AMENDMENT A002.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

The above referenced solicitation is hereby amended to respond to questions submitted and extend the due date for quotations.

Responses are hereby provided to questions submitted. Reference the attached pages for questions and responses.

...See Continuation Page

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1333ND23QNB600070A002 JAN 03, 2023 NB602000-23-00113

000SB

NATIONAL INST OF STDS AND TECHNOLOGY

100 BUREAU DRIVE STOP 1640

BUILDING 301 ROOM B129

GAITHERSBURG MD 20899-1640

See Block 6

1333ND23QNB600070

DEC 28, 2022

See Schedule

Continuation Page

Continued from Block 14...

The due date for quotations is extended as follows:

DELETE: January 4, 2023 @ 3:30 PM Eastern Time ADD: January 5, 2023 @ 3:30 PM Eastern Time

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Attachment Page

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QUESTION #1: Page 6 - Paragraph 3: I want to confirm that while the contractor shall "cover all costs for the non-federal attendees’ room nights and relevant room night taxes upon check-out", this cost , for a max of 145 rooms, should be included in the bid and will be paid by the government based on the Payment Schedule provided in Combined Synopsis Solicitation.

RESPONSE #1: The cost of sleeping rooms for non-federal attendees must be included in the Contractor’s quotation and will be paid by the Government.

QUESTION #2: Page 6 - Sleeping Room Schedule: this indicates that 10 rooms are needed beginning Sunday, May 14th however Page 8 for Meeting Space Times & Summary indicates that the meeting space for the OSAC Program Office should be available on Saturday, May 13th. I just want to confirm that the bid should not include sleeping rooms for any personnel using the OSAC Program Office on Saturday, May 13th.

RESPONSE #2: Correct. The OSAC Program Office use on May 13th would be for storage of materials or setup by the Contractor. The Contractor may elect to arrive on site May 13th.

QUESTION #3: Page 9 - 3.3 Audio/Visual Requirements: While there are no A/V requirements for the OSAC Program

Office, Committee Room and registration area, do these meeting spaces have a requirement for internet and power?

RESPONSE #3: Yes. Reference the AV Requirements. Specifically:

-Audio/Visual Requirements:

The facility shall provide wireless internet capability for all 200 participants and specific audio-visual equipment/services in each concurrent breakout room and task group room as follows:

1. One high-speed internet connection per meeting room, when specifically requested by the OSAC Program Office,

2. WiFi internet connection for all meeting rooms in all meeting space for all attendees,

3. Projector & screen in each meeting room; Projector should have speaker capabilities to broadcast virtual meeting attendees,

4. Minimum of 4 power strips, additional power strips shall be installed based on the room setup as described above allowing 1 power strip for 6 seats,

5. Cables and cords necessary for AV functionality,

6. One microphone if room acoustics require. All participants must hear clearly within the room, and

7. Easel and flipchart with pens/markers.

QUESTION #4: Is this a new requirement?

RESPONSE #4: The Organization of Scientific Area Committees has annual meetings for which meeting planning services are contracted.

QUESTION #5: If similar services have been required in the past for this event (or similar OSAC events), is there an incumbent? a. If so, who is the incumbent and are they eligible to bid on this solicitation?

If this event has been held before, please provide the venues where and years when it was held.

RESPONSE #5: Among the Contractors that have work with NIST on contracts for OSAC meetings are: Phenom, Aramark Sports and Entertainment Group, Inc; NAVAR; and T2S Solutions, Inc.

All small businesses are eligible to submit quotations.

The most recent contract was awarded in Fiscal Year 2020. Meetings were delayed until Fiscal Year 2022 due to COVID-19.

The venue was selected based upon a site survey performed by the Contractor and review/approval by the Government.

