Library of Congress National Book Festival - Event Management IDIQ

Form / Attachment / Pricing Sheet

This document provides floor plans and room layouts for the 2026 National Book Festival, detailing the potential use of various spaces across multiple floors. It serves as a reference for event planning and vendor understanding of the venue.

• First Floor - South: Lists rooms 101-103, Salons ABC/DEF/GHI, and the Grand Lobby with their square footage, theater capacity, and designated uses (e.g., Volunteers, Author Stage, Bag Check, Information Booth).
• First Floor - North: Details rooms 140AB-158B, including uses such as Decibel Equipment Hold, Bag Check, Author Stage, and Interpreter Hold Room.
• Second Floor: Outlines spaces like East Overlook, rooms 201-210, and West Overlook, with potential uses including Author Hold Rooms, Author Stages, LOC Operations, and Media.
• Third Floor: Shows Ballroom ABC and rooms 301-306, with uses ranging from Medical Room and VIP Greenroom to Author Stage.
• Expo Halls: Depicts the layout of Halls D/E and A/B/C, designating areas for Road Map, Exhibitors, Sponsors, Book Signings, Book Sales, Food & Beverage, and Info Booths.
• Key: Includes a legend for Expo Halls indicating Book Sales (blue), Food & Beverage (green), Info Booth (orange), and Book Signing (pink).

This document is crucial for bidders to visualize the event's physical layout and understand where different activities and services will be located. It helps in assessing logistical requirements, potential booth placements, and the overall flow of the festival, which may impact proposals related to event services, setup, or vendor management.

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

This document outlines the Statement of Work (SOW) for planning and coordination services for the Library of Congress's 2027 National Book Festival (NBF), a hybrid event incorporating both physical and virtual elements.

• Hybrid Festival Planning: Assess and recommend best practices for hybrid components, recommend high-level concepts for livestreaming, and develop high-level concept layout designs and maps for the physical event space. This includes assessing space needs and providing plans for audiovisual services, videography and livestreaming, signage, stage/furniture/furnishings, coordination of electrical services, and internet bandwidth. The contractor will also obtain price quotes for venue-specific required-use subcontractors as requested.

• Consultative Services: Produce a report with strategic counsel and planning recommendations to achieve cost savings and enhance the festival experience. Provide ongoing consultative services on festival attendee needs, health and safety, and Library staff-related logistics.

• Meeting Attendance and Coordination: Participate in a virtual kick-off meeting and attend project meetings with the Library Team, which will increase in frequency leading up to the event.

• Written Status Updates: Provide weekly and/or monthly status reports as requested.

• Exhibitor Recruitment: Disseminate exhibitor recruitment materials and provide contact information for interested parties to the NBF Development Manager.

• Period of Performance: 09/30/2026 – 08/21/2027

• Place of Performance: Library of Congress, Walter E. Washington Convention Center, and Contractor's usual place of business.

• Project Executive

• Project Manager

• Event Executive (min. 5 years experience, managed budgets >$1M for similar events)

• Live Producer (min. 5 years experience producing similar events)

• Virtual Producer (min. 5 years experience producing similar events)

Key deliverables include a virtual kickoff meeting attendance, assessment of hybrid components, strategic counsel report, livestreaming/layout/space needs recommendations, various service plans (audiovisual, videography, signage, furnishings, electrical, internet), exhibitor plan, and consultative services on attendee needs, health/safety, and staff logistics. Status reports are to be provided as requested.

Solicitation / RFP / RFQ

This solicitation is for an Indefinite Delivery/Indefinite Quantity (IDIQ) contract for event management services for the Library of Congress National Book Festival. The contract will be firm-fixed-priced, with a minimum amount of $25,000.00 and a maximum amount of $25,000,000.00 over its term.

The contractor shall provide comprehensive event management services, including planning, operations, and logistics for the National Book Festival. Services can be for virtual, in-person, or hybrid events, as selected by the Library. Key areas include:

• Festival Planning: Virtual, in-person, and hybrid event planning, including AV services, web application development, videography, attendee needs, and logistics.

• Virtual Festival: Development and management of a virtual event web application with various functions such as integration with loc.gov, video playback, sponsorship opportunities, and accessibility compliance.

• In-Person Festival: Provision of services such as stage backdrops, furniture, décor, signage, audio-visual equipment, lighting, carpet, and drayage.

• Exhibit and Sponsor Coordination: Management of virtual and in-person exhibit areas, including exhibitor recruitment and coordination.

• Additional Services: Install and design, rigging, janitorial services, health and safety precautions, and inventory management.

• Meetings and Reporting: Participation in meetings and submission of written status reports and a comprehensive post-event report.

• Contract Type: Single Award Indefinite Delivery/Indefinite Quantity (IDIQ)

• Period of Performance: Base Period: 09-30-2026 to 09-29-2027. Option Periods 1-4 extend through 09-29-2031.

