S01 12FPC223Q0028 A0001.pdf

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12FPC223Q0028

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1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

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FPAC-HQ-12FPC2

FPAC-HQ-12FPC2@usda.gov Headquarters Section USDA FPAC Business Center

04/20/20230001

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

04/18/2023

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to publish vendor questions with answers in response to the solicitation.

Question 1: Should Food and Beverage be included in the total price? If so, do you want the F&B to be grouped into Line Item 0001 or 0002 or would you like another line item for

F&B? "

Answer 1:Food and Beverage Snacks shall be included in CLIN 0001 pricing as part of the conference space pricing. An itemized listing of the components of CLIN 0001 can be included in the quote.

Question 2: With such short notice, are your dates for this event flexible? If yes, please

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16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

ORIEL VELEZ OLIVIERI

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

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12FPC223Q0028/0001

a potential timeframe so that we can reach out to hotels and check on availability during that timeframe.

Answer 2: No, the Period of Performance is firm.

Question 3: Could you please clarify the coffee breaks section of that's a requirement Government is looking to purchase. SOW sates that it is optional. If there is no coffee break, attendees may have a hard time to go through the meeting without any coffee breaks.

Answer 3: Section 5 of the Statement of Work states that Beverages shall be provided on an ongoing basis throughout the meeting days and times identified in Appendix A.

Question 4: AV section of the SOW states that, Government may use own AV. IS this about partial equipment or is it the whole set up Government is looking to do it on its own. Requirement for AV in the SOW is very sophisticated and high cost to set up exactly the same equipment shown in SOW.

If Government is looking to do own its setup could you please clarify the requirement as well.

Answer 4: The Government is requesting that the

AV equipment listed in Appendix A be provided by the vendor. The Government providing its own equipment is a contingency in case the hotel cannot provide AV equipment.

Question 5: For sleeping rooms, all the attendees are paying on their own and we will most likely provide a link for them to place their reservations. Would State employees and Federal

Government employees provide a tax exemption form to waive taxes?

Answer 5: The Federal Government is tax exempt and a tax exemption form can be provided to the awardee.

Question 6: When preparing the pricing, is

Government requiring to show the cost breakdown of the for sleeping rooms, meeting rooms, F&B and

AV or is it sufficient to provide print under

CLIN001 and CLIN002 as shown under the Combined

Synopsis section (vii).

Answer 6: The quote shall indicate the Government rate for the room block. Each employee will make their own lodging reservations using the room block name and pay for lodging rate using their

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NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

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government issued travel card or private credit card. The card will not be charged until the day of checkout. Lodging will not be paid for through the purchase order payment process. CLIN 0001 should include the conference space price with food and beverage included in the price, CLIN0002 should include the price for the audio-visual equipment.

Question 7:Is there a requirement to show AV cost or is it just the item list which will be used for AV set up?

Answer 7: The quote should show itemized pricing to ensure that the AV requirement are being provided.

Question 8: As a third party contractor, is it allowed to show company profit in the cost as applying agency fee to the total or does it have to be built in in each item pricing without showing the profit?

Answer 8:This is a Firm Fixed Price requirement.

The Government is only interested in viewing pricing, not profit.

Question 9:Can the general session room be used for breakout rooms?

Answer 9: No, the General Session Room is in addition to the 6 breakout rooms.

Question 10:Are you able to provide a tax exempt form or tax ID number? Many hotels require those in order to remove taxes.

Answer 10: The Federal Government is tax exempt and a tax exemption form can be provided to the awardee.

Question 11: Is the allowance of use of your own

AV equipment mandatory and will an offer be excluded, if the hotel does not allow outside AV equipment?

Answer 11: The use of Government equipment is not mandatory but rather a contingency subject to the hotel not providing such equipment; an offer will not be excluded if the hotel does not allow outside AV equipment. The hotel must be able to provide the necessary connections for personnel to use their working laptops.

There are no additional changes by reason of this

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amendment. All other terms and conditions of the solicitation remain unchanged.

Period of Performance: 05/20/2023 to 05/26/2023

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)