Questions and Answers - Posting.pdf

Questions - Event Logistical and Management Support Services - Regional Meeting Locations

1. Is there an incumbent to this contract? Government Response:

Yes, there is an incumbent.

2. Have there been meetings like this SOW in the past? Government Response:

Yes, this workgroup was established in 2010 and has typically met twice per year since its establishment.

3. What are the labor categories associated with this SOW? Government Response:

The contractor shall specify the labor categories and staffing mix that best align with the proposal submission. Please note that this contract is on the total price for the deliverables and services specified in the contract, rather than the breakdown of costs or staffing details.

4. Is the kickoff meeting in person or virtual? Government Response:

Either format is acceptable for the kickoff meeting.

5. Have dates been identified for the (2) in person meetings? Government Response:

Meeting dates are determined by the Workgroup and have not yet been identified but we expect they will be scheduled for fall 2025 and spring 2026.

6. Are there any cities that are restricted from the contractor search? Government Response:

Historically, we have stayed away from destination locations due to optics but if no other options are available, it is reasonable to assume that no location would be restricted.

7. Will federal government meeting facilities be an option to consider for the meeting space?

Government Response:

Federal meeting space could be considered but must be easily accessible to meeting attendees and other participants. Federal meeting space is not typically an option due to security restrictions, transportation and meal options.

8. Does the 50 in person attendees include staff? Government Response:

The 50 person total includes IHS staff but does not include contract staff.

9. Sleeping rooms identified as only 25. Will the additional 25 attendees be local or is the expectation for the sleeping rooms to be share withs? (double occupancy) Government Response:

The number of sleeping rooms is based on the average number of workgroup members who attend the meeting. Other attendees may use the room block but they are also responsible for their own lodging and may seek accommodations outside of the room block.

10. Do the 25 rooms include onsite staff support? Government Response:

Yes, contract staff are asked to utilize the associated room block.

11. Will the attendees arrive 1 day prior to the start of the meeting? Government Response:

Attendees typically arrive the day before the meeting starts.

12. Will attendees depart the hotel following the last day of the meeting or additional night be approved? What is the anticipated # of approved funded nights? Government Response:

Attendees depart on the last day of the meeting or the following morning. The maximum number of approved nights is typically three.

13. Who is responsible for signing the hotel contract? Government Response:

The contractor is responsible for signing the hotel contract.

14. Is the government providing funding support for travel, ground transportation and parking fees for attendees? Government Response:

IHS will coordinate workgroup member travel; there is no attendee travel required for this solicitation.

15. Will the contractor staff's travel, ground and parking be added as part of the CLIN?

Government Response:

Contractor travel should be included in the pricing proposal in accordance with the pricing table.

16. Are the (4) Work Stations to be part of the main meeting space or breakout rooms?

Government Response:

The workstations are part of the main meeting space.

17. Does the client want an onsite office at the meeting venue? Government Response:

An offsite office is not required.

18. Will site visits be an approved reimbursement? Government Response:

Site visits have not previously been approved but may be considered based on need and fund availability.

19. How many days are needed for pre/post setup & strike? Government Response:

Offerors should use their best judgement to determine set up and teardown for the event.

20. Please confirm no F&B will be provided during the meeting. Government Response:

No food and beverage will be included in this requirement.

21. Are there any IHS restrictions from accessing Zoom? Firewalls? Government Response:

IHS can access zoom.

22. Is IHS receptive to utilizing Cvent for registration & virtual components? Government Response:

IHS does not have a preference for registration and virtual components; offerors are welcome to propose an option that meets PWS requirements.

23. What is the format of the virtual meetings? Will virtual breakouts be needed? Government Response:

Virtual meetings will be general sessions. Virtual breakouts are not usually needed.

24. Are there Power Point presentations for any of the meetings (in person/virtual)?

Government Response:

Yes, there will be powerpoint presentations for all meetings.

25. If yes, is the contractor responsible for uploading & managing the PPTs? Government Response:

The contractor will assist the IHS in coordinating PPTs.

26. If Yes, what is the timing for receipt of final presentations? Government Response:

If available, final presentations will be included in the meeting packets; otherwise final presentations will be available on the first day of meeting.

27. Will all speakers be internal employees? Government Response:

Not all speakers will be internal employees.

