S01 SF 30 AMEND 0001 12FPC424Q0119.pdf

(x)

12FPC424Q0119

x x

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.

x

FPAC-HQ-12FPC4

FPAC-HQ-12FPC4@usda.gov Eastern Section USDA FPAC Business Center

07/31/20240001

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

07/16/2024

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.)

Amendment 0001 is issued to provide Q&A received for this project and make corrections to the SOW. The date and time to submit quotes remain unchanged.

Questions & Answers

Q1. Is there a radius requirement of where in Columbus, OH the event should be held for this solicitation (i.e. by zip code)?

A1. The radius requirement will be for the Columbus OH area 43215, 43082, 43035.

Q2. Is there a radius requirement of the distance between the lodging facility and event facility if other than a hotel?

Continued ...

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

2 5

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

12FPC424Q0119/0001

A2. Per the SOW, sleeping room block and meeting space must be located on the same premise. The hotel should have the capability to lodge 120 employees.

Q3. Is there a preference of single vs double occupancy rooms? Please clarify?

A3. Each employee will make their own lodging reservations. They will select their preference.

The hotel should have the capability to lodge 120 employees.

Q4. If double room occupancy are required, will a

King room with a sleeper sofa be acceptable in counting as a double room?

A4. Each employee will make their own lodging reservations. They will select their preference.

The hotel should have the capability to lodge 120 employees.

Q5. Is the NRCS support staff included in the count for space, catering, and parking or only employees?

A5. Yes, there will be no more than 270.

Q6. Is on-site presence required by the contractor for this event? If so, will a contractor authorized hotel staff member suffice?

A6. Any issues will be handled through the awardee or hotel staff.

Q7. Do you have a target date or date range when the final award decision will be made?

A7. Award should be made at least two weeks prior to the event.

Q8. Is this a tax-exempt requirement to be supported with a tax exemption certificate upon award?

A8. Yes, the Government is tax exempt. We can provide a tax exemption certificate upon award.

Q9. Is the government open to a split room/hotel arrangement in the event a hotel is unable to accommodate all rooms as per the requirement?

A9. No, each employee will have their own sleeping space. No sharing rooms. Sleeping room block and meeting space must be located on the same premise.

Continued ...

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

Sponsored by GSA

FAR (48 CFR) 53.110

3 5

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

12FPC424Q0119/0001

Q10. Will a rooming list be provided? If so, can you provide a date or date range in which this will be provided?

A10. No list will be provided as the employees will make their own hotel registration. The hotel must provide a room block name and a room block link for employees to make their own reservation.

Q11. Can you confirm that only light refreshments/snacks are required for this event?

A11. Yes, only light refreshments are required per Item 6 of the SOW.

Q12. Is there a hotel rating requirement (i.e..

Hotel Rating 3 Star or more)?

A12. No, there is no hotel rating, however, the hotel must be in a secure location and all guest rooms shall have interior entry.

Q13. Is Linen required for all tables outside of the general session?

A13. The hotel shall provide linen tablecloths for all tables in the registration, general session and breakout room.

Q14. Can the general session room be counted as a breakout session room?

A14. Preferably not but will allow depending on the room set up.

Q15: Are there specific parking requirements for lodging vs the event facility?

A15. Need to have enough space to accommodate at a minimum 160 parking spots.

Q16: Can the lodging accommodations be in a different location than that event facility?

A16. Per the SOW, sleeping room block and meeting space must be located on the same premise.

Q17: Is there flexibility in the date provided?

A17. Not at this time.

Q18: As per the SOW, an onsite A/V technician is required for the duration of the event. Can you provide the expectation of the technician in terms of the onsite shift each day?

A18. Technician and equipment should be available from 7:30am to 5:00pm each day.

Continued ...

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

4 5

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

12FPC424Q0119/0001

Q19: The RFP calls for ¿Wi-Fi and bandwidth to support connection with Microsoft suite of software and internet capacity to project on conference room screen.¿ Is Wi-Fi needed for both attendees and presenters. Is this what you were looking for or do you only want enough Bandwidth for presenters?

A19: Wi-Fi and bandwidth need to be provided for all participants.

Q20: The RFP calls for ¿Equipment that can support a virtual connection with participants outside of the meeting space.¿ Each Breakout room includes equipment to send virtual attendee audio through the computer and into the House Sound

System. I also included equipment to send microphone audio into the computer for virtual attendees to hear. Is this what you are looking for? Will presenters also be providing their own

Meeting Owl¿s?

A20: We will need participants the availability to our Meeting Owl system. Equipment that can accommodate a virtual connection with participants outside of the meeting space. The

Government will bring their own Owl Video

Conference device so the speakers can have better engagement with the audience.

Q21: In the General Session room, the RFP calls for ¿3 Starboard Meeting Room Support Packages and 2 Port Meeting Room Support Packages.¿ Are these packages meant to be inside the General

Session room? If so, what all do you expect in these packages? Additionally, is there a preliminary agenda or schedule that can be provided in support of the A/V considerations?

A21: A21: This requirement will be removed from the SOW. It is no longer required.

Q22: The RFP calls for at least 10 power strips and extension cords. Is this a firm number or will you likely need less than 10 power strips?

A22: We will need 10 power strips and extension cords.

Q23: Can you confirm whether video will be used for any of the rooms requiring a support package?

If so, which rooms and will sound be required for these videos?

A23: Video will be used in the general session

Continued ...

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

5 5

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

12FPC424Q0119/0001

and breakout rooms.

Q24: Can you confirm that the onsite technician is required from 7:30am-5pm in support of the workshop?

A24: See A18 response.

2.The Statement of Work is revised to make the following changes.

a. Make changes to section 2.Hotel/Facility

Requirements

-The hotel/meeting facility must be in the

Columbus, OH area zip codes 43215, 43082, 43035

-Hotel needs to have enough space to accommodate at a minimum 160 parking spots b.Appendix A. MEETING ROOM SETUP/ AUDIO VISUAL

REQUIREMENTS:

-Remove language related to pads and Pens: Hotel shall provide pens and writing pads (4x6) in each room, this is deleted from the SOW

-Added language to the section Each breakout room to be set up as follows:

1 LCD Projector/Screens, a minimum of 8' x 14'

(total 5)

5 Plugs for laptops

-Removed language under General Session Room

2 ¿ Port Meeting Room Support Package

3 ¿ Starboard Meeting Room Support Package c.LIGHT REFRESHMENTS: Corrected the dates as follows:

Tuesday September 3 NO AM BREAK PM Break

2:00 PM-3:30 PM

Wednesday Sep 4 AM Break 8:15 AM - 10:15 AM PM

Break 2:00 PM-3:30 PM

Thursday Sep 5 AM Break 8:15 AM - 10:15 AM PM

Break 2:00-3:00PM

Actual break times for group may be subject to change.

There are no additional changes by reason of this amendment. All other terms and conditions remain unchanged.

Period of Performance: 09/03/2024 to 09/05/2024

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