Secure Conference Room Management

Performance Work Statement (PWS)

To acquire staffing to support coordination and management of classified meeting spaces for executive-level classified meetings.

• Provide personnel to handle executive-level and VIP guest services, including meeting scheduling, preparations, and operations support for secure meeting spaces.

• Support includes reception, guest services, executive support, meeting management, calendar management, office administration, and ensuring security parameters.

• Work is considered mission essential, emergency mission essential, and weather emergency mission essential.

• Surge support may be required, not to exceed 40% of the total proposed labor cost/price for the base and option periods.

• Personnel must have professional and working proficiency in English, strong communication skills, discretion with confidential information, and professional appearance.

• Technical proficiency with MS Office Suite and office equipment is required.

• Personnel must be highly proficient with multitasking and proactive problem-solving.

• Key Personnel: Program Manager (1), Executive Receptionists (5).

• Deliverables include: Monthly Contractor Performance Report (CPR), Weekly Activity Report (WAR), Transition-in Plan, and Transition-out Plan.

• Performance is evaluated based on meeting task requirements, timeliness of deliverables (100% on time with <=5% defects), and quality.

• Place of Performance: National Capital Region.

• Base Year: August 10, 2026 - August 9, 2027.

• Four (4) 12-month option periods, plus a 6-month option period.

• Core business hours: Monday-Friday 0600-1800, with 24/7 on-call services upon notification.

• Security Clearance: Top Secret/Top Secret SCI required for all personnel. TS/SCI eligibility required at time of proposal submission.

• Personnel must be U.S. citizens and at least 18 years of age.

• Contractor must execute a DISA-provided Contractor non-disclosure agreement (NDA) within one week of award.

• Compliance with DISA security regulations, including entry/exit control, and safety and security training.

• Adherence to DISA dress code upon award.

• Potential for follow-on work is N/A.

• Identification of Potential Conflicts of Interest (OCI) is required.

• Section 508 Accessibility Standards apply to ICT items (CRM).

Sources Sought Notice

This notice is issued by the Defense Information Systems Agency (DISA) to determine the availability and capability of small businesses (including specific subsets like 8(a), HUBZone, etc.) to provide Secure Conference Room Management services. These services are for supporting coordination and management of secure meeting spaces for executive-level classified meetings.

• On-site support for managing and providing executive-level and VIP guest services, including meeting scheduling and operational support for secure meeting spaces.

• Maintaining a highly-polished reception area, overseeing office supplies, coordinating mail/deliveries, and monitoring physical security of conference facilities.

• Personnel must possess strict discretion with confidential information, excellent communication skills, and maintain a professional attitude and attire when interacting with executive-level stakeholders and high-profile visitors.

• Personnel must have advanced knowledge of MS Office Suite, be proficient multitaskers, and excel in a fast-paced environment.

• Services must be sustained during periods of mission essential, emergency mission essential, and weather emergency situations.

• All personnel must have an active Top Secret/Secure Compartmented Information (TS/SCI) clearance prior to contract start.

• Contractors must have an active Top Secret Facility Clearance.

• Anticipated Period of Performance: September 23, 2026, to September 22, 2031.

• Anticipated Place of Performance: Two separate conference facilities in the National Capital Region and surrounding sites, totaling approximately ten (10) conference rooms.

• NAICS Code: 561100 (Office Administrative Services) with a size standard of $12,500,000.

• This is a Sources Sought Notice for informational purposes only and not a Request for Proposal.

• Responses are voluntary and do not constitute an offer.

• Interested businesses must submit a brief capabilities statement package (max six pages) addressing the "Required Capabilities" by 2:00 PM EDT on April 17, 2026, via email to Carolyn.n.craig.civ@mail.mil and Robin.n.schuster.civ@mail.mil.

• Responses should include business name and address, representative's name and title, small business socio-economic status (if applicable), CAGE Code, and prime contract vehicles.

• Information regarding plans for joint ventures or partnering should be outlined.

• The notice seeks to determine availability and capability of small businesses.

• To determine a small business set-aside, two or more qualified and capable small businesses must submit responses.

• Responses must demonstrate the company's ability to perform in accordance with FAR 52.219-14, Limitations on Subcontracting.

• The services were previously provided under a broader contract and this is a new requirement.

• Proprietary information must be clearly marked.

• Current information on DISA's requirements and acquisition strategies can be found at www.disa.mil.