Event Planning for Employee Recognition Award Ceremony (ERAC) and Picnic
ID: RFI1761796Type: Sources Sought
Overview

Buyer

DEPT OF DEFENSEDEPT OF THE NAVYNAVSUP FLT LOG CTR NORFOLKNORFOLK, VA, 23511-3392, USA

NAICS

Convention and Trade Show Organizers (561920)

PSC

SUPPORT- PROFESSIONAL: OTHER (R499)

Original Source

https://sam.gov/opp/96530833aec1449aba2cb45b9fadff81/view
Timeline
    Description

    The Department of Defense, through the Naval Supply Systems Command (NAVSUP), is seeking an event planner for the 2025 Employee Recognition Award Ceremony (ERAC) and accompanying picnic, scheduled for August 18-21, 2025, at the Naval Support Activity (NSA) Mechanicsburg in Pennsylvania. The selected contractor will be responsible for coordinating various aspects of the event, including catering, entertainment, logistics, and on-site management, serving up to 1,300 employees. This procurement underscores the importance of well-organized employee recognition events in fostering morale and acknowledging contributions within federal services. Interested vendors should review the provided Performance Work Statement and RFI Questionnaire, and direct inquiries to Shalena Hodge at Shalena.D.Hodge.civ@us.navy.mil for further details.

    Point(s) of Contact
    Shalena Hodge
    Shalena.D.Hodge.civ@us.navy.mil
    Files
    Title
    Posted
    Attachment 1. NSA Picnic Area Event Layout.pdf
    The document outlines the event layout for the Naval Supply Systems Command (NAVSUP) Employee Recognition Awards Ceremony (ERAC) and associated picnic, specifically focused on the design of the picnic area. It provides a structured plan detailing the designated spaces for various activities such as award presentations, food service, seating arrangements, and entertainment zones. Attention is given to accessibility considerations and optimal flow for participants to enhance their experience during the event. This layout demonstrates NAVSUP's effort to honor employees while creating a festive and organized environment. The document's purpose aligns with broader government initiatives supporting employee recognition and morale-boosting activities within federal services.
    Performance Work Statement 2025 ERAC.pdf
    The Naval Supply Systems Command (NAVSUP) is seeking to contract an Event Planner for organizing the 2025 Employee Recognition Award Ceremony and accompanying picnic at the Naval Support Activity (NSA) Mechanicsburg, PA. The events include an Ice Cream Social, an Employee Recognition Award Ceremony, and a picnic, which collectively serve up to 1,300 employees. Key responsibilities for the Event Planner include coordinating catering services, securing entertainment like caricaturists, and managing logistics such as setup and breakdown of event venues. The project emphasizes close collaboration with NAVSUP contacts, requiring bi-weekly coordination meetings and on-site oversight on event days. Specific deliverables include contract arrangements for food, equipment rental (tables, chairs, tents), and cleanup operations. The organizer must provide disposable tableware and ensure sanitation facilities are available. The document elaborates on event details, scopes of work, and government-provided resources while encouraging the use of registered subcontractors. The structured outline reinforces the importance of professional execution in facilitating large-scale employee events, reflecting NAVSUP’s commitment to recognizing employee contributions through well-organized gatherings.
    RFI Questionnaire 2025 ERAC and Picnic.docx
    The Request for Information (RFI) seeks potential vendors for event planning services related to the Employee Recognition Award Ceremony and Picnic scheduled for August 21, 2025. It outlines a series of 14 questions aimed at assessing the capabilities of companies interested in this RFI. Key inquiries include availability for setup and event days, ability to provide services through Governmentwide Acquisition Contracts (GWAC), company size classification, and specifics regarding small business status. Additionally, it requests identification information such as cage codes, unique entity IDs, and contact details of the company representative. The RFI emphasizes the importance of planning and coordination to ensure the success of the event and gathers essential information to determine suitable vendors that can execute the outlined services in compliance with federal standards. Ultimately, this document reflects the government's structured approach to engage with businesses for fulfilling event planning needs within the federal framework.
    Lifecycle
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    Type
    Event Planning for Employee Recognition Award Ceremony (ERAC) and Picnic
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