Sol_140A1321Q0001_Amd_0005.pdf

(x)

140A1321Q0001 x x

1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT 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.

x

A13

Sacramento CA 95825 Contracting Office

2800 COTTAGE WAY ROOM W2820

BIA PACIFIC 00013

04/19/20210005

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

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

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

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

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

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

03/10/2021

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

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

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

ORDER NO. IN ITEM 10A.

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

Amendment No. P0005: The purpose of Amendment 0005 is to attach various vendor questions and BIA responses that has been received during the solicitation phase.

All contractors submitting a quote shall "Complete blocks 15A, B & C on page (1) of the

SF-30" for this Amendment P0005 and return with their quote IAW the solicitation page 40 of

40, #8.

The due date for quotes is unchanged from 4/26/2021 8:00AM Pacific. * All other terms and conditions remain unchanged. For any questions about this Amendment please contact jodi.zachary@bia.gov.

Legacy Doc #: IA

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

Jodi Zachary

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

Previous edition unusable

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

RFQ 140A1321Q0001, ARO 2021 Virtual Providers Conf

Vendors Questions / BIA Responses

Minimum Requirements:

a. Standard domain and/or email address whitelisting and/or blacklisting; elevated password complexity, expiration, and lockout. Is this for presenters and BIA employees, or for all attendees as well?

It would be for the BIA employees, we can set this up for them IMO.

2. Up to 50 “booths” within an Exhibit Hall. Client assumes responsibility for creating all booths via builder tool and uploading and management of content items. There will also be one-on-one appointments throughout the event in a dedicated virtual space. The contractor must provide capability for call-in telephonic participation for conferees that cannot access virtual rooms via the web. It is anticipated numerous conferees will use the call-in option due to IT and web speed limitations. Do we need to provide an 800 number to facilitated this? How many concurrent will there be?

Yes, we will need an 800 number, approximately 1000 ppl.

g. Gamification, Hidden Image/Easter Egg Design. Can you explain further what this is for?

Easter egg design to have BIA logo in the background.

Project Plan:

g. Environment Build – set up of rooms/spaces within the virtual environment. Contractor is responsible for the creation and upload/management of all content items. Contractor shall make available Content Management, Sponsor Training/Management services available for an additional fee. Registration Can you explain the last sentence – it was not a complete sentence or request. What would an additional fee be for?

Registration would be a non-fee registration. The additional fee is for any additional fees needed that the BIA does not provide.

k. Preparation of on-demand environment/access: access period (date/time); adjust of rooms as necessary (Help Desk in-active, recordings within the Auditorium). Contractor responsible for on-demand management and maintenance. Please define the sentence contained within parenthesis – are you referencing a physical auditorium and help desk?

Negative for physical auditorium. Help desk will be provided to route any additional questions after the service to the appropriate office.

Webcasts

f. Up to 4 full-service audio recording sessions (up to 90 mins). If there are only 3 concurrent webcasts, what us the 4th recording of?

The potential IF there are any additional speakers that have additional information that is not simultaneously in the concurrent webcase

h. Includes 60 mins of speaker training/webcast per event. 60 minutes of training per webcast or per speaker? If per webcast, and there are 30 webcasts, the total training time would be 30 hours.

Correct

o. All attendees and speakers are assumed to provide their own computers, lighting, WIFI, webcams and microphones.

Who will provide recording equipment for opening session speakers and entertainers?

Contractor will be responsible for as needed requests in coordination with BIA committee

Is the contractor required to utilize a FedRAMP software license to run the BIA Tribal Providers Conference virtually?

FedRAMP is not required. The only software or application needed will just be a web browser.

Is ISO-27001 a firm requirement? If yes, please explain the need.

The ISO 27001 is a group of standards that applies to organizations, as a whole this would not apply to this project. There may be clauses within the standard (ISO 27001) that may apply but BIA considers this is more of a generality and not a specific requirement.

The NDAA Section 889 document was not attached- is this required?

The US HIPAA was not attached- is this required?

The 889 response is within 52.212-3 Offeror Representations and Certifications-Commercial Items.

(FEB 2021).

