Request For Quote (RFQ) 20150706- 2026 CBP Trade and Cargo Security Summit

This update to the RFQ is to update interested offerors with the Government Responses to two questions received. See the Government's Answers to the following questions below:

1. Date Flexibility?: One venue has asked whether there is any flexibility with the tentative event dates of April 27–30, 2026, in the event they are unavailable for that full range. Can you please confirm whether those dates are fixed or if there is any room for adjustment (within the same general timeframe or fiscal quarter)?

Government Response: These dates are firm and are not flexible. 

 2. Anticipated Award Timeline: We understand that funding for the event will be obligated in FY 2026 and is not presently available. Is there an estimated timeframe for when the government expects to issue the contract award? 

Government Response: This is anticipated to be awarded in FY25, ideally tageting an award date in late April or early May. However, as stated, funding will not be obligated until FY 2026.
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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.

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)  for all requirement information

Please See Attached RFQ document for all solicitation instructions.