PTAG Intent to Sole Source – Conference Services

PTAG Part 6.1.1 Synopsis – Intent to Sole Source

For this procurement, the USPTO is exempt from the Competition in Contracting Act (CICA) as the subject requirement is being procured using the Alternative Competition Method in accordance with the Patent and Trademark Office Acquisition Guidelines (PTAG) and the Patent and Trademark Office Efficiency Act 35 U.S.C. 2(b)(4)(A). The full text is located here: https://federalregister.gov/a/2013-24316

The United States Patent and Trademark Office (USPTO), Office of Administrative Services (OAS), has a requirement for comprehensive full-time main campus Conference scheduling  support and Conference administrative services to include: technical support, audio and video production support (A/V)  as well as to l provide support & services for USPTO conference services manager approved events to include live production support of in-person, full virtual, and hybrid event support.

We have identified our current provider Sodexo Live! Conference Services, 915 Meeting Street, North Bethesda, MD 20852;  UEI: YHXCBK5LWS6,  as the sole contractor  who can supply the multiple required services because this firm is uniquely positioned to meet the comprehensive nature of this Conference services requirement which also involves the customized software platforms and A/V support required.

Specifically, Sodexo is currently supporting phone lines and email correspondence with inquiries, reserving conference spaces not managed by the internal USPTO conference team, booking events, planning logistics, and event execution. They provide a one stop type service & support experience, assisting the clients from inception to completion of events with logistics such as ensuring proper paperwork is thoroughly completed before events take place, planning, equipment and/or furnishing needs, coordination with the building  lessor for overtime heating and air and janitorial, room layouts, and in coordination with the COR, occasional set-up/break-down of chairs, tables, and other furnishings necessary for events when the USPTO move services contractor is not available. In addition, they support operating AV for events, ensuring necessary AV equipment is tested and operational prior to events.

Sodexo’s conference  services entail operating all aspects of audio-visual productions whether live production of in-person, full virtual and/or hybrid event is required by USPTO’s internal or external events. Pre and post-production responsibilities also include assisting with catering planning needs for events if required, furnishing  black table linens for events where applicable, and fulfilling  post-event customer service requests such as copies of event videos.

Providing and managing software programs such as EMS, REACH, SOCIAL TABLES are also included in the required deliverables.

1. This requirement utilizes NAICS code 561210 (Facilities Support Services)
2. The  period of performance is for a total of  60 months after award.
3. The primary locations are:
   1. USPTO headquarters locations (also referred to as “Campus”):

• 500 Dulany St, Alexandria, VA 22314
• 501 Dulany St, Alexandria, VA 22314
• 600 Dulany St, Alexandria, VA 22314

Conference  Services averages over 22,000 bookings annually for the Main headquarter campus in Alexandria,  VA.  This is comprised of booking for over 75 floor conference rooms, 2 building conference centers, 1 large auditorium, 2 state of the art broadcast television studios, a photo studio, a vocal podcast suite, 2 professional editing suites, and 2 large public spaces in the upper and lower atrium of the 600 Dulany Street location. 

To make this sole source determination and in accordance with PTAG 6.1.1 (b), the USPTO conducted market research which included an extensive review of SAM.gov, GSA Advantage, FPDS, SBA DSBS as well as targeted web-searches.

Additionally, The USPTO utilizes Accruent EMS as the agency’s  event management software to maintain the entire booking system for over 50 Conference Services managed spaces across campus. Sodexo Live! customized Accruent for USPTO to capture specific criteria and it now houses historical data back to May 2014 with invaluable data on  over 64,000 bookings. This data is critical when managing repeat events and customers. This existing service also allows for USPTO employees to effectively schedule services when required to be on campus, or for meeting space via the existing online registration system.

To facilitate the management of these Conference Services, USPTO also utilizes Reach Media: a web based digital signage platform which is provided by and its archived images are maintained by Sodexo Live! and Social Tables: a space planning tool provided by and maintained by Sodexo Live! This system is used to create and provide customized floor plans for events. It includes a library of the various tables, chairs, and other furnishings to scale.

While the USPTO is not averse to new conference support services firms which may be able to provide similar approaches to meet this requirement, the USPTO has determined that a change, at this time,  would not be feasible, realistic, or in the best interests of the agency.

Such a switch would  require significant downtime in onboarding a new vendor, which would include changes to existing software and reservation systems, database and archive reconfigurations (and possible loss of data in the process).  Additionally, any new system will need to be compliant with existing security requirements for USPTO requiring a review by our security and cybersecurity teams. This can result in additional delay for our customers and our requirement to provide effective service. Furthermore, all employees will have to be trained to utilize new Conference  service software and systems.

Based on all of the above. Our current provider, Sodexo Live! Live! Conference Services is the sole provider able to ensure continuity of the existing provided services at the existing service levels to prevent any delays in our ability to provide required Conference Services as requested by our USPTO Business units and our external partners.

As a result, per PTAG 6.1.1 (d) the USPTO intends to negotiate and award a firm fixed price contract or BPA with Sodexo Live! Live! Conference Services  to provide the required Conference services identified.

This notice of intent is not a request for competitive proposals nor will a solicitation be issued to the public.  Any questions regarding this notice must be submitted in writing via email to the following point of contact (POC) or alternate point of contact no later than 1:00PM ET on August 1, 2025

• POC: Christopher Ward at Christopher.ward@uspto.gov
• Alternate POC: Kendall Jones at  Kendall.jones1@uspto.gov  
• NO PHONE CALLS PLEASE

PTAG SYNOPSIS STATEMENT

The subject requirement is being procured using the Alternative Competition Method in accordance with the Patent and Trademark Office Acquisition Guidelines (PTAG) and the Patent and Trademark Office Efficiency Act 35 U.S.C. 2(b)(4)(A) The subsequent solicitation will not be posted on SAM.gov and instead sent directly to the vendor listed above

DISCLAIMER

All information received in response to this Special Notice that is marked as proprietary will be handled accordingly. Responders are solely responsible for all expenses associated with responding to this special notice.

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