19GE5023R0001-0001.pdf

19GE5023R0001

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE RATING

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

01/26/2023

4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

FRANKCODE

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RPSO

60435, FRANKFURT

GERMANY

Patticha Gruenbeck

NAME

TEL.

GruenbeckP@state.gov

EMAIL

6. ISSUED BY OPEAQMCODE

RPSO Frankfurt OPE/AQM/IP/RPSO Frankfurt Office of Acquisition (AQM) Frankfurt

7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NO.

19GE5023R0001

CONTACT: UEI:

CODE FACILITY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, country, state and ZIP Code) (X)

X 9B. DATED (SEE ITEM 11)

01/26/2023

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X XThe 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, 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 __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 telegram 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 telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. 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 NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, 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)

E. IMPORTANT: Contractor is not, is required to sign this document and return 1 copy to the issuing office.

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

This solicitation is herewith amended incorporate the following changes:

1. Incorporate solicitation questions and answers 1 through 9;

2. Correct the period of performance in Part 1.3 from "July 1, 2023 to June 30, 2023" to "July 1, 2023 to June 30, 2024"; and

3. Extend the offer submission date from January 31, 2023 to February 17, 2023.

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.

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

Nicolas Wilhelm

(Signature of person authorized to sign)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED

By (Signature of Contracting Officer)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

01/26/2023

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

CGFS // CGFS

X

Line Item Summary

Solicitation Number:

19GE5023R0001

Contract Number: Title: ZAF - PEPFAR Event Organizer Services

Date of Solicitation:

01/26/2023

Line Item No.

Description Quantity Unit Unit Price Total Cost

001 BASE YEAR

CLIN 0001 One-day Conference Event CLIN 0002 Two-day Conference Event CLIN 0003 Three-day Conference Event CLIN 0004 Reimbursable Costs** CLIN 0005 Value Added Tax (VAT), if applicable CLIN 0006 Defense Base Act (DBA) insurance Type of Contract Pricing: FFP

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002 FIRST OPTION YEAR

CLIN 1001 One-day Conference Event CLIN 1002 Two-day Conference Event CLIN 1003 Three-day Conference Event CLIN 1004 Reimbursable Costs** CLIN 1005 Value Added Tax (VAT), if applicable CLIN 1006 Defense Base Act (DBA) insurance Type of Contract Pricing: FFP

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003 SECOND OPTION YEAR

CLIN 2001 One-day Conference Event CLIN 2002 Two-day Conference Event CLIN 2003 Three-day Conference Event CLIN 2004 Reimbursable Costs** CLIN 2005 Value Added Tax (VAT), if applicable CLIN 2006 Defense Base Act (DBA) insurance Type of Contract Pricing: FFP

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004 THIRD OPTION YEAR

CLIN 3001 One-day Conference Event CLIN 3002 Two-day Conference Event CLIN 3003 Three-day Conference Event CLIN 3004 Reimbursable Costs** CLIN 3005 Value Added Tax (VAT), if applicable CLIN 3006 Defense Base Act (DBA) insurance Type of Contract Pricing: FFP

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005 FIRST OPTION YEAR

CLIN 4001 One-day Conference Event CLIN 4002 Two-day Conference Event CLIN 4003 Three-day Conference Event CLIN 4004 Reimbursable Costs** CLIN 4005 Value Added Tax (VAT), if applicable CLIN 4006 Defense Base Act (DBA) insurance Type of Contract Pricing: FFP

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Section A - Solicitation/Contract Form Identifier Title Date Number of

Pages 1 RQS 19GE5023R0001.pdf 01/26/2023

Section A - Solicitation/Contract Form

Q&A - QUESTIONS & ANSWERS

Question #001:

Does the DBA insurance purchase requirement extend to subcontractors working on the project? Is the successful contractor responsible for purchasing DBA insurance on the subcontractor's behalf?

Answer #001:

DBA insurance is required for all employees working on the project, including employees of subcontractors. If prime contractor and subcontractor decide to obtain the DBA insurance for its employees separately, the prime contractor is required to submit evidence of DBA insurance for all parties to the U.S. Government.

Question #002:

Please provide the anticipated number of guests/attendees for each event.

CLIN - 1001 - One-day Conference Event CLIN - 1002 - Two-day Conference Event CLIN - 1003 - Three-day Conference Event Answer #002:

The number of guests/attendees for each event ranges between 10 to 150.

Question #003:

Please provide the anticipated number of speakers for each event.

CLIN - 1001 - One-day Conference Event CLIN - 1002 - Two-day Conference Event CLIN - 1003 - Three-day Conference Event Answer #003:

The number of speakers for each event ranges between 1 to 10.

Question #004:

Will all conference events take place in Pretoria?

Answer #004:

Conference events take place throughout South Africa.

Question #005:

Is there a proposed event schedule that can be shared?

Answer #005:

Due to security reasons, event schedules will not be shared to Offerors.

Question #006:

Will the conference events include high-profile speakers or dignitaries?

Answer #006:

Yes. Speakers are delegated from the U.S. Government and South Africa Government.

Question #007:

Will language interpreting services be required?

Answer #007:

No. Translation services are not required.

Question #008:

Is there a standard communications plan for attendees and invited guests that will need to be followed or will the contractor be allowed to develop their own communications plan?

Answer #008:

Communications plans will be provided by the COR. However, Contractor may be requested to develop one on some occasion.

Question #009:

Please confirm that the one-year time period dates in Part 1.3 of the Statement of Work (SOW) are correct.

Answer #009:

The period of performance is corrected in Part 1.3.

