Q_&_R_v.3.pdf

Sol # 693JF717R00029

Conference Meeting Support Services

Questions & Responses v3

Question 1) Which copies of the SF1449 are required (Original, Amendment 1, Amendment 2);

all or?

Response: Although the SF1449 Form and Amendments were attached under this solicitation, the documents are not required for interested offerors to submit a proposal package.

Question 2) Do you actually want the technical and cost information included/presented within the same volume (something very very seldom requested)?

Response: The Technical Capability/Qualifications information can be presented in Volume 1 and the Price/Cost information presented in Volume 2.

Question 3) Do the Table of Contents, Cover page, and transmittal letter count within the 10 page limit?

Response: The Table of Contents, Cover page and transmittal letter should be included within the 10 page limit.

Question 4) Bottom line question is, what is the page limit for the Technical response, ONLY?

Response: The Technical Response page limit should be no more than eight (6) pages. (Note: This is up to the discretion of the offeror)

Question 5) Bottom line question is, what is the page limit, if any, for the Cost response, ONLY?

Response: The Price/Cost response page limit should be no more than two (2) pages. (Note: This is up to the discretion of the offeror)

Question 6) As we interpret the Excel Spreadsheet “Conference Meeting Support Services Lime

Item Estimates” we fail to see the provision for our LABOR Cost to be inserted. The Spreadsheet as currently designed/presented clearly reads as OTHER DIRECT COSTS (ODCs) related conference support costs. Our QUESTION is:

a. How and where do you wish to see the LABOR costs presented and where?

Response: The MTSNAC Line Item Estimates should include the Labor costs, ODC(s) such as Meeting support, A/V Support, Webinars, Documentation and Materials. Please do not price Labor costs separately.

b. Is the Labor cost firm fixed price correct?

Response: For this requirement, the Labor cost is a firm fixed price.

c. The ODC is “Estimates” payable upon receipt (cost reimbursable) and approval by

MARAD DFO, correct?

Response: The ODC estimates are payable upon receipt based on the approval of the

MARAD DFO and Contracting Officer.

Question 7) Perhaps most importantly, what is the date/time of submission and method of submission of the response?

Response: The response due date for this solicitation is September 1, 2017 and the method of submission response is via e-mail or mail.

Question 8) From our review of both the original and revised documents there seems to be different number of meeting days for the full committee and subcommittee. In the original SOW document the number of meeting days respectively was stated to be 2 days and 1day; whereas in the revised SOW and Q&Rv2 there are implied contradictions on the number of committee and subcommittee days. For example the revised SOW states 1-3 and 1-3 respectively, whereas the

Q&Rv2 implies in question 14 and 34 2 days and 1 days respectively. Please clarify the following: per committee meeting, how many days will this event be (1.5 vis a vis 2 or more);

per subcommittee meeting, how many days will this event be (1 days vis a vis 2 or greater)?

Response: For both Full Committee meetings and Subcommittee meetings the number of days has not changed. Both can be held ‘Up to three Meetings can be held from 1 to 3 days’.

Question 9) Which documents from the earlier RFP release remain valid and considered required adherence for contractual purpose, for example: Source Selection & Evaluation Criteria

Information?

Response: The Source selection & Evaluation Criteria remain valid. The other attachments have changed or been revised.

Question 10) How is the response to be submitted?

Response: The proposals can be submitted via e-mail attachment or mailed.

Question 11) To whom should the response be addressed to?

Email: nicole.price@dot.gov and judy.bowers@dot.gov

Address: DOT/Maritime Administration

Office of Acquisition (MAR-380)

1200 New Jersey Avenue

Washington, DC 20590

W26-445; 2nd Floor Attn: Nicole A. Price

Contracting Officer

Question 12) Does MARAD want each Committee meeting video recorded?

Response: Video recording is only required for Full Committee meetings.

Question 13) Thus, does MARAD desire assistance in setting up webinar access to all committee sessions? (Note that experience has shown that this responsibility, if meeting is with government department facility, is often handled by government department). Please clarify?

Response: When the contractor is informed by the DFO/MARAD staff, the contractor will provide assistance and work closely with the DFO/MARAD. (Note: The Webinar task is on an as needed basis. If a webinar takes place for a Full committee meeting or Subcommittee, the decision to use this task is up to the DFO/MARAD Staff or committee members.