Vendors need to confirm their response checked within the 889 provision and confirm the organization protects within all HIPAA rights/laws. It is a self-confirmation and can be on company letterhead.

What are the exact terms for this year long license, for example, how many events are planned for the year and what type of events (format, length)?

Two. (1) additional event will be tentatively planned in November 2021. Available to the public 6 months after the event, exclusive rights to the BIA in a digital format for archival purposes indefinitely.

How often do these events occur?

In person events are generally annual, with COVID we are conducting this one virtually, and are going to be discussing the next one.

What are the agency notification terms when there is a new event planned (how long before etc)?

Tentatively, August and November. Once the events are determined by the committees. The lead committee members will be responsible for contacting the vendor directly or indirectly.

Is the agency obligated to be available to organize these events for the whole year?

The BIA will be obligated to organize these events annually. The contractor will be responsible for carrying out the request of the BIA during the contractual period.

Minimum Requirements Section B #6 Question:

Does the BIA have specific Registration Requirements or Requests the contractor must include such as:

The list provided below is sufficient.

a. Name of registrant

b. Affiliation

c. Address, Phone, Email

Virtual Provider’s Conference Questions:

a. What time will the conference begin each of the three days?

8 AM AK Time

b. When will the conference sessions end each day?

5 PM AK Time

c. Will the Auditorium be used only for the 2.5 hour opening session/single meeting session on

Tuesday of the conference week, or will it be used throughout the day, each day of the conference?

This will be available all (3) days.

d. Can the BIA describe the different features expected between a “Room” and a “Booth”?

Rooms will be i.e. Lobby, Auditorium, Exhibit Hall, Help Desk etc. eSigns shall be located at each meeting room to identify the event within (for example, Real Estate Services, Self-Determination, Tribal Transportation, etc.) The contractor will ensure digital signage is updated to reflect the daily schedule.

Booths shall be within the Exhibit Hall. Vendor shall create all booths via builder tool and uploading and management of content items. Booths will be able to hold one-on-one appointments throughout the event in a dedicated virtual space. Booths must provide capability for call-in telephonic participation for conferees that cannot access virtual rooms via the web. It is anticipated numerous conferees will use the call-in option due to IT and web speed limitations.

e. Does the BIA have a vision of how telephone callers will access each Room or Booth?

The vision is to have a conference line available for registrants to call in to hear the presenter.

Will the Webcast screenshare and collaboration capability be used only by presenters with audience members observing, or will all parties in a Room or Booth be required to share screens and collaborate?

Ideally, the Presenters would be presenting to an audience with controlled interaction with the audience members.

Do speakers need training for every webcast, or just the initial 3-day event?

Prior to our 3-day event, training for the presenters should be provided to reduce the need for support for all 30 webcasts.

Will the BIA require project and event management for support for all 30 webcasts?

No, as needed.

Will the BIA expect to and use the platform with technical assistance each time it is used?

As needed. With initial training, we hope to reduce the amount of technical assistance for each session.

Webcasts Item D Question: What’s the longest expected duration per webcast if the time for presenter remarks, comments and Q&A are all taken together?

Presentations will vary in length. Estimating presentations to be no longer that 40 minutes with Q&A for 15 minutes.

Webcasts Item H Question: Can you describe or provide a link to an example type of webcast integration into a virtual environment the BIA is seeking?

BIA has no example to provide. All recommendations will be considered

Webcast Webcasts Item I Question: Is this 60 minutes total training per event for webcast speakers?

Yes

Project Plan Item A Question: Are you expecting the conference planning services and conference planner to be provided by the contractor?

Project Plan Item A Question: Is the "conference planner" described in this section expected to be provided by the contractor?

Project Plan Item A Question: Is the contractor expected to source and make contractual arrangements or booking arrangements either firm or temporary with keynote speakers, color guard and entertainers?

No. This is done by committees internal to our organization. Contractor is not expected to source and make any booking arrangement for keynote speakers color guard, and entertainers.

Project Plan Item A Question: Will costs for Speakers, Entertainers or Color Guard be the responsibility of the Government or contractor?

