G20 Event Production Services

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding RFP 2032H326R00010 for Group of Twenty (G20) Event Production Services.

• Pricing: The updated Price Template should be used, and any additional clarifications should be in the price narrative. Pinnacle charges for rigging, internet, and networking support are paid directly by Treasury and should not be proposed.

• Venue Details: Updated floor plans are provided for the Omni Fort Lauderdale Hotel and Omni Grove Park Inn Hotel, clarifying room assignments and availability for load-in/dismantle. Specific schedules of events are to be provided after award.

• Deliverables: Offerors are responsible for providing all items in the Statement of Work unless otherwise specified. This includes rental tables if needed for specific layouts.

• Personnel: The offeror must provide a Key Person meeting the Technical Manager qualifications. Additional personnel can be proposed under the general labor category.

• Broadcast/Streaming: Streaming will be closed circuit within the venue and auxiliary rooms; an external platform is not required. Video playback will not be needed during sessions, but content presentation decks will be used frequently.

• Simultaneous Interpretation: The AV & Production Contractor is responsible for sourcing the Simultaneous Interpretation (SI) vendor, including booths and equipment. Delegations will provide interpreters.

• Contract Type: The anticipated award is Firm-Fixed Price, and receipts for travel expenses are not required.

• Clarifications have been made regarding pricing, venue details, and required deliverables, which may impact proposal preparation.

• Updated floor plans and a revised Price Template have been provided.

• The contract is a new award, not a continuation of incumbent services.

Form / Attachment / Pricing Sheet

This document provides floor plans for "Level Two," "Level Four," and other areas, detailing room layouts, names, and capacities. It appears to be an attachment to an opportunity record, likely for an event or facility-related requirement.

• Level Two: Includes "BlueWater," "Gulf-Stream," "Reef," "Port Everglades," and "Ballroom" sections with various prefunction areas, meeting rooms, and reception spaces. Also notes "Medical Room," "Prayer Room and Nursing Mothers Room."
• Level Four: Features "Sea Turtle," "Stoney Coral," "Octo-Corals," "Spongcorals," "Blue Tang," and "Sand Diver" rooms, along with "Bilateral Meeting" rooms and a "Game Center."
• Other Areas: Includes "Sammons Wing" with "Heritage Ballroom," "Business Center," "Great Hall," and "Vanderbilt Wing" with "Plenary and Communique Drafting Room," "HOD Lounge."
• Seely Pavilion and Country Club: Separate layouts are provided for these areas.

This floor plan is crucial for bidders to understand the physical layout of the venue where services may be required. It helps in visualizing the scope of work, potential space utilization, and logistical considerations for any event, setup, or service provision at this facility.

Form / Attachment / Pricing Sheet

This document is a pricing template for the "Finance and Central Bank Deputies Meeting" and the "Finance Ministers and Central Bank Governors Meeting" opportunities. Bidders are instructed to complete the yellow highlighted cells ONLY.

• The template breaks down costs by various categories including AV/IT equipment (Audio, Video, Lighting, Rigging, Power/Support, Service/Freight/Venue), Décor, Labor, and specific rooms (Viewing/Listening, Nursing Mothers, USG Staff, Prayer, First Aid).
• It also includes sections for Internet Connectivity and Networking (Dry Network, Staff Wi-Fi, Delegate Wi-Fi).
• Costs are to be provided for two distinct meeting events: the Deputies Meeting and the Governors Meeting.
• Prices in Column B must be rounded to at least two decimal places.
• Formulas within the sheet shall not be modified.

This template is critical for bidders to accurately price their proposals for the specified events. It outlines the specific cost categories and requirements for which pricing is expected, ensuring a standardized submission format for cost evaluation.

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

This Statement of Work (SOW) outlines the requirements for event production services to support the U.S. Treasury's Group of Twenty (G20) Presidency from December 2025 through December 2026. The services include planning, coordinating, delivering, and managing all aspects of event production for two key events.

The Contractor shall provide comprehensive event production services for two main events:

1. Finance and Central Bank Deputies Meeting: To be held at the Omni Fort Lauderdale in Fort Lauderdale, Florida.
2. Finance Ministers and Central Bank Governors Meeting: To be held at the Omni Grove Park Inn in Asheville, North Carolina.

