Amendment002.pdf

REQUEST FOR QUOTATION NUMBER 1333ND20QNB600634

Amendment A002

1. The following questions and responses are hereby provided.

QUESTION #1: Can you please provide the name/s of the contractor/s who have supported the past 5 OSAC Meetings?

RESPONSE #1: Among the Contractors that have work with NIST on contracts for OSAC meetings are: Aramark Sports and Entertainment Group, Inc; NAVAR; and T2S Solutions, Inc.

QUESTION #2: Can the government please provide an extension of the proposal due date to 9/11/20?

RESPONSE #2: Reference the response to question 23.

QUESTION #3: Can you please confirm that the contractor is not responsible or coordinating or paying for air/ground transportation nor per diem?

RESPONSE #3: Confirmed.

QUESTION #4: We understand that “The Government intends to make a decision about the in-person event not later than January 31, 2021. If the event cannot be conducted, the Contractor will be paid for the site search and the contract will be terminated for the Government’s convenience, at no additional cost or obligation to either party” and appreciate the government’s forethought on the matter.

In the event that one or more circumstances prevent the meeting from being held in-person, is it possible for this event to be conducted virtually?

RESPONSE #4: No. The statement of work does not include the option for a virtual meeting.

QUESTION #5: Is the skeleton agenda a good example of what you would like the final agenda will look like?

RESPONSE #5: Yes.

QUESTION #6: Should the contractor-provided folders be branded for the event or plain?

RESPONSE #6: Plain. The statement of work does not require the folders branded for the event.

QUESTION #7: Regarding the printed agenda, logistical handouts, meeting room map, content-related handouts, facility amenities and venue site maps - can you please provide an estimated number of black and white and color pages to be printed.

RESPONSE #7: – 180 black/white copies of 5 pages of logistics hand out includes facility amenities & Venue Site maps 180 black/white copies of 2 page content handouts 180 color copies of 3 page color agenda 180 color copies of 2 page meeting room maps Total: 1260 black/white copies & 900 Color copies

QUESTION #8: Do you require any tent cards? If so, how many?

RESPONSE #8: No. The statement of work does not require tent cards.

QUESTION #9: We understand that “The Contractor shall provide staff to manage the registration desk all days of the meeting and provide administrative support to attendees such as, making copies and answering questions.”

Can you please confirm that you also require support for all breakout and plenary rooms to include activities such as: check in with presenters and attendees at the start of each session, timekeeping, AV/IT troubleshooting, etc.? If so, due to the large number of breakout rooms and the fact that this is an LPTA contract, can you please provide the number of onsite support personnel you feel are minimally adequate for the level of support that you require?

RESPONSE #9: All requirements are identified in the statement of work. Quoters must review the solicitation package closely and provide a quotation. The Contractor is responsible to define their proposed approach and identify the labor effort necessary to complete all required work.

QUESTION #10: Regarding the photographic schedule - can you please provide the number of full and half days of photographic support required?

RESPONSE #10: Two full days of photographic support.

QUESTION #11: How many wired high-speed internet connections for breakout meeting rooms should we assume in our cost?

RESPONSE #11: All requirements are identified in the statement of work. Quoters must review the solicitation package closely and provide a quotation. The Contractor is responsible to define their proposed approach and identify the labor effort necessary to complete all required work.

QUESTION #12: Do you have any requirement for live streaming or video recording?

RESPONSE #12: No. Neither live streaming or video recording are required by the statement of work.

QUESTION #13: Can you please confirm that only the venue search, location comparison report, and a single planning meeting should be included in CLIN 0001?

RESPONSE #13: The requirements for Line Item 0001 are identified in Task 1.

QUESTION #14: Can you please confirm that the contractor will be paid in two lump sum payments - one for CLIN 0001 and another for CLIN 0002? Or can the contractor include a payment schedule (based on deliverables) with the cost proposal?

RESPONSE #14: Reference the response to question 15.

