Sources Sought_RFI_WCF TVC FY25.pdf

BUREAU OF ENGRAVING AND PRINGTING | OFFICE OF THE CHIEF PROCUREMENT OFFICER

WASHINGTON, D.C. 20228

Title: Western Currency Facility (WCF) Tour and Visitor Center (TVC) Services Notice #2031ZA25N00043

Sources Sought Post Date: June 17, 2025

Sources Sought Response Date: July 14, 2025

NAICS: 561520 Tour Operators Product Service Code: R699 Other Administrative Support Services

1.0 SOURCES SOUGHT NOTICE

To facilitate market research, the Government is looking to identify qualified Small Business and/or 8(a) sources under the North American Industry Classification System (NAICS) code 561520 Tour Operators; as well as to acquire requirement feedback via a Request for Information (RFI).

This notice seeks capability statements and feedback, to assist the Government in identifying capable firms and finalizing the future solicitation. This Sources Sought Notice is for information and planning purposes only and shall NOT be construed as a solicitation or as an obligation on the part of the Government. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. The Government will not reimburse respondents for any costs incurred in the preparation of a response to this Notice.

The Government reserves the right to use information provided by firms for any purpose deemed necessary and legally appropriate.

Any firms responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the firm’s qualifications to perform the work.

The contracting officer will use the responses received from this notice to identify 8(a) and small business status. The Government DOES NOT intend to award a contract based on the responses to this Sources Sought Notice. This Sources Sought Notice is to gain knowledge regarding the capabilities of small business and/or 8(a) vendors. At this time, no solicitation exists, however a solicitation may be synopsized on SAM.gov at a later date. Interested 8(a) firms may ask the Contracting Officer for a copy of the solicitation in accordance with FAR 19.202-4(c). If a solicitation is released, it will be synopsized on SAM.gov unless an exception exists. It is the responsibility of the potential responders to monitor SAM.gov for additional information pertaining to this subject.

2.0 BACKGROUND

The Bureau of Engraving and Printing (BEP) WCF Office of External Relations has a requirement for support services to assist in overseeing, staffing, and running the operations of the WCF Tour & Visitor Center (TVC) located in Fort Worth, TX. The contractor shall provide all personnel and supplies to include management of the information desk, public tours, transportation services, retail sales store, exhibits and displays, theater, film, and audiovisual equipment, special educational promotional events and sales endeavors, and assembly of informational materials.

3.0 OBJECTIVE

The objective of this Source Sought Notice is to obtain information to identify small business and/or 8(a) firms capable of providing TVC services at the WCF in Fort Worth, TX.

Procurement History for Similar Services This requirement is currently being fulfilled through contract number 2031ZA20C00399 with a period of performance ending November 30, 2025. The incumbent is Rio Technical Services, LLC.

4.0 PLACE OF PERFORMANCE

The TVC services required shall take place at:

• Bureau of Engraving and Printing (BEP)

• Western Currency Facility (WCF)

• 9000 Blue Mound Road

• Fort Worth, TX 76131-3304

Anticipated Security Requirement(s):

All individuals working on BEP premises under the terms of the contract shall, while on the premises, be under the administrative direction of the CO or his/her designee and shall be subject to all general rules and regulations governing the BEP and, in particular, all applicable security regulations. Employees who do not meet established security criteria shall not be permitted to work on the premises.

The BEP is covered under the Department of the Treasury security regulations. All personnel working in the building must undergo a BEP security clearance. Each Contractor staff member requiring access to the BEP facilities shall complete a full electronic security clearance package (eAPP). Upon completion and approval of the online process, they will complete a further paper security package and be fingerprinted. After a successful full field background investigation, personnel will be issued a BEP access badge. Entrance to the BEP WCF prior to contractor staff obtaining access badges will be controlled by having BEP escorts for contractor personnel.

Anticipated Period of Performance:

The period of performance for these services is as follows:

• Base Year: December 1, 2025 – November 30, 2026

• Option Year 1: December 1, 2026 – November 30, 2027

• Option Year 2: December 1, 2027 – November 30, 2028

• Option Year 3: December 1, 2028 – November 30, 2029

• Option Year 4: December 1, 2029 – November 30, 2030

5.0 TECHNICAL AREAS FOR SUPPORT SERVICES

Requirement No. 1: Operation and Management of the TVC The contractor shall provide comprehensive operation and management services for the TVC, including personnel management, facility operations and customer service. The contractor will be responsible for ensuring the TVC is staffed and operated to meet the minimum requirements.

