Army Conferences Support

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for providing personnel, logistical, and execution support for planning, coordinating, and conducting conferences primarily within the National Capitol Region for the Office of the Chief of Staff of the Army (OCSA) and the Office of the Deputy Chief of Staff, G-3/5/7.

• The contractor shall provide qualified personnel and all necessary resources, including conference planning software, laptops, audio/visual equipment, and transportation/registration support, for conference execution.

• Services include planning, venue research, coordination, scheduling, and delivery of conferences.

• The contractor is responsible for all costs associated with resources, except where reimbursement is specified.

• Support includes registration, setup & logistics, AV support (for unclassified conferences), and professional customer service.

• The contractor shall also provide a Task Order Execution Plan (TOEP) and monthly financial status reports.

• Period of Performance: One base year and four option years, with an estimated start date of June 2026.

• Place of Performance: Contractor personnel may work at their corporate facility, travel to the Pentagon for reviews, and work at the conference venue during execution.

• A Quality Control (QC) Plan must be developed and implemented, submitted within 30 days of award, and approved by the Contracting Officer Representative (COR).

• The contractor must comply with Army Regulation 1-50 (Army Conference Policy).

• All contractor personnel must identify themselves as contractors when interacting with third parties.

• Security requirements include protecting government information and potentially signing non-disclosure statements.

• The contractor must notify the Contracting Officer immediately of any potential Organizational Conflict of Interests (OCI).

Request for Information (RFI) / Sources Sought

This Request for Information (RFI) is issued by the Army Contracting Command - Aberdeen Proving Ground on behalf of Headquarters, Department of the Army (HQDA) Conferences. The purpose is to conduct market research to identify interested parties with the resources to support the planning, coordination, and execution of conferences. The government is exploring procurement options, including potential set-asides for Small Businesses or Full and Open Competition.

The contract will provide personnel, logistical, and execution support to the Office of the Chief of Staff of the Army (OCSA) and G 3,5,7 for conference planning and execution. Conferences will primarily occur within the continental United States, mainly in the National Capitol Region. The government anticipates a requirement for at least five conferences per year.

Detailed in the attached draft Performance Work Statement (PWS).

Respondents should demonstrate the capacity to plan, coordinate, and execute conferences for up to 300 attendees. The estimated period of performance is one base year plus four option years, commencing August 2025 through August 2030.

Interested parties must submit a capabilities statement addressing:

• Organization details (name, address, ownership, DUNS, etc.)

• Core competencies, technical expertise, and experience relevant to conference support.

• Past performance on similar requirements.

• Specific technical skills.

• Recommendations for acquisition strategy, including NAICS/PSC codes, contract type, and flexibility in contract structure.

• Approach to handling changes in attendance, scheduling, or cancellations.

• Assessment of the provided PWS regarding sufficiency, ambiguities, and potential improvements.

• Estimated timelines for transition and proposal submission.

• Identification of any requirements with disproportionate cost impact.

• Responses must be emailed to kelsey.l.thomas13.civ@army.mil by 2 pm EST on March 13, 2026.

• Format: Microsoft Word or PDF.

• No telephone inquiries will be accepted.

This RFI is for informational purposes only and does not constitute a solicitation. Responses are not offers, and the government is not obligated to award a contract. No funds are available to pay for response preparation. All submitted information is voluntary and will not be returned. Not responding does not preclude future participation.