B09 73351023Q0217 SF30.pdf

(x)

73351023Q0217 x x copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT 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 telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

DENVER CO 80202

208050

SUITE 301

721 19TH STREET

DENVER FINANCE CENTER

DENVER ACQUISITION OFFICE FOR SBA

02/16/20230001

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

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

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

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

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

02/14/2023

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

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

ORDER NO. IN ITEM 10A.

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

Women’s Entrepreneurship Summit Production Management.

Amendment 0001 issued to 73351023Q0217 for the following:

1) Respond to questions received.

2) Revise Price Schedule.

RFQ QUESTIONS

Offeror must submit all technical questions concerning this solicitation in writing by e-mail to the Contracting Officer, Mary Kay Woodin at mary.woodin@sba.gov All questions must be submitted via e- mail, and received no later than 9:00 AM Eastern Time (ET) on

February 16, 2023. Answers will be provided in form of an amendment.

Continued ...

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

TEL: EMAIL:

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 2

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

73351023Q0217/0001

RFQ DUE DATE

The due date for response to this RFQ at the addresses specified below is on or before 9:00 AM

ET February 21, 2023. The Government reserves the right to not accept quotes received after the closing date and time. It is the responsibility of the offeror to provide a timely submission and ensure successful delivery to the Government.

Required technical and price quote volumes must be submitted via electronic copy directly to the

Contracting Officer Mary Kay Woodin at mary.woodin@sba.gov.

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

Questions 73351023Q0217

Questions SBA Responses

The RFQ indicates a total of 15 hours of content over the duration of 2 days. Will these 15 hours be the total amount of hours worked by the selected contractor, or would this timing refer to captured/recorded content only?

It referes to the content captured.

What are the actual viewing/recording hours of the Summit? Will there be any intermissions during the sessions?

The actual viewing hours are as follows:

Day 1: 9:00 AM to 11:00 AM 11:30 to 5:00 PM Day 2: 11:00 AM to 5:00 PM

Will the pre recorded content/sessions be the responsibility of the selected contractor, or will this content already exist prior to streaming and used as a video roll in?

Responisbility of the contractor. SBA will support the invitation and scheduling of the recordings)

Who will be providing scripts/interview material for the panel discussion? or will this be a candid conversation?

SBA will provide speakers with talking points and questions.

What equipment will be or has been secured for this event? This will help us to determine the amount of equipment that will be required from us.

Contractor shall be prepared to have their own video equipment, tripod, laptop and hot spot to execute this requirement. All equipment will need to pass through security.

The solicitation states tentative session dates of March 28 29. However, the request also states that the contract will have a duration of 3 months. Are these potential dates still accurate, or have the dates changed to allow more time for the event production and management to be fully and readily implemented?

The summit will be 3/28 and 3/29. The planning and recording of the sessions starts asap (February 24)

We understand that the SBA will allow us to use their preferred Zoom platform for audience attendance. However, other platforms such as Vmix allow for more integrations and ease of use for users with better streaming qualities. Would the SBA and the NWBC allow for suggestions to enhance the overall production?

The price schedule has been amended to reflect this as an optional item

We are equipped with several camera/recording materials and A/V equipment. Would we need to supply IMAG(Video Camera Feed) to projection screens?

The price schedule has been amended to reflect this as an optional item

What was the previous budget of the 1st annual Women's Entrepreneurship Summit? or what is the current budget being allocated for production management for this event?

It is the responsibility of the offeror to determine the appropriate price based on your proposed technical approach and the tasks identified in the SOW.

Can you confirm the event dates are tentatively March 28 29, 2023? yes.

What is the expected attendance for in person? Virtual? 100 in person and up to 17,000 virtually.

What are your typical or expected event start and end times? Day 1 9:30 11:30 12:30 5:30 Day 2 11am 5pm.

How many panel discussions will be hosted over the course of the event? Estimated 12

Will you have breakout sessions? If so, how many? No breakout sessions. Day 1. 1 or 2 panels during the in person session. Day 1 the pre recorded panels will run. Day 2 the pre recorded panels will run.

Do you anticipate virtual participants needing to interact with in person speakers?

Only for the fireside chat/panel. All of the other panels will be completely virtual.

Will there be ‘live’ programming in the virtual setting (taking place only in Zoom and not in person)?

No

Will any of the pre recorded panel sessions need to run concurrently on zoom?

No

How many panels do you anticipate recording and do you anticipate graphic needs (lower thirds, bugs, etc.) for each file? Will there be presentations?

Est 10 recorded panels. No presentations. Beyond the panel title and speaker names graphics are welcome but not required.

Can you provide more detail on what the ‘Ask an Expert’ sessions will entail?

The Ask an expert of panel sessions focused specifically on how to access SBA resources.

Does any creative/marketing material currently exist for the event or will that need to be fully conceptualized and created?

SBA will handle and provide

What’s your decision timeline? Estimated date of award is February 23

The webinar tool of preference is Zoom, will there be Zoom breakout sessions?