• Provide all personnel, tools, materials, supervision and other items necessary to facilitate and manage TVC operations.

• Ensure two retail personnel are always present in the gift shop during operating hours.

• Contractor operational hours: 8 hours daily, Tuesday to Friday.

• Key positions: General/Operations Manager, Tour Guide Lead, Retail Sales Lead.

• Other personnel: Guides, clerks, trams/shuttles drivers (number and type to be determined by contractor).

Historically, contractors have operated the TVC with average of 10 to 12 personnel.

Please provide detailed cost estimates, broken down by:

• Monthly operation costs

• Daily operation costs

• Hourly rate cost

Include costs for:

• Personnel broken down by position (General/Operations Manager, tour guide lead, retail sales lead, guides, clerks, trams/shuttles drivers)

Requirement No. 2: Transportation Services The contractor shall provide safe, reliable and timely transportation services for TVC visitors.

The contractor will be responsible for ensuring all transportation vehicles meet the minimum requirements.

The current transportation setup includes:

• (2) electric vehicles with 23-passenger capacity each

• (2) trailers with 15-passenger capacity each (one trailer needs to be ADA compliant)

Please provide estimated costs for transportation services, including:

• Vehicle cost

• Insurance cost

• Registration cost

• Maintenance cost

• Safety inspections cost

Provide a daily and monthly cost estimate for the proposed transportation solution.

Notes:

The Transfer Station is about 800 feet from the TVC and is where the public is cleared through security by BEP Police prior to being transported to the visitor center. The round-trip distance from the Transfer Station and TVC is approximately 1,600 feet. An onsite garage for overnight and weekend vehicle storage can accommodate two (2) shuttles (trams) and two (2) trailers.

Requirement No. 3: Maintenance, Troubleshooting, and Repairs of Exhibits and Displays The contractor shall provide maintenance, troubleshooting and repair services for the TVC exhibits and displays and the theater. The contractor will be responsible for ensuring the theater and all the exhibits and displays are operational. We estimate two to three maintenance issues will need to be addressed each month. The government, not the contractor, will cover replacement or updates to the unrepairable exhibits and displays.

Please provide:

• Cost for maintenance, troubleshooting and repairs (estimated two to three occurrences per month) and necessary personnel, tools and materials.

• Notification procedures for repairs or maintenance services performed.

• Notify contracting officer representative (COR) of repairs or maintenance services performed daily and provide monthly repair report logs.

Provide a monthly total cost estimate for the requirement.

Interested firms submitting a response to this Source Sought Notice are requested to provide information addressing their experience, skills and capabilities necessary to perform the Performance Objectives in their capabilities statement. The Performance Requirements Summary and Performance Work Statement (PWS) details these Performance Objectives.

Interested parties are NOT to submit marketing materials; but rather, speak directly and specifically to their experience with the areas outlined in the PWS.

6.0 SUBMISSION REQUIREMENTS

Interested firms should respond by submitting a capability statement covering technical capabilities of the Performance Requirements listed. The information provided should address your capability to fulfill the technical areas and demonstrate how the firm’s recent experience (5-7 years) is relevant including the dollar value, period of performance, size and scope of the firm’s prior contracts.

Firm’s capabilities statement should address as many of the Performance Requirements areas identified to demonstrate how the firm’s experience relates to the specific areas in order to be considered capable of satisfying the Government’s requirement.

***To help the government in its assessment of technical capabilities please be as specific as possible in your response. It is highly recommended that firms include as much of the following information as possible when discussing past experience:

• contract type (FFP, CPFF, T&M, etc.),

• contract award amount,

• contract number,

• period of performance, and

• Government or Commercial Point of Contract name and email address, if any.

CONFIDENTIALITY: Do not include proprietary, classified, confidential, or sensitive information in your response to this Request for Information Notice. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation.

7.0 CAPABILITY STATEMENTS

To facilitate a timely and comprehensive review of all submitted responses, firms must respond using the format requested in this Notice. ANY deviation from this format may lead to the rejection of the response.

There is a maximum page limitation of five (5) typed pages using 12-font Calibri or Times New Roman within an 8.5 x 11 inches page size. Cover letters and extraneous materials (brochures, general capabilities statements, etc.) will not be reviewed. No hard copy or facsimile submissions will be accepted.