QUESTION #6: Would the government consider splitting this award into two separate contracts, the first to only encompass the labor for performing the site search, and the second, once a venue has been identified, to cover the costs for meeting support and the ODCs related to the site selected? (Note: because of the firm-fixed price and technically acceptable/low price award structure of this solicitation, it will be extremely difficult to propose a price for the venue costs (including sleeping rooms, room rental, and potentially AV costs) without knowing the venue. Offerors will be forced to provide their price for the

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venue without doing a comprehensive site search, which will likely result in less choice and reduced value for the government. In addition, the selection of the location will have a significant impact on the total contractor costs (i.e., the per diem amount for a hotel room in Indianapolis in May 2023 is $127/night, whereas the per diem amount in Tucson during that time is $104/night. When extrapolated over the 600 room nights for non-federal attendees, that is almost a $14,000 difference based on the location of the meeting.))

RESPONSE #6: Based upon procurement history, this requirement will not be split into two contracts.

QUESTION #7: Because of the nature of the pricing elements required to respond to this proposal and the number of markets to be contacted (and the fact that during the holiday season, many hotels will not respond quickly), we respectfully request an extension of ten (10) working days upon receipt of answers to questions for submission of proposals (or two (2) business days, in case the RFP is limited to site selection pricing, to be followed by a separate RFP for meeting support costs and ODCs.)

RESPONSE #7: The due date for quotations has been extended. A further extension is not practicable.

QUESTION #8: With regard to the printed material referenced in Task 2 (page 3), can the government provide any additional clarification on how many pages will be printed in color vs. black-and-white? Because of the firm-fixed-price nature of this award, additional clarification would likely provide better value for the government.

RESPONSE #8: The statement of work identifies the approximate number of black and white and color copies required.

The not-to-exceed 5000 sheets includes all printing requirements

QUESTION #9: Can offerors assume that any of the printed documents referenced on page 3 can be printed on standard weight paper and binded with an upper-corner staple? a. If any printed documents require heavier weight paper or any binding other than upper-corner staple, please provide details on the requirements for each document with these additional needs (number of copies, number of pages, weight of paper, binding needs, etc.).

RESPONSE #9: The statement of work identifies all requirements.

QUESTION #10: Please confirm that the requirement for printed materials to be stuffed in folders (“total pages will not exceed 5000 sheets”) is a DIFFERENT requirement from the printing capabilities (“the number of black and white copies/sheets printed not to exceed 5,000 sheets”) for meeting attendees.

RESPONSE #10: The not-to-exceed 5000 sheets includes all printing requirements.

QUESTION #11: The SOW cites the need for “an appropriate badge” (page 3). Please confirm whether a standard, 3”X4” paper badge, printed single-sided, inserted into a standard clip-style plastic name badge holder is sufficient to meet this need.

a. If not, please provide requirements on name badge size, material, name badge holder requirements, and (if possible) a photo of what is required.

RESPONSE #11: The above referenced badge style and size are acceptable.

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QUESTION #12: The SOW (page 4) indicates that “onsite storage at the venue of material meeting is required for up to two (2) weeks prior to the meeting start date”. While it is understood that this will not exceed 10 items, please provide a maximum combined weight of these items.

RESPONSE #12: The Government will ship all meeting materials required for use by the OSAC Program Office. The Contractor is not required to ship these items, only provide receiving and storage.

The Contractor must ship the meeting materials to be provided and/or used by the Contractor.

QUESTION #13: The SOW (page 5) indicates that “the contractor shall close out each meeting…This includes, at a minimum, shipping supplies back to their facility…”. Is the contractor only responsible for organizing these shipments and making sure that they are picked up and shipped? Or is the contractor responsible for paying for the shipping of these items?

a. If the contractor is responsible for shipping these items, please provide:

-total number of packages to be shipped -approximate size (or size ranges) of those packages -approximate weight (or weight ranges) of those packages -required shipping speed (is standard ground shipping allowed)

RESPONSE #13: The Contractor shall return ship of its meeting materials. The Government will return ship all meeting materials used by the OSAC Program Office

QUESTION #14: Please confirm that the contractor is not required to create any kind of conference registration website, and that registration will be handled by OSAC.

RESPONSE #14: Confirmed.

QUESTION #15: Please confirm that the contractor will not be expected to perform any kind of pre-conference attendee management.

RESPONSE #15: Confirmed.

QUESTION #16: Please confirm that the contractor will receive any/all conference presentations from OSAC and that the contractor is not expected to perform any pre-event presenter management services (presenter outreach, collecting presentations, issuing honorariums, etc.).