28. If no - how will travel be handled for guest speakers? Government Response:

There is no speaker travel required for this solicitation

29. How long is this project for? Government Response:

This information is included in the RFQ synopsis.

30. What is the budget? Government Response:

The only budget provided is in the pricing tables. Offerors are expected to provide their best value pricing for the Government.

31. Does the Government require Representations and Certifications for this solicitation?

Government Response:

Yes.

32. This section shows a Phase II, Criteria 4 - Oral Presentation - Proposed Solution. Later in paragraph 4 it is stated: Evaluations will be based solely on the material included in the proposal. Q: Will the government please clarify whether the Oral Presentation is part of the Evaluation? Government Response:

Oral presentation will be a criteria used for evaluation.

33. Paragraph 2 in this section outlines criteria for this solicitation but provides no information regarding the timing between the Phase I down select and how Quoters are to submit pricing information during Phase II. Q: Will the Government provide further details on the two phases? Government Response:

Upon completion of phase I, Offerors will be notified when to submit phase II requirements.

34. The final paragraph in this section states, "…the Government may exclude a proposal from further consideration for any material failure to follow instructions, including the omission of required information, …" Q: Can the Government clarify what artifacts, including contractual, are due at which stage? Government Response:

This means that if an offeror does not adhere to the specific instructions outlined in the solicitation, their proposal can be deemed non-compliant. This includes not following formatting guidelines, submission procedures, or any other specific instructions provided in the solicitation document.

35. To aid in our complete understanding, will the government please provide a definition around "Migration and Implementation"? Government Response:

This refers to the manner in which the Quoter proposes to plan, manage, control, and provide the services and deliverables.

36. The first sentence of the first paragraph states three contracts/orders and the first sentence of the second paragraph states at least two contracts. Will the government clarify which is correct? Government Response:

Offeror shall provide three contract/orders however at least two shall of the three shall provide the details illustrated in the text.

37. Will the Government clarify the roles considered Key for this contract? Government Response:

Key personnel are considered staff who have a significant role in the management and administration of the contract, are planning and executing the event and are responsible for major deliverables such as the summary.

38. Paragraph 1 states: Prior experience will be evaluated to assess the expectation of successful outcomes based on the extent to which the quoter has successfully performed on systems like the portal requirements described in the Performance Work Statement. Q:

Will the government please clarify what portal is being referred to in this statement?

Government Response:

Portal requirements refer to the task requirements. Document updated to reflect this change.

39. Paragraph 1 states: The government will assess the extent to which the Quoter identifies and commits Key Personnel with appropriate experience and qualifications and will be assigned a confidence rating. Q: Will the government please confirm that the assignment of "Key Personnel" is at the discretion of the Offeror? Government Response:

Yes, it is responsibility of the offeror to assign key personnel that demonstrate appropriate experience and qualifications.

40. Paragraph 1 states: The government will assess the extent to which the Quoter identifies and commits Key Personnel with appropriate experience and qualifications and will be assigned a confidence rating. Q: Will the government confirm the confidence rating assigned to Key Personnel will be in accordance with Table 1.? Government Response:

Yes, confidence ratings will follow Table 1 – Criteria 1-5 Confidence Ratings.

41. Paragraph 2 states: Oral presentations will be evaluated based on the Quoter's presentation of its proposed OIP Portal Solution in oral presentation portion 2.... Q: Will the government please clarify the reference to OIP Portal Solution, as no portal reference is found in the PWS? Government Response:

Portal requirements refer to the task requirements. Document updated to reflect this change.

42. Paragraph 2 states: This Performance Work Statement (PWS) includes the coordination of up to six (6) in-person, two-day meetings and up to six (6) virtual meetings during each performance period. Q: Will the government confirm the length of the virtual meetings?

Government Response:

Virtual meetings will be no longer than two days in length and could be shorter in duration.

43. States this is a Firm-Fixed Priced Purchase Order. The Attachment A – Price/Cost Schedule has firm-fixed price CLINS and cost reimbursable CLINS. Should we assume that it is hybrid with firm-fixed price and cost reimbursable CLINS? Government Response:

Yes.

44. States that the contractor will be expected to fulfill branding, sponsorship, and marketing, but we did not see any mention of those in the PWS. Q: Will the government clarify these should be in the PWS? Government Response:

Offerors should respond to requirements in the PWS and do not need to address branding, sponsorship and marketing.