Interested firms shall also submit their response to include the following requested information by utilizing Attachment 2. RFI Response Matrix:

A. General Information:

1. Company name, address, point of contact name, telephone, and email address.

2. SAM.gov Unique Entity ID and/or Commercial and Government Entity (CAGE) Code

(Please note in order to do business with the U.S. Government as a prime contractor your firm must be registered in SAM.gov by the time of award of any resultant contract.)

3. Business size and socioeconomic categories as defined in FAR Part 19 (e.g., 8(a), SDB, HUBZone, SDVOSB, WOSB, etc.) for NAICS 561520 Tour Operators.

4. Subcontracting Information: Indicate if your firm will submit a proposal if a Request for Proposals (RFP) is issued and whether the vendor desires to participate in this requirement as a prime contractor, teaming agreement, subcontractor, or joint venture. This information will assist BEP in establishing a basis for developing set-asides and/or subcontracting opportunities, if necessary.

5. Identify if your company has any pre-existing contract vehicles related to the scope of this requirement and provide the contract number for similar services. Responses may be used to determine whether a Government-Wide Acquisition Contract (GWAC) or Multiple Award Schedule (MAS) can be used. Example: GSA Federal Supply Schedule (FSS) Number.

B. Technical/Management Capability:

***Evidence of experience must include contracts/task orders from the past 5-7 years similar in scope. Examples must include contract numbers, project titles, dollar amounts, periods of performance, and Government points of contact (telephone numbers or email addresses).***

1. Provide information to support the firm’s ability to perform as many of the technical areas identified as possible. Identify each task area and provide information to support the firm’s experience, capability to staff, and overall ability to perform the technical area.

2. Discuss how your company has been successful at managing subcontracts.

3. Discuss any Small Business (SB), Service-Disabled Veteran Owned Small Business

(SDVOSB), Historically Underutilized Business Zones (HUBZone), and Women Owned Small Business (WOSB) goals that your company has.

4. Documented information to support the firm’s ability to provide the personnel required for this effort in a timely fashion who are United States citizens and have the ability to work within 100 miles of the Dallas/Fort Worth, TX metropolitan area.

5. For any task areas where your firm does NOT have experience and/or past performance on a commercial or government contract to demonstrate those capabilities, explain how you would attain those abilities. (Example: If you anticipate utilizing subcontractors, please highlight for which specific tasks and the percentage of subcontracting contemplated to fulfill the requirement.)

C. PWS Comments:

1. Please highlight any information missing from the PWS that would provide a better understanding of the effort desired by the government.

D. Acquisition Considerations / Supplemental Information:

1. Recommended NAICS code and/or PSC code for this effort with justification. Responses may be used to refine or determine which industry to classify the requirement under.

2. In terms of evaluating a company’s technical response for this effort, what critical evaluation criteria would differentiate companies' capabilities? Support your selection(s) with some rationale.

3. Please highlight any information that is or may be unduly restrictive to small business as listed in the draft PWS.

4. Please indicate how much time your firm would need to prepare a response to a Request for Quote/Proposal.

5. Are there any pricing, terms and conditions, and/or business practices that are uniquely prevalent or customary in the industry that BEP should consider?

6. Would your firm need a transition period? If yes, how long? e.g.: 15 days / 30 days. And, why?

7. Are there any task areas you see as moderate to high risks in providing the support services requested?

8. Recommended Contract type for this effort.

9. Price range for this effort.

10. Identify any affiliation with the incumbent contractor.

11. Please provide any other feedback or suggestions related to BEP’s potential acquisition considerations that you believe might improve the likelihood of a successful solution.

*** The Supplemental Information will not count toward the page limit. ***

8.0 SUBMISSION INSTRUCTIONS

All responses to this Sources Sought Notice must be submitted electronically to Terry Lawrence, Terry.Lawrence@bep.gov . Responses to this Sources Sought notice are due no later than July 14, 2025, 2:00pm Central Standard Time (CST).

Capability statements received after this date and time may not be considered.

The subject of the email must be titled “Sources Sought: WCF TVC Services <Name of Your Firm:

Business Size>”

Deadline for questions submitted concerning this Sources Sought Notice is COB July 7, 2025, 5:00pm Central Standard Time.

mailto:Terry.Lawrence@bep.gov