MTSNAC_Draft_Q__R_v2.pdf

Sol # 693JF717R00029

Conference Meeting Support Services

Questions & Responses v2

Question 1) Based on Q&A from 8/21/17, Question # 31: Is the total page count of Volume 1

Technical and Volume 2 Cost 10 pages for both volumes combined? Does the total page count exclude cover and table of contents?

Response: The total page count is 10 pages for both volumes (Technical and Cost), the cover and the table of contents.

Question 2) Q&A of 8/21 Question # 14 regarding read ahead materials: Should cost proposal include costing of reproducing these 45 – 50 copies and mailing for read ahead? If so, what will be the total page count anticipated for each session? Does the 45-50 represent the number of participants or the approximate number of pages copied per participant?

Response: The proposal should not include the costs for the read ahead materials. The MARAD staff anticipates the read ahead documents will be emailed to attendees of the meetings. The 45-

50 number represents the number of attendees.

Question 3) Should audio visual costing be included as another direct cost (ODC)?

Response: The audio/visual costs should be calculated in with MTSNAC Meeting task. Please see the Conference Meeting Support Services Spreadsheet.

Question 4) In reference to the potential recording for future webinar broadcast, please advise if this would be for the Full Committee or potentially for Full and Subcommittee meetings? Should costing be included in this proposal for potentially all six meetings to be recorded?

Response: The webinar broadcast could be potentially set-up for Full and Subcommittee meetings. The costs should be included in this proposal for potentially all six meetings to be recorded.

Question 5) Please advise as to food functions anticipated (Breakfast, Breaks am/pm, Lunch). Should the costing from Sodexo with regards to the anticipated functions be included in proposal?

Response: The anticipated food/beverage functions may be Light Refreshments. Examples of the food functions are listed in the revised SOW. Estimate calculations of the food functions should be included in the proposal.

Question 6) In regards to costing for food and beverage, should the proposal cover costing for the 44 MTSNAC members as stated in the Q&A?

Response: When directed for MTSNAC members, subcommittee members and invited USDOT participants, the estimate costs for food and beverage should be listed in the proposal.

Question 7) In view of the number of questions posed, would the agency consider an extension on the due date for the proposals?

Response: Due to the urgency and 1st Meeting that is scheduled, MARAD may not consider an extension for submitting proposals.

Question 8) The answers to Questions 11 and 12, provided as part of Amendment 1 of the solicitation, reflect that the Government will not pay for travel of any attendees, as well as any contractor staff, other than the 4 identified in the solicitation in the Travel CLIN 2. In the answer to Question 11, the government states that the MTSNAC members will not be on travel orders and that they can submit travel expenditures to the contractor and be reimbursed through

MARAD via invoice. Please clarify if the following is the method upon which to propose for this: The contractor will build the cost of MTSNAC members into the Fixed Price Labor

CLIN 1 and subsequent option CLINs. The contractor will also build the cost of their staff travel into the Fixed Price Labor CLIN 1 and subsequent option CLINs. The Travel CLIN in the solicitation shall be priced based upon only 3 committee chair members and a speaker/presenter.

Response: Since the Co-Committee chairs and Subcommittee chairs were not included in the total, the number of committee chairs authorized for travel/lodging reimbursement changes to twelve (12).

Question 9) A secondary question to the above is: Would the government provide past history regarding the locations of the 44 MTSNAC members? This will allow for more realistic price proposals.

Response: The past history regarding the locations of the 44 MTSNAC members will not be provided.

Question 10) And a further question on the travel subject is: If the locations of the 44 MTSNAC members are not provided will the Government be approving the MTSNAC travel costs exactly as submitted by the members to the contractor, and will MARAD be sending the contractor payment in full for all MTSNAC travel costs invoiced?

Response: The Government will only provide travel for twelve (12) MTSNAC Committee chair members and/or speaker(s) or presenters(s). The travel costs should not to exceed applicable

Government Services Administration Federal Travel Regulation (FTR) rates. Once MARAD is invoiced, the contractor will be paid in full for all MTSNAC travel costs invoiced.

Question 11) Are all the tasks in the SOW to be priced under one lump sum Firm Fixed Price in

CLIN 1?

Response: The revised MTSNAC Line item spreadsheet lists the tasks areas and sub-task areas under each task.

Question 12) There seems to be some conflicting information on how the proposals will be evaluated. In page 17 of the Solicitation, section (a), it states: “(a) The government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation deemed the lowest price technically acceptable.” However, in the Source Selection document, Section titled “Basis for Award”, it states: “The determination of best value shall be based on a trade-off process utilizing a comparative assessment of the proposal against the factors set forth above. In determining which proposal provides the best value to the

Government, when combined, Technical and Past Performance are significantly more important than Cost/Price.” Is this an LPTA contract?

Response: This requirement is not LPTA. It is Best value; Technical and Past performance is slightly more than price.

Question 13) Are the Webinars in addition to the Committee or Subcommittee meetings, or are they a replacement for meeting face-to-face? If the webinars are in addition to the Committee and Subcommittee meetings, how many are anticipated, for purposes of this proposal? How many attendees are anticipated? How long will each webinar be?

