Logistical Support

Sources Sought / Market Survey Notice

This document is a Sources Sought/Market Survey Notice issued by the Federal Transit Administration (FTA) to gather market research information from eligible businesses capable of providing logistical support services for various FTA meetings and conferences. This is not a solicitation for proposals, and no award will be made from this notice. The information gathered will be used for planning purposes to determine capability for a future contract requirement.

Labor Categories:

• Program Manager
• Senior Meeting Planner/Event Facilitator
• Event Planner
• Meeting Registrar/Admin Support Specialist

Specific Tasks may include:

• Preparing meeting materials (name badges, table tents, binders, posters, CDs)

• Facilitating satisfaction surveys

• Coordinating hotel arrangements and travel

• Recording and providing meeting minutes

• Ensuring materials are completed prior to meetings

• Providing audio/visual (AV) equipment

• Setting up and dismantling equipment

• Booking hotel/conference sites at least six months in advance

• Assisting with planning and execution of conferences

• Monitoring progress and responding to issues

• Period of Performance: Anticipated to be five years (one base year plus four option year periods).

• Place of Performance: Contractor's site, except for meetings/conferences requiring contractor attendance. Locations will be specified in individual call orders, typically in Washington, DC, but may occur in other cities/states.

• Response Format: Capabilities Statement in Microsoft Office Word, Times New Roman 12 Font, maximum 5 pages.

• Required Information:

  1. Anticipated Labor Categories and Staffing expectations, including qualifications for each.
  2. Description of how the company would prepare for and accommodate uncertain meeting/conference numbers, and expectations from the FTA.
  3. Discussion of any perceived gaps in the SOO or areas needing more detail for a future RFP.
  4. Company's legal name, NAICS code, cage code, and business size.

• Submission Deadline: 12:00 noon EDT on April 6, 2026.

• Submission Method: Electronically via email to crystal.zorich@dot.gov and teddy.cosia.ctr@dot.gov.

• Subject Line: "Sources Sought: FTA Logistical Support Services"

• Not specified in this notice; information is sought from eligible businesses.

• No proposals are expected, and no award will be made from this notice.

• The Government is not responsible for any costs incurred in responding.

• Respondents will receive only an electronic confirmation of receipt; no individualized feedback will be provided.

Sources Sought / Market Survey Notice

The Federal Transit Administration (FTA) is seeking information from vendors capable of providing logistical support for various FTA meetings and conferences. This notice is for market research purposes only and is not a solicitation for proposals or an indication of an award.

The contractor will be responsible for providing comprehensive logistical support for FTA meetings and conferences. This includes, but is not limited to:

• Taking notes and recording meeting minutes.

• Preparing meeting materials such as name badges, table tents, binders, and posters.

• Compiling CDs of meeting materials for attendees.

• Locating and securing meeting rooms.

• Facilitating satisfaction surveys.

• Coordinating hotel arrangements and travel.

• Providing audio/visual (AV) equipment and ensuring its setup and readiness.

• Assisting in the planning and execution of conferences with FTA points of contact and facility providers.

• Monitoring planning progress and addressing issues.

• Qualified personnel in the following labor categories: Program Manager, Senior Meeting Planner/Event Facilitator, Event Planner, Meeting Registrar/Admin Support Specialist.

• Materials completed prior to meetings/conferences.

• Hotel/conference sites booked at least six months in advance.

• Work will be performed at the Contractor's site, except when contractor attendance is required at meetings/conferences.

• Work locations will be specified in individual call orders, typically in Washington, D.C., but may vary.

• The anticipated period of performance is five years (one base year plus four option year periods).

Vendors must submit a capabilities package via email to Mrs. Stephanie Cooke-Nwadibia (stephanie.cooke-nwadibia@dot.gov) and Mr. Teddy Cosia (teddy.cosia.ctr@dot.gov) by 12:00 noon EDT on April 6, 2026.

• Microsoft Office Word format, Times New Roman 12pt font.

• Company's anticipated labor categories and staffing expectations, with descriptions of qualifications and capabilities.

• Description of how the company would accommodate uncertain meeting/conference numbers and expectations from FTA in such situations.

• Discussion of any perceived gaps or areas needing greater detail in a forthcoming RFP.

• Company's legal name, NAICS code, CAGE code, and business size under the NAICS code.

• Total page count not to exceed 5 pages.

• No award will be made from this notice.

• Information received will be used for planning purposes only.

• The government is not responsible for any costs incurred in responding.

• Only electronic confirmation of receipt will be provided; no individualized feedback will be given.