B09_Attachment_5_Q_A_Amd_002_0002.docx
DOCX document 28 KB Posted
- Attached to
- 2026 REGIONAL WATER DATA TRNG WORKSHOP Federal contract opportunity
- Solicitation number
- 140G0126Q0039
About this file
This is a Questions and Answers document (Amendment 002) for RFQ 140G0126Q0039, addressing clarifications regarding the 2026 USGS National Water Data Training Workshop event planning requirements. The Q&A clarifies that quotes should be submitted via email to krschneider@usgs.gov and priced as a Lump Sum with a breakdown of Other Direct Costs (ODCs) including audio-visual, shuttle transportation, and miscellaneous costs. The document confirms that a single prime contractor entity must coordinate hotel, audio-visual, and transportation agreements, and that the prime contractor will manage the exhibit space payment structure coordination with Bryant Conference Center. The Q&A addresses the timeline discrepancy by clarifying that event planning support is needed for a pre-conference on-site planning event occurring Monday through Thursday between mid-April and mid-June 2026 with approximately 18 attendees, separate from the main workshop scheduled for Saturday through Friday between July and August 2026 with approximately 300 attendees.
The Q&A further specifies that attendees are responsible for their own hotel reservations paid via government tax-exempt credit cards, that vendor exhibit fees are kept separate from training costs and managed by the conference center without association to the contract, and that approximately 50 people per trip will require 56-passenger coach shuttle service. Critically, the document states that the "variable rate" language will be removed from the SOW and the airport shuttle service will be converted to a Firm Fixed Price with fixed rates per shuttle bus trip per day to/from Birmingham-Shuttlesworth International Airport (BHM) and Tuscaloosa, with the government paying only for quantities ordered. The determination of airport shuttle service need is planned for completion by the end of May 2026.
View the file
Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| B08_Attachment_1_SOW_NWDTW_2026_Rev_2_0004.docx | DOCX document | |
| Sol_140G0126Q0039_Amd_0004.pdf | ||
| B09_Attachment_6_Bryant_Center_2026_USGS_NWDT_Workshop_Proposal_7_20_26-7_23_26_0003.pdf | ||
| Sol_140G0126Q0039_Amd_0003.pdf | ||
| Sol_140G0126Q0039_Amd_0002.pdf | ||
| B08_Attachment_1_SOW_NWDTW_2026_Rev_1_0002.docx | DOCX document | |
| B09_Attachment_4_Q_A_Amd_001_0001.docx | DOCX document | |
| Sol_140G0126Q0039_Amd_0001.pdf | ||
| Sol_140G0126Q0039.pdf | ||
| B08_Attachment_1_SOW_NWDTW_2026.docx | DOCX document | |
| B08_Attachment_2_WD_2015-4609.pdf | ||
| 52_212-3_Offeror_Representations_Provision.docx | DOCX document |
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Text version
140G0126Q0039 Amendment 002 Q&A
1. What is the preferred method and format for RFQ delivery?
a. Reference SAM.gov "Email responses to krschneider@usgs.gov"
2. Is the RFQ for event planner labor only, or should Other Direct Costs (ODCs) be outlined (e.g., Audio Visual, Shuttle Transportation, and miscellaneous costs)?
a. The RFQ should be priced as a Lump Sum with a breakdown indicating the Other direct costs outlined in your proposal. Revised SOW will include a Schedule of Items.
3. Who is responsible for signing hotel, audio visual, and transportation agreements?
a. There should be one entity applying that would be able to compile these agreements and sign
4. What event planning support is needed for the pre-workshop planning event occurring in April–June 2026? The solicitation identifies a Period of Performance (PoP) of 7/1/26–9/30/26, which does not appear to reflect the timeline requested in the SOW.
a. Pre-Conference On-Site Planning Event: Monday-Thursday (timeframe between mid-April through mid-June 2026) with approximately 18 attendees. Event planning support should confirm access for the approximate 18 attendees and access to conference room with adequate seating and ability to work with computers and monitors. Reminder: Attendees will be responsible for making their own reservations and making payment for their personal hotel accommodations with their government tax-exempt credit card.
b. Workshop Event: Saturday - Friday (timeframe between July and August 2026) with approximately 300 attendees
c. Solicitation dates will be corrected on Solicitation form and Schedule of Items will be provided to show separation of line items
5. Who establishes the exhibit space payment structure? \
a. The Prime Contractor awarded this purchase order is to coordinate with Bryant Conference Center
6. Who manages the incoming payments for exhibit table fees?
a. The Prime Contractor awarded this purchase order is to coordinate with Bryant Conference Center
7. Regarding the reference to fees going into "separate accounts," are these fees applied to any of the training costs?
a. No, they are not associated with the training cost. For the vendors separate account, this is to be handled by the conference center however they choose. We do not want any vendor fees associated with this contract.
8. How many guests are anticipated for the round-trip shuttles to the Bryant Center and USGS HIF Building? The SOW indicates two trips per day for four days; please clarify if the capacity requirements align with a standard 56-passenger coach.
a. We are expecting about 50 people per trip so 56-passenger coach is sufficient
9. What does "variable rate" refer to regarding the airport shuttle service?
a. This term will be removed and SOW will be updated. This will be a Firm Fixed Price purchase order. The variable rate indicates there is an unknown number of shuttle bus trips. The SOW will be revised to state “A fixed-rate for each (per shuttle bus trip per day) to or from Birmingham-Shuttlesworth International Airport (BHM) and Tuscaloosa, AL shall be included in the vendor’s quote. The government shall only pay for quantities ordered. Include all costs and confirm pricing will not change based on demand or usage.”
10. At what point in the planning phase is the "need" determined for airport shuttle service?
a. We plan to determine this by the end of May
File details come from the government source that posted it. Updated .