A001.pdf

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 items 8 and 15, and returning or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT 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.

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

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NUMBER 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUISITION NUMBER 5. PROJECT NUMBER (If applicable)

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

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended. is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NUMBER AS DESCRIBED IN ITEM 14.

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

IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

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

15C. DATE SIGNED

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

16C. DATE SIGNED

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

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

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

Previous edition unusable

Continuation Page

Continued from Block 14...

The due date for quotations is hereby extended as follows:

DELETE: August 27, 2021 at 3:30 PM Eastern Time ADD: August 31, 2021 at 3:30 PM Eastern Time.

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Attachment Page

PAGE 3 OF 7 1333ND21QNB600509A001

QUESTION 1a: On page 3 under Lodging Rooms it states "The contractor shall pay for the non-federal attendees' room nights and relevant room night tax upon check out" - Is that correct?

RESPONSE 1a: Yes.

QUESTION 1b: On page 7 under lodging requirements in the 3rd paragraph it states "This contract will pay for the non-federal attendees room night, and taxes upon check out. Can you please confirm which is correct? Thanks!

RESPONSE 1b: See Response 1a.

QUESTION 2: Is there an incumbent to this contract? If so, who are they and are they eligible to bid on this award?

RESPONSE 2: There is not an incumbent to this specific contract, however, the Organization of

Scientific Area Committees holds at least two meetings per year in different geographic regions. These meetings are generally organized and supported by Contractors.

Incumbent contractors are eligible to submit quotations.

QUESTION 3: Does the government have a list of properties that have hosted this (or similar) events in the past? If so, what are they, and does the government have a preference for any of the locations?

RESPONSE 3: The Government does not have such a list available for release.

The decision for the venue is the responsibility of the Contractor.

QUESTION 4: Because of the need to provide pricing based off on responses to questions, we respectfully request an extension of the due date for proposals to allow at least 5 full business days after receipt of answers to questions.

RESPONSE 4: Reference the change made to the due date for quotations.

QUESTION 5: Please confirm that the regular meetings with the OSAC Program Office Staff can be held remotely, via phone or video conferencing.

RESPONSE 5: Please reference Task 1a.

QUESTION 6: Are standard, single-color (not branded), two-pocket folders sufficient? Or does the government require branding or other elements for the folders?

RESPONSE 6: All minimum requirements are identified in the statement of work. No further requirements apply.

QUESTION 7: For each document that the contractor is responsible for printing, please indicate the approximate page count, whether it will be printed in black and white or color, and any binding requirements (other than stapled top-left corner).

RESPONSE 7: Handouts may be black/white or color, which will depend on the content to be printed.

The page counts vary between 1-10 pages. The binding needs can be determined by the contractor.

PAGE 4 OF 7 1333ND21QNB600509A001

QUESTION 8: Please provide the maximum number of total pages anticipated that the contractor will be responsible for printing (agenda, handouts, meeting room map, etc.).

RESPONSE 8: An estimated number of total pages may be 1500 total. (150 attendees x 10 pages)

QUESTION 9: Please confirm that the registration list will be provided electronically in a tab-delimited or comma-separated value file.

RESPONSE 9: Yes, the registration list can be provided in that format.

QUESTION 10: Please confirm that standard 3”X4”, clip-on name badges are sufficient and that lanyards for the badges are NOT required.

If lanyards are required, please specify if the lanyards need to be branded or if

“plain” lanyards are acceptable.

RESPONSE 10: Clip-on badges are sufficient. Lanyards are not required.

QUESTION 11: Is the contractor required to ship any materials on behalf of the government (either to the meeting venue or from the meeting venue after the conclusion of the event)? Or is the reference to shipping meeting-related supplies simply referring to the contractor-provided items?

a. If the contractor is responsible for shipping any items on behalf of the government, please confirm the maximum number of packages, size of packages, and weight of packages that the contractor is expected to ship.

RESPONSE 11: All minimum requirements are identified in the statement of work. No further

QUESTION 12: The materials to be shipped include “pens, markers, highlighters, post-its, push pins, staplers, scissors, tape, etc.” Please clarify if these are meant only as contractor-provided basic meeting supplies for the registration desk and contractor offices, or do you expect the contractor to provide larger quantities of these supplies to make them available to the attendees in all the meeting rooms.

