Comprehensive Event Management Planning
Key Dates
Due Date
-
Posted Date
-
Agency & Value
Agency
ACQUISITIONS - AQM MOMENTUM
Contract Value
Not provided
Codes & Classification
Solicitation Number
19AQMM26R288
NAICS
561920 - Convention and Trade Show Organizers
Classification Code
R408
Additional Details
The U.S. Department of State, through its Acquisitions - AQM Momentum office, has issued a Sources Sought notice (Procurement Identifier: 19AQMM26R288) for comprehensive event management planning services. This request for information (RFI) is intended solely for market research purposes and aims to assess the technical capabilities of potential contractors to support the Office of the Nonproliferation and Disarmament Fund (NDF) in executing a wide range of event-related projects, both domestically and internationally. The scope of anticipated services spans from small workshops to large-scale conferences accommodating up to 5,100 attendees, with deliverables required in in-person, virtual, or hybrid formats.
The procurement is classified under NAICS Code 561920 (Convention and Trade Show Organizers), with the primary place of performance located in Washington, District of Columbia (DC), United States. The contracting entity is a federal office within the Department of State, and the primary point of contact for this notice is Khoa Tran ([email protected]).
Key requirements and objectives are organized into four major task areas:
1. **Project Management and Strategic Oversight**: Contractors must be prepared to initiate contract coordination within 14 days of award, provide ongoing project management, conduct bi-weekly teleconferences with government personnel, perform limited-scope research and analysis, submit quarterly narrative and financial reports, and attend ad hoc in-person meetings at the Department of State headquarters.
2. **Domestic Event Management Services**: This includes comprehensive planning and registration for up to 5,100 participants, automated confirmation systems, digital access links, and materials compliant with Section 508 accessibility standards and government branding. Logistics cover venue/platform selection for all event formats, secure and licensed virtual platforms (such as Zoom, Teams, Webex) with breakout rooms and simultaneous interpretation, high-definition streaming equipment, translation services, IT support, and catering/hospitality coordination. Execution requires dedicated staffing, Section 508/ADA compliance, security and access control, and robust cyber-security protocols.
3. **International Event Management and Training Delivery**: Contractors must demonstrate the ability to engage with foreign government officials and technical experts, identify and procure venues, arrange travel and lodging, support visa processing, manage travel and per diem for participants, provide IT and technical infrastructure, coordinate event catering, cover interpretation and translation costs, and deliver training modules through workshops, consultancies, online learning, webinars, and study tours.
4. **Curriculum and Materials Development**: The scope includes creating training curricula, tabletop exercises, interactive learning materials, traditional classroom-based and virtual/online modules, hybrid learning experiences, study tours, and professional translation of materials into foreign languages. All materials developed must be considered government intellectual property.
Performance standards are stringent, requiring 99.9% platform stability for virtual/hybrid components, interactive participant engagement (such as polls and Q&A), final attendee confirmations 48 hours prior to events, one-business-day responsiveness to government inquiries, error-free deliverables meeting government standards, and strict compliance with federal regulations, security protocols, and accessibility requirements.
Interested parties are encouraged to submit responses that clearly demonstrate their capabilities and qualifications in the areas outlined above. Required information includes company details (name, address, point of contact, CAGE Code, UEI, business size and socioeconomic status, relevant NAICS codes, and annual revenue for the past three years) and detailed narratives addressing experience, technical capabilities, project management approach, international operations, curriculum development, staffing, equipment/resources, teaming arrangements, and optional cost estimates for budget planning.
This RFI is issued under FAR 15.201(e) and does not constitute a solicitation or a commitment to award a contract. The government will not reimburse any costs associated with responding to this notice. Responses will be used to inform acquisition strategy and potential solicitation documents, and the government reserves the right to contact respondents for clarification. All questions must be submitted in writing; telephone inquiries will not be accepted. Participation in this RFI is voluntary and does not preclude involvement in any future RFP or RFQ.
Contractors evaluating this opportunity should note the comprehensive nature of the requirements, the emphasis on both domestic and international event management, and the need for robust technical, logistical, and curriculum development capabilities. The place of performance is Washington, DC, and the classification aligns with convention and trade show organizing. For further information or to respond, contact Khoa Tran at [email protected]. The notice remains active, with responses due by June 19, 2026.
For full details and updates, refer to the official notice at: https://sam.gov/opp/83e00b50a32f4c55aeca72e9f3079539/view