Question 14) Attention is called to page 9 Task Area 7 discussion: 3rd paragraph, last sentence:

“Contractor staff travel and lodging per diem will not be reimbursed by Government.” (Emphasis by MARAD). Our question is:

a. Does this reference for NON-DC meeting sites only?

Response: The Government will not reimburse contractor staff for NON-DC Meeting sites

b. Or, does this reference apply for DC meeting sites ONLY?

Response: The Government will not reimburse contractor staff for DC Meeting sites

Question 15) Your attention is called to page 8 discussion Task Area 5, bullet four: Please clarify the intent of the “note” in reference to the discussion within the specific bullet?

a. Bullets 6 and 7 clearly appear to be duplicate statement, correct?

Response: Bullets 6 and 7 are duplicate statements. Transcription services is required for

Full Committee meetings only (Note: Typically, one (1) or two (2) days. Duration of the meetings are between 8 to 12 hours) mailto:nicole.price@dot.gov mailto:judy.bowers@dot.gov

b. MARAD desires to have transcription services for all committee meetings, correct?

Response: Bullets 6 and 7 are duplicate statements. Transcription services is required for Full Committee meetings only (Note: Typically, one (1) or two (2) days. Duration of the meetings are between 8 to 12 hours).

c. Transcription services will be for the duration of each committee meeting, (generally 1.5 days 8-12 hours), correct?

Response: The transcription services is for the duration of the Full Committee meetings only.

d. How does MARAD foresee read ahead material being distributed at each committee meeting?

Response: The read ahead materials will be distributed electronically via e-mail

Question 16) Does MARAD anticipate read ahead material being emailed and not in 3 ring binders as implied on page 8 bullet 8?

Response: Since the DFO/MARAD Staff have not clarified if the read ahead material will be e-mailed and not in binders, this question will be addressed in another question and response document.

Question 17) Experience has shown that when meetings are held at government facilities (i.e.

services such as room set up, audio visual equipment, set up and runoff webinars has been provided by “host” government department. If this is correct, please advise the contractors roll, since the contractor does not have the apparent authority to request such services within a government department facility. Please clarify/advise?

Response: Since the DFO/MARAD Staff have not clarified the services, this question will be addressed in another question and response document.

Question 18) Are Past Performance Questionnaires (PPQ) still required?

Response: The completed past performance questionnaires are still required.

Question 19) If PPQ are required, do they count in the earlier discussed 10-page limit? Or, where/how should they be provided to MARAD?

Response: The PPQ is not counted in the 10-page limit of the proposal response. The PPQ can come after the offeror’s proposal package.

Question 20) Several questions remain unanswered or appear to be contradictory to previous

Q&R and earlier documents of this opportunity.

a. Your attention is called to page 7 of the SOW V2, discussion Task Area 2, fourth (4th) bullet: please define the term “fees” and how if any are to be collected/assessed they would be collected and what they would cover?

Response: Since the DFO/MARAD Staff has not provided clarification regarding this question, the response will be addressed in another question and response document.

b. Is MARAD aware that the holiest of Jewish holidays falls between September 20 and 29, specifically September 20 and September28/29 (Rosh Hashanah and Yom Kippur)?

Response: MARAD was not aware of this holiday. Once the MARAD Staff reached out to the MTSNAC committee members, September 27, 2017 was the best available date to hold the 1st Full committee meeting for committee members.

c. Your attention is called to page 7 of the SOW V2 discussion point Task Area 3, third and fourth bullets: it appears that both points contradict each;

Response: Bullet 3 & 4 pertains to video recording of Full Committee meetings only. (Note:

This would be at the direction of the DFO/MARAD Staff)

Question 21) Reference section 4 Kick-off Meeting/1st Meeting Information, page 11; This discussion refers to/illustrates a Full committee meeting being planned/scheduled for September

27, 2017 with a time frame of 8am-230pm; yet throughout the Q&R and revised SOW the time frame for the Full Committee is 1.5 days within the hours of 8am-430pm and 8am to 1230pm.

Please provide clarification on this event with regards to hours/days?

Response: Since the September 27, 2017 meeting is the 1st Full Committee meeting scheduled for 2017, it’s a shorter meeting because this meeting will only entail the selection of the Chair members. After this meeting, the other meetings maybe longer. (Note: Depends on the subject matter.)

Question 22) What planning has MARAD accomplished for this schedule event on September

27, 2017?

Response: So far, the DFO & MARAD Staff have arranged for the event space, supporting rooms at DOT/HQ and developed agenda.