RESPONSE 12: These supplies are meant only as contractor supplies to conduct the meeting.

QUESTION 13: Is the contractor responsible for providing flip charts? If so, please clarify how many.

RESPONSE 13: All minimum requirements for each meeting room/breakout room are identified in the statement of work, in the Audio/Visual section.

QUESTION 14: Is the contractor responsible for providing laser pointers? If so, please clarify how many RESPONSE 14: All minimum requirements for each meeting room/breakout room are identified in the statement of work. However, the laser pointer would only be required for the Plenary session.

QUESTION 15: Please confirm approximately how many OSAC units will be scheduled for photographs.

RESPONSE 15: The number of units to be scheduled for photographs will depend on the number of units scheduled to attend. This can vary from 10-20.

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QUESTION 16: Please confirm approximately how many hours each day are anticipated of “photographic support”. It is understood that a professional photographer is not required (assuming the contractor has a high quality smartphone camera or compact digital camera), but is the expectation that the contractor is providing a staff member all day for two meeting days to take photos? Or can the person taking photos be a member of the registration desk team who steps away at certain points during the meeting to take the required photos listed in the SOW?

RESPONSE 16: The statement of work reads: “Two full days of photographic support are required.” How this requirement will be met is a business decision on the part of the quoter.

QUESTION 17: Should offerors include the cost for printing up to 5,000 black and white copies/sheets in their proposal, or will each user be responsible for the cost of his/her copies?

RESPONSE 17: The solicitation requires “The Contractor shall provide printing capabilities or make a printer/copier/scanner available for meeting attendees at the meeting site with the number of black and white copies/sheets printed not to exceed 5,000 sheets.”

The Government will bear the cost of the printing not-to-exceed 5,000 sheets.

QUESTION 18: For the purpose of the 5,000 copies, please confirm that the use of the property’s business center is acceptable (or do you require that the contractor rents a high-capacity printer/copier for the dedicated use of the meeting’s participants?)

RESPONSE 18: How this requirement will be met is a business decision on the part of the quoter.

QUESTION 19: With regard to venue selection, please confirm that the venue should be proposed by the contractor as part of its proposal response.

RESPONSE 19: Confirmed.

QUESTION 20: Please confirm that there is no requirement that the contractor perform a formal site search and provide a site search report (outlining potential venues and comparing these venues as it relates to cost elements, property features, etc.) to the government.

RESPONSE 20: Confirmed.

QUESTION 21: For federal participants, please confirm that the acceptable method of reservation would be for the contractor to provide a link from the hotel where these federal attendees can make their own reservations within the room block (and the government will provide a rooming list for the non-federal participants).

RESPONSE 21: Please reference the lodging room requirements in the statement of work.

QUESTION 22: Other than sleeping room nights, please confirm that the contractor is not responsible for paying other travel costs for non-federal attendees. If so, please clarify what these expenses are (flights, taxis, baggage fees, etc.).

RESPONSE 22: All minimum requirements are identified in the statement of work. No further

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QUESTION 23: The SOW seems to indicate that the contractor will sign the contract with the venue and be responsible for paying the venue’s invoice.

1. Please confirm this is correct.

2. Please confirm that if your attendance falls below the expected levels outlined in the SOW and, as a result, attrition charges are incurred due to the room block underperforming, the government will cover these attrition charges.

RESPONSE 23: (1) Confirmed.

(2) The solicitation reads: “Sleeping room blocks have been calculated for each meeting based upon historical information and the percentage of membership that is reasonably expected to attend. -Sleeping room numbers are not guaranteed.”

The Government anticipates that the Contractor shall negotiate the best possible terms with the venue relevant to attrition. Having said that, attrition costs would be the responsibility of the Contractor, and would be a direct charge back to the Government.

QUESTION 24: In the Meeting Space Requirements table, please confirm whether the “chairs around the perimeter of the room, outside the U-Shape” indicate an addition to the “room size”, or whether they are included. For example, for Task Group 1, which has “20” listed as “Room Size” and “6” listed under “chairs around the perimeter, outside of the U-shape”:

will there be 20 people at the “U”, and 6 around the perimeter, or 14 at the “U” and 6 at the perimeter (for a total of 20)?

