RFQ trade security summit 2026.docx

COMBINED SYNOPSIS/SOLICITATION

U.S. Customs and Border Protection (CBP) 2026 Trade and Cargo Security Summit

This is a combined synopsis/solicitation for a commercial items prepared in accordance with formats found in FAR Part 13, Simplified Acquisition Procedures, and FAR Part 12, Acquisition of Commercial Items, 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 20150706 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 2026 Trade and Cargo Security Summit on April 27-30, 2026, per the attached SOW.

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 Government intends to select for award the one responsible quote which conforms to the Solicitation Requirements and terms and conditions of this RFQ, proposes a price that is fair and reasonable, and provides the Lowest Priced, Technically Acceptable (LPTA) quote meeting the specifications of the requirement. If the lowest priced quote is not found to be Technically Acceptable, the government will evaluate the next lowest priced quote, and so on. Quotes determined to be incomplete, or unreasonable will not be considered for award

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. FAR 52.232-18 Availability of Funds (APR 1984) applies to this acquisition. Please see the attached full solicitation document for additional clauses that will apply to this acquisition.

This will be a local area network set-aside. The vendor shall be a high-quality provider that will execute the requirements specified in this SOW and be located within 25 miles from the Dallas Fort Worth International Airport (DFW).

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.

The selected Offeror must comply with the following commercial item terms and conditions, which are incorporated herein by reference: FAR 52.212-1, Instructions to Offerors - Commercial Items, applies to this acquisition; FAR 52.212-3, Offeror Representations and Certifications - Commercial Items - the selected offeror must submit a completed copy of the listed representations and certifications; FAR 52.212-4, Contract Terms and Conditions - Commercial Items; FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items, paragraph (a) and the following clauses in paragraph (b): 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.225-13, 52.232-34. The full text of the referenced FAR clauses may be accessed electronically at https://www.acquisition.gov/far/.

IPP Clause: In accordance with the IPP clause; ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS - INVOICE PROCESSING PLATFORM (IPP) (JAN 2016), payment requests for all new awards must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP). The Contractor must use IPP for contracts and orders awarded April 11, 2016 or later. To constitute a proper invoice, the payment request must comply with the requirements identified in FAR 32.905(b), "Payment documentation and process" and the applicable Prompt Payment clause included in this contract. The IPP website address is: https:// www.ipp.gov. Contractor assistance with IPP enrollment can be obtained by contacting IPPCustomerSupport@fms.treas.gov or phone (866) 973-3131. If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the contracting officer. Invoices Shall not be submitted until services have been rendered.

52.232-18 Availability of Funds (Apr 1984) Funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. CBP’s financial system (SAP) will not allow for the award of a contract at $0.00. A minimum of $0.01 is required to make an award. However, it will not be a true “obligation” per the Government Accountability Office (GAO) because it is a system requirement. Therefore, the contract will state that no funding is being obligated at the time it is placed and that all funding for the event would be obligated next FY subject to the Availability of Funds clause. The work for this event will be performed by the vendor in FY 2026. No work or deliverables are required to be completed in FY 2025. (End of clause) The total fixed price value that you propose shall represent all services to include: All Requirements of the Statement of Work (SOW) for the CBP 2026 Trade and Cargo Security Summit in April 27-30, 2026, to include but not limited to conference meeting space to serve a minimum of 1,300 attendees with food and beverage, logistical support for meeting accommodations, audio-visual equipment and services, and webcasting services to support 3,000 virtual attendees for this event. This is a Firm fixed Price amount. Please note that the hotel room blocks required in the Statement of Work (SOW) will be reserved and paid for by the individuals and not by the Government through this contract. It is only a requirement that the vendor shall comply with providing the rooms blocks required in the SOW. Please note: FAR Clause 52.232-18 Availability of Funds applies to this solicitation. Please see above for details regarding the availability of funds and how it will be handled on this Purchase Order.

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 Matt Coniglio at matthew.coniglio@cbp.dhs.gov and Peter Giambone at peter.a.giambone@cbp.dhs.gov no later than 1:00pm EST on Monday, April 14, 2025. Vendors must include “2026 CBP Trade and Cargo Security Summit” in the subject line of the email message.

Quotes in response to this solicitation are due no later than 12:00pm EST, Thursday, April 17, 2025 to matthew.coniglio@cbp.dhs.gov and peter.a.giambone@cbp.dhs.gov . Vendors must include “2026 CBP Trade and Cargo Security Summit” 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 Matt Coniglio at matthew.coniglio@cbp.dhs.gov and Peter Giambone at peter.a.giambone@cbp.dhs.gov.

Please See Attachment 1, Statement of Work (SOW)