HUD 2026 Innovative Housing Showcase Event Planning, Logistics, and Graphics/Marketing

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for the Innovative Housing Showcase (IHS).

• Incumbent/Recompete: A previous requirement existed with Effort LLC under BPA 86614322A00001, though with a reduced scope.
• "May Be Required" Tasks: For tasks like 5.2.2 (off-site location costs), 5.2.3 (event concept), and 5.2.6 (plan amendments), offerors should include estimated costs. HUD acknowledges that expenses not accounted for may result in post-award increases.
• Cost Proposal Details: For cost proposal items like portable toilets, generators, and office trailers, offerors should propose estimated numbers based on the event's size and scope. HUD anticipates specific types of restrooms and trailers. Vendors may use the cost proposal to establish rates, with task orders issued later.
• AV Support: Offerors should include a clear budget for AV support. HUD has a professional broadcast team that can supplement contractor efforts, primarily for staging, sound, lighting, and rigging, not photography or livestreaming.
• Marketing & Advertising: The contractor is responsible for attendee marketing and advertising. HUD anticipates digital signage and geo-located digital ads. While no previous plan exists, HUD is looking at these options. Sponsorship and advertising costs should ideally be supported by sponsors.
• Security: 24/7 on-site security is required. Park Police costs should be included in contractor pricing. Medical staffing is only required during public event hours.
• Event Dates: The anticipated award date is May 30, 2026. The event is planned for September 2026, with the Final Event Management Plan due August 15, 2026.
• Past Performance: References must fall within the five-year period preceding submission.

These clarifications provide essential details for offerors to accurately price their proposals and understand the scope of work, particularly concerning event logistics, AV requirements, marketing, and security. The five-year window for past performance is confirmed.

Solicitation / RFP / RFQ

This document is a request for quotes (RFQ) for a one-year Indefinite Delivery, Indefinite Quantity (IDIQ) contract to provide event planning and logistics support for the Department of Housing and Urban Development's (HUD) Innovative Housing Showcase. The event will take place on the National Mall in September and aims to highlight affordable housing technologies. HUD intends to award a single contract to the offeror providing the greatest value.

• End-to-end event planning and logistics support for the Innovative Housing Showcase.

• Services include project management, pre-event planning, event logistics management, and post-event support.

• Specific tasks involve site selection and permitting (National Mall assumed), program development, marketing and advertising, public engagement activities, audio/visual support, and on-site event operations.

• The contractor must provide equipment such as cranes, forklifts, generators, tents, and AV equipment.

• The Performance Work Statement (PWS) details requirements for site layout, setup/teardown plans, inclement weather plans, and crowd management.

• Contract Type: Indefinite Delivery, Indefinite Quantity (IDIQ) with a one-year period of performance.

• Place of Performance: National Mall and potentially other exhibit or meeting spaces.

• Questions Due: Friday, April 24, 2026, via email to Shelli.J.Waltz@hud.gov.

• Proposals Due: Monday, May 4, 2026, by 12:00 PM EST, via email to Shelli.J.Waltz@hud.gov.

• Required Submission Items:

  • Information requested in clause 52.212-2 (page 58).
  • Event pricing worksheet (Attachment 1, Section 5).
  • Evidence of ability to perform on the National Mall, including past performance and NPS references.

• Evaluation Factors: Technical Approach, Quality Control Plan, Experience, Past Performance, and Price. Technical and past performance are more important than price.

• Offerors must demonstrate experience performing events on the National Mall.

• Past performance references must include at least one event on the National Mall within the last three years.

• The solicitation includes a draft Performance Work Statement (PWS) and a Quality Assurance Surveillance Plan (QASP).

• Offerors must submit a pricing worksheet and a technical proposal.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a template for bidders to submit their estimated cost proposal for the "2026 Innovative Housing Showcase" opportunity. It outlines the expected cost categories and provides fields for detailed cost breakdowns.

• Personnel (Direct Labor): Requires itemization of staff, days engaged, hours, rates, and estimated costs for both the Planning Effort and Conduct of Showcase phases.
• Overhead: Includes fields for overhead rates and charges.
• Other Costs: Subdivided into:
  • Travel: For local travel and per diem.
  • Equipment, Supplies, and Direct Materials: Requires itemization of all equipment, supplies, and materials with quantities, unit costs, and estimated costs.
  • Consultants: For consultant hours and costs.
  • Subcontracts: For listing individual subcontracts and their costs.
  • Other Direct Costs (ODCs): For any other direct expenses.
• Fee: A fee of 0.05 is applied to Direct Labor, Travel, Equipment/Supplies/Materials, Consultants, Subcontracts, and ODCs.
• Total Estimated Costs: A final field to capture the total quoted cost.

Bidders must use this template to detail all anticipated costs associated with performing the work. The provided structure guides the breakdown of expenses, ensuring all cost elements are considered. Offerors are encouraged to revise hours and items as needed to accurately reflect their proposed costs, but the "Total Estimated Costs" field must be complete. HUD has provided estimated staff numbers and hours as an example of expectations.

Form / Attachment / Pricing Sheet

This document is a Past Performance Survey form provided as an attachment to a solicitation. It is designed to collect feedback from references regarding a contractor or key personnel's past performance on a specific project. This information will be used by the Department of Housing and Urban Development (HUD) to evaluate an offeror's proposal.

• Contractor/Key Personnel Identification: Fields for the offeror to provide details about the contractor or key personnel, contract number, project title, and period of performance.
• Reference Information: Fields for the reference to provide their name, title, agency/customer, phone number, and email.
• Performance Criteria: Five criteria are assessed: Quality of Service, Schedule, Cost Control, Business Relations, and Management of Key Personnel.
• Adjectival Ratings: For each criterion, raters must select one of the following ratings: Exceptional, Very Good, Satisfactory, Marginal, or Unsatisfactory. Definitions for each rating are provided.
• Comments: Space is provided for additional comments to substantiate ratings, especially for Exceptional, Very Good, Marginal, or Unsatisfactory ratings. A specific note is included for explaining 'Not Applicable' ratings for Cost Control.

Bidders should be aware that this survey will be sent to their designated references. The feedback collected through this form directly contributes to the past performance evaluation of their proposal. Understanding the criteria and rating definitions will help bidders prepare their references to provide accurate and relevant information that supports their proposal.

Form / Attachment / Pricing Sheet

This document is a template for bidders to provide Past Performance Information. It requires details on relevant services performed by the prime contractor or partners/subcontractors within the five years prior to proposal submission.

• Prime Contractor or Partner/Subcontractor Name: Identify the entity performing the work.
• Client Name: The name of the client for whom the services were provided.
• Point of Contact: Name, address, and telephone number of the client's contact person.
• Type of Services Provided: A description of the services rendered.
• Contract Number and Value: The identifier and financial value of the contract.
• Date Services Provided: The period during which the services were performed.
• Principal Partners/Key Personnel: Identification of key individuals involved.
• CPARS: A field to indicate if the performance is documented in the Contractor Performance Assessment Reporting System (CPARS).

Bidders must complete this chart to demonstrate their relevant past performance. This information is crucial for the government's evaluation of a bidder's capability to successfully perform the contract requirements. The provided example shows a completed entry for technical assistance to public housing agencies, detailing the contractor, client, services, contract specifics, dates, and key personnel.