Response: The Webinars in some cases will be in addition to the Committee or Subcommittee meetings and in other cases could be a replacement for meeting face-to-face. A webinar broadcast of a meeting is for members unable to attend a meeting physically. The number of attendees could range from 5 to 50. Webinars would reflect the length of meetings.

Question 14) How many sleeping rooms are required for each Committee meeting? How many nights?

Response: Once the MARAD Staff determines the place of performance and date(s), the sleeping rooms depend on the numbers of travelers for whom travel is directed to be arranged.

Ex. Typically for a one day meeting, accommodations would be required for one evening. For a two-day meeting, two evenings of accommodation may be required.

Question 15) How many sleeping rooms are required for each Subcommittee meeting? How many nights?

Response: Once the MARAD Staff determines the place of performance and date(s), the sleeping rooms depend on the numbers of travelers for whom travel is directed to be arranged.

Ex. Typically for a one day meeting, accommodations would be required for one evening. For a two-day meeting, two evenings of accommodation may be required.

Question 16) In the Q&R you mentioned there being (3) Committee Chair members and/or speaker(s) or presenter(s)- will the contractor need to include travel costs in the proposal? If so, will this need to include airfare costs (if so from where), hotel rooms (if so, for how many nights and in which months), and ground transportation?

Response: Offerors will need to include travel/lodging costs for twelve (12) Committee Chair members and/or speaker(s) or presenter(s). The travel/lodging costs will be on a not to exceed applicable Government Services Administration Federal Travel Regulation (FTR) rates. The number of personnel traveling will need to be arranged will depend on the meeting.

Question 17) What dates should be used for the purposes of this proposal? For Committee

Meetings, Sub-committee Meetings, and Webinars.

Response: The dates are not scheduled or provided for the Committee Meetings, Subcommittee

Meetings and/or Webinars.

Question 18) Related to Q&R 15- should we plan on pricing 50 color pages printed per person for each Committee Meeting? For each Subcommittee Meeting? For each Webinar?

Response: Ideally, pricing for the printing of read ahead meeting material should be a flat fee for the first 50 pages (and on a per page basis thereafter). Read ahead meeting material will only be necessary for Full Committee and Subcommittee meetings.

Question 19) Related to Q&R 16- will these materials be needed for each Committee Meeting?

Subcommittee Meeting? Webinar? Please indicate quantities for materials listed.

Response: The materials will be needed just for full MTSNAC and subcommittee meetings, not webinars. Quantities will vary depending on the type of meeting and the number of anticipated attendees.

Question 20) Related to Q&R18, - are these audio visual (AV) materials needed for each

Committee Meeting? Each Subcommittee Meeting? Each webinar? How many easels are needed for each meeting?

Response: The audio/visual materials are needed for each Full Committee and Subcommittee

Meeting. Four (4) easels are needed per meeting.

Question 21) For the Committee Meetings – what is the anticipated schedule of events, and what meeting space/how many meeting rooms are required? How should each meeting room be set up? What audio visual equipment is required in each meeting room (please indicate equipment types and quantities)? What other equipment and/or office supplies are required?

Response: The anticipated schedule of events is 2 or 3 three hour blocks of time for the meeting.

Each meeting should have a main plenary space and up to 3 breakout rooms. AV equipment is only necessary in the plenary room. One (1) easel per room is needed for the breakout rooms/session.

Question 22) For the Sub-Committee Meetings – what is the anticipated schedule of events, and what meeting space/how many meeting rooms are required? How should each meeting room be set up? What audio visual equipment is required in each meeting room (please indicate equipment types and quantities)? What other equipment and/or office supplies are required?

Response: The anticipated schedule of events is 2 or 3 three hour blocks of time for the meeting.

Each meeting should have a main plenary space and up to 3 breakout rooms. AV equipment is only necessary in the plenary room. One (1) easel per room is needed for the breakout rooms/session.

Question 23) Is any meeting space required for the Webinars, or are they delivered virtually? If meeting space is required, what is the anticipated schedule of events, and what meeting space/how many meeting rooms are required? How should each meeting room be set up? What audio visual equipment is required in each meeting room (please indicate equipment types and quantities)? What other equipment and/or office supplies are required? If people are gathering from out of town for these webinars, how many sleeping rooms are required and for how many nights?

Response: The webinars will be delivered virtually. The MARAD Staff will direct the contractor regarding the anticipated schedule of events/space, webinar set-up and audio/visual equipment. A conference room would be required. If individuals are gathering from out of town for the webinars, the MARAD Staff will direct the contractor regarding the sleeping arrangements.

Question 24) Are lanyards required for name badges?

Response: Lanyards are not required for the name badges.

Question 25) How many table tents are required?

Response: The number of required table tents range between 40 and 60.

Question 26) What other equipment is required?

Response: The other equipment required are pads, pens Provide notepads and pens for meeting participants, including display easels, display pads and markers (both paper and whiteboard).

