SF-30_Amendment 1 - QandA.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

1 4

2. AMENDMENT/MODIFICATION NO.

A0001

3. EFFECTIVE DATE

08/05/2024

4. REQUISITION/PURCHASE REQ. NO.

PR12787248

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE

7. ADMINISTERED BY (If other than Item 6)

CODE

AMERICAN EMBASSY LISBON

AV. DAS FORCAS ARMADAS, ATTN: GSO/PROCUREMENT

LISBOA 1649-044

PORTUGAL

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

9a. AMENDMENT OF SOLICITATION NO.

19P05024Q0033

Prospective Offerors

9b. DATED (SEE ITEM 11) 08/05/2024

10a. MODIFICATION OF CONTRACT/ORDER NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ ] The 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 _______ 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 APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

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 [x] is not, [ ] is required to sign this document and return ___ copies to the issuing office.

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

The purpose of the amendment to this solicitation is to answer all questions submitted by interested vendors.

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 OF CONTRACTING OFFICER

Jonathan Nwosu

15B. NAME OF CONTRACTOR/OFFEROR

BY

(Signature of person authorized to sign)

15C.DATE

SIGNED

16B. UNITED STATES OF AMERICA

BY

(Signature of Contracting Officer)

16C.DATE SIGNED

NSN 7540-01-152-8070 Standard Form 30 (revised 10/83) Previous edition unusable Prescribed by GSA FAR (48 CFR) 53.243

RFQ19P05024Q0033

ICLN Viticulture Symposium Porto 3-4 December 2024

QUESTIONS & ANSWERS

Question 1

Accommodation:

At the bottom of page 7, it says "the contract shall not include any severable cost element relating to the room block". However, although the reservation of the rooms is not through us, but directly with the hotel, we will have to include a management fee because we will have to deal with all the procedures with the selected hotel until the process is finalized.

Can we put this separate value in our proposal or is it better to include it in one of the other items?

Answer:

You can include this separate value in your proposal.

Question 2

- At the beginning of page 8 it says "3.5.1. The government requests a group rate for up to 140 rooms and up to 10 rooms at a rate equivalent to the federal per diem rate established by the General Services Administration (Usd. 226.00), or the prevailing rate, if lower."

Can you explain to us what is intended here or what it means? Will some rooms – up to 10 – be booked up to this price?

Answer:

The vendor will need to work with the hotel to secure the group rate for up to 140 rooms at the U.S.

government per diem rate. The phrase “up to 10 rooms” is incorrect and should be ignored.

Question 3

Regarding the services for the seminar, although the SOW does not describe in detail the need to include paper folders or a cloth bag for the participants to place the program and other printed documents, I think that we should also consider these materials in the item "Promotional materials" (3.9), correct?

Answer:

Yes, this is correct. A welcome packet with folders or a cloth bag could be considered under “Promotional materials” and would be very appreciated. Other promotional materials would include large signage for the conference room, direction signs for the hotel, printed agendas, etc.

Question 4

Regarding the meeting space, what are the requirements for the conference venue and how many breakout rooms are needed?

Answer:

The meeting space should be able to accommodate up to 150 people and the venue should have 4-6 rooms available for breakout sessions.

PLEASE NOTE: USDA is in negotiations with a possible venue to host the conference and breakout sessions. If USDA receives confirmation, then the vendor will no longer need to identify its own meeting venue or include meeting space rental in its contract. The vendor will then be responsible for serving as the main liaison with the venue owners to organize and set up the conference. If this confirmation is received, USDA will immediately update the vendors. However, at this time please include the meeting space and associated costs in your proposal.

Question 5

Point 3.6: Transportation On the day of the visits to wineries/institutions and taking into account that the work statement informs that these visits will probably take place in the Douro region, we would like to alert you to the fact that the estimated schedules will not be possible to meet, since even the closest region of the Douro Valley is located about 1h30 from the city of Porto.

Answer:

We understand that these schedules are optimistic, and they be considered as guidelines, rather than firmly fixed. Once we have identified the locations of the site visits, we do final adjustments to the departure and return times accordingly.

Question 6

Still at this point, we know that the names and location of the places to visit on this date will be informed by October 1st. However, would it be possible to at least have the approximate locations?

This information is of extraordinary importance for us to elaborate the proposal for the group's lunch item, because depending on the city in which this lunch takes place, it may have very different values per person.

Answer:

We are currently working to secure a visit to ADVID, the Vine and Wine Cluster in Vila Real for the first site visit. We hope to identify a winery site visit relatively close to that institution.

Question 7

In the event that, for example, it is confirmed that the visits will take place in a region other than the Douro, can the proposal be adjusted or does the amount we present now have to guarantee any possible adjustment?

Answer:

It is extremely unlikely that a different region will be chosen for site visits. However, your proposal should guarantee possible adjustments, as the final locations may not be known for a few months.

Question 8

And still in this context, a more general issue: what we usually do is include in our proposals 2 alternatives for lunch place: one with a higher price and another simpler option with a lower price. Is this possible within the scope of the presentation of this proposal or will we have to present only a closed/fixed value for each item?

Answer:

You are welcome to provide two alternatives for the lunch. However, it may be easier to provide one proposal of a mid to higher level rather than a simpler option, given the international nature of this conference and its participants.