Inactive Total Small Business Set-Aside (FAR 19.5)

SOURCES SOUGHT NOTICE This is a Sources Sought Notice to determine the availability and capability of qualified small businesses (including certified 8(a), Small Disadvantaged, Veteran and Service-Dis... SOURCES SOUGHT NOTICE This is a Sources Sought Notice to determine the availability and capability of qualified small businesses (including certified 8(a), Small Disadvantaged, Veteran and Service-Disabled Veteran Owned Small Businesses, and Economically Disadvantaged Women-Owned Small Businesses (EDWOSB). I. GENERAL The Contractor shall provide all necessary event planning, travel reservations and lodging accommodations, and all related services necessary to deliver this requirement in accordance with the SOW. II. BACKGROUND INL is responsible for the development, supervision, coordination, and implementation of international narcotics control assistance activities, international criminal justice issues, and foreign assistance for the United States Department of State. As such, INL draws its legislative authority from the Foreign Assistance Act of 1961, as amended. The fundamental mission of INL is to design and execute programs to develop the criminal justice of foreign governments to combat the spread and influence of transnational organized crime. To implement these programs, the U.S. Congress allocates International Narcotics Control and Law Enforcement funding and other special funding to INL. In 2019, INL established KM to lead INL’s efforts to improve the quality of U.S. foreign assistance by helping INL learn from its prior work and integrate evidence, best practices, and lessons learned into new global tools, resources, and platforms. INL/KM’s mission is to develop INL as a “learning organization” and supports bureau efforts to provide foreign assistance in the criminal justice sector through subject-matter technical expertise and experience. Additionally, TAD plays a leading role in facilitating expert-level outreach, engagement, and collaboration with foreign and domestic practitioners. As a part of this mission, INL/KM facilitates the participation of foreign delegations of female judges at the National Association of Women Judges (NAWJ) annual conference and associated INL-organized study visit The NAWJ annual conference, a four-day event, brings together female judges, legal practitioners, and social justice actors from various countries across the globe to share best practice, exchange developments and innovation in justice service delivery, and address relevant issues impacting the judiciary. The conference consists of keynote speakers, plenaries, side events, breakout sessions, cultural presentations and vendor displays. Prior to the conference, INL organizes a study visit for foreign participants. INL/KM has a requirement to plan, organize and deliver event planning services to include, travel reservations and lodging and meal accommodations, and all other related services contained in the SOW. This event is being held in Indianapolis, IN on October 5, 2023 – October 7, 2023. III. STATEMENT OF WORK (SOW) The objective of this contract is to provide INL/KM with event management and logistics services to facilitate attendance of INL-funded foreign delegates to participate in the NAWJ annual conference; and provide transportation services and other logistical support to/from the Westin Indianapolis for event participants during the two-day INL pre-conference study visit event, as well as unforeseen requirements and other actions with the mutual agreement of both parties. This contract will support approximately 12 foreign judges, including support for flights, hotels, visas, transportation to/from airport in home country and the in the U.S., MI&E etc., to travel to the United States for this conference. It will also support approximately 50 INL-funded participants in the pre-conference study visit event. The requirements shall include coordination and planning with INL/KM, direct communication with participants to collect biodata and passport information, monitor visa application and issuance, book flights and hotel accommodation, and provide transportation services during the two-day INL pre-conference study visit, and other support necessary to facilitate the INL-led event. 1.0 SUBSTANTIVE REQUIREMENTS The contractor shall fulfill the following substantive requirements: Provide event management and logistics support for the NAWJ annual conference and the INL pre-conference study visit, which will take place in Indianapolis between October 1 – 8, 2023. The primary requirement prior to the conference will be to communicate and coordinate with participants to collect biodata and passport information and facilitate flight bookings by July 1, 2023; monitor participants’ visa application and track issuance; procure hotel accommodation; and monitor flight arrivals and departures, procure transportation to/from airport both in-country and in the U.S., and provide MI&E, although contractor staff must be available outside of these dates/times for coordination. The requirement for October 3 – 4, 2023 is to provide transportation service to/from the Westin Indianapolis each day during the INL study visit, although contractor staff must be available outside of these dates/times for coordination. Coordinate with INL/KM and share communication plan for contacting participants in order to obtain the required biodata and passport information to facilitate flight bookings. Collect biodata and passport information from each participant, compile into a single template and share with INL/KM. Procure flights for participants in accordance with U.S. Government procurement and travel requirements. Provide INL/KM with complete itinerary for each participant. Procure travel medical insurance for each participant for the duration of their travel. Provide INL/KM with insurance cards for each participant to be distributed to participants upon arrival in the U.S. Procure single room hotel accommodation for each participant in accordance with U.S. Government procurement and GSA requirement. Provide INL/KM with a point of contact for hotel. Provide MI&E during stay in the U.S. including MI&E at a rate of 75% on travel days to and from the U.S. for each participant. Provide reimbursement for the cost transportation to/from airport both in-country and in the U.S. for each participant. Provide reimbursement for the cost visa application and processing for each participant. Provide reimbursement for the cost of checked baggage to/from the U.S. for each participant. Provide petty cash for incidental expenses that may arise during execution of the contract such as printing cost, gratuity for bus drivers, etc. Monitor participants visa application submission and track issuance . Provide INL/KM with an update of visa insurance. Hold weekly communication and planning meeting with INL/KM and provide INL/KM with progress updates as necessary. Establish and maintain a point of contact with participants during travel and regularly update INL/KM of any flight progress, delays or other issues. Procure bus service to transport participants to/from the Westin Indianapolis to locations to be determined on October 3 and 4 for the INL study visit. Provide INL/KM with point of contact for the bus service and driver contact information. INL will also use this contract for unforeseen requirements and other actions with the mutual agreement of both parties. 