MTSNAC_Q_&_R.pdf

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Sol # 693JF717R00029

Conference Meeting Support Services

Questions & Responses

Question # 1) Related to the Cost Proposal- How do you propose that the contractor provide proposed fixed price estimates for contractor staff lodging travel and per diem if the locations are not known/provided, and the actual rates (2018 onward) are presently extremely flexible?

Response: In accordance with the Federal Travel Regulations (FTR), the proposed travel is only for the three (3) Committee Chair members and/or speaker(s) or presenter(s). Contractor staff lodging travel and per diem will not be reimbursed by the Government.

Question # 2) Related to the Cost Proposal- Since the number of participants, locations, dates are not known, how does Government want such information provided. Order of Magnitude cost estimates? This same question pertains to contractor staff estimates.

Response: The number of MTSNAC members is forty-four (44). The primary location for the

MSTNAC meetings is the Washington, DC area. Based on the availability of meeting space and cost, a different city may need to be researched by the contractor. If the primary location changes, the MARAD staff members will inform the contractor how to proceed. After the award of the contract and notice to proceed, the contractor will be provided the proposed dates for the meetings.

Question # 3) Related to the Cost Proposal- Within the SOW under the Travel section, Government requests detailed cost proposal for proposed travel. Our questions raised above are of concern to the requirement also?

Response: In accordance with the Federal Travel Regulations (FTR), the proposed travel will only apply to the three (3) Committee Chair members and/or speaker(s) or presenter(s)

Question # 4) Related to the Cost Proposal- As previously asked, what format does Government wish to see the costs presented? Using the fill information within the CLINS? Create an Order of Magnitude with anticipated locations such as: Cleveland, New Orleans? In other words, we do know how Government can request Other Direct Costs (ODC) to be within a fixed price cost presentation when such costs like travel, lodging and per diem rates are not set, extremely flexible and unknown. Please advise?

Response: The primary location for the MSTNAC meetings is in the Washington, DC area:

Department of Transportation (DOT) HQ; Federal Highway Administration (FHWA) Training

Building (Arlington, VA) and local hotels in Washington, DC.

Based on the availability of meeting space and cost, a different city may need to be researched by the contractor. If the primary location changes, the MARAD staff members will inform the contractor how to proceed.

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Question # 5) Related to Cost Proposal- However, having presented the above concerns, Contractor can provide Fixed Price Labor costs. Please advise. Further, the SOW requests names of individuals traveling, destination, mode of travel, lodging and meals. Is this for Contractor staff only? In any case, our concerns raised above and previously stated still present a foreseeable issue. Please advise.

Response: The Government will not reimburse any Contractor staff for any mode of travel, lodging or meals.

Question # 6) Is there an incumbent? Can you tell me if there is an incumbent for this work or if this is a new requirement? If there is an incumbent, can you tell me the contract number for the current contract? Also, can you tell me if there is a budget for this work?

Response: There is not an incumbent for this requirement. This is a new requirement. The contract # is DTMA-91-P-2013-0112 Contractor: Mega-Tech, Inc. Since the budget information cannot be divulged, please refer to the Federal Procurement Data System-Next Generation

(FPDS-NG)

Question # 7) Can the incumbent bid on this opportunity?

Response: The incumbent will have an opportunity to submit a proposal/quote for the new requirement

Question # 8) Is there a format that you prefer the cost proposal information to be presented? If there is a specific format, please provide a template or further guidance.

Response: There is not a format the information should be presented in. Another line item will be added for the travel cost details (Ex. line item expenses (Meeting & Travel))

Question # 9) How many MTSNAC members are there?

Response: There are forty-four (44) MTSNAC members.

Question # 10) How many MARAD staff are supporting the MTSNAC program effort?

Response: Since there are multiple MARAD staff members supporting the MTSNAC program effort, assistance is at as needed basis. After award of the contact and notice to proceed, the

MARAD staff members will be available at the kick-off meeting.

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Question # 11) Will Government pay for MTSNAC member travel?

Response: The Government will not pay for MTSNAC member travel (Exception: Three (3)

Committee Chair members and/or Guest speaker). If required, travel expenditures will be paid by contractor, then reimbursed through MARAD via invoice.

Question # 12) If Government will pay for MTSNAC member travel, will such travel be at full fare economy/express Amtrak, or other levels of travel.

Response: The Government will not pay for MTSNAC member travel (Exception: Three (3)

Committee Chair members and/or Guest speaker).

Question # 13) Is there a requirement for the preparation of read ahead material?

Response: Binders and other reading material are required for preparation of read ahead materials.

Question # 14) If there is a requirement for read ahead material, please advise: how many copies, how many pages, color copies, black/white copies, type of binder?

Response: Read ahead material will be a non-constant – will change based on the meeting requirements being held. Copies will be provided for all members participating – Generally 45-

50 copies in appreciate size binders and in color

Question # 15) Is there a requirement for supplies for the MTSNAC member meetings?

