NWBC Virtual Event Manager

The Small Business Administration (SBA) National Women's Business Council (NWBC) is seeking qualified contractors for the acquisition of a Virtual Event Manager to broadcast public meetings held in the Washington DC area to include the following tasks:

The contractor will provide all services and support needed to assist with the planning and production of virtual events.

The Contractor shall assist with the setup of the meeting room facility, accommodations for participants, audio visual requirements, and additional meeting requirements as requested.

The Contractor shall coordinate audio-visual services. Typical audio-visual services could include laptop, projectors, speakerphones, high-speed internet, printer, overhead projector, flip charts, screens, audio recording equipment and supplies, staging, lighting, visual and sound support, etc. as determined in the requirements. At a minimum, internet connectivity and standard A/V equipment should be secured for a professional presentation.

The Contractor shall be able to live-stream the in-person event via an acceptable video event platform for live virtual attendance.

The contractor must prepare a Run of Show for the event and review and confirm arrangements with the SBA Meeting Organizer.

The contractor shall handle all technical aspects and issues that arise before and during the event.

Provide the ability to stream and promote events on platforms including Twitter, Facebook, LinkedIn and Instagram where applicable.

The contractor shall participate in pre-event meetings, as needed, via video conference with the Meeting Event Organizer to ensure requirements are met.

The contractor shall share materials via email in a format compatible with SBA technology.

The contractor shall provide a project plan and regular status reports.

The project manager's relevant work history shall include no less than 50 projects during the past 5 years with experiences in planning and managing hybrid, in-person, training, and meetings events for up to 500 people.

Target period of performance start date: To be determined date January 2024

The Government anticipates awarding up to three Blanket Purchase Agreements for up to five years.

If you are interested, please submit your detailed capabilities in WRITING via email to mary.woodin@sba.gov by 3PM EST on December 1, 2023. Written statements should demonstrate the same or similar experience to these services described above. This is not a request for quotes (RFQ). There is no request for quote, statement of work, or drawings available with this announcement.

Response to the announcement is strictly voluntary; no reimbursement will be made for any costs associated with providing information in response to this Sources Sought Announcement or any follow-up information requests. If you chose to submit a response, clearly identify the RFI Title NWBC Virtual Event Manager in the subject line.

Your email capability information MUST be 5 pages or less and be SPECIFIC to projects of similar size and scope. Please provide a description of past projects, contract numbers, dollar amounts, time frame, duration, location, customer point of contact information including email and telephone (for example, contracting officers, project managers), and any other pertinent information. Be sure to include your UEI number on all documentation.

The Government anticipates conducting a competitive acquisition for this requirement. The amount of interest or lack thereof will determine the possibility of a competitive set-aside or full and open competition (the size of a small business firm includes all parents, subsidiaries, affiliates, etc. see 13 CFR 121.108.)

Analysis of the quantity and quality of responses to this sources sought announcement will be considered in the market research being conducted, and in the making of any small business set-aside determination for this requirement.