16-233-SOL-00461__-_Final_Clarifications_7-14-2016.pdf

16-233-SOL-00461 – Questions and Answers –Final Clarifications New Question in Green New Answers Bold Red

Several of our questions are not addressed in the Gov’t’s response:

‐ Is the contractor responsible for recruiting a webcast audience? NO

‐ Is the contractor responsible for registration and confirmation of webcast viewers? Responsibility is primarily in setting up the webcast on the day and making sure that it works throughout.

Government may ask contractor to provide some assistance with managing registration.

‐ Does the Gov’t wish to have an on-demand archive of the webcast available after the conference? Yes – so the webcast together with the live caption will need to be available as a recorded copy ready for the government to host on its own YouTube channel.

‐ If so, will the archive of the webcast be hosted by the contractor? If so, does a website portal for the archive need to be built? How long will the webcast be archived? NO to all

1. Will the contractor be responsible for any attendee travel and per diem payments? Highly unlikely; If at all, may be 1 or 2 persons Should the Offeror include this cost in the budget they provide in response to the RFP? NO

2. Is there a requirement for past performance/references? If, yes, how many 3?

Is three (3) past performance references the minimum or maximum number of references the Offeror can provide in its response to this RFP?

3 is the requirement minimum and maximum.

3. Is there an incumbent? Yes

3a. If, yes, can the incumbent bid on this opportunity? Yes Given that there is an incumbent with an existing contract, why has this RFP been released?

This is a re-compete

4. Will there be a requirement for breakout rooms at various meetings? If yes, what is the frequency, how many breakout rooms per meeting? Unlikely but at most one breakout if at all

In light of this answer, should the Offeror include costs for this breakout session in the budget it provides in response to this RFP? Will this breakout session be webcast? NO to both questions

5. How many participants or speakers will be sponsored (airfare, lodging, per diem and ground transportation)? None The answer to Question 4 (Q4) says that the contractor may be responsible for travel and per diem for 1 or 2 attendees. This answer seems to contradict the answer to Q4. For how many attendees, speakers or participants should the Offeror include travel, lodging, per diem, etc. in their budget in response to this RFP? None

6. Will a note taker be needed to create a meeting summary or a full meeting transcript? Yes

Based on this answer, is there a requirement that a “note taker” be included as part of the labor proposed in response to this RFP? If so, can you provide a more complete description of the roles and responsibilities the “note taker” will perform under this SOW? Contractor will provide a note taker on the day to capture and take notes of the entire event. The note taker will provide a transcript of the event as deliverable. The transcript will need to be 508-compliant.

7. Will items other than the conference be transcribed? If so, what type of events and how many should we budget for in the price proposal? Possible up to around 3 one-hour webinars or video recordings

Can the Gov’t clarify what the contractor will be required to provide as it relates to this answer? There is no mention of “3 one-hour webinars or video recordings” in the SOW. Are these new requirements over and above the original SOW? When and where are these webinars and videos to be produced? Please provide the specifications for these items. Contractor will be provided recordings of webinars or videos by the government. Contractor is only required to develop transcripts of these webinars and videos. This item is as described in the SOW.

8. What editorial services are anticipated under this requirement? E.g., notetaking, report crafting, publishable quality summary reports, white papers, transcription, translation, etc.? note taking, transcription

Is ‘note taking” a specific service to be provided? There is no mention of “note taking” in the original SOW.

Is this an additional requirement over and above the original SOW? Note taking is for the conference only and is considered integral to supporting the conference.

9. Would the Government please clarify what is meant by 508 compliance-related activities? What items are to be made 508 compliant? Any webinars, videos, documents that we post on our website must be 508-compliant.

For webinars and videos, its mean that we will need transcripts from the contractors so that our IT people can use them to add captioning before posting.

Since there’s also a likelihood that we will be asked to post the transcripts themselves on our website, the transcripts will need to be provided to us in 508-compliant PDFs as well.