All pre recorded. No breakout sessions.

In looking at Page 2 of 5 of the SOW, virtual participants will view the conference via (Zoom, YouTube, and Facebook) what other venues of viewing are defined/required/desired?

Content should be streamed on facebook and youtube. We'd like for SBA staff to support a live chat function.

Does the agency desire a tool like (6Connex ) for virtual participants? If so, how would this solution be added to the Price Schedule?

The price schedule has been amended to reflect this as an optional item

For the In person component, will a “patch” be required from the White House or will the awardee be required to have someone at the White House for their portion of the event?

We anticipate having a contractor staff person on hand at the White House

Is there a conference registration site developed, or is this part of the requirement? If this is part of the requirement

Evenbrite page has already been developed and shared. The registration is live.

Is EventBrite the only tool to use for registration? yes

How is the fee for the tool integrated into the price schedule? Contractor can price it out but it may not be selected depending upon price.

Has an outline been developed to determine what information should be captured/provided (before, during, and after) the event?

Yes. There is a working agenda which will guide the capture of information.

Is registration 100% online? Yes, SBA would need assistance handling the guest list for the in person portion

Will “walk ins” be allowed to participate (in person / virtual)? No walk ins for the in person. Yes to walk in for the virutal.

How many participants are expected? For the in person session 100 participants. For the virtual participants it is expected that there will be 17,000 participants.

Live? Est 20 speakers/panelist 100 attendees

Online? 20 speaker/ panelists; 17,000 attendees

Will the Government’s Zoom account support “17,000” participants? The government account can accommodate up to 25,000 attendees. The event can also be broadcast across SBA's channels (i.e., Youtube, Facebook, etc.)

How is the conference marketed to potential participants? We are emailing invitations to speakers. Attendees are invited via Eventbrite etc.

What is the communication campaign for pre , during, and post conference?

SBA Comms shop and the Summit Co sponosors are drafting and implementing the promotional campaign. Contractor insight is welcomed.

What are the social media platforms used (before, during, and after)? Twitter, Facebook, Youtube

Who has the SBA Partnered with for the conference? We have 3 4 co sponsors. The agreements are in legal review so we aren't able to share the names of the organizations at this time.

What is their role in obtaining participants? It depends upon their segment. Most are responsible for contacting panelist and coordinating their session.

What is their role in marketing the conference? They will promote via their newsletters and social media channels.

Are there seats reserved for their participants? For the inperson session. There will be.

What is the expectation for recording the conference? The individual panel sessions will be recorded.

Through the application (ex. Zoom)? Yes, through Zoom

Separate video solution that will integrate the on line and live program? The price schedule has been amended to reflect this as an optional item

What is the expected delivery medium (link, DVD, YouTube, etc.)? Zoom, Broadcast through Youtube

What are the expected outcomes for the weekly meetings? The contractor will attend and provide updates related to their tasks.

What key decision points/milestones are desired? Key decision points have been reached. The balance of decisions are focused on executing the summit recording and publishing the summit panels and events.

What organizations are represented in the weekly meetings? NWBC, OBWO, tbn Cosponsor 1 and tbn Co sponsor 2 (names are witheld until agreements have been finalized)

What level of are the participants (are they the decision makers)? The panelists are decision makers, the attendees will vary

What are the key deliverables for the weekly meetings? Originally it would have been the agenda and any follow up tasks but now that we are manaing that in house the contractor will attend and provide updates related to their tasks.

What are the post conference deliverables? Recordings of the individual panels as well as the aggregated recordings that will run on 3/28 3/29 (the summit)

What is the basis for the award – under the evaluation page (~p.11) it appears that the evaluation will be “based on the best value that meets the technical, prior experience and past performance requested …” however, on page ~2, it states that the basis for the award is the lowest price that meets the minimum specifications

Evaluation will be based on the best value that meets the technical, prior experience and past performance

On ~Page 1, the Technical volume includes prior experience, on ~Page 11, the document has a 10 page limit; and on ~Page 12, this section also has a 10 page limit. What is the page limit for the technical volume?

Page limit of the technical volume shall not exceed 20 pages

Due to the quick turn around of the response, has the Government had prior conversations with other companies about the requirement? If so, are they able to respond to the requirement?

This was posted on GSA at the beginning of the month.

There were significant changes to the scope.

SOW Page 2, Description of Work states “The Summit will include an in person session the morning of Day 1,…”. Is this in person session to be presented live?

If it is to be presented live, is the contractor required to setup and manage the audio visual.

Contractor shall be prepared to have their own video equipment, tripod, laptop and hot spot to execute live streaming. All equipment will need to pass through security.

If live stream is not permitted in this location, this portion shall be recorded and shared immediately after the session.

SOW Page 3, On site Management (half day): Is the contractor required to coordinate government owned audio visual with White House staff or is the contractor required to supply and coordinate the necessary audio visual equipment with White House staff?

Contactor would manage the equipment supplied.

