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Planning and Organizing Conferences and Training For U.S. Agency for Global Media (USAGM) I. Background The USAGM/Technology, Services, Innovation (TSI)/Business Development (BD) requires a Contractor... Planning and Organizing Conferences and Training For U.S. Agency for Global Media (USAGM) I. Background The USAGM/Technology, Services, Innovation (TSI)/Business Development (BD) requires a Contractor to plan, organize and implement training programs and conferences for USAGM affiliates in and around Africa, Middle East, South America, Asia and Europe. These events may include training for media professionals and media conferences. The Contractor will be asked to plan, organize, facilitate, coordinate, and attend these events in selected regions on a “per event” basis over the 60 month ordering period. CONTRACT TYPE - This contract is a Blanket Purchase Agreement with an ordering period of 60 months. The North American Industry Classification System (NAICS) code for this acquisition is 611420, the Product Service Code (PSC) is U099. Acquisition Authority: This acquisition is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13-Simplified Acquisition Procedures; FAR Subpart 13.5-Simplified Procedures for Certain Commercial Items; FAR Part 12-Acquisition of Commercial Items. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-03; dated 02/16/2020. To view the latest Federal Acquisition Circulars (FAC) go to https://www.regulations.gov. When a need arises, the Contractor will be asked to submit a price proposal in response to a call order issued by the USAGM Office of Contracts. The selected Contractor will be paid per event, at a “fully-burdened” assignment rate, which includes overhead, General & Administrative time, expenses, and profit. All expenses, such as transportation, hotel, food, conference rooms, etc. must be included in the “fully-burdened rate.” All expenses, event planning and profit will not be paid until after the event occurs. USAGM has 30 days after billing to make payment. The Contractor is required to submit proper invoices immediately after each event. Event logistics are subject to review by TSI/BD prior to the start day of the training or media conference. This requirement aligns with USAGM’s charter to effectuate the International Broadcasting Act of 1994. II. Objectives This procurement will enable USAGM to meet its goals of training media and organizing affiliate conferences to help support freedom of expression and independent media worldwide. These events build media capacity among local organizations and support USAGM’s affiliate networks who deliver a majority of their audience. Contractors under this Multiple Award BPA are expected to successfully plan, coordinate, facilitate, organize, and manage media events of various sizes in countries around the world. The Contractor must be able to perform a combination of administrative and logistical services in facilitating these events, including, but not limited to: Search and organize facilities and manage all event details such as décor, catering, conference room with proper audiovisual equipment, invitee list, special guests, and promotional materials. Coordinate, contact and invite trainees, experts, attendees and/or affiliate stations personnel selected and approved by USAGM. Send letters, emails or any other type of announcement to communicate and follow up to ensure they made necessary arrangements. Pay any honoraria previously agreed with speakers or experts. Arrange and for international or domestic flights/ground transportation, local taxis or bus transportation in and around training for trainees, trainers, experts, attendees and/or affiliate stations personnel selected and approved by USAGM attending trainings or conference sites. Arrange and pay for domestic or international accommodations, meals and per diem for trainees, trainers, experts, attendees and/or affiliate stations personnel selected and approved by USAGM attending trainings or conference sites. Attend trainings and conferences and address last-minute logistical issues. Serve as liaison with local officials and local media. Coordinate with U.S. Embassies to ensure presence at the events. Help to prepare and distribute training and conference materials, including banners. Distribute and collect USAGM’s evaluation forms. Provide expense receipts and final event reports in the English language. Must be fluent in English and vernacular languages of the region where events are held. Must have experience (or hire staff with experience) in facilitating trainings, events, or conferences in local areas. Contractor must be able to provide references to confirm that Contractor possesses two years of experience in event planning/training coordination/conference facilitation. III. Scope The Contractor will complete all logistical, administrative, project-management, and recruitment tasks associated with planning, staffing, and executing an international media training and/or affiliate conference. The USAGM will identify and select the locations (City and Country) where the event will take place. The USAGM will also provide a list of participants. The Contractor is responsible for securing a suitable location (e.g., hotel, conference room), transportation, communication with participants, equipment, meals, lodging, distributing (but not designing or writing) an agenda, materials (copies, banners, if needed), local point of contact, access to location, and any other facilitative responsibilities. Training locations will vary, but may include the following countries: Africa: Burundi, Democratic Republic of Congo, Ghana, Ivory Coast, Kenya, Niger, Nigeria, Rwanda, Tanzania, Uganda Middle East: Egypt, Jordan, Iraq, Morocco, United Arab Emirates Asia: Bangladesh, Burma, Cambodia, China, Indonesia, Laos, Malaysia, Philippines, Vietnam Central and Eastern Europe: Albania, Bosnia and Herzegovina, Kosovo, Macedonia, Montenegro, Serbia, Belarus, Moldova, Ukraine, Czech