Can the Gov’t please describe how to make a PDF document 508 compliant? Information about Section 508 of the Act is available at http://www.section508.gov/. The complete text of Section 508 can be accessed at https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section- 508-standards

10. How many webinars will be transcribed? How long are these webinars? Possible up to around 3 one-hour webinars or video recordings

Please clarify. Does “3 one-hour webinars or video recordings” refer to portions of the entire conference or are these additional deliverables not mentioned in the original SOW? These are separate from the conference.

Contractor will not be asked to produce these webinars or video recordings. Instead, they will be provided the recordings for which transcripts will be created.

11. What is the turnaround time for the transcripts? 2 weeks?

This is answered as a question. Can the Gov’t clarify whether there is a requirement to provide transcripts within two (2) weeks following the conference?

The question mark was a typo The turnaround time for transcripts will be approximately 2 weeks (- no more than 3 weeks) whether they are from the conference or the separate recordings (webinars & video recordings) that the contractor will be given.

12. How many total webinars will be conducted? What is the anticipated size of the audience for each webinar?

What is the length of these webinars? No need to provide support for usual webinar. Only support for the live webcast of the one-day conference expected What does “No need to provide support for usual webinar” mean? What is the “usual webinar”? There is the live webcast for the conference that the contractor will be responsible for.

The SOW also talks about other webinars and video recordings that the contractor will be asked to develop transcripts for. These other webinars and video recordings will be provided to the contractor by the government. The contractor will not be asked to help with the recording of the latter.

13. Is the contractor providing the webinar and conference call service? For the one-day conference only

Can the Gov’t please describe this requirement further? Is there a webinar that is distinct and different from the webcast that is to be provided of the live conference? Regarding the “conference call service” is this a new requirement? There is no description of a “conference call service” in the original SOW. Can the Gov’t provide further clarification of what is required by the “conference call service”? How many lines for how long, etc. How will the conference call service be used?

There is the live webcast for the conference that the contractor will be responsible for. Responsibility here is primarily in setting up the webcast on the day if the day of the conference, in making sure that it works throughout the day and in helping with receiving questions submitted online. We do not anticipate receiving any call in questions.

The SOW also talks about other webinars and video recordings that the contractor will be asked to develop transcripts for. These other webinars and video recordings (unrelated to the one day conference above) will be provided to the contractor by the government. The contractor will not be asked to help with the recording of these.

14. Will we need to support webinars? If so, how many and how many people per webinar? What are the duration of the webinar? Do we use the contractor platform or the governments? No need to support other webinars except for obtaining transcripts; Possible up to around 3 one-hour webinars or video recordings

Same clarification for “other webinars” as requested above. See response to #13 above

15. The PWS mentions a Management Coordinator; is this the title of the proposed key personnel? Yes Can the Management Coordinator be called something else like Project Manager? Yes

16. In the SOW, there are 13 services (SOW Page 3) that are listed as work that has been required and will be required in the future. Will all of the 13 services be required for this contracted work? No, that was a list of what might be required

Instead of a list of services that might be required, can the Gov’t please provide a list of services that will certainly be required? Also, can the Gov’t advise on how an Offeror is to price a service that might be required as opposed to a service that will be required? Please provide best estimate, this list is based on tasks required to complete similar requirements in the past.

17. Do you require the contractor to setup the webinar? For the live webcast on the conference day, yes. For the other webinars, no.

What other webinars is the Gov’t referring to? See response to #13 above

18. What additional support outside of transcripts for the OHRP webinars will be needed? None expected Similar question as before, what are the OHRP webinars mentioned here? Is providing OHRP webinars an additional requirement over and above the original SOW? See response to #13 above

19. Would you like Q&A feature between live viewers and hosting site? Yes – but probably will only accept write in questions.

Can the Gov’t advise as to whether should budget for a Q&A feature between live viewers and the hosting site or whether only write in questions will be accepted? Can the Gov’t clarify what it means by write in questions? There is the live webcast for the conference that the contractor will be responsible for.

Responsibility here is primarily in setting up the webcast on the day if the day of the conference, in making sure that it works throughout the day and in helping with receiving questions submitted online. We do not anticipate receiving any call in questions.