The Contractor is responsible for all event venue policies and applicable laws, including site cleanup and debris removal, returning venues to their original condition, and utilizing local suppliers and personnel where feasible without compromising quality or cost.

Specific requirements detailed for each event include:

• Audio/Visual Equipment: Sound reinforcement, microphones, video feeds, projection screens, PTZ cameras, broadcast switching, digital speaker timers, and lighting equipment.

• Décor: Rental furniture (tables, chairs), skirting, graphic placards, room branding backdrops, pipe and drape, and decorative lighting.

• Labor: Technical Managers, Show Callers, Audio Technicians, and Plenary Audio Technicians.

• Specialized Rooms: Creation of viewing/listening rooms, mother's rooms, staff work meeting rooms, prayer rooms, first aid rooms, and nursing mothers' rooms.

• Internet Connectivity: Dry network for G20 Stream and Wi-Fi for staff and delegates.

• Arrival Area & Main Plenary: Custom backdrops, decorative elements, and space for simultaneous interpretation booths.

• Dining & Lounge Areas: Multi-use breakfast/lunchroom, information desk, and leaders' lounge spaces.

• Deliverables: Final Production Schedule, CAD Drawings and Mockups, Staffing List (including headshots), Print and Digital Art Mockups, and Planning Meetings.

• Inspection and Acceptance: Performed on-site by the COR or designated employees per FAR clause 52.212-4.

• Personnel Clearances: All personnel require background checks. Names, DOB, SSN, and headshots are due 15 business days prior to the first load-in day.

• Non-Disclosure Agreements: Required for all contractor personnel.

• Key Personnel: Specific roles like Technical Manager and Show Caller require significant experience in ministerial-level meetings.

• Period of Performance: Date of award through September 4, 2026.

  • Finance and Central Bank Deputies Meeting: May 14, 2026 – May 15, 2026.
  • Finance Ministers and Central Bank Governors Meeting: August 29, 2026 – September 1, 2026.

• Place of Performance: Primarily at the specified event venues. Other work performed at the Contractor's site.

• Government Furnished Property (GFP): Event Access Credentials will be provided.

• Data Rights: All documents and materials produced are Government-owned.

• Travel: Reimbursed per FAR and FTR limitations, requires COR pre-approval.

• Contract Administration: Direction from CO, COR, and Treasury PMO staff.

• Minority and Women Inclusion: Commitment to equal opportunity and fair inclusion.

• Payment: Invoices submitted electronically via IPP, handled per Prompt Payment Act.

• Clauses: Numerous FAR and DTAR clauses are incorporated by reference, covering areas like contract administration, personnel, data rights, travel, and payment.

Solicitation / RFP / RFQ

This document contains solicitation provisions that are incorporated by reference or stated in full text. These provisions outline regulatory requirements and representations bidders must adhere to or provide.

• FAR Provisions Incorporated by Reference:

  • 52.203-11: Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions
  • 52.203-18: Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation
  • 52.204-5: Women-Owned Business (Other Than Small Business)
  • 52.204-7: System for Award Management
  • 52.209-2: Prohibition on Contracting with Inverted Domestic Corporations – Representation
  • 52.212-1: Instructions to Offerors – Commercial Products and Commercial Services
  • 52.233-2: Service of Protest

• FAR Provisions Stated in Full Text:

  • 52.203-2 – Certificate of Independent Price Determination: Requires offerors to certify that prices were determined independently and not disclosed to competitors.
  • 52.209-5 – Certification Regarding Responsibility Matters: Requires offerors to certify their responsibility status, including debarment, suspension, convictions, civil judgments, and delinquent Federal taxes.
  • 52.209-7 – Information Regarding Responsibility Matters: Requires information on Federal contracts and grants exceeding $10,000,000 and any related proceedings reported in FAPIIS.
  • 52.209-11 – Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction: Requires representation regarding unpaid Federal tax liability and recent felony convictions.
  • 52.212-2 – Evaluation – Commercial Products and Commercial Services: Outlines that the award will be made to the responsible Quoter whose offer is most advantageous, considering price and other factors.
  • 52.216-1 – Type of Contract: States the Government contemplates award of a Firm-Fixed-Price contract.
  • 52.219-1 – Small Business Program Representations: Requires representations regarding small business status, including NAICS code (561920), size standard ($20M), and specific small business categories (WOSB, EDWOSB, SDVOSB, HUBZone), including joint venture representations.
  • 52.252-1 – Solicitation Provisions Incorporated by Reference: Explains that provisions are incorporated by reference and their full text is available upon request or online.