III. STATEMENT OF WORK - GENERAL INFORMATION

1. GENERAL INFORMATION

1.1 Background: The U.S. President's Emergency Plan for AIDS Relief (PEPFAR) is focused on HIV and AIDS epidemic control. In South Africa, the PEPFAR program is directed by the U.S. Department of State (DOS) Office of the Global AIDS Coordinator (S/GAC) and implemented by the U.S. Agency for International Development (USAID), Centers for Disease Control and Prevention (CDC), and U.S. Peace Corps. The PEPFAR program in South Africa is aligned with the National Strategic Plan for HIV, TB and STIs. The South Africa PEPFAR program works with the National and Provincial departments of health and other departments to support achieving epidemic control in the highest 27 HIV burdened districts across eight provinces. Additionally, PEPFAR, in conjunction with the Government of South Africa, works with non-governmental organizations (NGO), Faith Based Organizations (FBO), community-based organizations (CBO), multilaterals partners, and civil society sectors to support services and systems strengthening focus on prevention, and care and treatment services to people living with HIV/AIDS (PLHIV). More information about the South Africa PEPFAR program is available at: https://za.usembassy.gov.

1.2 Scope of Work Statement: On behalf of PEPFAR South Africa, the PEPFAR Coordination Office (PCO) requests the services of a contractor to:

1. Plan, coordinate, and manage on-site numerous meetings, workshops, conferences, webinars, and other events;

2. Arrange all travel, transportation, and lodging for event attendees and participants;

3. Procure equipment, supplies, and branded items for successful execution of events; and

4. Recruit and enlist the consultation services of various temporary and short term administrative, technical, and facilitation support personnel to provide on-site support (both for in-person and hybrid events) during the event. All South African National Department of Health COVID-19 health regulations, including masking, social distancing, and having hand sanitizer available in all rooms (as applicable) must be followed.

1.3 Timeline: All work would be carried out over a one-year time period from July 1, 2023-June 30, 2024, with optional one-year renewals to the service contract for the following four (4) years.

1.4 Roles and Responsibilities: The successful contractor will propose a team that is capable and qualified to execute all tasks that are identified below:

1. Regular communication and monthly check in meetings (via email and phone) with the Contracting Officer’s Representative

(COR);

2. Administration and coordination of conferences and events (on-site is required for in-person and hybrid meetings, conferences, and events) as requested by the COR, in compliance with all Bureau and Post requirements and adherence to all federal policies and requirements.

1.5 Technical knowledge Requirements: To deliver on this scope of work, the Contractor must have existing experience and detailed knowledge on Department of State requirements, PEPFAR implementation and travel regulations, which will need to be verified prior to Contractor appointment.

1.6 Cost Proposal: Vendors are requested to provide a deliverable-based pricing and billing schedule. The cost proposal must be a fixed fee rate per deliverable, inclusive of all costs, including direct and overhead expenses, travel, per diem and other miscellaneous costs. This rate shall apply to all work efforts, regardless of type or complexity. Payment will be made upon the successful completion of each deliverable.

SECTION III - SOLICITATION PROVISIONS

FAR 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (Nov 2021), is incorporated by reference (see SF-1449, Block 27A)

Addendum to 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (Nov 2021)

Summary of Instructions: Each offer must consist of the following:

Volume 1:

1. Completed SF-1449 cover page (blocks 12, 17, 19-24, and 30 as appropriate), and Section I, Pricing, has been filled out.

2. Completed Representations and Certifications (Section V – pages 50 - 80).

3. Provide the evidence of SAM registration as required in FAR 52.204-13. The SAM status must be “active”.

4. Completed form W-14 (Attachment B) if the offeror has represented that it is not a U.S. person and is eligible for exemption from the 2% excise tax.

Volume 2:

1. Resume of one Project Manager being proposed for this contract.

2. Evidence of education background and working experience.

3. Housing Plan if Contractor will be using TCNs for performance under the ensuing contract and will provide accommodation for the TCNs.

4. Contractor past performance information experience list of clients over the past three (3) years, demonstrating prior experience with relevant past performance information as set forth in the Statement of Work (SOW) and references (provide dates of contracts, places of performance, value of contracts, contact names, telephone numbers and email addresses). Offerors are advised that the past performance information requested above may be discussed with the client’s contact person. In addition, the client’s contact person may be asked to comment on the offeror’s:

- Quality of services provided under the contract;

- Compliance with contract terms and conditions;

- Effectiveness of management;

- Willingness to cooperate with and assist the customer in routine matters, and when confronted by unexpected difficulties;

and

- Business integrity/business conduct.

The Government will use past performance information primarily to assess an offeror’s capability to meet the solicitation performance requirements, including the relevance and successful performance of the offeror’s work experience. The Government may also use this data to evaluate the credibility of the offeror’s proposal. In addition, the Contracting Officer may use past performance information in making a determination of responsibility.

DEADLINE FOR SUBMISSION OF QUESTIONS

All questions shall be submitted as soon as possible but not later than Wednesday, December 28, 2022, by 1500 hours Central European Summer Time (CET). Questions shall be submitted via email to Patticha Gruenbeck at GruenbeckP@state.gov with a copy to FrankfurtRPSO@state.gov.

SUBMISSION OF PROPOSALS AND PROPOSALS DUE DATE

Proposal shall be submitted as soon as possible but not later than Friday, February 17, 2023, by 1500 hours Central European Time (CET). Proposals shall be submitted as a pdf document via email to Patticha Gruenbeck at GruenbeckP@state.gov with a copy to FrankfurtRPSO@state.gov. The email size shall not exceed 45MB. The subject should read “Proposal 19GE5023R0001”.

Late submission may not be considered