75H70424Q00045 DCCS Conference Clarification Questions and Response FINAL.pdf
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- Attached to
- Indian Health Service (IHS) National Clinical and Community-Based Conference Planning Services
- Solicitation number
- 75H70424Q00045
About this file
This document contains questions and responses related to a Request for Quotation (RFQ) for Indian Health Service (IHS) National Clinical and Community-Based Conference Planning Services, Solicitation Number 75H70424Q00045. The RFQ is for a firm fixed-price purchase order to provide conference planning services for one base year with four one-year options. Key details include:
The RFQ is a 100% small business set-aside under NAICS code 561920. Questions on the solicitation are due by June 17, 2024, and quotes are due by July 10, 2024. The solicitation will be evaluated on technical acceptability, relevant past performance, and lowest price. The contractor will be responsible for speaker fees up to $3,500 per speaker and $20,000 total, as well as meeting-related costs such as AV equipment and room rentals. The contractor will also handle conference logistics including save-the-date announcements, registration website, and 27-35 presentations requiring Section 508 compliance. This is a new contract, with no incumbent contractor.
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Other files
| File | Type | Posted |
|---|---|---|
| 2024 DCCS Conference SOW FINAL 7-8-2024.pdf | ||
| 75H70424Q00045 P00001.pdf | ||
| 75H70424Q00045.pdf | ||
| 2024 DCCS Conference SOW FINAL.pdf |
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75H70424Q00045
DCCS CONFERENCE CLARIFICATION QUESTIONS
1. We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?”
This is a new contract.
2. Can you please guide me about the mode of submission?
Submissions are expected as email with attachment to Natalie.Phillips@IHS.Gov
3. III, Scope of Work Deliverables, J
What is the amount for the speaker fees?
The contractor will be responsible for speaker fees not to exceed $3,500 per speaker and not to exceed $20,000 total.
4. III, Scope of Work Deliverables I
Will the contractor be expected to attend a site visit(s) for selecting site and/or for planning purposes?
no
5. III, Scope of Work Deliverables, M
Is the conference agenda/speakers bio booklet, the same as the conference program? If not, could you provide more details on the conference program? Is there a preference on binding?
Approximately how many pages and will it be in color or black and white?
The agenda and biographies will be one booklet. The type of binding is not preferred, but colored printing is preferred.
6. III, Scope of Work Deliverables, M
Will any printed signage be needed?
Possibly depending on the location that is chosen for the conference.
“Conference space must have the ability to display digital signage of meeting information for each meeting room”
7. III, Scope of Work Deliverables, M
Approximately how many table tents will be needed?
Approximately 50 name placements are expected
8. III, Scope of Work Deliverables, N
Will the contractor be responsible for dissemination of save-the-date announcements, registration
Yes mailto:Natalie.Phillips@IHS.Gov website, and logistics information?
9. Special Requirements
Approximately how many honoraria will be provided and what are estimated amounts?
The contractor will be responsible for speaker fees not to exceed $3,500 per speaker and not to exceed $20,000 total.
10. Section 508 Compliance
Approximately how many slides are estimated to be made 508 compliant?
27-35 presentations would need to be verified 508C
11. What is the total page limit for the RFQ response? Ten pages total: 5 for Technical Capability and 5 for Past Performance and Price.
10 – resumes and advertisements of potential locations are not a part of the page limit.
12. What is the minimum font size required for all text in the RFQ response?
13. Is there an incumbent contractor currently providing these conference planning services for IHS? If there is an incumbent, what is the contract number?
No, this is a new contract
14. Is this RFQ solely for conference planning services, or does it also include meeting-related costs such as AV equipment, meeting room rentals, etc.?
The RFQ is for conference planning, and meeting related costs.
CLARIFICATION ON SOLICITATION CLINs – There has been a change of the number of CLINs requested quoting. The first CLIN of each year (CLINs 1,11,21,31, and 41) is expected to include the costs of services with monthly invoicing. The second CLIN of each year (CLINs 2, 12, 22, 32, and 42) are expected costs of the conference space reservation ONLY. The third and final CLIN of each year (CLINs 3, 13, 23, 33, and 43) are expected costs of travel for services ONLY.
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