Amendment 1 - Attachment 4 - Questions Combined Synopsis.pdf

Industrial Control System Joint Working Group (ICSJWG) Meeting Request for Quote 70RCSJ23Q00000003

Amendment 1 Government’s Response to Quoter Questions

1. Will there be any requirements for catering?

Answer: There are no catering requirements required for this Meeting.

None even snacks or refreshments?

2. Answer: None. The Government will not provide snack or refreshments.

GENERAL/OVERALL

Does the Government require the Contractor to attend any in-person coordination meetings with the ICSJWG Program Management Office prior to the event?

Answer: Yes. Updated language in SOW Section 3.1 Event Manager to read “The contractor shall coordinate with the Government for a site visit to discuss layout, access, and logistics, floor plans, etc. and to walk through the site.”

Does the Government have any Contractor reporting requirements before, during, or after the event?

Answer: Yes. Updated language in SOW Section 2.2 Lodging to read “The site must block up to 200 rooms during the meeting period and one day prior to the meeting period.”

3. Statement of Work, 1.0 SCOPE

Is the date for this event flexible?

Answer: No. The dates are not flexible.

Does the Government have potential alternative dates identified for this event?

Answer: No.

Has the Government conducted Industrial Control Systems Joint Working Group (ICSJWG) meetings in the past? If so, is the 350 attendee requirement higher than the number of attendees at previous meetings?

Answer: Yes. The Government has had meetings in the past. The 350 attendee requirement is based on the average attendees from previous meetings.

4. Statement of Work, 2.1 MEETING SPACE

Will the Government consider venues outside of the greater Salt Lake City, Utah urban area?

Answer: No. The Governments requires that the site must be located in the greater downtown area of Salt Lake City.

Does the Government require a venue that has onsite dining options for attendees?

Answer: No. The Government requires that the site must be walking distance not to exceed ½ mile from outside restaurants.

Will the Government consider utilizing/contracting a vendor to provide airport connections/shuttle service to accommodate out-of-town attendees?

Answer: No. Attendees will be responsible for transportation to and from the venue.

Will the Government consider including the cost for WIFI in meeting spaces in the event the venue’s complimentary WIFI signals are insufficient based on the volume of attendees and/or potential dead spots based on specific room locations?

Answer: No. The site must provide complementary Wi-Fi.

Does the Government require the availability of any specific amenities (i.e. business center, meeting materials storage, fitness center, etc.)?

Answer: No, this is not required.

5. Statement of Work, 2.2 LODGING

Will the Government consider venues that do not offer the prevailing U.S.

Government per diem max lodging rate?

Answer: No.

6. Statement of Work, 2.3 MEETING ROOM, PAR 3

Where does the Government require placement of the Department of Homeland Security (DHS) flags and seal during the event? (i.e. affixed to the podium, flagpole inside meeting room for the plenary session, etc.)

Answer: CISA logos will appear on ancillary signage and presentation / projected materials.

7. Statement of Work, 2.3 MEETING ROOM, PAR 6

Within which meeting space is the required location of the stage for speakers?

Answer: Main room.

8. Statement of Work, 2.4 AUDIOVISUAL EQUIPMENT

Will the Government consider the use of 2 projection screens to accommodate meeting sessions to ensure sufficient visibility of presentations?

Answer: Yes. The requirement is to provide appropriate size for each meeting room. If the room has obstacles from clear viewing with one, then a second is acceptable.

9. Statement of Work, 3.0 CONTRACTOR PERSONNEL

Will the Government consider the provision of up to two (2) Contractor Support Staff for this event to support the Event Manager?

Answer: Yes.

10. Statement of Work, 4.1 PERIOD OF PERFORMANCE

What does the Government anticipate the date of the contract award to be?

Answer: The award will be made once a technically acceptable vendor has been identified.

11. Statement of Work, 4.3 TRAVEL

Please elaborate on the requirement “Travel is not authorized for Contractor personnel”.

Will the Government include the cost for the Contractor and support personnel to travel to the event location and provide meeting support outlined in the Statement of Work?

Answer: There should be no cause for venue personnel to travel (Contractor Personnel) and therefore we do not anticipate needing to pay for that. The Government will provide staffing for the event. Venue personnel are expected to have AV support, Event Management, facilities support.

12. Statement of Work, 6.0 GOVERNMENT FURNISHED RESOURCES

Does the Government anticipate bringing a laptop to be used for presentation materials that requires a direct connection to the projector?

Answer: Yes. We anticipate a hard connection of laptops to any projectors (Wi-Fi or Bluetooth would be used only in emergencies).

If necessary, will the Government be able to provide briefing materials, through electronic means, to be loaded onto AV equipment used for presentations from a control room?

Answer: No. The Government will use its own laptops.

Is the Contractor required to provide support in the facilitation of the meeting programming elements/presentations?

Answer: No. The Government will complete all facilitation and of meeting programming and presentations with Contractor support for seating, tables, hookup, security, etc.

Does the Government require the Contractor to print, package or distribute any meeting materials to the attendees or be placed in the ICSJWG Program Management Office board room?

Answer: No.

13. Is there an estimate of the number of lodging rooms needed?

Answer: Updated language in SOW Section 2.2 Lodging to read “The site must block up to 200 rooms during the meeting period and one day prior to the meeting period.”

Is there any preference for single or double occupancy rooms?

Answer: No Preference. Attendees will make the reservations themselves.

14. Are meals or snacks required for this event?

Answer: No. Individual participating companies may reach out to the venue to supply snacks or beverages; however, ICSJWG will not be involved in that.

15. Are parking passes needed or will most guests fly in and not require parking?

Answer: No. This will be coordinated by the individuals.

16. I have spoken to the majority of the hotels in the area that are large enough to accommodate this group and they have all asked if there is any flexibility with the dates.

Answer: No. This date is not flexible.

17. Do you have an estimate number of lodging rooms that will need to be blocked?

And; for what dates? The 8th through the (checkout) on the 12th?

Answer: Updated language in SOW Section 2.2 Lodging to read “The site must block up to 200 rooms during the meeting period and one day prior to the meeting period.”