36C10X25Q0040 0001.docx

DOCX document 122 KB Posted Jan 7, 2025

Attached to: National Veteran Golden Ages Games Pickleball Tournament
Solicitation number: 36C10X25Q0040
Issued by: Department of Veterans Affairs Strategic Acquisition Center Frederick

About this file

Written by GovTribe AI · Jan 7, 2025

This is an amendment (0001) containing questions and answers for solicitation 36C10X25Q0040, which seeks a contractor to manage the 2025 National Veterans Golden Age Games (NVGAG) Pickleball Tournament in Memphis, Tennessee.

The Q&A clarifies that the event will run June 2-5, 2025 with travel days on May 31 and June 6, and setup on June 1. The tournament will use 10-12 pickleball courts on basketball court flooring, with both government and contractor personnel assisting in setup. Key details confirmed include: the minimum age for competitors is 55, tournaments will be organized by skill division/age/gender, competitors can bring their own paddles, NVGAG will provide office supplies and medical personnel, equipment can remain setup overnight, and some players will register with partners while others will need pairing. The contractor will receive registration data via Excel files to create skill divisions and will need to maintain required insurance coverage including general liability insurance of at least $500,000 per occurrence, workers' compensation, and disability insurance.

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Other files

File	Type	Posted
Attachment A NVGAG Pickleball Tournament Event Management Pricing Sheet.xlsx	XLSX spreadsheet	Dec 27, 2024
36C10X25Q0040.docx	DOCX document	Dec 27, 2024

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5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

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:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(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 electronic communication 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 is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, 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.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

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 letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

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

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

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

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

36C10X Strategic Acquisition Center - Frederick Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

36C10X Strategic Acquisition Center - Frederick Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703 To all Offerors/Bidders

36C10X25Q0040

The purpose of this amendment is to:

Answer industry questions.

Jaime Bennett Contracting Officer

Questions

Answers

Provide overall onsite tournament event management and labor for the 2025 NVGAG Pickleball competition, part of the 39th National Veterans Golden Age Games in Memphis, Tennessee June 2-5, 2025, from 6am – 8pm daily (times include setup and breakdown).

Please clarify the total number of days required. Does the June 2 - 5 timeframe include the time required for both setup and breakdown? And does the client consider two additional travel days for this project?

For Example:

Travel Day to Event Setup Day June 2-5 Tournament Break Down Day Travel Day return Home of Record Eight Days Total?

Travel Day would be the 30th - setup would not be until that evening of June 1, 2025. Yes 8 days total - return travel day is the 6th.

Volunteer Support (referees, line judges, scorekeepers)

We will base this on 12 courts based on the potential number of players. Do you have any objections to this?

Yes, you can base on 10-12 courts.

10-12 Complete Pickleball Net Sets

We should count on 12 courts to ensure we can meet the potential number of players. Do you have any objections to this?

Is this a total team setup? Government and Contractor or just the client (what type of setup)?

Yes, you can base on 10-12 courts. Government and Contractor will work together to setup

Display monitors for bracketing

Will the tournament displays be dynamically linked to our laptops, allowing for real-time bracket updates or will it be a static image that requires manual updates?

Yes

Memphis, Tennessee . Specific location of the tournament is yet to be determined.

Will the contractor be a part of the site visit/survey, prior to contract? If Yes, do we add it to travel costs or ODCs.

Contractor will not be a part of the site visits.

2025 Event Schedule – Final version will be provided to Contractor within one (1) month of the actual event move-in date of May 28 , 2025.

Will we receive access to the entire event schedule within one month of the May 28th move-in date? This would allow us to identify potential scheduling conflicts for our players who may be involved in other events and adjust our own schedule accordingly.

Will we have access to multiple years of After Action Reports (AARs) from both players and staff regarding previous pickleball competitions? This information would be invaluable for identifying potential areas for improvement and ensuring a smooth and successful event that exceeds expectations.

Yes the contractor will have access to the schedule a month prior if not sooner. If awarded contractor can be provided with at least two years of AARs for Golden Age Games Pickleball tournaments.

5.2.2 Contractor must access registration numbers after 2025 online registration closes and begin to create competitive skill divisions with updates along the way.