If the contractor is required to provide any pre-event speaker management services, please provide details (including the number of presenters, what the speaker management services include, etc.).

RESPONSE #16: Confirmed.

QUESTION #17: Please confirm that the contractor is not responsible for any kind of exhibitor support.

RESPONSE #17: Confirmed.

QUESTION #18: Please confirm that in terms of meeting room size as it relates to COVID-19, offerors can assume that social distancing practices will not be required.

RESPONSE #18: Confirmed.

QUESTION #19: Section 3.3 states that “Working Pods shall have electrical power only for a minimum of 2 power strips per pod”. Please confirm that this means that the Working Pods do not require other AV support such as a wired internet connection, projector/screen, microphone, easel/flipchart, or high-speed wired internet connection.

RESPONSE #19: Confirmed

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QUESTION #20: Please confirm that there are no needs for enhanced lighting in the Plenary Room (or any other room), and that built-in, standard in-room lighting will be sufficient.

RESPONSE #20: Confirmed.

QUESTION #21: The SOW does not mention a need for any laptops for any of the meeting rooms. Please confirm that laptops for all meeting rooms will be supplied by the government. If the contractor needs to provide laptops, please specify how many and for which rooms.

RESPONSE #21: Laptops are not required.

QUESTION #22: Because of the firm-fixed-price nature of this award, is the government able to provide additional clarification on which meeting rooms will require a high-speed internet connection. The SOW indicates that these will be required “when specifically required by the OSAC Program Office”. Further clarification could provide better value to the Government.

RESPONSE #22: Per the Statement of Work, all meeting space should be equipped with WiFi. However, based upon previous meeting history the only room that might require a high-speed internet connection would be the plenary room during the plenary session on the first day. To allow for a hybrid presentation.

QUESTION #23: Most/all hotels will require a minimum percentage of the contracted room block to be actualized in order to set aside a block of sleeping rooms (generally 70% to 90% of the contracted room block needs to be actualized in order to avoid attrition penalties).

a. Please confirm whether the government is willing to guarantee at least 70%-90% of the room block it needs.

RESPONSE #23: As noted in the statement of work, 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’s expertise and negotiation with the venue will result in the best possible terms, including attrition.

QUESTION #24: The SOW mentions a “hybrid meeting” in Section 3.3. Please clarify any requirements related to a hybrid meeting and virtual/remote participation.

RESPONSE #24: Per the Statement of Work, the A/V requirements outline:

- WiFi internet connection for all meeting rooms in all meeting space for all attendees. This WiFi connection will allow meeting leaders to conduct virtual meetings with online and in person attendees (hybrid). The virtual meeting tools will be provided by the Government.

- Projector & screen in each meeting room; Projector should have speaker capabilities to broadcast virtual meeting attendees.

This projector will allow meeting leaders to conduct virtual meetings with online and in person attendees (hybrid). The in person meeting attendees will hear and see online attendees.

There are no additional requirements for the committee meetings.

The Plenary session requirements are outlined in the Statement of Work.

- Plenary Meeting Room shall have a podium, stationary microphone, walk-around microphone, projector, screen, appropriate AV and virtual meeting equipment to facilitate a hybrid meeting for in-person and remote attendees, and one-high speed internet connection.

The A/V system may require hardware or adapter to facilitate the integration of a laptop presentation, visual of the presenter, and microphone audio, to be transmitted to the virtual online attendees, using MS Teams.

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QUESTION #25: Assuming there is a need for a virtual component/remote participation of the meeting, please answer the following questions:

1. Section 3.3.1 – Please clarify the requirement for “high speed” internet in each meeting room.

RESPONSE: This is confirmed that the High-Speed connection is as needed or requested by the OSAC Program Office. The Statement of Work states: WiFi internet connection for all meeting rooms in all meeting space for all attendees; and As stated in the Statement of Work, the plenary room requires:

Plenary Meeting Room shall have a podium, stationary microphone, walk-around microphone, projector, screen, appropriate AV and virtual meeting equipment to facilitate a hybrid meeting for in-person and remote attendees, and one-high speed internet connection.

a. Is there a minimum guaranteed upload speed? A minimum guaranteed download speed?

