Questions received in response to the PIKES Draft RFP.pdf
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- Solicitation number
- 80GSFC19R0031(FINAL)
About this file
This document contains questions received in response to a draft request for proposals for conferencing support services. The solicitation seeks a contractor to plan, arrange, coordinate, conduct, and close out task order events for NASA Headquarters, Goddard Space Flight Center, and other NASA Centers. On average, 11 conferences are hosted by GSFC annually requiring services such as registration, venue selection and authorization, payment of vendors, and travel arrangements. The contractor must have a credit line of $750,000 and will reimburse non-NASA attendee expenses according to government rates. The acquisition is an 8(a) small business set-aside, and proposals are due in January 2020 following release of the final RFP. Technical and price proposals shall be submitted separately in accordance with instructions for content and delivery method specified in the document.
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January 15, 2020
Questions received in response to the PIKES Draft RFP
1. Would the Government consider drafting Section L, Instructions to Offerors and Section M, Evaluation Criteria and releasing to vendors?
Response: Part VI represents Section L and Part VII represents Section M.
2. Would the Government consider using the GSA STARS II contract to solicit this opportunity?
Response: The Government has decided to not use a GSA contract for this effort.
3. Would the Government consider allowing subcontractor relevant past performance/corporate experience to be evaluated on an equal basis to that of the prime?
Response: The Government considers both the prime contractor’s experience and the subcontractor’s experience to evaluate the PP Factor. However, the executed contract, adherence to contract requirements and overall contract management is the responsibility of the prime contractor and is therefore weighted more heavily in determining the overall rating for the past performance.
4. Is this acquisition going to remain an 8(a) set-aside?
Response: Yes
5. Are the attachments RTO #1 and RTO #2 examples of Task Orders or are they both real events coming down the pipeline?
Response: These are examples of potential Task Orders.
6. On average, how many conferences / meetings / symposiums / events does the GSFC host each year?
Response: On average 11 are hosted by GSFC each year.
a. How many of those events are hosted on site at a complimentary government facility?
Response: 4
b. How many of those events are hosted off site at rented facilities?
Response: 7
c. How many of those events require travel?
Response: 7
d. How many days for each event?
Response: 3 days on average
e. How many speakers at each event?
Response: This is unknown.
f. What is the general flow for each meeting (general session, breakouts, etc.)?
Response: Each event is different. The RTOs provide a description of how these sample events would flow.
7. Do you require a technical proposal and a price proposal in two separate documents?
Response: In accordance with Sections 6.2.12 and 6.2.13 of the RFP, the price proposal and the technical proposal shall be submitted in separate volumes.
8. What are the proposal requirements for the technical proposal?
Response: Section 6.2.12, Technical Acceptability Volume Instructions, states the requirements for the technical proposal.
9. What are the proposal requirements for the price proposal?
Response: Section 6.2.13, Price Volume Instructions, states the requirements for the price proposal.
10. How would final proposals be submitted? Via email?
Response: Proposals shall be submitted in accordance with the instructions in Section
6.2.11 Proposal Marking and Delivery.
11. What is the purpose of Attachment D OCI Plan?
Response: The Government has identified the potential for conflicts of interest to arise in the performance of this contract. The vendors are required to submit an OCI Plan that addresses these potential conflicts and how they would address them should they arise.
12. Please provide actual data for Attachment C IDIQ Fixed Price Rate Matrix.
Response: In accordance with Section 6.2.13, Price Volume Instructions, offerors are required to populate this matrix with their proposed labor rates and submit the matrix with their proposal
13. For each anticipated conference / meeting / symposium / event, please provide the following so that we can best estimate the Other Direct Costs:
a. AV needs
b. Food & Beverage / Catering needs
c. Attendee materials: folders, binders, flash drives, etc.
d. Anticipated Honoria to be included in the cost
e. Anticipated Travel costs for each program
f. Anything else that would need to be paid by the contractor on behalf of the agency for each program
Response: Offerors should propose this information as part of their response to the RTOs, and explain the assumptions behind each line item.
14. This states this is a draft. On attached doc it states formal RFP is coming out in January.
Can you confirm?
Response: Yes, the solicitation will be released in January 2020.
15. Representative Task Orders: Do you have these?
Response: Task Orders will be issued for each event to be supported by the successful offeror. The Representative Task Orders (RTOs) in Enclosure 1 and 2 of the RFP represent typical task orders that will be issued once the contract is awarded.
16. Estimated number of meetings annually?
Response: There are approximately 45 meetings sponsored by NASA Headquarters and 11 meetings by Goddard.
17. Is there a calendar of events/meetings?
Response: No
18. Do they use a reg tool now? If yes, what is that?
Response: The only tool required by the offeror to use for fulfilling the requirement is Concur. There are no further tools provided.
19. Do we need to build a website for event(s)?
Response: It varies per customer.
20. What meetings require registration?
Response: Any meetings requiring registration coordination will be stated in the request for task plan.
21. What questions are needed for registration?
Response: This will be stated in the request for task plan.
22. Are name badges pre-printed or done onsite?
Response: This will be stated in the request for task plan.
23. What is the process for deciding on a venue/authorizing us to move forward? What does that look like and what is the expectation of the length of time that takes?
Response: This is based on discussions with the customer as well as the contractor’s knowledge and experience.
24. Is this fee based or on commission from hotels?
Response: The successful offerors shall determine how fees and/or commission are collected for each TO.
25. What is the authorization process to spend more than govt. per diem on guest rooms (govt. plus 25%)?
Response: The contractor will need to work with the customer to make this decision in accordance with the appropriate regulations.
26. Would the offeror facilitate all conference expenses, including individual expenses as noted below, and then would bill Government total?
Response: Yes
27. Can you confirm approval process for paying vendors?
Response: The prime contractor would submit their invoice to the Government for payment in accordance with the payment clauses of the contract.
28. What vendors would be paid?
Response: The contractor is responsible for reimbursing any applicable vendors and subcontractors.
29. For Individual expenses would we pay: honoraria, air fare, per diem, lodging, car rental, etc.?
Response: In accordance with the SOW, this is only for non-NASA attendees.
30. Would we follow-up with participants to submit an expense form, receipts, and honorarium?
Response: In accordance with the SOW, the contractor is required to follow up with the participants.
31. What is time frame to submit and pay expenses to an individual, to a company?
Response: This is based on the agreement between the prime contractor and the vendors.
32. What amount of credit line would be expected for this?
Response: In accordance with Section 6.2.12, Technical Acceptability Volume Instructions, the contractor is required to have a credit line of $750K.
33. How closely does the contractor need to review expense reports for any unauthorized expenditures?
Response: The contractor is expected to review expense reports to the level necessary to identify unauthorized expenditures.
34. What is the process to submit any modifications that affect the scope of the original task order for additional requirements such as the number of participants, material and equipment, conference expenses and other miscellaneous items?
Response: The contractor’s Program Manager/Lead should reach out to the COR and CO to have the TO modified as soon as they become aware of the change. The CO will then request a modified task plan to capture any changes.
35. How many programs would conference managers need to go on site for?
Response: The successful offerors shall determine the need for onsite presence for each TO.
36. Other than the two positions below, how many staff has this taken in past to facilitate?
Senior Project Manager
Senior Event Coordinator
Response: Any additional resources would need to be assessed and proposed by the offeror.
37. Are they expecting travel agent services from the contractor they award this to? If so, would they consider a sub-contractor of our choice on this?
Response: Yes, the contractor will be required to provide travel agent services. The contractor can pick their own subcontractor.
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