• DTAR Provision:

  • 1052.219-73 – Department of the Treasury Mentor-Protégé Program: Encourages participation in the Mentor-Protégé Program for developmental assistance to small businesses.

• The Government contemplates award of a Firm-Fixed-Price contract.

• Evaluation: Award will be made to the responsible Quoter whose offer is most advantageous to the Government, considering price and other factors (per 52.212-2).

• Submission: Offerors must complete and submit required representations and certifications as outlined in the provisions. Specific instructions for completing provisions like 52.203-2, 52.209-5, 52.209-7, 52.209-11, and 52.219-1 are detailed within the text.

• Specific representations are required regarding small business status, including WOSB, EDWOSB, SDVOSB, and HUBZone concerns, and joint ventures.

• Offerors are cautioned that listed provisions may require completion and submission with their offer. The full text of incorporated provisions can be accessed at https://www.acquisition.gov/far/.

Form / Attachment / Pricing Sheet

This Excel file serves as a pricing template for the Finance and Central Bank Deputies Meeting and the Finance Ministers and Central Bank Governors Meeting. Bidders are instructed to complete only the cells highlighted in yellow.

• The template is organized by meeting and includes categories such as AV/IT equipment, labor, décor, and internet connectivity.
• Specific line items include Audio Equipment, Video Equipment, Lighting Equipment, Technical Manager, Show Caller, and various room setups (e.g., Plenary, Viewing/Listening Room, USG Staff Work Room).
• Formulas within the sheet are locked and should not be modified.
• Prices entered in Column B must be rounded to at least two decimal places.

This document is critical for bidders to accurately price their proposed services according to the government's specified categories and format. It directly impacts the proposal submission by requiring detailed cost breakdowns for each item listed.

Solicitation / RFP / RFQ

This Request for Proposals (RFP) seeks to establish a Firm-Fixed-Price Purchase Order for "G20 Event Production Services." The solicitation is issued by the Treasury Common Services Center (TCSC) and is an unrestricted competition.

• The core requirement is detailed in Attachment 1 – Statement of Work.

• Offerors must provide services in accordance with the SOW.

• Specific deliverables include mock-ups of the Plenary and Communique Drafting Room for the Finance and Central bank Deputies meeting and the Finance Ministers and Central bank Governors meeting, including CAD drawings.

• The contract type will be Firm-Fixed-Price.

• The estimated value is not explicitly stated, but the NAICS Size Standard is $20M.

• Proposals are due by April 13, 2026, at 12:00 pm EST, submitted via email to the TCSC Issuing Office POCs.

• Proposals must be submitted in Microsoft Office 2013 or newer compatible formats or searchable PDF. Physical copies are not accepted.

• Proposals must be structured into six to seven volumes: Key Personnel, Past Performance, Technical Approach, Draft Production Schedule and Plenary Mock-up, Price, Administrative Documents, and optionally, a Subcontracting Plan (for Other Than Small Businesses).

• Evaluation will be based on a best-value tradeoff, with non-price factors (Key Personnel, Past Performance, Technical Approach, Draft Production Schedule/Mock-up) being more important than price.

• Evaluation factors include:

  • Factor 1: Key Personnel (expertise and experience)
  • Factor 2: Past Performance (recent, relevant, and quality)
  • Factor 3: Technical Approach (ability to fulfill requirements and manage the effort)
  • Factor 4: Draft Production Schedule and Plenary Mock-up (comprehensiveness, clarity, feasibility)
  • Factor 5: Price (fair and reasonableness)

• This is an unrestricted competition.

• Offerors must be registered in the System for Award Management (SAM).

• Offerors must self-certify their size status under NAICS code 561920.

• A small business subcontracting plan is required for Other Than Small Businesses (OTSBs).

• Offerors are advised to read the entire RFP and all attachments.

• Failure to comply with instructions may result in proposal rejection.

• The Government reserves the right to reject any proposal or make no award.

• Attachments include: Statement of Work, Price Template, and Solicitation Provisions.