Sources Sought Notice.pdf

NOTICE OF SOURCES SOUGHT

Event Support, Protocol & Graphic Design Services

Request for Information

1. PURPOSE:

This Sources Sought Notice is issued solely for market research and acquisition planning purposes. It is not a solicitation, Request for Proposal (RFP), Request for Quote (RFQ), or promise to issue a solicitation or award a contract. The Government intends to use information obtained from this notice to determine the availability and capability of qualified sources (both large business and small business) and to assist in determining the appropriate acquisition strategy, including whether a small-business set-aside is appropriate.

2. BACKGROUND:

The Department of War (DoW), Washington Headquarters Services, Acquisition Directorate (WHS-AD) is seeking vendors who can provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Event Support, Protocol & Graphic Design Services. The Contractor shall provide Event Support, Protocol, & Graphic Design Services. Additionally, the contractor shall provide expertise in event planning and protocol services, design/graphics, audio-visual / VTC, printing, and ad hoc copy-editing support services. The Contractor shall accomplish this work at the classified and unclassified levels.

Additional Information:

NAICS Code: 541611 –Administrative Management and General Management Consulting Services Small Business Size Standard: $24.5 million average annual receipts PSC: R708 – Support-Management: Public Relations (Includes Event Planning and Management) Place of Performance: Northern Virginia Facility Clearance: Top Secret Facility and Safeguarding clearance at their facility at time of award Personnel Security Clearance: Top Secret with SCI eligibility

3. ANTICIPATED SCOPE OF SERVICES:

The Government is contemplating a requirement for contractor support to provide administrative management and organizational support services to assist the requiring activity in carrying out recurring mission, coordination, and office-support functions.

The contemplated scope includes support in the following functional areas:

• Administrative coordination and workflow support.

• Meeting, board, and event-related administrative support.

• Protocol-related administrative coordination.

• Stakeholder communication and scheduling support.

• Preparation, tracking, and closeout of administrative packages and documentation.

• Development, maintenance, and standardization of standard operating procedures (SOPs), best practices, checklists, and lessons learned.

• Graphics and presentation support.

• Support for video teleconference (VTC) meetings and conferences.

• Limited printing, binding, and copying support, when authorized.

• Ad hoc copy editing and document review support; and

• Cross training and continuity-of-operations support.

The contractor would be expected to support both classified and unclassified administrative processes, as applicable, and to perform in close coordination with Government personnel while not performing inherently governmental functions.

4. PLACE OF PERFORMANCE:

The contractor will primarily perform services at the Pentagon and National Capital Region. The contractor may also be required to coordinate with Government personnel located at the agency's headquarters in Washington, D.C. Specific event locations will be identified in the eventual solicitation and/or task orders, as applicable.

5. ANTICIPATED PERIOD OF PERFORMANCE:

The Government anticipates a period of performance of approximately one (1) base year of 12 months and four (4) 12-month option years. The Government may require services for multiple events occurring throughout the period of performance.

6. ANTICIPATED CONTRACT STRUCTURE:

The Government intends to award a hybrid Firm Fixed Price (FFP) Contract Line-Item Number (CLIN) for labor, and Time and Materials (TM) CLINs with Not-to-Exceed (NTE) ceilings for the Printing, Copy Editing, and Travel. The final contract type and acquisition strategy have not yet been determined and may be modified based upon the results of market research.

7. SMALL/LARGE BUSINESS INTEREST:

Interested firms should identify their applicable socioeconomic status, including:

• Small Business

• 8(a) Business Development Program

• HUBZone Small Business

• Woman-Owned Small Business (WOSB)

• Economically Disadvantaged Woman-Owned Small Business (EDWOSB)

• Service-Disabled Veteran-Owned Small Business (SDVOSB)

• Other socioeconomic categories

• Large Business

8. INFORMATION REQUESTED FROM INDUSTRY:

Interested sources are requested to provide the following company information:

COMPANY INFORMATION

- Company name.

- Address.

- Unique Entity Identifier (UEI).

- CAGE Code.

- Primary point of contact.