QUESTION #15: In consideration of the high proportion of ODC costs for the venue, lodging, and AV we respectfully request that NIST implement a monthly fixed price or deliverable-based payment schedule.

RESPONSE #15: With respect to Line Item 0001, partial payments will not be authorized.

With respect to Line Item 0002, given the award of a firm fixed price contract, a monthly payment schedule is not appropriate. As most deliverables will be completed within days of the event, a deliverable based payment schedule is questionable.

While Contractors are required to have the financial responsibility and capacity to perform all required work, quoters may submit a payment schedule for Line Item 0002 for consideration by the Government. Such a submission does not mean that the Government will agree to the payment schedule.

QUESTION #16: Are there any page restrictions to the technical proposal?

RESPONSE #16: If the solicitation does not indicate a page restriction, no. Quoters are expected to keep responses Sufficiently succinct to respond completely to the solicitation.

QUESTION #17: Should offerors include any past performance descriptions or references in their proposal?

RESPONSE #17: Reference the requirements of the solicitation.

QUESTION #18: The dates selected for this conference (June 7-11, 2021) are during the same timeframe as are several other large annual events. As such, many hotels that can accommodate the requested breakout rooms and meeting space, are not available. Are alternate dates an option. I'm told after June 18th, venue availability is more accessible and costs will more than likely be less.

RESPONSE #18: The dates will not be changed, they were picked specifically not to interfere with other scheduled meetings and conferences for the forensic science community

QUESTION #19: Would a hybrid conference be an option? Venues that cannot accommodate a full on-person conference are available for a hybrid event.

RESPONSE #19: No.

QUESTION #20: Will you accept venues and hotels nearby Orlando, yet not with an Orlando address?

RESPONSE #20: Please reference the change to the statement of work identified in paragraph 2 below.

QUESTION #21: Page 2, SOW, Meeting Planning Support, for the meeting materials, approximately how many pages of materials will need to be printed? Will these be printed in color or black and white?

RESPONSE #21: Reference response to question 7.

QUESTION #22: Page 3, SOW, Meeting Planning Support, will the photographer be needed for the entire event?

RESPONSE #22: Reference response to question 10.

QUESTION #23: Is it possible to extend the due date?

RESPONSE #23: The due date for quotations is hereby extended until September 9, 2020 at 3:30 PM Eastern Time.

QUESTION #24: Does the contractor have responsibility for the registration/conference app? Or is there a conference website we can just add Hotel Link?

RESPONSE #24: The Contractor shall not have the responsibility for the registration. There will be no conference app.

The Government will distribute the links to make hotel reservations to the travelers and also place the hotel reservation link on the Government’s internal website for travelers to access. The Contractor shall not be required to support an app or public website for this event.

QUESTION #25: What facilities has this group used in the past years, please share three years? What went well at those locations and what were some lessons learned.

RESPONSE #25: Reference response to question 1. The balance of the question is not relevant to the submission of a quotation.

2. The following change is hereby incorporated and made a part of the statement of work, TASK 2 IN PERSON MEETING: Planning, Meeting Space, A/V, and Lodging Support for Forensic Medicine SAC and Digital Media SAC Meeting in June 2021:

DELETE:

1b. Venue, Meeting Rooms, Lodging and Audio-Visual Requirements -The venue shall be located within the Orlando, FL area, within 30 miles of a major airport, and must accommodate the meeting rooms, lodging rooms, and AV requirements detailed herein.

-Venues shall have a three-diamond or higher rating from Triple A (AAA) within the past three years.

ADD:

1b. Venue, Meeting Rooms, Lodging and Audio-Visual Requirements -The venue shall be located within the GSA Federal Per Diem area of Orange

County, which includes the Orlando, FL area, within 30 miles of a major airport, and must accommodate the meeting rooms, lodging rooms, and AV requirements detailed herein.

-Venues shall have a three-diamond or higher rating from Triple A (AAA) within the past three years.