45. The CEP will be provided to the COR within ten (10) days of the kick-off meeting. Q: Will the government confirm the CEP will be provided to the COR within ten (10) days after the kick-off meeting? Government Response:

The contractor is responsible for developing the CEP and providing the CEP to COR within the 10-day timeframe.

46. The Contractor shall be required to identify meeting space availability in up to five (5) cities based on locations provided by the COR. Q: Will the government confirm that site visits to assess venues will be conducted by the Contractor using travel funds? Government Response:

Site visits have not previously been approved but may be considered based on need and fund availability.

47. Regarding the 4 workstations for program attendees, will the government specify what requirements are needed for the workstations? Government Response:

The workstations should include general workspace for a laptop computer, wifi connection and power access.

48. Will the government confirm how many tabletop microphones are needed? Government Response:

IHS is relying on the offeror to determine the best number of microphones practical and affordable. IHS expects the number to range from one microphone per person to one microphone for three people depending on the seating and spacing arrangements.

49. Regarding the power stations, will the government specify what requirements are needed and how many? Government Response:

Standard AC power stations are required. The number will vary depending on how many ports each station accommodates but should be enough to meet the requirements in 3.3.

50. Regarding the closed captioning and transcription services, does the government want to use what is built into Zoom or have separate dedicated individuals who are providing live captioning and that can be used for a verbatim transcript? Government Response:

It is the offeror’s choice to use a transcription product or service to meet the required deliverable.

51. Will the government confirm what type of support services for participants with disabilities have been provided recently? Government Response:

Support services for the disabled have not been required recently.

52. Will any graphic designs be needed for the meeting packet? Government Response:

There are no graphic requirements for the meeting packets.

53. Will the government confirm whether the pdf version of the meeting packet needs to be made 508 compliant? Government Response:

The pdf version of the meeting packet does not need to be 508 compliant.

54. Will the government confirm whether a graphic design is needed for the name tents?

Government Response:

There are no graphic requirements for the name tents.

55. Will the government confirm approximately how many pages the meeting summary has been recently? Government Response:

Recent summaries have averaged 33 pages including the cover page, table of contents and workgroup member listing.

56. Will the government confirm whether the summary needs to be made 508 compliant?

Government Response:

The summary does not need to be 508 compliant.

57. The CEP will be provided to the COR within ten (10) days of the kick-off meeting. Q: Will the government confirm the CEP will be provided to the COR within ten (10) days after the kick-off meeting? Government Response:

The contractor is responsible for developing the CEP and providing the CEP to COR within the 10-day timeframe.

58. Will the government clarify whether the virtual meetings are two days in length or another length? Government Response:

Virtual meetings will be no longer than two days in length and could be shorter in duration.

59. This sections states: The CEP will be provided to the COR within ten (10) days of the kick-off meeting. Q: Will the government confirm the CEP will be provided to the COR within ten (10) days after the kick-off meeting? Government Response:

The contractor is responsible for developing the CEP and providing the CEP to COR within the 10-day timeframe.

60. Regarding the closed captioning and transcription services, will the government confirm whether the contractor is to use what is built into Zoom or have separate dedicated individuals who are providing live captioning and that can be used for a verbatim transcript? Government Response:

It is the offeror’s choice to use a transcription product or service to meet the required deliverable.

61. Will the government confirm what types of support services for participants with disabilities have been provided recently? Government Response:

Support services for the disabled have not been required recently.

62. Will the government confirm whether any graphic designs be needed for the meeting packet? Government Response:

There are no graphic requirements for the meeting packets.

63. Will the government confirm whether the pdf version of the meeting packet needs to be made 508 compliant? Government Response:

The pdf version of the meeting packet will not need to be 508 compliant.

64. Will the government clarify as to whether the Project Officer and COR are the same person? Government Response:

Yes, the Project Officer and COR are the same person.

65. Will the government please add the language "or upon confirmation of meeting dates" to the deliverable table? Government Response:

This depends which deliverable is in question. IHS may consider the amendment/update.

66. Will the government please add the language "or upon confirmation of meeting dates" to the deliverable table? Government Response:

This depends which deliverable is in question. IHS may consider the amendment/update.

67. The RFQ states offerors will be expected to fulfill “branding, sponsorship, [and] marketing” of events, but these tasks are not outlined in the PWS, which focuses on logistical and administrative requirements. Should offerors propose and quote services for branding, sponsorship, and/or marketing, as well? Government Response:

No, offerors should respond to requirements in the PWS.