RESPONSE: No.

Does NIST prefer a wired or wireless connection for this?

RESPONSE: The Statement of Work states: WiFi internet connection for all meeting rooms in all meeting space for all attendees.

b. Is this for live streaming of the proceedings within the room or for presenters to use during their presentations (e.g., for streaming video or doing demonstrations)?

RESPONSE: This is only as needed; during the Plenary session for a presenter to use during their presentation.

2. Section 3.3.3 – The SOW states “project should have speaker capabilities to broadcast virtual meeting attendees.”

a. How many attendees will be joining virtually?

RESPONSE: Unknown; estimates are 5-10

b. Will they be joining every session?

RESPONSE: Unknown. These are committee meetings not sessions.

c. Will the speakers in each session know how to integrate the virtual participants or will the contractor be responsible for setting this up?

RESPONSE: Each committee leader will do this. The Contractor shall not be required to provide support.

3. Section 3.3.3 – Does the requirement for a projector with speakers imply that the contractor should price no other sound amplification (i.e., speakers) for the in-person attendees?

RESPONSE: Correct. For committee meetings.

As stated in the Statement of Work, the plenary room requires:

Plenary Meeting Room shall have a podium, stationary microphone, walk-around microphone, projector, screen, appropriate AV and virtual meeting equipment to facilitate a hybrid meeting for in-person and remote attendees, and one-high speed internet connection.

a. The speakers are not relevant to the virtual participants—only the microphones—so any sound amplification would be useful only to in-person attendees. Is the objective to use only the speakers offered by the projector or should the contractor price appropriate speakers for each room— irrespective of whether the projector itself has speakers?

RESPONSE: Correct. Only the speakers offered by the projector

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4. Section 3.3.3 – Please confirm the participation expected from the “virtual meeting attendees.”

a. Will they need to both see and hear everything that happens in the in-person meeting room?

RESPONSE: No

b. Is this true for all in-person meeting rooms?

RESPONSE: Yes

c. Will they need to be able to share screen and present content to both in-person and virtual attendees?

d. How many virtual attendees and how many in-person attendees will participate in the sessions that combine virtual and in-person participation (for this type of setup, 6 people around a conference table is very different than 200+ in a ballroom)?

RESPONSE: These are committee meetings, not sessions. In person may be 12-15; Virtual may be 5-10

e. Will virtual participants require captioning for everything that is said by the other participants (both in person and virtually)?

f. Will virtual participants require ASL interpreters (for everything that is said by the other participants, both in-person and virtually)?

RESPONSE: No

5. Section 3.3.6 – The SOW states that a microphone is only expected if the acoustics of the room require it.

a. If there are virtual participants, they will not be able to hear any speaker participating in person without a microphone.

RESPONSE: All in person attendees will enter the virtual meeting room using their own laptop to communicate with attendees.

b. Please confirm that the contractor should budget microphones for any/all speakers participating in person.

RESPONSE: NO, the contractor will not need to secure microphones for all rooms. The virtual meeting platform will be used to communicate with virtual attendees. All in person attendees will enter the virtual meeting room using their own laptop to communicate with attendees.

6. Section 3.3.6 – Please indicate the preferred setup for each physical meeting space, so that the contractor may price microphones accordingly.

RESPONSE: Per the statement of work, the room layout is already provided. Also as stated in the statement of work, microphones are not required other than a microphone for the plenary session.

a. If a session consists only of one presenter and no one else will speak, then only one microphone would be needed in the room.

i. If, conversely, there is a table with 6 panelists, plus a presenter speaking at a lectern, plus live audience Q&A, then at least 7 microphones would be required—possibly more. In order to provide an accurate AV price quote, we would need more information about the plans for each session.

RESPONSE: Per the statement of work, none of these requirements noted above are being requested, nor required other than a microphone for the plenary session.

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7. Section 3.3.7 – The SOW requires “easel and flipchart.”

a. Is this for an activity that virtual participants would also be joining?

