FINAL Q AND A.pdf

REQUEST FOR QUOTATION NUMBER 1333ND21QNB600509

AMENDMENT A22004

QUESTION #1: Because of the need to provide pricing based on responses to questions, we respectfully request an extension of the due date for proposals to allow at least 4 full business days after receipt of answers to questions.

RESPONSE #1: Given the questions and the upcoming Thanksgiving holiday, the due date for quotations is being extended as indicated in this amendment.

QUESTION #2: 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 wi-fi for up to

356 connections?

RESPONSE #2: The Government defers to the Contractor for the approach to providing wireless internet as required by the statement of work.

QUESTION #3: Can the government confirm the end time and date for the meeting? The “Meeting Space

Times & Summary” chart on page 7 indicates that the breakout rooms, task group rooms, and office space room shall be needed until 2:00 PM on day 7, however the “Daily

Meeting Plan” on page 8 indicates that day 7 is a departure day and does not indicate any session plans. Can the government provide clarification on if space/av will be needed on day 7?

REPONSE #3: The event will end on Day 7, at 2pm.

The breakout rooms will be used on Day 7 until 2:00pm.

Guests will depart on Day 7, in the afternoon at the conclusion of their breakout session or by 2:00pm, whichever comes first.

QUESTION #4: Please confirm that the phone number dialed (for conference calls) from the phone in each meeting room will be a toll-free number.

RESPONSE #4: In accordance with the statement of work, the Government will provide all call in numbers for the conference calls. The audio call in will be a toll-free number.

QUESTION #5: Can the government provide additional information on the phone needs required for breakout sessions and task groups? Will these phones be used for the purpose of giving individuals the opportunity to call-in and listen to the meeting dialogue? Will outgoing calls be made using this phone line?

RESPONSE #5: The phones needed are conference phones (i.e., polycom). Phones should have speaker phone capability to service the room. The purpose is so remote attendees can participate in the meeting by phone. The conference phones will be used to dial an external, toll-free number, to connect remote attendees to the meeting room and dialogue.

QUESTION #6: The SOW indicates that “In the event an unplanned emergency or weather causes NIST to be unable the meeting during the period indicated, NIST shall coordinate with the

Contractor to reschedule the meeting not later than 90 days after the Government provides notification to the Contractor of the need to reschedule. The rescheduling shall take place at no charge or penalty to the Government. The Contractor shall provide alternate dates in the event of hazardous weather, which may be subject to negotiation with the

Government.”

Can the government answer the following questions in regard to this clause?

REQUEST FOR QUOTATION NUMBER 1333ND21QNB600509

AMENDMENT A22004

• Does NIST agree with holding the rescheduled event at the same contracted property? If not, many hotels may not be inclined to make themselves available given the higher risk potential for cancellation.

• If NIST is willing to reschedule at the contracted property, is NIST willing to reschedule based on the date availability at the property (even if the availability does not fall within a 90 period – given the fact that most hotels are may be booked of the day pattern required for more than 90 days out)?

• Can NIST further elaborate or clearly define what constitutes as an “emergency” or “weather event”? By providing hotels with what clearly would constitute an emergency or weather situation that could trigger this clause, and therefore better estimate the likeliness/unlikeliness of such a situation occurring, hotels are more likely to accept this language and offer their facility.

RESPONSE #7: The Government notes the following anticipated actions relevant to this term. The

Government cannot and does not agree, in advance, to any terms.

-The Government would be open to holding the rescheduled event at the same contracted property.

-NIST cannot respond to the second bullet point regarding rescheduling at the same property beyond 90 days, given that such a response could be in direct conflict with the requirement in question.

-The reference to “emergency” or “weather event” refers to: (1) acts of God or of the public enemy, (2) acts of the Government in either its sovereign or contractual capacity,

(3) fires, (4) floods, (5) epidemics, (6) quarantine restrictions, (7) strikes, (8) freight embargoes, and (9) unusually severe weather. In each instance, the failure to perform must be beyond the control and without the fault or negligence of the Contractor.