SOW Page 3, On site Management (half day) states "The Contractor shall coordinate audio visual services with White House staff to be available for the keynote address and panel discussions. Typical audio visual services could include laptop, projectors, speakerphones, high speed internet, printer, overhead projector, flip charts, screens, audio recording equipment and supplies, staging, lighting, visual and sound support, etc. as determined in the requirements.”

The requirement states “as determined in the requirements”. What are the requirements for the on site management? Will the audio visual equipment be supplied and managed by the contractor or only managed? If supplied by the contractor, a list of required audio visual will be helpful.

For the Day 1 In Person Session at the White House, can you please identify the equipment, the bandwidth, and the tech labor, if any, that would be available to the contractor at the White House venue for the purposes of producing this event? To be “show ready”, what equipment, if any (or who in terms of tech labor) would be required to supplement the White House venue?

The contractor shall have their own video equipment, tripod, laptop and hot spot to execute the requirement. All equipment will need to pass through security.

For the Day 1 In Person Session at the White House, is it known, at this time, if there will be any video, Powerpoint, or both, run during the panel or anytime during the live session?

A powerpoint should be expected and planned for.

For the Day 1 In Person Session at the White House, can the contractor see the White House venue prior to show day?

Yes.

This is our first hybrid event at this location therefore there are some unknowns. Contactor would manage the equipment supplied. Contractor should be prepared to at a minimum record the session with their own equipment.

For the Day 1 In Person Session at the White House and for the pre recorded sessions could NWBC and OBWO require any specific items, staging, backdrops, branding/signage, props, equipment, labor, or the like, that would incur cost to the production management budget?

All props would be supplied by NWBC and OBWO.

For the Day 1 In Person Session at the White House how much time would be allocated to our team for set up/load in and breakdown/load out?

We assume an hour before and an hour after.

For the Pre Recorded Content are there any services, vendors, experts already established or in contract with NWBA or OBWO or SAM, et al., for who you wish for SED to team up with for the purposes of producing content?

No

When hosting the Summit via Zoom, is the contractor responsible for emceeing or VOG announcements?

Yes

Are all participants of the pre recorded panel sessions remote or will any recording be done in person?

SBA would like to broadcast the live event.

Please provide greater detail pertaining to the pre recorded videos. What is the desired length and how many videos? Is SBA developing all content and scripting?

The recording time will be approximately 30 to 45 minutes.

There will be about 18 panels or individual recordings.

Does SBA have a dedicated social media team the contractor will work with for streaming Summit content or will the contractor access SBA channels directly?

Yes. This event will be coordinated with the SBA social media team.

How many remote speakers are anticipated? Approximately 40 remote speakers.

How many in person speakers are anticipated? The in person event will have approximately 20 speakers.

Is it agreeable that the price schedule submitted reflect the labor fees for event management services, and that all A/V and technical vendors will be separate?

This is fixed price contract, all cost must be included.

For the in person half day session on day 1, what Government Furnished Equipment (GFE) will be provided and what equipment will the contractor be required to provide?

SBA is working to clarify this from the White House.

Is this event more of a:

a. mainly professionally pre recorded content we are broadcasting with a very small portion live from the White House? If so, are bulk of participants in the DC area? Roughly how many participants are we pre recording for?;

b. a more interactive, live Zoom participant heavy event where we are piping in dozens of participants in from their home computers and doing this event live?

The event is more closely aligned with (a). A pre recorded broadcast event. The event sessions that are being recorded are fully virtual.

The exception is morning live event that SBA would like to broadcast.

In the SOW, Virtual Component – Base section, the government says “the contractor shall schedule and facilitate pre recorded panel sessions”. Does this mean multiple, in person recording sessions prior to the summit? Located in DC? All participants in person, or multiple people via Zoom? How many panels approximately?

This means recorded ZoomWebinar events that are pre recorded and broadcast during the summit.

In the SOW, Virtual Component – Base section, the government says “the contractor shall edit and produce pre recorded videos to be used throughout and following the summit”. How many creatives do we need? What is the average length in seconds or minutes? Reels/TikToks etc? What is the preferred format? Is straight B and name card sufficient? Or multiple hype videos the are approximately 18 panel sessions that will be between 30 to 45 minutes in length.

In the SOW, Virtual Component – Base section, the government says “The Contractor shall be able to stream the in person event via Zoom and broadcast to SBA channels (Youtube, Facebook, etc.) where summit registrants can attend the event virtually”. Can we get a clarification on is this just broadcasting the summit – not interactive Zoom with panelists across the county participating via video during the summit?

The goal is to pre record summit panels and sessions and during the broadcast to engage participants via the Zoom Webinar Chat Feature.

In the SOW, Virtual Component – Base section, the government says “SBA Meeting Organizer will include responses of speakers and contractor will schedule practice and final recording sessions”. Roughly how many practice sessions and/or how many speakers will this involve?

The most practicable approach will be for practice sessions or walk throughs to be incorporated into the agreed upon recording session.

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