Response: Yes, there is a requirement to provide supplies for the MSTNAC member meetings.

Question # 16) If there is a requirement for MTSNAC meeting supplies, please advise, such as:

paper pads, pens, other supplies (large presentation pads)?

Response: The supplies include: Note pads, pens, paper, markers, large white paper pads, example 2’x3’ pads, highlighters

Question # 17) Is there a need for audio/visual support?

Response: Yes, there is a need for audio/visual support.

Question # 18) If there is a requirement for audio/visual support, please advise such as: podium and microphone, stand-alone microphone, easels and markers, LED project and screen, webinar set-up and broadcast support?

Response: A podium and microphone, stand-alone microphone, easels and markers, LED project and screen, webinar set-up and broadcast support will be required.

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Question # 19) What is the number of days for a MTSNAC event?

Response: The MTSNAC event is between 1 to 3 days; depending on topic of meting.

Question # 20) Is there a need for a note taker at each MTSNAC events?

Response: Yes, there is a need for a note taker at each MTSNAC event.

Question # 21) If there is a need for a note taker at MTSNAC meetings, what is the frequency of this requirement (every meeting, frequent meetings, on call)?

Response: The note taker is required for every Full committee meetings only.

Question # 22) Is there a requirement for the Vendor to provide a Subject Matter Expert (SME) for research purposes?

Response: There is not a requirement for the vendor to provide a SME for research purposes.

Question # 23) Is there a requirement for a SME/Meeting Group Facilitator or facilitator of focus group sessions?

Response: MARAD staff will provide a SME/Meeting Group Facilitator or facilitator of focus group sessions. The vendor is not a required to provide a facilitator.

Question # 24) Is there a requirement for graphic support such as: directional posters, binder covers?

Response: There is a requirement to provide graphic support such as: directional posters, binder covers. After the notice to proceed, the contractor will receive further information about what is needed for graphic support.

Question # 25) Is there a requirement for name badges and table tents (recyclable) for MSTNAC and MARAD/DOT staff?

Response: There is a requirement for name badges and table tents for MTSNAC and

MARAD/DOT staff. After the notice to proceed, the contractor will receive further information regarding the attendees.

Question # 26) What are the anticipated non-Washington DC meeting locations (such as St.

Louis, Seattle, New Orleans, or Cleveland)?

Response: All locations outside of DC will be decided based on cost – if a different location is used. No outright locations have been approved yet.

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Question # 27) Will Government provide MTSNAC members with a daily GSA approved per diem allowance?

Response: The Government will not provide MTSNAC members with a daily GSA approved per diem allowance.

Question # 28) Will Government provide reimbursement of MTSNAC members local travel expenses, such as: taxis, parking, or mileage)?

Response: The Government will not reimburse MTSNAC members local travel expenses such as: taxis, parking or mileage.

Question # 29) Is there a requirement for resumes to be submitted with the technical response?

Response: Resumes are not required for the technical response.

Question # 30) If there is a requirement for resumes, which “staff” such as: project manager/event coordinator are required and how many pages per resume?

Response: There is not a requirement for resumes for the project manager/event coordinator. The information (ex. project manager/event coordinator) can be included in the proposal package.

Question # 31) Is there a page limit to the technical response?

Response: There is not a page limit for the technical response. The proposal package shall not exceed ten (10) pages.

Question # 32) Aside from the Past Performance Questionnaire, is there a requirement for Past

Performance statements?

Response: There is not a requirement for Past Performance statements.

Question # 33) Will Government consider extending the proposal due response date given the number and nature of the questions raised?

Response: Based on the nature of the questions submitted, the Government shall not consider extending the proposal response due date.

Question # 34) Will the Government identify the actual physical places the MSTNAC meetings will be held, such as DOT HQS Media Center, local hotel meeting rooms and so forth?

Response: The primary location for the MSTNAC meetings are held in the Washington, DC area: Department of Transportation (DOT) HQ Washington, DC; Federal Highway

Administration (FHWA) Training Building (Arlington, VA), local hotels Washington, DC.

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The proposed travel (Government travel rates/per diem) is only for the three (3) Committee

Chair members and/or speaker(s) or presenter(s). (Note: The 2017 Committee Chair members are located on the west coast and St. Louis, MO. Since the Committee Chair members are voted in every year, the members are subject to change).

Question # 35) The evaluation criteria information pages refer to a SOW, but there is no SOW provided in the solicitation. Please advise?

Response: The FedBizOpps Solicitation Package website link is attached for reference https://www.fbo.gov/spg/DOT/MARAD/HQOA/693JF717R00029%20/packages.html

Question # 36) How can the previous contract be accessed?

Response: Since the contract information was never uploaded to Virtual Office of Acquisition, the total amount obligated was $420,990.00 (base +option years).

https://www.fbo.gov/spg/DOT/MARAD/HQOA/693JF717R00029%20/packages.html