S01 SF30 Amendment 0001 12FPC426Q0005.pdf

(x)

12FPC426Q0005

x x 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

crystal.baird@usda.gov Eastern Section USDA FPAC Business Center

01/06/20260001

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

12/19/2025

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 provide questions received from industry with answers provided by the Government in response to Request for Quote 12FPC426Q0005.

Question 1: Can the Government confirm that all lodging, meeting space, audio/visual services, and light refreshments must be provided within a single hotel property, and that proposals relying on overflow or adjacent hotels (even within walking distance) would be considered non-responsive?

Answer 1: Yes, all lodging, meeting space, audio/visual services, and light refreshments must be provided within a single hotel property.

Question 2: If a third-party event coordinator submits a quotation on behalf of a hotel, is

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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)

LIZABETH A. KUHANECK

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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12FPC426Q0005/0001

it acceptable for the quote to include only hotel pass-through costs, or may it include a coordination/management fee under the firm-fixed-price structure?

Answer 2: Yes, all quotes must be inclusive of all costs.

Question 3: The SOW states the room block must be held for a minimum of 14 calendar days after award. May a longer courtesy hold be offered without penalty, and would this be viewed neutrally or favorably by the Government?

Answer 3: It will not be necessary to hold the room block for a period longer than 14 days based on the anticipated award date and the date of the conference.

Question 4: Please confirm that the Federal per diem rate of $133 applies exclusive of applicable state and local taxes, and that no mandatory fees

(e.g., resort, destination, facility, or service fees) may be charged to attendees.

Answer 4: The Federal Per Diem Rate does not allow for additional fees to be charged.

Mandatory fees such as resort fees are considered part of the base cost of lodging and must be included within the published per diem maximum rate of $133 for this area.

Question 5: Is flexibility for early check-in and staggered check-out (Wednesday thru Friday departures) a technical requirement for acceptability, or a preference only?

Answer 5: Yes, flexibility for early check in and staggered check out is a technical requirement.

Question 6: For the General Session Room, does the 3,500 square-foot minimum exclude space required for staging, AV equipment, podiums, and instructor tables, or is that square footage inclusive?

Answer 6: The square footage is inclusive of all required space for staging, AV equipment, podiums, and instructor tables.

Question 7: For the five breakout rooms scheduled on Wednesday and Thursday, must the same rooms be used both days, or may rooms rotate if they meet identical size, layout, and proximity requirements?

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Sponsored by GSA

FAR (48 CFR) 53.110

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Answer 7: The breakout rooms may rotate if they meet identical size, layout, and proximity requirements.

Question 8: The SOW states meeting rooms must be booked on a 24-hour hold once the Government takes possession. Does this requirement apply to all meeting rooms (general and breakout) even when only used part-day?

Answer 8: Yes, a 24-hour hold applies to all meeting rooms (general and breakout).

Question 9: Under CLIN 0002, should AV pricing be submitted as a fully bundled amount (equipment, technician, setup/teardown), or does the

Government expect itemized AV pricing within the quote?

Answer 9: CLIN 0002 in the CLIN Structure on the first page of the solicitation must be listed as fully bundled inclusive of all costs, however a separate attachment itemizing costs should also be included as part of the quote package.

Question 10: Regarding internet service, is standard conference-grade Wi-Fi sufficient, or is dedicated bandwidth required to meet technical acceptability?

Answer 10: Standard conference grade Wi-Fi is sufficient.

Question 11: Can the Government confirm that

"light refreshments" are limited to beverages only (water, coffee, tea, soft drinks) and exclude food items such as pastries or snacks?

Answer 11: Yes, light refreshments are limited to only beverages and exclude any food items.

Question 12: Are self-service beverage stations acceptable for breaks, or is attended service required?

Answer 12: Self-Serve beverage stations are sufficient.

Question 13: For the guest rooms, are you anticipating Single occupancy, or Double occupancy (shared rooms)?

Answer 13: Guest rooms are single occupancy only.

Question 14: Does the cost of parking need to be included or will attendees be paying on their own

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for parking?

Answer 14: The cost of parking does need to be disclosed in the quote package, however parking will be paid for individually by each attendee and should not be included as part of the quote price.

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

Period of Performance: 01/26/2026 to 01/30/2026

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