Question 27) In the Q&R it says graphic design services for Directional Signs and Binders- for purposes of this proposal, how many signs are needed? What size and material? Will the Govt provide graphics and logos? Will the contractor provide graphic design for each sign?

Response: The Directional Signs required is approximately three (3) and Binders range between

40 and 60 which is the standard size for meeting directions. The Government will provide graphics and logos. The contractor does not need to provide graphic design for each sign.

Question 28) For the purposes of this proposal, please provide details for program materials:

a. Is the contractor expected to provide a 3-ring notebook or a folder for each participant?

Response: The contractor is expected to provide 3-ring notebooks for each participant

b. How many pages will need to be printed for each Committee Meeting and each

Subcommittee Meeting? Single sided or double sided? How many in color and how many in black and white?

Response: The page count could range from 50 to 100 pages. The pages should be double sided. The MARAD Staff will direct the contractor regarding which pages should be in color.

c. Is any binding required for program materials?

Response: Binding is not required for the program materials

d. What design services are required for program materials?

Response: Design services is not required for program materials.

Question 29) Will the contractor be required to ship additional materials to any meetings? If so, how many boxes, what size, what weight should be used for purposes of this proposal?

Response: The contractor will be required to ship additional materials to any Full Committee or

Subcommittee meetings. The number of boxes, size and weight are unknown at this time.

Question 30) For purposes of this proposal, how many hours of video recording are anticipated for each meeting?

Response: The number of hours of video recording for each meeting is anticipated between 8 to

12 hours.

Question 31) Will the government provide a laptop with the preferred technology? Ex:

GoToMeeting, Adobe Connect, etc.?

Response: The Government will provide a laptop with the preferred technology.

Question 32) In what format would the government like the webinar recordings delivered?

Response: The delivery of webinar recordings is unknown.

Question 33) For the post conference summary- what format should this be in and how many pages should be allocated for each meeting?

Response: For the post conference summary, the meetings should be typed in Microsoft Word

2013 or 2017(.docx). The number of pages depend on the length of the meeting and the dialogue.

Question 34) How many days and how many hours per day will transcription services be needed for each of the committee meetings?

Response: Transcription services is needed for one (1) or two (2) days and between 8 to 12 hours.

Question 35) For purposes of this proposal, how many pages are anticipated for the printed copies of proceedings? Will they be in Black and white or color? Single sided or double-sided?

How much lead time will be provided for printing?

Response: The anticipated printed copies of proceedings count could range from 50 to 100 pages. The pages should be double sided. The MARAD Staff will direct the contractor which pages will be in color. The lead time could be 2 days or as little as 5 hours.

Question 36) For purposes of this proposal, how many display easels, display pads, paper marker sets, and whiteboard marker sets are needed for each Committee Meeting? Each

Subcommittee Meeting?

Response: Up to four (4) display easels, four (4) display pads, four (4) paper marker sets and four (4) whiteboard marker sets are needed for each Committee Meeting and Subcommittee

Meeting.

Question 37) Will the contractor be responsible for finding speakers for the meetings?

Response: The contractor will not be responsible for finding the speaker(s) and/or presenter(s) for the meetings.

Question 38) What is anticipated/expected for participant communication? What is anticipated/expected for speaker communication?

Response: These questions are not understood.

Question 39) How many meeting rooms are required for each meeting, and how should they be set? What audio visual equipment is required for each meeting (please indicate type and quantity for each meeting). Is a dedicated technician required? What are the hours of each meeting? Are standard hotel-size writing pads required, or is another size required? (Please provide details.)

Response: A plenary (main) space and up to 3 breakout rooms (U-shaped setup). A podium with two (2) hand-help microphones. The meeting will take place during normal business hours (Ex.

8:00am – 5:00pm). Standard hotel-size (5x8 junior) sized writing pads are sufficient.

Question 40) Are electronic invitations sufficient?

Response: Electronic invitations are sufficient.

Question 41) Will the registration site/content need to be provided in any language(s) other than

English?

Response: The registration site/content will not be provided in any language(s) other than

English

Question 42) Will the contractor be expected to provide staffing for onsite registration/check-in services for Committee Meetings and Subcommittee Meetings? What are the hours required for onsite staffing for each meeting?

Response: The contractor is expected to provide staffing for onsite registration/check-in services for the Committee Meetings and Subcommittee Meetings. The MARAD Staff will advise the contractor the hours the onsite staff will be required for each meeting.

Question 43) How many meals and how many breaks/light refreshments will be needed for each

Committee Meeting and each Subcommittee Meeting? How many meals for each meeting should be included in the budget (i.e. how many non-public attendees getting meals)?

Response: Light refreshments/beverages may be served just for Breakfast only for the Full

Committee and Subcommittee meetings. Refreshments may or may not be provided for lunch. If lunch is not provided, the Government will not reimburse MTSNAC members/non-public attendees. Normally non-public attendees range between 40-50 individuals. There will be one (1) break the first day of a full day meeting and one (1) Lunch.

Question 44) How can we get accurate pricing from Sodexo to include in the proposal?

Response: Sodexo Catering web link https://usdotcatering.catertrax.com.

https://usdotcatering.catertrax.com/