• Estimated Value: Minimum: $25,000.00; Maximum: $25,000,000.00

• Proposal Submission: Proposals must be submitted electronically via email to Ramon Samuel (rsamuel@loc.gov) with a copy to Moji Adejuwon (moad@loc.gov) by the specified due date. Proposals must be submitted in three separate volumes: Minimum Requirement, Technical Proposal, and Price Proposal. Email size limit is 20MB.

• Key Deadlines: Questions due by June 3, 2026, 12:00 PM ET. Proposal due date is August 23, 2026.

• Evaluation Criteria: Best value trade-off approach, with factors including Technical Approach (IDIQ and 2027 NBF Planning Order), Corporate Experience, Management Approach, Past Performance, and Price. Non-price factors are significantly more important than price.

This acquisition is listed as "UNRESTRICTED OR SET ASIDE: See SCHEDULE" with NAICS code 561920 (Event Planning and Related Services) and a size standard of $47 million.

• Attachment J-1 provides historical information.
• Attachment J-2 is the IDIQ Price Schedule.
• Attachment J-3 is the 2027 NBF Planning Order SOW.
• Attachments J-4 and J-5 are Price Schedules for the 2027 NBF Planning Order and Sample Event Execution Order, respectively.
• Offerors must be registered in the System for Award Management (SAM).

Form / Attachment / Pricing Sheet

This document is a "Register of Wage Determinations Under the Service Contract Act" issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It provides the minimum wage rates and fringe benefits required for various occupations when performing work under contracts subject to the Service Contract Act.

• Geographic Scope: Specifies wage determinations for Virginia (counties of Fairfax, Fauquier, Loudoun, Prince William, and Stafford), the District of Columbia, and Maryland (counties of Charles and St. Mary's).
• Occupational Listings: Contains a comprehensive list of job titles, their corresponding occupation codes, and the required hourly wage rate.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing. Specific details on Health & Welfare, Paid Sick Leave (EO 13706), Vacation, and Holidays are provided.
• Executive Orders: Notes the applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage) for Federal Contractors.
• Conformance Process: Outlines the procedure for requesting authorization of additional classifications and wage rates if a required occupation is not listed.

This document is crucial for bidders to understand the minimum labor costs associated with performing work under the Service Contract Act. It directly impacts the pricing of proposals by establishing mandatory wage rates and benefit requirements for all service employees working on the contract. Bidders must ensure their proposed wages meet or exceed these determinations to be compliant.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire designed to gather information from past customers to assess a contractor's suitability for providing services to the Library of Congress. It is critical for the proposal evaluation process.

• Contractor Information: Fields to identify the contractor and the specific contract being reviewed.
• Rating Guidance: Definitions for performance ratings (Outstanding, Good, Satisfactory, Marginal, Unsatisfactory, Not Applicable).
• Performance Assessment: Questions covering overall contract management, quality of products/services, project management effectiveness, timeliness, report submission, sub-contractor performance, personnel competence, communication, and performance within budget.
• Narrative Explanations: Required for Marginal, Unsatisfactory, or No ratings.
• General Information: Fields for the reviewer to provide details about the contract being assessed (Name, POC, Contract Number, Period of Performance, Dollar Value, Description).
• Submission Instructions: Specifies returning the completed questionnaire via email to Ramon Samuel (rsamuel@loc.gov) with a copy to Moji Adejuwon (moad@loc.gov) by June 23, 2026, 12:00 PM ET.

This questionnaire is crucial for bidders as it directly impacts the evaluation of their past performance, which is stated to be of considerable importance for this acquisition (National Book Festival audience-focused event management services). Bidders should be aware that their past customers will be contacted to provide feedback using this form. The ratings and narrative explanations will inform the government's decision.

Form / Attachment / Pricing Sheet

This document is Attachment J-5, a sample price schedule for evaluating hybrid model proposals. It is intended for evaluation purposes only and not for direct award. Offerors must use rates from their completed IDIQ price schedule (Attachment J-1) to fill in this schedule.

• Instructions: Offerors must insert prices using their IDIQ rates, add labor categories if needed, and insert unit/quantity information. They must not add or remove items, must review assumptions on TAB 2, and should not PDF the schedule.
• Price Schedule Breakdown: The schedule details various categories of services and items required for an event, including:
  • Meetings, Planning, and Overall Coordination
  • Exhibitor Booth and Space Coordination (Virtual and Physical)
  • Festival Credentials, Lanyards and T-Shirts
  • Event Signage
  • Book Signing Area
  • Drayage
  • Television-style Broadcasting Team
  • Audio Visual and Lighting Equipment
  • Furniture (Stages)
  • Stage Scenic
  • Virtual Event Web Application
  • Operations Center and Administration
  • Virtual Meet and Greets
  • Recording and Editing Video Presentations
  • Livestream Presentations (Virtual and On-Site)
  • Accessibility Support
  • Inventory and Storage
• Assumptions Tab: Contains event details such as location (Walter E. Washington Convention Center), event times, venue move-in/out schedule, stage presentation grid capacities and timings, and virtual event web application traffic expectations. It also lists services the Library will contract directly (e.g., Electricity, Internet, Security).

