RFQ 7571PS26Q00090 Q and A.pdf

Questions in response to Event Planner Services for Health Promotion & Wellness Conference for Navajo Area Indian

Health Service

1. Attachment 1 Fillable Pricing Table - Direct Labor/Staff Support is listed as a quantity of 240 hours. May the Contractor change the number of hours to fit the experience of providing logistical support for a meeting of 200 attendees with a vendor area, board room, and 4-6 breakout session rooms?

• Yes, as long as the contractors does not exceed the established amount of contract.

2. Attachment 1 Fillable Pricing Table - The IT Support Services has a quantity of 2. What is this item in reference to?

• This item refers to one to two individuals providing IT support services during the conference, at a total cost not to exceed $4,000.

3. Is there an incumbent for this work and if so who is it?

• At this time, no incumbent contractor has been identified for this work.

4. Is there a maximum dollar amount available for this work?

• $100,000.00

5. Statement of Work - For budgeting purposes, which type of meeting in-person or hybrid will this be? The AV costs are very different for each type of meeting? If hybrid will only the plenary session be live streamed?

• The event will be conducted as an in-person meeting. Hybrid capabilities will be utilized strictly as a contingency plan for speakers and presenters who are unable to attend in person.

• The plenary sessions will not be live-streamed to a remote audience. Hybrid audio-visual (AV) infrastructure should only be budgeted to facilitate remote presentations by select speakers into the live room.

6. Statement of Work - Speaker Fess and Selection indicates there are 10 total speakers;

however, the Attachment 1 Fillable Pricing Table Travel line has a quantity of 33 each. Is this accurate or does it need to be updated for 10 speakers and 2 Contractor staff? Do the speaker presentations need to be made 508 Compliant?

• Yes, the speaker presentations will need to be 508 compliant. Ensure presenters are aware of the accessibility requirements and provide any applicable guidance or templates.

• Travel total: 33 People traveling:

Contractors 6 NAO PH/HPDP staff 6

IHS staff 9 Speakers 12 Total 33

7. Statement of Work - Printing-How many pages need to be printed in the Conference

Program? Does the Conference Program need to be made 508 Compliant? How many pages need to be printed in the Welcome packet for plenary speakers? How many pages need to be printed in the Facilitator packet?

• The final page counts for the Conference Program, Welcome Packet for plenary speakers, and Facilitator Packet have not yet been determined and will depend on the finalized content. The Conference Program should be made Section 508 compliant if it will also be provided or distributed electronically. Final printing quantities and page counts will be confirmed once the materials are finalized.

8. Statement of Work - How many Vendor Boothes are expected?

• These are health education booths and not number of vendor booths. Number of booths has not yet been determined and will be confirmed as event planning progresses.

9. Statement of Work - On-site Staffing and Travel states a minimum of four (2) qualified personnel. What is the expected number of on-site Contractor staff? Will IHS provide support staff to assist during registration and room monitoring?

• Four (4) Contractor staff are expected to provide on-site support. Any additional Contractor personnel provided beyond the required four (4) will be at the Contractor’s expense and should be absorbed within the proposed fee. IHS staff will also be available to provide assistance with registration, room monitoring, and other support as needed.

10. Attachment 1 Fillable Pricing Table - There is a line item for Promotional Item quantity 1.

What is included in this line item?

• The quantity of 1 represents the promotional items line item as a whole and encompasses the total cost of multiple individual promotional items intended for distribution to program participants.

11. Attachment 1 Fillable Pricing Table - Lines 8-12 appear to be ODC items; however, they are not in the ODC section starting on line 16. Will these lines be moved to the ODC section?

• No. Lines 8-12 represent program-related cost items and will remain separately listed to allow for clear identification and evaluation of cost. Although these items may fall within the broader category of ODCs. They will not be moved to the ODC section beginning on line 16.

12. What are the expected dates of the next conference? Is this a 1 day conference?

• The conference will be a one-day event. The specific conference date has not yet been determined and will be provided at a later date.

13. Conference Dates and Duration: What is the anticipated conference date and number of conference days?

• The conference will be a one-day event. The specific conference date has not yet been determined and will be provided at a later date

14. Venue Deadline: The SOW states that the contractor will secure the site and dates within 30 days of award, while the Deliverables Schedule states within 60 days. Which requirement governs?

• The 60-day requirement takes precedence. The contractor shall secure the conference site and dates within 60 days of award.

15. Onsite Staffing: The SOW states a "minimum of four (2) qualified personnel." Please confirm whether the required minimum is two or four personnel.

