Sources Sought Notice - Secure Conference Room Management (Final).pdf

SOURCES SOUGHT NOTICE

Tracking Number: 632674177

The Defense Information Systems Agency (DISA) is seeking sources for a Secure Conference Room Management requirement.

CONTRACTING OFFICE ADDRESS: DISA/DITCO-NCR

P.O. Box 549 Ft. Meade, MD 20755-0549

INTRODUCTION:

This is a SOURCES SOUGHT NOTICE to determine the availability and capability of small businesses (including the following subsets: Small Disadvantaged Businesses, Certified 8(a), Service-Disabled Veteran-Owned Small Businesses, HUBZone Small Businesses, and Woman-Owned Small Businesses) to provide the required services.

DISA is seeking information from potential sources for: support coordination and management of secure meeting spaces for executive level classified meetings in support of DISA. This support minimally includes executive-level / VIP reception, guest services, executive support, meeting management, calendar management, office administration, and enforcing security parameters. Reference the attached draft Performance Work Statement (PWS) for details regarding required services.

The Contractor providing these essential services, as determined by the DISA, shall be prepared to continue such services during periods of national emergencies and crisis.

The anticipated Period of Performance is 23 Sept 2026 to 22 Sept 2031.

The anticipated Place of Performance is at two separate conference facilities in the National Capital Region and surrounding sites, totaling an approximate ten (10) conference rooms.

DISCLAIMER:

THIS SOURCES SOUGHT NOTICE IS FOR INFORMATIONAL PURPOSES ONLY.

THIS IS NOT A REQUEST FOR PROPOSAL. IT DOES NOT CONSTITUTE A

SOLICITATION AND SHALL NOT BE CONSTRUED AS A COMMITMENT BY THE

GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE

GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A

RESULT OF THIS NOTICE. NO FUNDS ARE AVAILABLE TO PAY FOR

PREPARATION OF RESPONSES TO THIS NOTICE. ANY INFORMATION

SUBMITTED BY RESPONDENTS IS STRICTLY VOLUNTARY.

CONTRACT/PROGRAM BACKGROUND:

The above-mentioned services were previously provided as a single task area under a broader contract in which the follow-on effort will be handled by a different organization, making this a new requirement with no procurement history.

REQUIRED CAPABILITIES:

1. Secure Conference Room Management requires on-site support to manage and provide executive-level and VIP guest services including meeting scheduling, operational support for secure meeting spaces for classified meetings, coordination with other Executive Assistants (EA) for scheduling needs, as well as screening calls, emails, and correspondence related to the conference room space and in reference to PWS Task 6.1.

Describe and provide an example of your company’s experience providing executive-level and VIP guest services mentioned above.

2. Secure Conference Room Management must maintain a highly-polished reception area, oversee inventory of office supplies, and coordinate mail/deliveries, as well as monitor and maintain the physical security of the conference facilities by verifying/coordinating with security staff, as necessary in reference to PWS subtask 6.1.2. Describe and provide an example of your company’s experience maintaining reception/offices to executive-level standards, while coordinating with security for accessing the conference facility.

3. Secure Conference Room Management requires on-site support for the following in reference to PWS Task 6.1:

• Personnel experienced in maintaining strict discretion with confidential information.

• Personnel that possess the ability to accurately participate in formal and informal conversations on practical, social, and professional topics.

• Personnel with exceptional communication skills who maintain a highly professional attitude for interacting with executive level stakeholders and high-profile visitors.

• Personnel who are dressed in professional attire.

Describe and provide an example of your company’s experience deploying personnel who possess the capabilities to converse with executive level stakeholders/high-profile individuals on varying topics while maintaining strict discretion with confidential information and the upmost professionalism mentioned above.

4. Secure Conference Room Management requires that all personnel must hold technical proficiency with advanced knowledge of MS Office Suite (Outlook, Word, Excel) as well as be highly proficient with multitasking, proactive problem-solving, and excelling in a fast-paced environment in reference to PWS Task 6.1. Describe and provide an example of your company’s experience providing personnel who possess advanced knowledge of MS Office Suite, are proficient multitaskers, and excelling in a fast-paced environment.

5. Secure Conference Room Management sustains coverage services during periods of mission essential, emergency mission essential, and weather emergency situations in reference to PWS Task 6.1. Describe and provide an example of your company’s experience in providing on-site personnel for continuous sustainment through emergency coverage situations.

6. All personnel supporting the Secure Conference Room Management requirement must have an active Top Secret/Secure Compartmented Information (TS/SCI) prior to the start of contract. Provide a detailed example of your ability to obtain and retain employees with this level of clearance to ensure no disruption to support services.

SPECIAL REQUIREMENTS:

Contractors supporting the Secure Conference Room Management requirement must have an active Top Secret Facility Clearance. Please provide your current Facility Clearance level. (Work performed under this contract/order is up to the Top-Secret level and will require Sensitive Compartmented Information (SCI) access eligibility for all personnel.

Therefore, the company must have a final, Top Secret/SCI Facility Clearance from the Defense Counterintelligence and Security Agency Facility Clearance Branch at time of award.)

SOURCES SOUGHT:

The North American Industry Classification System Code (NAICS) for this requirement is NAICS 561100 for Office Administrative Services with the corresponding size standard of $12,500,000.

In order to make a determination for a small business set-aside, two or more qualified and capable small businesses must submit responses that demonstrate their qualifications.

Responses must demonstrate the company’s ability to perform in accordance with FAR 52.219-14, Limitations on Subcontracting.

To assist DISA in determining the level of participation by small business in any subsequent procurement that may result from this Sources Sought Notice, provide information regarding any plans to use joint ventures (JVs) or partnering. Please outline the company's areas of expertise and those of any proposed JV/partner who combined can meet the specific requirements contained in this notice.

SUBMISSION DETAILS:

Responses should include:

1. Business name and address;

2. Name of company representative and their business title;

3. Small Business Socio-economic status (if small);

4. CAGE Code;

5. Prime contract vehicles; to include ENCORE III, SETI, NIH CIO-SP4, NASA SEWP V, General Service Administration (GSA): OASIS, ALLIANT II, VETS II, STARS III, MAS (including applicable SIN(s), groups or pools), or any other Government Agency contract vehicle that allows for decentralized ordering. (This information is for market research only and businesses with a valid cage that lack prime contract vehicles are still encouraged to respond to this notice.)

Businesses who wish to respond must send a response via email NLT 2:00 PM Eastern Daylight Time on 17 APR 2026 to Carol Craig at Carolyn.n.craig.civ@mail.mil and Robin Schuster at Robin.n.schuster.civ@mail.mil. Interested businesses should submit a brief capabilities statement package addressing the specific questions above (no more than six

(6) pages) demonstrating the ability to perform the services listed under Required Capabilities.

Proprietary information and trade secrets, if any, must be clearly marked on all materials.

All information received that is marked Proprietary will be handled accordingly. All submissions become Government property and will not be returned. All Government and contractor personnel reviewing submitted responses will have signed non-disclosure agreements and understand their responsibility for proper use and protection from unauthorized disclosure of proprietary information as pursuant to 41 USC 423. The Government shall not be held liable for any damages incurred if proprietary information is not properly identified.

For information on DISA’s requirements, you can find current information on our home page: www.disa.mil – that includes current forecast and the current acquisition strategies.

If there is no information regarding the requirement you may be inquiring about, then there is no additional publicly available information. Please continue to review www.disa.mil.

http://www.disa.mil/ http://www.disa.mil/