Will we have direct access to the registration data within the online registration system to ensure we can successfully create competitive skill divisions after the online registration closes? And/or will we be provided with downloadable data files containing the necessary information?

There will not direct access but all necessary information will be provided to Contractor to create skill divisions. You will be provided with excel files with of the information requested.

a.The Contractor agrees to procure and maintain insurance, while the contract is in effect, Workers Compensation and Employee’s Public Liability Insurance in accordance with Federal and State of Tennessee laws.

Given that we are providing event management services as a team and not as individual employees, would our existing USA Pickleball insurance coverage be sufficient to meet the Workers' Compensation and Employee's Public Liability Insurance requirements outlined in the contract.

Insurance should cover General liability insurance protects a business against claims that its services, employees or advertisements caused personal injury or property damage1.Federal law requires all businesses with employees to have2:

Workers' compensation Disability insurance Unemployment insurance

b.The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.

Does this directly necessitate the requirement for Workers' Compensation and Employee's Public Liability Insurance?

Workers' compensation Disability insurance Unemployment insurance

d. The COR shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) days’ notice to the Contracting Officer.

The statement indicates a requirement for insurance coverage as specified in FAR 52.228-5 and FAR Subpart 28.307-2. As our current coverage under USA Pickleball may not fully meet these specific requirements, can we include the cost of acquiring and maintaining the necessary insurance coverage as an additional line item in our proposal?

Applicability of FAR Subpart 28.307-2: Given that the event will be held at a commercial or public property and does not involve government property or primarily involve government work, could you please confirm the specific applicability of FAR Subpart 28.307-2 in this context? From our position, we want to keep costs down, but we will need to apply this cost if required.

No additional line items. The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract. General liability. (1) The contracting officer shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

Is the lowest age bracket/competitor 55? Or will you allow veterans and military personnel under that age to play in the tournament? I am assuming that once they are broken down into age brackets, that you would then like skill to be the next differentiator. Essentially you want Age to be the first decider than skill instead of skill followed by Age.

Lowest age group is 55 – skill division, age and gender, will be how the tournaments will be broken down.

How many pickleball courts will there be? -

What is the playing surface?

basketball court flooring

Are people bringing their own paddles or are you providing them for everyone?

we have paddles in our inventory, but most bring their own.

5) Are office supplies supplied by NVGAG or by the Contractor – seems to be conflicting info throughout the document given?

NVGAG will provide office supplies.

Can you provide the NVGAG Event schedule? The software I use has a built in scheduling feature to ensure an efficient and seamless tournament experience. –

The event schedule is listed on our website.

Is NVGAG or the Contractor responsible for medical personnel? There are conflicting statements within the document.

The NVGAG will provide medical personnel.

Are we able to set up for the tournament the day prior to the start of the event? If courts need to be measured, lined, and taped, it will take more than two hours to do so.

Yes – tournament setup will begin the evening of June 1, 2025. Travel days would be May 31, 2025, setup is June 1, competition is June 2-5, Departure date June 6, 2025

Can the nets and tournament equipment be left up overnight the first 3 nights of the tournament?

YES

I will be using Pickleballbrackets.com to run this event. A typical division would be labeled Men’s Doubles 55-59, 4.0

yes however, we will be group them in divisions as well, as listed in the PWS.

Will participants be registering with partners or will everyone be registering individually and then be required to pair up?

Some will register with partners and some pairings will need to be made.

What sort of virtual presentation are you looking for to be able to provide the competitors prior to the tournament? 4-6 weeks prior is still a decent amount of time for some formats to change, may want to move this date closer to the tournament start.

A virtual presentation will be made of the tournament format and process – date of presentation is negotiable.

In regards to wristbands, they are typically only used by one of the competitors on each team and it is to signify that the correct player is serving. The software implements automatic texts to each player that tells them where they need to go court wise and who they will be playing.

This is something that can be discussed as well.

Lastly, I see where the Contractor should scan competition results to a provided link. The software I use links with a rating program called DUPR and all the results are uploaded in real team and as I record the results in the computer. Will these results need to be recorded another location?

Possibly – this can be discussed with the best method.

File details come from the government source that posted it. Updated Jan 7, 2025.