RESPONSE 24: All minimum requirements for each meeting room/breakout room are identified in the statement of work. However the OBSERVER chairs placed “around perimeter of the room, outside of U-shape” are in addition to those at the table/U-Shape. Therefore, in your example, the total number of chairs will be 26.

QUESTION 25: With regards to the requirement to provide wireless internet for all 178 participants:

should the contractor price only 1 connection per participant, or should we allow for the fact several participants may connect 2 separate devices, and so provide up wi-fi for up to 356 connections?

RESPONSE 25: All minimum requirements for each meeting room/breakout room are identified in the statement of work. Wifi must be accessible for all meeting attendees in public areas and in the meeting spaces, whether is an open-access point, dedicated access point, or restricted access. How this requirement will be met is a business decision on the part of the quoter.

QUESTION 26: Do you require a total of 12, 13 or 14 phones (in other words, does the “OSAC Program

Office space” and the “plenary room” count as a meeting room that requires a phone?)

RESPONSE 26: The OSAC Program office, Plenary Room, and Registration does not require a polycom phone. Therefore, the final number should be 12 phones.

QUESTION 27: Please confirm that the phone number dialed (for conference calls) from the phone in each meeting room will be a toll-free number.

RESPONSE 27: Correct.

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QUESTION 28: If the phone lines provided will be used to make outgoing, non-toll-free calls, and if the contractor is expected to pay for these calls, please provide the total estimated number of minutes the contractor should expect and confirm whether calls will be made outside of CONUS locations.

RESPONSE: All calls will be toll-free.

QUESTION 29: With regard to the “walk-around microphone” mentioned in the Audio/Visual requirements for the plenary session, is this meant to be a lapel microphone, or simply a wireless handheld microphone?

RESPONSE 29: The Government does not have a preference.

QUESTION 30: Under the “Required Submissions” section of the solicitation, please confirm that

“subcontractors” mentioned do NOT include vendors (such as the conference venue, AV provider, printers such as Kinkos, etc.) and therefore offerors are not required to show proof of “an agreement which confirms that the subcontractor/consultant has agreed to work with the prime contractor to perform the work the subcontractor/consultant has been proposed to perform” for these vendors.

RESPONSE 30: Confirmed.

QUESTION 31: With regards to past performance, is it acceptable to provide the name and address of the

COR instead of the CO, since COR are generally more aware of the details and nuances of the contractor’s performance through the course of the project?

RESPONSE 31: Yes.

QUESTION 32: Ahead of the deadline for submissions of the Solicitation titled: "Meeting Support for

January 2022 Meeting," we would like to confirm if there have been any vendor questions or document that are not posted on the solicitation website.

RESPONSE 32: All questions received have been included in this amendment.

QUESTION 33: In addition, we would greatly appreciate if you could please confirm that the response for this solicitation is to be submitted via email and that the due date is on Friday, August 27, 2021, at 4:40 PM EDT.

RESPONSE 33: The due date and time for quotations has been changed via this amendment.

QUESTION 34: Is there a payout schedule option vs. a lump sum payment?

RESPONSE 34: The Government would consider deliverable based partial payments. Please be advised that any payment schedule would not permit more than 15% of the total amount of the contract to be paid with contract acceptance and at least 45% of the total amount of the contract will be held for the final payment.

1.2

C:\PERFORM\FORMS\S30.FRP

Forms Management

C:PERFORMFORMSS30.FRP

Acrobat PDFWriter 2.01 for Windows D:19971010095222 D:19990614133004 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 items 8 and 15, and returning or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT 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.

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

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NUMBER

3. EFFECTIVE DATE

4. REQUISITION/PURCHASE REQUISITION NUMBER

5. PROJECT NUMBER (If applicable)

7. ADMINISTERED BY (If other than Item 6)

CODE

STANDARD FORM 30 (REV. 11/2016) Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

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

is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NUMBER AS DESCRIBED IN ITEM 14.

CHECK ONE

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NUMBER IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

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

16C. DATE SIGNED

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

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

PAGE OF PAGES

6. ISSUED BY

CODE

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer) Previous edition unusable Descript: The above referenced solicitation is hereby amended to respond to questions submitted and extend the due date for quotations.

Reference the attached pages for questions and responses.

...See Continuation Page

100 BUREAU DRIVE STOP 1640

BUILDING 301 ROOM B129

GAITHERSBURG MD 20899-1640