This document is crucial for bidders to understand the cost structure and pricing expectations for the opportunity. It guides how to format and submit their pricing, ensuring it aligns with the government's evaluation framework. Bidders must use this template to detail their proposed costs for all required elements of the event.

Form / Attachment / Pricing Sheet

This document, Attachment J-4, provides the Price Schedule and Price Detail for the "2027 NBF Planning Order" opportunity. It outlines the specific deliverables and associated pricing required from offerors.

Tab 1 - Price Schedule:

• Lists deliverables as referenced in Section F of the solicitation.
• Requires firm fixed prices for each deliverable.
• Deliverables include attending a virtual kickoff meeting, assessing best practices for hybrid components, providing strategic counsel, recommending livestream concepts and designs, developing various service plans (audiovisual, videography, signage, stage/furniture, electrical, internet bandwidth, expo hall), and providing consultative services for attendee needs, health and safety, and staff logistics.
• Also includes pricing for weekly/monthly status reports.
• Most listed prices are $0.0 or "Not Separately Priced" (NSP), with a total of $0.0.

Tab 2 - Price Detail:

• Requires offerors to detail how prices were derived for each deliverable, referencing the offeror's IDIQ Price Schedule (Attachment J-1).
• Includes fields for Labor Category/Material/Item, Unit Amount, Number of Units, and Total.
• Similar to the Price Schedule, most detailed pricing entries are $0.0, with a total price of $0.0.

Bidders must use these templates to provide their firm fixed prices and detailed cost breakdowns for the "2027 NBF Planning Order." While the provided example shows $0.0 for most items, offerors are expected to populate this schedule accurately based on their understanding of the Statement of Work (Attachment J-2) and their own pricing structure. This attachment is critical for proposal submission and evaluation.

Form / Attachment / Pricing Sheet

This document, "Attachment J-2 - IDIQ Price Schedule," provides the required format for offerors to submit pricing for the National Book Festival opportunity. It includes detailed breakdowns for labor rates and various goods and services.

• Sheet 1: Labor Rates: Requires offerors to provide fully loaded hourly rates for specified labor categories (e.g., Project Executive, Project Manager, Videographer) for the base year and all option years. Offerors may add additional labor categories if necessary.
• Sheet 2: Price List: Requires offerors to provide unit prices for a comprehensive list of items and services, including stage backdrops, furniture, décor, signage, t-shirts, credentials, audio-visual equipment, lighting, carpet, drayage, and miscellaneous supplies. Offerors can reference their own commercial price lists if they meet minimum requirements.
• Sheet 3: Other Deliverable Rates: Requires pricing for festival management tools, virtual event web applications, operations center services, virtual festival content development, virtual and physical exhibit areas, additional services (like storage and mother's rooms), transportation, shipping, ticketing, reporting, and transition-out plans.
• Sheet 4: SubContractor Handling: Allows offerors to propose a subcontract handling rate for on-site operations support services.

This attachment is critical for bidders as it dictates the structure and content of their pricing proposal. Offerors must carefully populate these schedules with accurate rates and prices for all required items and services to ensure their proposal is complete and compliant. The detailed lists provide insight into the specific types of goods and services anticipated for the National Book Festival.

Form / Attachment / Pricing Sheet

This document, "Attachment J-1 - Historical Information," provides historical scope and information about past Library of Congress National Book Festivals. It is intended to give potential bidders context about the event's scale and components, but does not convey an intent to procure or produce all the same items or in the same way again.

• Overview List of Library of Congress Staff Duties: Details the responsibilities of Library of Congress staff in managing the festival, including overall management, author management, graphic design, development (sponsorships), multimedia, web development, volunteer management, communications, security, and hospitality.
• Historical Contracts and Direct Procurements Outside of the Event Management Contract: Lists various goods and services procured for past festivals, such as advertisements, booksellers, catering, translation services, digital signage, electric services, gala events, internet, mobile app development, security services, and more.
• Volunteer Positions: Enumerates the diverse roles volunteers have filled, including accessibility booth staff, author escorts, greeters, chaperones, stage managers, line monitors, and various support roles.
• Examples of Past Signage: Includes visual examples of printed signage, including avenue banners, evergreen signage (backdrops, lecterns, room IDs, directional signs), and specific examples like "Outside Banner," "Room ID Examples," "Sponsor Sign Examples," "End of Line Sign Examples," and "Pavilion A Examples."
• Site Maps and Floor Plans: Provides detailed site maps and floor plans for various levels (Lower, Concourse, Street, Second, Third) of the Walter E. Washington Convention Center for the 2019 National Book Festival, indicating stage locations, room uses, and general layouts.

This document is crucial for bidders to understand the scope, scale, and complexity of past National Book Festivals. It highlights the types of services and goods that have been procured historically, the operational areas managed by staff and volunteers, and the visual elements of the event. This information can help bidders assess their capabilities, identify potential areas of work, and tailor their proposals to the government's past needs and expectations for this event.