2.0 TRANSPORTATION The vendor shall provide a bus with driver that seats 55 max. The bus should have air conditioning, heating, and ventilation. The bus will pick up passengers at their hotel and transport them to locations to be determined. The bus may be asked to wait with passengers and then return them to the pick-up site. 2.1 OTHER FACTORS INL will provide notice of additional events, no less than 30 days prior to the beginning of the event(s). However, flexibility in scheduling and the ability to respond on short notice will be critical. INL will provide notice of requirements a minimum of two weeks prior to the event(s). The contractor must be able to provide coordination and logistics support given just 2 weeks’ notice. 2.2 REPORTING The Contractor shall meet with the INL/KM on a mutually agreed upon frequency to coordinate all activities related to the event. If an event is being conducted within one month, the contractor and INL/KM shall meet weekly and as issues arise to effectively manage coordination and logistics. If an event is being conducted within two weeks, the contractor and INL/KM shall meet twice weekly and as issues arise to effectively manage coordination and logistics. If an event is being conducted within one week, the contractor and INL/KM shall meet daily and as issues arise to effectively manage coordination and logistics. The Contractor is expected to provide and maintain open, timely, and effective communications with INL, resulting in a relationship that proactively addresses potential problems with flexible and workable solutions. The contractor shall provide INL with monthly reports detailing services provided, issues raised, resolution to problems and, if applicable, any lessons learned. The Contractor shall submit a de-mobilization plan and a transition plan ninety (90) days. 3.0 PERIOD OF PERFORMANCE The anticipated period of performance is Six (6) months after award. 4.0 PLACE OF PERFORMANCE The place of performance for the conference will be within 60 miles of the Westin Indianapolis located at 241 W Washington St, Indianapolis, IN 46204. The place of performance for transportation will be within 60 miles of the Westin Indianapolis located at 241 W Washington St, Indianapolis, IN 46204. 5.0 CONTRACTING OFFICER (CO) -The CO for this contract is: TBD 6.0 CONTRACTING OFFICER REPRESENTATIVE (COR) - The COR for this contract is: TBD IV. INSTRUCTIONS AND GUIDANCE FOR RESPONSES TO THIS SOURCES SOUGHT NOTICE (1) Page limitation is 10 single-sided pages; 10- point font. (2) Must include point of contact (with legal authority) name and title, company name, full mailing address with zip code, e-mail address, telephone and FAX number, website address. (3) Provide name, title, telephone number, and e-mail addresses of individuals who can verify the demonstrated capabilities identified in the responses. (4) The business size for NAICS Code is 561599, Size Standard is $32.5M, The Product Service Code is V302. If qualified as an 8(a) firm (must be certified by SBA), Woman-Owned Small Business (must be certified by SBA), and/or Service-Disabled Veteran-Owned Small Business (must be listed in the VetBiz Vendor Information Pages). (5) DUNS Number, CAGE Code, Tax Identification Number, and company structure (Corporation, LLC, partnership, joint venture, etc.). All companies must be registered in the System for Award Management (SAM) database at www.SAM.gov to be considered as potential sources. (6) Identification of the firm’s GSA Schedule contract by providing GSA schedule number, contract number and SIN(s) applicable to this potential requirement, also include the expiration date of the scheduled item(s). (7) If the company has a government approved accounting system, please identify the agency that approved the system. (8) Please submit copies of any documentation such as letters or certificates to verify the firm’s status, see item #4 above. (9) Teaming arrangements are acceptable, and the information required above on the company responding to this announcement, should also be provided for each entity expected to be partnering or teaming. (10) Provide a list of the products sold by your company that meet the requirements of the SOW. To the maximum extent possible, please submit non-proprietary information. Any proprietary information submitted, shall be identified as such and will be properly protected from disclosure. Notice of Sources Sought Disclaimer. This notice is for planning purposes only, and does not constitute an Invitation for Bid (IFB), a Request For Proposal (RFP), a Solicitation, a Request For Quote (RFQ), or an indication the Government will contract for the items contained in this announcement. This request is not to be construed as a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this request. The Government will not reimburse respondents for any cost associated with submission of the information being requested or reimburse expenses incurred to interested parties for responses to this announcement. Responses to this announcement will not be returned, nor will there be any ensuing discussions or debriefings based on any responses received. However, information received as a result of this announcement may be reflected in the subsequent solicitation, and DOS, INL may contact one or more respondents for clarification and to enhance the Government’s understanding. Because this notice is being posted solely for market research purposes only, there will be no response to questions or inquiries received. This announcement is being used solely for the purpose of Government market research and may result in revisions in both it’s requirements and it’s acquisition strategy based on industry responses. RESPONDENTS MUST SUBMIT CAPABILITY STATEMENTS VIA E-MAIL to Darlene M. Pope, Contracting Officer at : PopeDM@state.gov, no later than Friday, May 5, 2023, by 5:00 p.m. EST for consideration. The subject line shall reference RESPONSE TO SOURCES SOUGHT FOR NAWJ STUDY CONFERENCE.