Questions_and_Answers_0001.docx

140A1623Q0057 Conference Event Coordination for OJS IPA ATC Questions and Answers

1. Is the Albuquerque Convention Center currently holding the main session and four breakout rooms on these dates for this group? Has the space been contracted already, or would the selected contractor be responsible for the venue contract?

A: Contractor is responsible for securing the training venue. The USIPA has not yet reserved or contracted training venue.

2. What is the desired set up for each meeting room?

A: Classroom style setup, 50 seats with table, pen/paper with event logo and name, monitor w/av capabilities for each training room.

3. What are the A/V requirements for each meeting room?

A: A/V setup will be provided and setup by the Albuquerque Convention Center. Desired 75” monitors or screen/projectors dependent on availability

4. Will the event need to be recorded or streamed online?

A: No.

5. Will the contractor be responsible for inviting and confirming instructors, collecting presentations, and/or holding preparation calls with instructors?

A: The contractor will work with an identified USIPA staff member to aid in collecting presentations and TEAMS calls with instructors, registration will be handled by the contractor. USIPA will assist throughout.

6. Will the contractor be responsible for any participant or instructor travel or securing a lodging room block?

A: No. The Instructors / Students will follow their DOI BIA/Tribal Travel Policy.

7. Attachment 1 was noted in the SOW and seemed to be referencing a schedule of events. In other locations, Attachment 1 was listed as the SOW. If there is another attachment, could you please add with the other solicitation documents?

A: The SOW is Attachment 1 to the solicitation – disregard attachment referenced in the SOW.

8. What type of event marketing will be needed?

A: Social media and email marketing. This will be shared with the USIPA to post on BIA website.

9. Does Will meeting materials be required for the event? If so, what type and quantity?

Ex: Color copies / Black & white copies / Folders / Name badges / Table tents / Signage / Other?

A: The USIPA will provide training material/handout to the Contractor for color printing & training setup. Contractor provides name badges or table tents and signage. 1 copy per student.

10. Will the contractor be responsible for developing a graphic to use for marketing materials or are there graphics already available for the meeting?

A: Contractor is responsible for developing marketing materials and design with the logos provided by the USIPA.

11. Will any materials need to be made 508 compliant? If so, what types of files and approximately how many pages/slides?

A: Zero.

12. What type of After-Action Report is desired? Would a writer be needed onsite at the event?

A: Writer not required. Post evaluation synopsis.

13. Would a Time and Materials contract be considered given the lack of details provided in the SOW?

A: Indian Affairs will consider all contract types and will make an award that is in the best interest of the Government.

14. Is there a fee for attendees to participate in the training? Will the contractor be responsible to collect fees?

A: Registration training fee is paid for by the USIPA and is not the responsibility of the contractor.

15. Is there a requirement for food and/or beverage to be provided? If so, what is expected to be provided and what, if any, is the allocated budget amount?

A: Light food/beverage refreshments. The amount is dependent on the Albuquerque Convention Center Cost.

16. Is the venue already contracted? If so, will the government be paying for the conference spaces directly?

A: No, venue has not been contracted.

17. Does a hotel room block need to be secured? If so, how many attendees do you anticipate needing hotel rooms?

A: No.

18. Is the contractor responsible for sourcing the speakers/trainers or any of the presenters for the sessions?

A: No. The USIPA has already identified their instructors/trainers.

19. Is the contractor responsible for creating the program agenda for the event?

A: The contractor is not responsible for creating a training schedule. The USIPA will create the training schedule and share with Contractor. Contractor is responsible for branding/design.

20. Is the contractor responsible for any print materials, and if so, how many documents/pages?

A: Yes. As stated in SOW, expected participant count is 150.

21. Will the government provide a key point of contact that the contractor would work with throughout event planning?

A: Yes Updated as of 5/18/2023