15 RFQ 5000198478 Amendment 0001.pdf

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 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 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.

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

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NUMBER 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUISITION NUMBER 5. PROJECT NUMBER (If applicable)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

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.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

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

IT MODIFIES THE CONTRACT/ORDER NUMBER 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

NUMBER IN ITEM 10A.

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

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.

15C. DATE SIGNED

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

16C. DATE SIGNED

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

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

Previous edition unusable

Daniel S. Rapoport

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

The purpose of this amendment is to hereby:

A. Provide answers to contractor questions received in response to this RFQ. Questions and answers are provided for informational purposes only. Any formal changes to the RFQ, if applicable, will be documented via a formal amendment to the solicitation. if a conflict arises between the solicitation and information provided in the questions and answers, the solicitation governs.

B. Extend the solicitation deadline through 11/14/24 at 4PM EST. All other terms and conditions remain unchanged.

Operations Branch Southern Region 5218 Atlantic Avenue Mays Landing, NJ 08330-2003 Attn: Megan Kelly Tel: Email: megan.e.kelly@irs.gov

500019847811/12/2024

1 3

5000198478

11/06/2024

Question RFQ Reference Answer

For the proposed technical solution, would providing a list of the equipment we plan to supply be sufficient, or is more detail required at this stage?

Part III, Volume 2 - Technical Submission,

p. 77 Please refer to Volume 2 - Technical Submission

Additionally, we typically coordinate A/V setup, including equipment positioning and power source locations, directly with the venue after the contract is awarded. Could you confirm if this approach is acceptable for this project? N/A Yes.

Regarding certifications and licensing documentation, are there specific documents you require in the proposal? Typically, the Certificate of Insurance (COI) is submitted to the venue after contract award, as each location may have unique requirements for third-party vendors. N/A Standard practice is to provide COI to venue

4 Virtual Attendence: What is the anticipated number of virtual attendees? N/A Estimated 75 based on prior year but could vary.

Virtual Attendence: Will two-way communication be required for virtual attendees to interact with in-person participants, or will virtual attendees only need to watch and listen? N/A

Virtual will need to see and hear the in-person sessions as well as the PPT presentations.

Virtual Attendence: Will screen-sharing be required for virtual attendees to view content? N/A

Yes, only the vendor will screen share the available PPT presentations. A PPT presentation will be provided as available to the vendor to share via Teams. The in-person will view the PPT on the projector screen and the presenter should be able to control the slides.

Virtual Attendence: Does the client prefer a specific platform for the virtual component, such as Zoom or Microsoft Teams? N/A Microsoft Teams

Virtual Attendence: For the virtual platform (Zoom/Teams), would you like us to handle setup and management, or will you be providing access to a pre-set virtual environment? N/A

We will provide access to a pre-set virtual environment.

Breakout Sessions: Will there be concurrent breakout sessions, and if so, how many? N/A

Yes, 2 breakout sessions will run at the same time approximately 6 different time slots over the 3-day period. A final conference agenda will be provided to selected vendor.

Breakout Sessions: Will any breakout sessions overlap with general sessions, and if so, how many? N/A No

2025 Annual Low Income Tax Clinic Grantee Conference AV Requirement RFQ: 5000198478 Amendment 0001 Q&A

Screen Display Preferences: For the general session room with a single presenter, how would you like the content displayed? Options could include: 1. Presentation material displayed throughout the session. Or 2. A combination of the speaker and presentation material (e.g., split screen or switching between the presenter and presentation). N/A

For in-room attendees, the projection screen should display presentation material (content). For virtual attendees, the Teams screen should display a combination of speaker and presentation material (content).

Screen Display Preferences: For panel sessions in the general session room, how would you like the screen display configured? Options include: 1.

Presentation material throughout the session., 2. Combination of speaker(s) and presentation material., or 3. Only the speaker(s) for the entirety of the session. N/A See answer to Question 11

Broadcast and Presenter Details: Will breakout room sessions need to be broadcasted to the general session room? N/A No

Broadcast and Presenter Details: Will there be more than one presenter in each breakout room? N/A Varies, 1-4

Broadcast and Presenter Details: Could you provide the anticipated number of panel sessions, along with the expected number of panelists per session, in the general session room? N/A

Approximately 10 general sessions with 1-4 presenters/panelists.

Broadcast and Presenter Details: Expected number of presenters for the general session room? N/A 1-4 for each session

Logistics and Equipment Access: Will A/V setup access to the meeting space be available on Monday, December 9th? If so, are there specific times we should be aware of? N/A

Yes, the vendor will be expected to test on Monday, Dec. 9th. Vendor will need to coordinate with hotel to establish timeframe for set up availability.

Laptops: We did not see laptops listed in the SOW. Could you confirm if presenters will be providing their own devices, and if so, how many? SOW, p. 5, P. 6

The Statement of Work lists 2 Laptops in Room 1 and 1 laptop in Room 2

I would like to know who the incumbent is, contract number and the total awarded amount N/A

Previous Contractor: AVR EVENT SERVICES CORPORATION, Previous Contract number: 2043FY-24- P-00032, Amount: $33,754.35