Q and A - RFQ 75H70425Q00030.pdf

Request for Quotation # 75H70425Q00030

2025 IHS National Cancer Prevention, Screening, and Care Conference

Questions and Answers

Question 1: Is this the first time the conference is being held? If not, please provide the prior conference contract number.

Answer 1: Yes.

Question 2: Please confirm there are no sponsored travelers for this event, only honorariums for speakers.

Answer 2: There will be at least 7 presenters who will need travel and accommodations, etc., plus honorariums in accordance with GSA rates. All travelers will be coming with within the United States.

Question 3: How many speakers will have PowerPoint presentations that need to be 508 Compliance checked? For 508 compliance, how many PowerPoint slides should be included in the budget?

Answer 3: 15-20 PowerPoints.

Question 4: How many pages will the booklet be, and will it need to be printed in color? Is the conference booklet saddle-stitched?

Answer 4: 8 – 10 pages, 17 x 11-inch paper folder in middle and stapled, double sided printing in color on semi-glossy heavier paper.

Question 5: Please explain what is required of the contractor for the pre-conference training activities.

Answer 5: Reserving room, put up signage, registration, equipment, and technical support to address any onsite presentation issues.

Question 6: Is the contractor responsible for the creation of the conference graphics (meeting logo, conference booklet cover, name badge, conference certificate, speaker name tents, booklets, signage, etc.)?

Answer 6: Yes.

Question 7: Will the grand conference room have a virtual/Hybrid part, or only the breakout sessions? Is the conference in-person only, or will attendees be able to participate virtually for the conference plenary and all breakout sessions?

Answer 7: Plenary sessions and 4 breakout sessions will be hybrid.

Question 8: Does IHS have a platform that the vendor would be sending a feed to for the livestream, or does the vendor need to provide a platform in their quote?

Answer 8: Vendors should include this in their quote.

Question 9: Will there be a “call for papers/proposal” for the speakers, how is the speaker selection process handled?

Answer 9: No. The presenters are selected by the workgroup.

Question 10: If there is a call for papers, how will they be reviewed/judged? Are subject matter experts needed from the contractor?

Answer 10: No. The associated IHS workgroup is selecting the presenters.

Question 11: Can IHS elaborate on this section:

“The contractor will be responsible for pre-conference planning and fees not to exceed

$10,000 per training and not to exceed $40,000 total.”

Answer 11: Rental space, equipment, technical support, and onsite registration.

Question 12: How many trainings will take place? Will they be virtual or in person? Is the contractor to provide

Answer 12: The trainings will be in-person only. The trainers are selected by the IHS workgroup.

Question 13: How many key personnel does the government anticipate? Current language sounds like project/program manager + one other? It’s currently plural.

Answer 13: The IHS anticipates at a minimum the following – 1 Project/Program Manager, 2 staff for registration, and 2 AV staff to circulate in the breakout rooms and conference rooms.

Question 14: Conference & Lodging Space, Days, 1, 2, and 3 - does IHS require one or two Conference Committee Board/Storage Rooms?

Answer 14: Yes. One room for to serve as conference committee board and storage room.

Question 15: Does IHS require a meeting facilitator and AV technician in each meeting room (conference and breakout rooms)?

Answer 15: The meeting facilitators will be IHS staff. Will need at least 2 technicians to circulate between breakout sessions and conference room).

Question 16: Is telephone access needed in the conference/plenary room and breakout room each day?

Answer 16: No phone needed.

Question 17: For the conference room and all breakout rooms, is the contractor expected to provide the Zoom link?

Answer 17: Yes.

Question 18: Can you describe what the pre-conference planning and fees should include?

Answer 18: Cost for rental space, equipment, av technician, table for registration.

Question 19: Regarding the Continuous Education Credits (CEC), is the contractor responsible for contacting the accrediting agency for approval on all conference and breakout sessions and; will IHS reimburse for the CEC application?

Answer 19: No. IHS will use internal Clinical Support Center for CEUs.

Question 20: Is the contractor expected to print signage for the event?

Answer 20: Yes, print and post for each session, welcome signage with theme to direct attendees to the registration.

Question 21: For budgeting purposes, how many speaker name tents are required?

Answer 21: No name tents required.

Question 22: Should vendors assume the conference booklet will include the agenda, speaker biographies, and session abstracts?

Answer 22: Yes

Question 23: Does the contractor have to print the conference attendee certificate for distribution at the event or printed electronically by conference attendees?

Answer 23: No.

Question 24: How many vendors are expected? Will IHS provide tables and chairs for each vendor? Is pipe and drape required for vendor separation?

Answer 24: Anticipate 8 vendors. The contractor may work with the hotel for tables and chairs. No pipe/drape is required.

Question 25: Will IHS have volunteers for registration and breakout sessions?

Answer 25: Contractor to provide at least 2 people to take care of registration desk. Breakout sessions will just need the A/V staff circulating.

Question 26: How many speakers will receive an honorarium, and what is the anticipated amount of each honorarium?

Answer 26: Anticipate at least 5-7 honorarium. 4 at $1,000.00, 1 at 1,500.00, 2 at $3,000.00

Question 27: Does the government want us to submit our price on the SF 1449 as a separate document or as part of our overall proposal document?

Answer 27: Please utilize the SF 1449 as the pricing document. The SF 1449 is meant to be the pricing matrix/Attachment A.