Republic, Estonia, Latvia, Lithuania Central Asia and the Caucasus: Armenia, Azerbaijan, Georgia, Kazakhstan, Kyrgyzstan, Uzbekistan South America: Argentina, Bolivia, Columbia, Mexico, Peru, Ecuador If Call Order requires Contractor to provide a media trainer: The Contractor will supply trainers who are Subject Matter Experts (SMEs) in media or a related field (depending on topic). The Contractor, or its representative, must have an understanding of the international media environment. The Contractor’s trainers must be up-to-date and knowledgeable about issues, events and developments affecting assigned training programs and regions. The trainers will be based in various worldwide locations in agreement with USAGM. The Contractor’s trainers will research and use appropriate sources for training materials and will recommend us of the materials to USAGM Development & Training officers. Training must be conducted in English and/or the vernacular of the location USAGM has requested in the call order. The Contractor’s trainers may perform a combination of services with respect to USAGM training programs for international journalists. The Contractor’s trainers must have the ability to multi-task under severe deadline pressure. USAGM will have the right to approve the trainers. If A Call Order only requires Contractor to provide logistical services: The Contractor must coordinate and facilitate all logistical aspects of the training, including securing a location, parking, lodging, building access, materials, food, transportation, conference area, equipment, etc. in order to execute a successful local and regional training. Contractor will ensure all assignments are completed on time and meet project deadlines as set by the USAGM delivery schedule in the Call Order. IV. Ordering Upon determining the training need along with available funds, USAGM will issue a Call Order to one or more Contractors under this BPA. The Call Order will describe the intended event, location, dates, attendees, and, if relevant, the experienced trainers required by USAGM. Once a Call Order is issued for a media event or conference/trade show in a specific location during a given timeframe, the potential Contractor must submit a price and technical proposal to USAGM to review. If approved, the Contractor will be issued a Call Order and directed to proceed with the event. Each training is expected to last between 1-5 (one – five) days, depending on the topic. Each training day will cover at least 1 (one) and to 5 (five) different topics. Topics will be covered in 90-120 (ninety – one hundred and twenty) minute sessions, depending on the complexity. After most sessions, there will be a 15 (fifteen) minute break. Each training day will consist of a 1 (one) hour lunch break to be taken at the region’s standard time. A variety of teaching techniques, methods, and learning activities can be used during trainings. The techniques, methods, and activities employed are at the discretion of the trainer but must be submitted to USAGM in the training syllabus according to the Delivery Schedule above. Instructors may use a variety of multimedia techniques including presentations, discussions, case studies, role plays, exercises, hands-on practices, team activities, creation of group accounts in social networks and field trips, among other techniques. VI. Government - Furnished Property, Material, Equipment or Information (GFP, GFM, GFE or GFI) No Government – Furnished Property will be provided to the Contractor. The Contractor is responsible for renting or providing all necessary materials, supplies, and equipment to execute the training. VII. Security The Contractor will ensure that the location of the conference and lodging of the students is in a facility that is safe and secure from outside threats. If the Contractor is providing instructors, the instructors and staff must be authorized and have sufficient documentation to travel internationally and pass security procedures. VII. Travel Travel is a large factor in this contract. The Contractor is expected to have international media contacts and regional experts to coordinate the trainings and facilitate the logistics in areas of events. The Contractor will have to perform on-site management of the training or event in the local vernacular languages. Training locations within will vary and are not predetermined at the time of contract award. IX. Special Qualifications/Screen Factors The incumbent must have business fluency in English and able to teach/communicate and vernacular-speaking students and local vendors. The Contractor must have experience working in the training location. The incumbent must know how to organize events internationally, which can be challenging. The incumbent must have knowledge of fiscal accounting procedures, including the IPP systems employed by USAGM. X. Other Unique Requirements No unique requirements are required for this procurement. XI. Place of Performance Training locations will vary and are not predetermined at the time of contract award. The place of performance for a planned training event will be selected by USAGM and made known to the contractor at the earliest opportunity. XII. Ordering Period The ordering period for this procurement will run from 04/01/2021 – 03/31/2026. During that period, USAGM will give the Contactor various call orders specifying the location, timeframe, topics, and students for the individual journalism training event. The Contractor should have sufficient staff and resources to plan and execute a training with no more than 40 days’ notice of a Call Order. USAGM will attempt to give the Contractor as much time as possible to plan the training. However, due to funding, sometimes USAGM does not have a long lead time before the training. PROSPECTIVE OFFERORS MUST READ AND COMPLY WITH THE ATTACHED REQUEST FOR PROPOSALS (RFP), PROPOSALS THAT FAIL TO INCLUDE REQUIRED INFORMATION OR REJECT THE TERMS AND CONDITIONS OF THE SOLICITATION MAY BE EXCLUDED FROM CONSIDERATION.