• The required minimum is four qualified personnel. The reference to “(2)” is a typographical error.

16. Speaker Requirements: The SOW states eight total speakers, including two plenary speakers, while the travel section references approximately eight "plenary speakers and/or opening and closing ceremony participants." Please confirm the anticipated number of individuals requiring contractor-funded travel.

• The requirement is for 10 speakers, including 2 plenary speakers, totaling 12 speakers. The references to eight speakers in the SOW and travel section are errors. Contractor-funded travel should be anticipated for up to 12 speakers

• Travel total: 33 People traveling:

Contractors 6 NAO PH/HPDP staff 6 IHS staff 9 Speakers 12 Total 33

17. Conference Duration: Please confirm whether Day 1 is solely setup/registration or includes educational programming and how many total conference days require full AV and onsite staffing.

• Yes. Day 1 will include setup, registration, and educational programming. Full AV support and onsite staffing will be required for Day 2 during which educational programming is scheduled. The total cost for a 1.5-day or 2-day conference period may not exceed $5,000. If the Contractor cannot provide the required services within this cost limitation, all required conference activities must be completed within one day (Day 1).

18. Venue Costs: Is there a Government-preferred venue or historical venue within the required 75-mile radius?

• No, there is no Government-preferred or designated historical venue within the required 75-mile radius.

19. Hotel Room Block: What is the estimated number of sleeping rooms and room nights?

• Currently, the estimated number of sleeping rooms and total room nights is unknown. We are planning for approximately 200 conference participants, which should be used as the basis for planning purposes.

20. IT/Security: Are there approved conference registration/mobile-app platforms already authorized for IHS use?

• vFairs is identified in the SOW as the preferred and pre-approved conference registration/mobile-app platform. However, its use is not mandatory. Vendors may propose an alternative platform.

21. Section 508: Will IHS provide a Section 508 compliance checklist, testing protocol, or accessibility acceptance procedure?

• If IHS has an existing Section 508 compliance checklist, testing protocol, or accessibility acceptance procedure available for this requirement, it will be provided for use. If one is not available, the contractor may develop and propose an appropriate Section 508 compliance and testing process for Government review and approval.

22. Hybrid Requirement: Should pricing include hybrid delivery as the base requirement or as a separately priced option?

• Hybrid capability is only for accommodating presenters who are unable to attend the conference in person. Pricing should include the necessary hybrid support for remote presenters as part of the base requirement.

23. Continuing Education Credits: What types of continuing education credits are anticipated, and what disciplines/accrediting organizations will apply?

• The IHS Clinical Support Center (CSC) will be the authority for continuing education (CE) accreditation. The contractor will maintain ongoing communication and coordination NA IHS Public Health team with the CSC to ensure all required documentation, forms, and supporting materials are completed and in place in accordance with applicable CE requirements.

24. Vendor Booths: How many vendor booths should be budgeted?

• These are Health Education (HE) booths, not commercial vendor booths, and there will be no charge for booth participation. No specific number of booths has not been determined. The contractor should ensure that an appropriate designated area is available, with tables and chairs provided to accommodate the HE booths.

25. Promotional Items: Are promotional items requested and allowable under the solicitation? If so, what quantity and type are anticipated?

• Yes, promotional items are required under this solicitation and should be included in the proposed pricing and not to exceed $10,355.00. The contractor will be responsible for purchasing and providing the promotional items. The budgeted amount can be found in the IGCE under Line 12, “Promotional Items.”

Specific items and quantities will be coordinated with and approved by IHS.

26. Printing: Should all 325 conference programs be shipped directly to the venue, and is onsite print capability required beyond the specified incidental copying?

• The required quantity of conference programs is 200. The Contractor may determine whether the programs are shipped directly to the venue or received by the Contractor prior to the event. Onsite printing beyond the specified incidental copying is at the Contractor’s discretion. If onsite printing is necessary, the Contractor will be responsible for providing all required printed materials, printing equipment, supplies, shipping, and any associated costs.

27. Travel: Should contractor pricing use current federal per diem and mileage rates applicable to the selected conference location?

• Yes. Contractor pricing should use the current applicable federal per diem and mileage rates for the selected conference location.

28. Registration: Will attendance be limited to approximately 200, or should the platform accommodate a larger registration capacity/waitlist?

• Yes. Attendance is planned for approximately 200 participants; however, if the budget allows, the registration platform should have the capacity to accommodate additional participants.