including hotel negotiations, room block management, reservation tracking, rooming lists, VIP assignments, attrition monitoring, billing reconciliation, and coordination with hotel operations staff. The Hotel and Venue manager shall also manage BEO’s and food and beverage requirements.

2.3 Transportation Manager

The Transportation Manager shall develop and manage all transportation operations, including airport arrivals and departures, executive transportation, shuttle schedules, manifests, vehicle assignments, dispatch operations, driver coordination, and contingency planning.

2.4 Event Production Manager

The Event Production Manager shall oversee meeting production activities, including room sets, audiovisual coordination, staging, signage, registration operations, production schedules, rehearsals, speaker support, and event execution.

2.5 Credentialing and Registration Manager

The Contractor shall provide a Registration and Credentialing Specialist to manage attendee registration, participant records, credential production, and on-site registration support. The Specialist shall ensure the secure handling of personally identifiable information (PII), support domestic and international attendees, and coordinate credentialing activities with the Government throughout the event.

2.6 On-Site Operations Staff

The Contractor shall provide sufficient on-site personnel to support all operational functions during event execution, including logistics coordination, transportation dispatch, vendor management, registration support, room monitoring, VIP assistance, and issue resolution. Staffing levels shall be appropriate for events ranging from 100 to 300 participants and may be increased as necessary to meet operational requirements.

2.7 Staffing Flexibility

The labor categories identified above represent the minimum functional capabilities required under this contract. Individual personnel may perform multiple functional roles provided they possess the requisite qualifications and the Contractor demonstrates that all contract requirements can be effectively performed without degradation in service. The Contractor shall increase staffing as necessary to support changes in event size, complexity, schedule, or operational requirements.

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