AMENDMENT 002.pdf

REQUEST FOR QUOTATION NUMBER 1333ND20QNB600647

Amendment A002

The solicitation is hereby amended to respond to questions submitted.

QUESTION #1: Can the government please provide an extension of the proposal due date to 9/11/20?

RESPONSE #1: Given end of fiscal year priorities, quotations must be received as soon as possible. The

Government will extend the due date for quotations until September 10, 2020, at 3:30 PM

Eastern Time.

QUESTION #2: Can you please confirm that the contractor is not responsible for coordinating or paying for air/ground transportation nor per diem?

RESPONSE #2: Confirmed.

QUESTION #3: 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 #3: 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 #4: Regarding the photographic schedule - can you please provide the number of full and half days of photographic support required?

RESPONSE #4: Two full days of photographic support.

QUESTION #5: What contractor(s) have supported previous OSAC Meetings?

RESPONSE #5: 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 #6: We note the Government intends to award on a low price/technically acceptable basis.

Does this mean lowest price technically acceptable?

RESPONSE #6: Yes.

QUESTION #7: Are there any formatting requirements for the technical proposal? E.g., page limits, font requirements, etc.

RESPONSE #7: 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 #8: Please confirm that the contractor is paying for lodging only for non-Federal attendees

(no airfare, M&IE per diem or ground transportation).

RESPONSE #8: Confirmed.

QUESTION #9: Please confirm that the decision date for moving forward with the meeting is no later than

December 31, 2020 (not December 31, 2021 as noted on page 1 of the Statement of

Work).

RESPONSE #9: Confirmed.

QUESTION #10: Please confirm that the name badge size required is 3” x 5” (standard name badge stock and badge holders/covers are for set for a 3” x 4” maximum size).

RESPONSE #10: The Government will accept badge stock and badge holder covers that are 3” x 4”.

QUESTION #11: Are photographer services required for the entire event or only for group photos and a few specifically selected sessions?

RESPONSE #11: Reference Question & Response #4.

QUESTION #12: Is the expectation that the folders will have a label identifying the meeting and meeting dates or are the folders to be plain with no identification?

RESPONSE #12: The statement of work identifies all requirements. Please reference statement of work requirements.

QUESTION #13: For budgeting purposes, what is the estimate for number of pages for each of the documents (agenda, logistical handouts, meeting room map, content-related handouts, facility amenities, etc.) to be printed? How many pages B&W? How many pages color?

RESPONSE #13: Reference Question & Response #3.

QUESTION #14: Please confirm the period of performance as the date of award through June 30, 2021

(instead of June 30, 2020 as indicated in the Statement of Work).

RESPONSE #14: Confirmed.

QUESTION #15: Please confirm that pre-registration requirements are outside the scope of this contract.

The contractor is only responsible to staff registration on-site during the meeting.

RESPONSE #15: Confirmed.

QUESTION #16: On Page 1 of the Statement of Work, within the section titled COVID-19 the government states “decision about the in-person event not later that December 31, 2021” should the date be December 31, 2020?

RESPONSE #16: Reference Question and Response #9.

QUESTION #17: On Page 2 of the SYN + SOL in the section titled “The price quotation shall include” the government lists Other Direct Costs should be included in the Fixed Price Quotation.

Can the government specify all Other Direct Costs – do these costs include:

a. The cost of on-site AV equipment rentals?

b. Any rental charge for the meeting space within the hotel?

c. Other than travel, printing, lodging for non-federal employees, shipping are then any other ODCs that should be included in pricing?

RESPONSE #17: All requirements are identified in the statement of work. Quoters must review the solicitation package closely and provide a quotation for all line items. The Contractor is responsible to define their proposed approach and identify all costs necessary to complete all required work.

QUESTION #18: Is the Government or Contractor responsible for signing the venue contract and any applicable vendor contracts should the Government decide to more forward with an in-person event?

RESPONSE #18: The Contractor shall retain responsibility to contract with the venue.

QUESTION #19: Is the cost of the venue included in this contract or included separate outside of this contract?

RESPONSE #19: Reference response to Question #17.

QUESTION #20: Does the government want this contract to cover the 560 non-federal lodging room nights? In terms of pricing the government is expecting those room nights and tax to be included in the Firm Fixed Price?

RESPONSE #20: Yes.

QUESTION #21: Will the government entertain the use of a conference app in replace of the conference folders and handouts?

RESPONSE #21: No.

QUESTION #22: On Page 10 under Period of Performance should the date read June 30, 2021?

RESPONSE #22: Reference Question and Response #14.

QUESTION #23: Will the government require a kick off meeting for venue search portion of this contract?

If so will this meeting be virtual?

RESPONSE #23: No.

QUESTION #24: On Page 2 of the SOW the government states "-The Contractor shall write a logistics letter that will be distributed to all attendees one week prior to the meeting. The logistics letter shall include information regarding travel reminders, site information, meeting attachments, any scheduling information, and special instructions. The Government will provide a template for the logistics letter at the kickoff meeting. Reference Attachment III for a sample logistic letter." - For clarification on printing needs will distribution be electronic or direct mail?

RESPONSE #24: The “Logistics Letter” will be sent via email to the meeting attendees prior to the meeting. Printed copies are not required.

QUESTION #25: Will the weekly status meetings be in-person or virtual?

How much time should we allot for these meetings?

RESPONSE #25: Virtual.

30-60 minutes.

QUESTION #26: In the handout folder the government references logistics handouts - is this the logistics letter? Can the government list all logistics handouts they expect to be printed?

RESPONSE #26: Reference Question and Response #3.

QUESTION #27: In the hand out folder the government references content related handouts - will the contractor need to create and format these handouts for printing?

RESPONSE #27: Reference the statement of work:

The Contractor, in consultation with OSAC Program Office, shall compile, print, and place in Contractor provided folders all the necessary printouts for each meeting attendee for distribution at the registration desk.

QUESTION #28: For the content related handouts - will there be a handout for each session? Will this handout be a one-page document or the session presentations?

RESPONSE #28: Reference the response to Question #27.

QUESTION #29: The government requires photos be taken at the meeting and delivered 5 business days after the meeting - would the government like any photo retouching or edits to be done prior to delivery of the meeting photos?

RESPONSE #29: No.

QUESTION #30: On page 4 the government states "Sleeping room blocks have been calculated for each meeting based upon historical information and the percentage of membership that is reasonably expected to attend." will the government provide this information to assist with pricing for this RFP?

RESPONSE #30: The statement of work identifies the number of sleeping rooms.

QUESTION #31: For the meeting folders with event handouts – should these be printed in color or black and white?

RESPONSE #31: Reference Question and Response #3.

QUESTION #32: Will the government entertain an extension for the response?

RESPONSE #32: Reference Question and Response #1.