No. Government is responsible for the Speakers, Entertainers, or Color guard.

Project Plan Item B Question: Is the intent of this item to have the contractor provide a full project timeline within one week with a due date for the Three Day Conference prior to August 31st?

No, but ideal. We would like to see more advanced planning prior to the date for our conference.

Project Plan Item B Question: Is the intent of this item to have the contractor provide a full project timeline within one week from contract award?

No, but ideal.

Project Plan Item C Question: Is the intent of this requirement to have the contractor host a One (1) hour weekly project meeting for the duration of the contract to ensure the delivery of all items in the contract?

Yes.

Does the event already have a URL for the website or does the contractor need to purchase?

No, not currently. In the past we have used, www.biaproviderconference.org. BIA ARO also has a Facebook page.

https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.biaproviderconference.org%2F&data=04%7C01%7CJodi.Zachary%40bia.gov%7C91d9d44ba1304ed71a7208d9034562dd%7C0693b5ba4b184d7b9341f32f400a5494%7C0%7C0%7C637544418803044484%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=925m6eo5ALozp7p2tRdQmecFQN0C9%2F5jNKNq%2FZLZ3tA%3D&reserved=0

Are graphics already created or will the contractor need to create all graphics?

We use the BIA seal for our main graphic. This does not need to be recreated. Any other graphics needed will be created by the contractor.

Under the general requirements, the solicitation states that the platform must come with a 12-month license to host any additional conferences that may develop.

o Will the information remain stagnant on the website for 12 months or will changes be made to the content?

• Yes, it remains stagnant. If BIA requests an update the contractor shall request an equitable adjustment.

o Will additional task orders be issued to cover additional labor or other costs for any additional events added?

• No, only the 2 are planned for now.

o What would additional conferences look like? Same or different scope? Similar?

• Due to COVID-19 it is unknown what the 2nd conference will look like. If both parties determined the changes to be different, but still within the scope of the project, the contractor shall submit a request for modification.

Will any future meetings be hybrid (combination of virtual & in-person)?

Unknown at this time.

Will the Project Manager be required to be with the BIA COR and team during the live event?

At this time, it is unknown if there will be a live event. If a live event is planned the contractor shall submit a request for an equitable adjustment. If a live event is planned the Project Manager will be required to be with the BIA COR and BIA Committee members in Anchorage, Alaska time.

Will the contractor provided Event Planner/Project Manager work directly with the BIA COR/BIA staff or will the Event Planner work with a BIA event planner?

Yes, primarily the BIA COR and as needed by the event planner to assist in the development and facilitate the agenda not only for the overall event but to assist in putting together the agendas for every tract.

For the exhibits, are these exhibitors Tribal Coalition members or exhibiting companies with products? Only BIA staff will be giving presentations, in it there may be questions from the attendees.

o Is there a pre-selected list of exhibitors that are contracted to participate, or will the contractor have to solicit exhibitors?

No, there is no list of exhibitors. Contractor will solicit exhibitors.

o Do the exhibitors have a cost to exhibit?

No o Do the exhibitors need to apply and then receive approval from BIA?

No

What are the expected number of speakers? Does the BIA need to use our software for a Call for Presenters?

Between 30-35 presenters. It is unknown what a “Call for Presenters” entails.

Will the government be willing to extend the bid due date to Friday, April 30th by 5:00 p.m. EST?

At this time, the closing date remains unchanged.

Government requests the contractor provide an itemized price breakdown as a separate attachment. Please clarify the desired format (Excel, Word, etc.) of the cost breakdown and what information is required. Or, is there a spreadsheet you would like us to use?

Any Microsoft or Adobe format is acceptable. The breakdown shall standalone and represent how the contractors lump sum total was developed.

ALL PRICING ATTACHMENTS SHALL NOT INCLUDE ANY TECHNICAL SUBMITTALS OR

INFORMATION.

ALL TECHNICAL SUBMITTALS SHALL NOT INCLUDE ANY PRICING INFORMATION.

ALL PRICING AND TECHNICAL ATTACHMENTS SHALL BE SUBMITTED AS SEPARATE

ATTACHMENTS.