RESPONSE: No

If so, will they need editing access (in which case, there would need to be a virtual whiteboard, not a flipchart paper with markers) or would the only require viewing access (in which case a camera would need to be positioned to show the flipchart to the virtual audience)?

RESPONSE: This is for the in person attendees.

b. Please also indicate the number of rooms requiring a flipchart/whiteboard.

RESPONSE: Per the statement of work, this is outlined. …… equipment/services in each concurrent breakout room and task group room as follows:

7. Easel and flipchart with pens/markers.

c. If more than one easel/flipchart is required in any room, please indicate that, as well.

RESPONSE: Per the statement of work, this is outlined. …… equipment/services in each concurrent breakout room and task group room as follows:

8. Section 3.3 – The SOW requires that the AV setup in the plenary room include “virtual meeting equipment to facilitate a hybrid meeting for in-person and remote attendees, and one-high speed internet connection.”

a. Please confirm that the contractor is responsible for all elements of virtual production and not just providing equipment.

RESPONSE: Noted above and in the statement of work. The OSAC Program Office will provide the content for the plenary session. The OSAC Program Office will provide the NIST MS Teams to connect the presenter with the virtual attendees.

b. Please confirm that the objective of the high-speed internet connection is for streaming the proceedings to the virtual participants and not for the presenters to use.

RESPONSE: Confirmed.

Please clarify the meaning of “hybrid meeting.”

RESPONSE: Committee leaders and in person or virtual attendees will all log into 1 virtual meeting platform to engage with virtual and in person attendees. The content, audio, and video shared will be shared in the virtual meeting platform. MS Teams is the platform.

c.

i. Does this mean that both virtual and in-person attendees will need equal capabilities (including speaking and being heard by all other participants)?

RESPONSE: Virtual attendees will only listen and watch. There will not be the need for 2-way conversation.

Online attendees will join the meeting by logging into a NIST MS Teams room.

ii. Will the virtual audience be asking and answering questions/participating in discussion?

RESPONSE: NO. Questions can be received via MS Teams Chat and will be relayed by the OSAC Program Office manually.

1. If so, is it expected that Q&A will be done in writing (using Slido or similar) or will Q&A involve spoken questions?

RESPONSE: NO

iii. Will there be a limit on the number of virtual participants?

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iv.Are there security requirements for the type of virtual meeting software used (e.g., not permitted to use Zoom or virtual attendees must log in prior to viewing the stream)? If so, please list all relevant security requirements for the live stream/virtual meeting.

RESPONSE: No. The virtual tool will be MS Teams.

v.Please clarify whether the “hybrid meeting” elements apply only to the plenary room or to all rooms.

RESPONSE: This will apply to all meeting rooms.

As noted above, committee leaders and attendees will all log into 1 virtual meeting platform to engage with virtual and in person attendees. The content, audio, and video shared will be shared in the virtual meeting platform.

d. Please clarify the expectations for what virtual attendees can see.

RESPONSE: Virtual attendees will see a shared screen, by the leader or presenter, in the virtual meeting platform.

i. It is clear from the SOW that the virtual attendees will need to see the content projected on the screen in the plenary room, as well as a speaker at a podium.

RESPONSE: Only the Plenary Session. The content shared in the room for in person attendees will be the same content shared with the virtual attendees, using the NIST MS Teams virtual platform; SHARED SCREEN, PRESENTER ON CAMERA, PROJECTED ON SCREEN VIA DATA PROJECTOR.

1. Will virtual attendees also need to see in-person attendees at any point?

2. Will they need to see the easel/flipchart?

RESPONSE: NO

3. Will they need to see a panel table?

RESPONSE: No

4. Will they need to see each other?

RESPONSE: No

5. Will they need to be able to present content?

ii. Will all virtual participants who need to speak be known in advance of the meeting or is the expectation that any virtual attendee may elect to speak in any session?

RESPONSE: All attendees will attend the plenary session; then attendees will attend their assigned COMMITTEE Meeting.

9. Section 3.3 – Will any content be pre-recorded?

RESPONSE: No

a. If so, will the contractor work with the speaker(s) to create the pre-recording, or will the speaker provide the pre-recording to the contractor in its final form?