68. Does the Government have a known budget for this base effort (2 meetings) that they are willing to share with vendors? Government Response:

No, offerors are expected to provide their best value pricing for the Government.

69. As a Native American-owned small business with extensive experience supporting Tribal Consultation, Urban Confer, and the IHS Partnership Conference under NAICS 611430 (Professional & Management Development Training), would the Government consider allowing proposals under NAICS code 611430 in addition to 561920? Government Response:

The Contracting Officer determined NAICS code 561920 – (Convention and Trade Show Organizers) best represents the work to be performed vs NAICS code 611430 (Professional and Management Development Training)

70. Is the offeror expected to supply the Meeting Owl 360 technology for in-person meetings, or would the government consider an alternative solution that cost-effectively achieves multi-directional video capability? Government Response:

The offeror is expected to supply the conferencing camera but a cost-effective option to the Owl 360 is acceptable.

71. Will the government require the capabilities of Zoom Webinar, including the option for in-meeting virtual breakout sessions, for the virtual component of in-person or of virtual meetings? Government Response:

Zoom webinar or zoom meetings is acceptable and virtual breakout sessions may be needed.

72. Does the Government prefer the consistent partnership of a vendor over the course of the 12 month contract periods, or does the Government anticipate that labor support will ‘surge’ in the months/weeks prior to each session, and scale back significantly between meetings? Government Response:

Labor will pick up prior, during and just after the event and scale back until the next meeting planning begins.

73. Does the PDF version of the meeting packet need to be Section 508 compliant when distributed on the day of the event? Government Response: If so, will the vendor be partially or fully responsible for making the material Section 508 compliant? Government Response:

The PDF meeting packet does not need to be Section 508 compliant for distribution.

74. Sections 6.1.1 and 8.6.1 indicate content for the meeting packet will be provided by the

COR 2 weeks/14 days prior to the event. Sections 6.1.2 and 8.6.2 require the proof be available 10 days prior. Can the government confirm these are business days, allowing 4 working days from receipt of content to proof delivery? Government Response:

These are calendar days. Materials will be provided two weeks prior to the event and the contractor will have four days to provide a proof for printing.

75. Do the final versions of the written meeting summaries requested in 7.1.1 and 8.7.1 need to be Section 508 compliant? Government Response: Do video files required by in 7.1.2 and 8.7.2 need to be 508 compliant? Government Response:

No.

76. Will the vendor play a role in designing event flow, preparing speakers, or similar activities that can often influence a successful meeting of this size? Government Response:

No.

77. The solicitation identifies “Key Personnel” as a distinct evaluation factor but does not specify which roles the Government considers key. Can the Government clarify if there are any required or expected key personnel roles (e.g., project manager)? Government Response: Should offerors submit resumes or bios for all staff or only for those designated as key? Government Response:

Key personnel are considered staff who have a significant role in the management and administration of the contract, are planning and executing the event and are responsible for major deliverables such as the summary. See evaluation factors for resume requirements.

78. Does the Government have a preferred registration platform (e.g., Zoom, Eventbrite, MS Forms), or should vendors propose their own system for managing registrants for both in-person and virtual attendees? Government Response:

IHS does not have a preferred platform although we are familiar with Zoom and MS Teams.

79. Are there any known challenges or improvement areas from past meeting coordination efforts that the Government would like prospective offerors to address in their approach?

Government Response:

Nothing to note at this time.

80. Will the Government handle participant outreach and meeting invitations directly, or is the contractor expected to develop communications or outreach materials (e.g., save-the-dates, agendas, or post-meeting follow-ups)? Government Response:

IHS will handle outreach and invitations.

81. Will the vendor be responsible for producing the full suite of day-of meeting materials such as agendas, meeting packet content, and/or PowerPoint slides? Government Response:

See PWS 6. Contractor will be responsible for printing materials provided by IHS.

82. Will the base period, in-person meetings have any virtual attendees? Government Response: If so, will the Government permit Zoom licenses, etc. to be priced as part of the base period quote? Government Response:

See PWS 3.3 and 3.4 for meeting requirements. Offerors should propose zoom or other suggested virtual meeting platform and included required pricing.