- Telephone number.

- Email address.

- SAM.gov registration status.

- Business size.

- Socioeconomic status.

CAPABILITIES

- Capability statement demonstrating the company's ability to meet the requirement.

- Relevant experience providing event planning and management services.

- Experience supporting Federal Government customers.

- Experience managing conferences, meetings, workshops, ceremonies, or comparable events -Printing and binding classified and unclassified documents at your facilities

- Geographic coverage and ability to provide services throughout Virginia.

- Ability to coordinate events with a Washington, D.C.-based Government headquarters.

RELEVANT EXPERIENCE

For up to three relevant contracts completed or currently being performed within the past three years, provide:

- Customer/agency

- Contract number

- Contract type

- Period of performance

- Total contract value

- Approximate number of attendees/events supported

- Description of services

- Place of performance

- Prime contractor or subcontractor status

- Government/commercial customer

- Point of contact, if available

9. CONTRACT VEHICLES:

Respondents should identify any existing Government contract vehicles through which these services may be available, including:

- GSA Schedule contracts

- Government-wide Acquisition Contracts (GWACs)

- Multiple Award Contracts (MACs)

- Agency-specific IDIQ contracts

- Blanket Purchase Agreements (BPAs)

- Other Federal contract vehicles

Provide the contract vehicle name and contract number, if applicable.

IMPORTANT NOTICE: This Sources Sought Notice is issued solely for market research and acquisition planning purposes in accordance with FAR Part 10. The Government is not soliciting proposals or quotations currently. Respondents will not be reimbursed for any costs associated with preparing or submitting information. Submission of a response does not guarantee that a solicitation will be issued or that the respondent will receive any future contract opportunity. The Government reserves the right to use information received in response to this notice to develop its acquisition strategy and requirements and reserves the right to and or not to respond to any questions regarding this notice.

Respondents should clearly identify any proprietary or confidential information.

All qualified and experienced sources are encouraged to respond to the Notice, including Other than Small Businesses, Small Businesses, 8(a) Small Businesses, Service-disabled Veteran-owned Small Businesses, HUBZone Small Businesses, Women-Owned Small Businesses and Economically Disadvantaged Women owned Small Businesses are encouraged to respond.

Interested parties who believe they can provide the above-mentioned services are invited to provide a capabilities statement of no more than three (3) pages (12 pt font). Submissions must include:

1. Complete Business Name, including DUNS Number and CAGE Code.

2. Contact information (Respondent’s name and title, address, telephone, e-mail).

3. Business Size and Classification (other than small, small, SBA certified 8(a), service-disabled veteran owned small, HUBZone, woman-owned small and economically disadvantaged women-owned small, etc.); and

4. Relevant Contract #1 Customer: ____________________________________ Contract Number: ______________________________ Period of Performance: _________________________ Contract Value: _______________________________ Description: __________________________________

Relevant Contract #2 Customer: ____________________________________ Contract Number: ______________________________ Period of Performance: _________________________ Contract Value: _______________________________ Description: __________________________________

Relevant Contract #3 Customer: ____________________________________ Contract Number: ______________________________ Period of Performance: _________________________ Contract Value: _______________________________

Description: __________________________________

The following information is also requested and should be included with your capability information: Indicate whether your firm will submit a quotation if a Request for Quotation (RFQ) is issued and whether your firm’s interest is for prime contracting or as a subcontractor.

Responses should be e‐mailed to Contract Specialist, Cynthia Vass‐Lassiter at Cynthia. J. vass‐lassiter.ctr@mail.mil AND Pamela Odhiambo at pamela.w.odhiambo.civ@mail.mil.

The submission is due NLT 4:00 PM EDT on Tuesday, September 22, 2026. Email responses should contain the following subject line “Sources Sought – Event Support, Protocol & Graphic Design Services”.

THE GOVERNMENT RESERVES THE RIGHT TO NOT CONSIDER CAPABILITY STATEMENTS

RECEIVED AFTER THIS DATE.

mailto:pamela.w.odhiambo.civ@mail.mil