83. Does the Government prefer vendors with in-person facilitation as a core service?

Government Response: Will the vendor play an active role in day-of facilitation of discussions, breakouts, etc.? Government Response:

Facilitation services are not required for this solicitation.

84. Does the Government have a specific target date in mind for the two meetings, given this may impact rental costs and associated pricing? Government Response:

No target dates; meeting dates are determined by the Workgroup and have not yet been identified but we expect they will be scheduled for fall 2025 and spring 2026.

85. Does the Government have preferred regions, states, or cities in mind for the two in-person workgroups, as this may greatly impact rental costs and associated pricing? Government Response:

Meeting locations will vary as determined by the Workgroup but are typically held in hub cities located in the central or western United States.

86. Do the cover letter or title pages count against the page limit for Volume/Phase I?

Government Response:

No.

87. Should the "Resumes of Key Proposed Key Personnel" be labeled as Criteria 2 or 3?

Government Response:

Darryl – This is a DAP response. The solicitation page 1 lists key personnel as criteria 2 but page 3 list key personnel as criteria.

88. When should offerors expect the oral presentation (Phase II, Criteria 4) to take place?

Government Response:

Upon Completion of phase I.

89. For the Cost Reimbursable items, is the approved travel only for the Contractor’s staff to attend the in-person meeting? Government Response:

Yes, this is meant to cover contract staff.

90. For the Cost Reimbursable items, the NTE amount of $40,000 which includes a number of items, including meeting room, a/v, travel, and copying and printing costs, which includes a meeting Owl 360 smart conferencing camera that captures video from all different directions, power stations for meeting participants and work stations and no cancelation fee or attrition fees. May this amount be increased to $80,000 per meeting? Government Response:

No.

91. Can you describe the attendee profile in terms of demographics and professional background? Government Response:

This is a federal-tribal workgroup comprised of tribal leaders, subject matter experts, program staff and technical advisors.

92. Will there be a volunteer component? Government Response: If so, is volunteer recruitment and management part of the contractor’s scope? Government Response:

What is the expected number of volunteers? Government Response:

There is no volunteer component to this requirement.

93. Will continuing education credits be offered? Government Response: If so, for which professions? Government Response:

No continuing education credits will be offered.

94. Does IHS have a preferred registration system or software, or should the contractor propose one? Government Response:

IHS does not have a preferred registration system; offerors are welcome to propose one.

95. What marketing assets will IHS provide (e.g., logos, past event photos/videos)?

Government Response:

IHS can provide agency and Department logos if needed. It is not anticipated that past event photos or videos will be needed.

96. Does IHS have a contact database for marketing? Government Response: If so, how many contacts and what types (e.g., past attendees, industry lists)? Government Response:

There is no contact database for marketing.

97. Does IHS use a specific marketing platform or CRM, or should the contractor propose one?

Government Response:

IHS does not have a specific marketing platform; offerors are welcome to propose one.

98. Are there existing social media accounts for the event or organization? Government Response: If so, on which platforms? Government Response:

There are no social media accounts for this event/activity.

99. Will the contractor be responsible for consulting on educational programming?

Government Response:

No.

100. Who is responsible for selecting and contracting speakers? Government Response:

IHS will select speakers; there will not be contract speakers.

101. What is the projected number of speakers? Government Response:

All persons sitting at the table will participate as speakers.

102. Will there be an exhibitors or sponsor area? Government Response:

There are no exhibitors or sponsors required for this solicitation.

103. If so, how many booths are anticipated? Government Response:

N/A

104. Will the contractor be responsible for exhibitor and sponsor recruitment and management? Government Response:

There are no exhibitors or sponsors required for this solicitation.

105. If available, can you provide a past exhibitor/sponsor prospectus? Government Response:

N/A

106. Will all conference elements be held at a single venue, or are off-site events planned?

Government Response:

Meetings will take place at a single venue; no off-site events will be held.

107. What type of attendee and exhibitor badging is preferred? Government Response:

Badging is not a requirement for this solicitation.

108. Are printed materials required onsite, or will all materials be distributed digitally?

Government Response:

Printed materials will be required for onsite attendees and digital materials will be required for virtual attendees.

109. In addition to post-event evaluations or surveys, are there specific types of post-conference analysis or reporting that would be most valuable to your team? Government Response:

Evaluations and surveys are not a requirement for this solicitation.